Check a shipment before you calculate
Why Landara asks you to confirm quantities and costs before it calculates, what the red lines mean, and how to fix a shipment you have already calculated.
Updated 5 August 2026
Before Landara calculates a shipment, it shows you the quantities and costs it read off your supplier's document and asks you to confirm them.
It is worth the ten seconds, and here is the honest reason why.
One wrong quantity mis-costs the whole shipment
A wrong unit price is a small problem. It makes one line wrong, and that line is the only one affected.
A wrong quantity is a different thing entirely, because quantity decides how your freight and duty get shared out. If a line says 100 units when the document says 10, that line claims ten times the freight it should, and every other line on the shipment is left with too little. The line you could point to as wrong makes all the lines that look fine wrong too.
Nothing downstream catches it. The numbers stay perfectly consistent with each other the whole way through: your landed cost per unit, your cost layers, your inventory valuation, the cost pushed to Shopify, and eventually your COGS journal. They are all built from that quantity, so they all agree with it, and they are all wrong together.
The one moment it can be caught is before the calculation runs, by someone with the document in front of them. That is what the confirmation screen is for.
What Landara checks for you
You are not doing this on your own. Every line on the PO is checked against the document's own arithmetic: quantity times unit price should equal the Amount printed on that line.
That check is what makes a misread quantity findable. On its own, "100 at $213.00" looks entirely reasonable. It is only wrong next to the "$2,130.00" printed beside it.
Landara usually tells you which of the three is wrong
Three numbers disagreeing does not say which one was misread, so Landara uses a fourth: the total printed on the document. A transposition changes the document's total by exactly what it changed the line, which is enough to settle it.
- If the goods total is short by exactly that line's gap, the Amount was misread, and Landara states what it should be.
- If the goods total agrees with the lines, the amounts are right and the unit price or quantity is wrong. Landara offers the unit price the amount implies.
This matters because these misreads rarely look like mistakes. 1479.93 beside 1497.93 is not an obvious error, it is a plausible number, and nobody re-adds a supplier's column by hand.
The comparison is against the goods total, not the invoice total. A PO total normally includes freight and tax that no line item carries, so comparing the whole total against the lines would report every correctly-read document as broken.
Lines that fail this check are shown in red at the top of the confirmation screen, with the line highlighted in the table below. You have to tick a separate box to say you have checked them before you can continue.
A few lines will not be checkable. If the Amount column could not be read at all, Landara works the total out from the quantity and unit price instead, which means it cannot then use that total to check the quantity. Those lines say so plainly rather than passing quietly.
What you are confirming
| Shown | What to check it against |
|---|---|
| Lines and total units | The number of product rows on the PO, and the total quantity ordered |
| Goods | The PO subtotal, in the supplier's currency |
| Extra costs | Your freight and customs invoices, plus any shipping or handling charges on the PO itself |
| Each line | SKU, quantity, unit cost and line total, row by row against the document |
Landara records who confirmed and when, along with the figures they confirmed. If someone asks later where a landed cost came from, that is the answer.
If you spot something wrong, choose Back to edit. You can change quantities, unit costs and which charges are included, then come back. Nothing is calculated until you confirm.
Fixing a shipment you have already calculated
Confirming is not a lock, but it is not open forever either. Until your next shipment is calculated, you can go back and fix this one.
-
Open the shipment and choose Edit to change quantities, costs or which charges are included.
-
Pick the allocation method you actually want. If you pick By weight and any SKU has no weight on record, Landara stops and asks for the missing ones rather than quietly allocating a different way; weights you enter are remembered for every later shipment.
-
Calculate again. You will be asked to confirm the figures a second time, because they are not the ones you confirmed before.
When you re-run, Landara rebuilds this shipment's cost layers from the new result rather than patching the old ones. Lines you removed disappear, lines you added appear, and the figures match the calculation you just ran. The stock keeps its original received date, because re-running a calculation corrects your arithmetic, not the day the goods turned up.
Once the next shipment is calculated, this one closes
When you calculate a later shipment, the earlier ones close for good. The page says so, and Edit, Calculate and the Shopify sync all switch off.
That is deliberate, and it is why the confirmation step exists. A shipment is a statement of what one receipt cost. Everything downstream is derived from it: your cost layers, the COGS you have already journalled, and the cost sitting in Shopify. Reopening it would leave all of that derived from a receipt that no longer says anything, and it is not only your own records that have moved on.
Fix a wrong figure with an adjustment, not by reopening. On Dashboard → COGS → Cost layers you can correct the cost of a layer, and Landara records who changed it, when, and why. That leaves an audit trail. Undoing the receipt leaves a hole.
An adjustment to an old layer stays where it belongs: it never overwrites the cost in Shopify, because Shopify carries your most recent purchase price. See what Landara sends to Shopify.
When a re-run will not rebuild your cost layers
Landara refuses to rebuild in three situations, and tells you which one applies. In each case the stock has taken on a life of its own since the layers were created, and quietly deleting them would destroy something you cannot get back.
| Situation | Why it stops |
|---|---|
| You wrote off units against one of these receipts | The write-off points at that exact receipt. Delete it and the write-off silently falls back to your oldest stock, changing the loss you recorded |
| You edited a cost on one of these layers | That edit is in your audit trail, with who changed it and why. Rebuilding would leave the trail pointing at nothing |
| The period is closed | Closed books stay closed |
The calculation still saves, so your numbers on screen are correct. What has not happened is the ledger following them. Correct the layers directly on Dashboard → COGS → Cost layers instead.
One thing a re-run cannot undo: quantity already pushed to Shopify. Adding stock is a one-way action, so if you pushed 100 units and the real figure was 10, Shopify is holding 90 units that never existed. Correct that in Shopify, or through a stocktake. Cost is different and does self-correct, because pushing a cost overwrites the last one.
