Founder POV: Our orders have arrived, we’ve confirmed the right quantity turned up.

This article is adapted from a LinkedIn post by Robbie Francis, Founder of Hops.

Our orders have arrived, we’ve confirmed the right quantity turned up. Now, we’re discussing the next part of early margin recovery:

Are we putting the right stock into the system at the right price?

Because in Hops, Arrived and Processed Into Stock are not the same thing: and that separation is deliberate.

Step 1: Arrived

• The delivery is physically on site
• Quantities have been checked
• Shortages or substitutions can be flagged

At this point, you’ve confirmed the operational reality, but the stock is not yet officially in the system.

Step 2: Processed Into Stock

• Where the order gets closed out operationally
• Final pricing is reviewed
• Quantities are confirmed as final
• The delivery is moved into stock
• The purchase order is effectively closed

This is the moment where the operational process ends…and the financial process begins.

Because once it’s processed into stock, Hops creates the Goods Received Note that finance can later use to match against invoices.

So if Arrived is → “This is what physically turned up” Then Processed Into Stock is → “This is officially part of our operation”

Why split it? Because good operations separate responsibilities:

• Goods-in can confirm what arrived
• A GM or senior team member can review price and close it into stock

That creates:

• Clear procedures
• Oversight
• Accountability
• Better accuracy
• And it gives you another opportunity to protect margin.

Because at this stage, you’re asking if the quantity/price is right → That’s not the same question as “Did it turn up?”

It’s the beginning of the financial truth of the order.

Now, for some sites, Hops allows Arrived + Processed Into Stock in one step. That’s usually useful for smaller teams or suppliers with accurate pricing at point of delivery.

That’s fine, but it’s a conscious trade-off:

You’re choosing speed over layered review. And that only works if your process is disciplined.

Next post, we’ll get into what happens when the order is wrong….. and how Hops® handles credit notes without your brain exploding.

---

About Robbie Francis
Robbie Francis is the Founder of Hops. He has spent years building and implementing hospitality technology with operators, focused on simplifying back-of-house operations across inventory and finance.

Follow Robbie on LinkedIn: linkedin.com/in/robbiefrancis

View the original LinkedIn post: Our orders have arrived, we’ve confirmed the right quantity turned up.