A delivery¶
One delivery against one invoice. Enter what arrived, type what the invoice says, check the two agree, and save.
Where: menu → Inventory → Receive → Receive delivery, or Continue on an open one.
Nothing moves until you save. Everything before that is kept as you go, so a delivery can be started at the dock and finished in the office.
With Food Safety switched on too, the top of the delivery shows Receiving check. Do it now opens your receiving form with the supplier and invoice number already filled in; filing it links it to this delivery, which then says Receiving check done (tap to open it). The temperature and condition go on the food safety record, not the delivery.
1. What arrived¶
Scan into Scan or search, use the camera button beside it, or type a name. On a delivery from a supplier, typing their code from the invoice finds the item too, once it has been used on a delivery before. What you scan decides where the line starts:
| You scan | The line starts |
|---|---|
| An outer's barcode -- the 25 kg bag of flour | In that outer, with Scanned: and what it holds under the name |
| A stock item's or a product's own barcode | In the item's own unit |
| A product made from one ingredient | On that ingredient, in the product's size |
| A product made from several | Nowhere: ... is made from 3 ingredients; receive those instead. |
Reading the invoice¶
Scanning and typing the count is the quick way, and it is all most deliveries need. When you want every line and price from the invoice, tap the invoice button beside Scan or search: take a photo of it, or choose photos or a PDF. AI reads it in about half a minute, then Check the invoice shows each line and what it would add:
| Line shows | What happens |
|---|---|
| Rolled oats · 2 × 25 kg bag at \$75.00 | Ticked. Add puts it on the delivery, as if you had entered it. |
| Not found in your stock | Left off. It stays under Still on the invoice; tap it there to search for it, or scan it. |
| Say how "tray" is counted | Found the item, not the count. Left off for you to enter. |
| No price printed or No quantity printed | Left off |
| Check this: smudged | The reader was not sure. Unticked until you tick it. |
Lines are found by the supplier's code first, then a barcode, then the name. The invoice number, date, total, GST and freight fill in too, but only where the delivery does not have them yet. Every line still shows its price check, and nothing moves until you save.
It gets better each delivery. Pick the supplier first. A line found by name keeps the supplier's code, so the next invoice from them finds it by code. An item set up with the outer that supplier sends (a Ctn 12, a 25 kg bag) gets its count right from the start. Reading an invoice counts as AI use on Plan & billing.
The line¶
| Field | Put |
|---|---|
| How many, and its unit | The count, in the item's unit, its Show as unit, or one of its outers |
| Actual weight | Only for weighed goods arriving in outers. What the scales said, if the boxes are not the size they claim. Leave blank to use the outer size. |
| Priced by weight / Priced by the outer | Beside the actual weight. How this supplier charges -- see Weighed goods in boxes below. |
| Outer price, or Cost per ... | What it cost, from the invoice. Labelled incl. GST or excl. GST to match the delivery. |
| GST % | The item's tax rate. Tick Remember for this item to keep a change for next time. |
| ...'s code (optional) | The supplier's own code for it, from their invoice. Only when the delivery has a supplier. Remembered for them, so it is filled in next time. See Their codes. |
Underneath, the cost of one unit -- and, when the delivery includes tax, both the invoice's figure and the one that goes into stock.
Bought by the kilo? Choose kg as the unit and type the price per kg, even when you scanned the box.
Weighed goods in boxes¶
A "5 kg box" of fish that actually weighs 4.7 kg can be invoiced two ways, and the difference is real money. Type the Actual weight, then say which:
| Two "5 kg" boxes at $90, weighing 9.4 kg | |
|---|---|
| Priced by weight | The $90 buys 5 kg, so you are paying $18 a kilo for 9.4 kg. $169.20. |
| Priced by the outer | A box costs $90 whatever is in it. $180.00, and the per-kilo cost works out at $19.15. |
Either way 9.4 kg goes on the shelf and the line still says two boxes -- only what it cost changes. The working is shown under the price, so you can check it against the invoice before you save.
Whichever you pick, the next line on this delivery starts there, and so does the next delivery from that supplier. A supplier who charges by the box for fish and by the kilo for cheese is one delivery with both on it -- set it per line.
A saved line keeps the answer it was saved with. Changing how you receive from a supplier does not go back and re-price what you have already put away.
Save adds the line. A second scan of the same item starts a second line, so one invoice can carry the same thing at two prices. Tap a line to change it; swipe it away to remove it -- and the total follows it off.
Changing the unit keeps what you typed. Two 25 kg bags becomes 50 kg, and $75 a bag becomes $3.00 a kilo. Same delivery, said a different way, so you can switch to whichever the invoice is written in without typing it again.
A product in sizes and colours¶
Search for it and choose Canvas shopping tote, all sizes. A grid opens: sizes down, colours across, a box for each one you sell. Type how many of each arrived and leave the rest blank.
Cost each is what one cost, on the docket's basis. Leave it blank to use each size's own cost. A size with no cost of its own and nothing typed stops the grid with its name -- type a cost each.
Add to delivery makes one line per size. Scanning the barcode of one size still adds that size alone.
A batch number or best-before¶
If the pack shows one, tap Add a batch number or best-before on the line and fill in either or both. The best-before is picked from a calendar, never typed, so 03/04 cannot turn into the wrong month.
Saving the delivery adds it to the item's Batches with the quantity on the line, and keeps it on the delivery itself -- the record to go back to if a supplier ever recalls a batch.
A line with no cost¶
Refused, because a delivery sets what your stock is worth, and $0 would write it all off.
| The item | What happens |
|---|---|
| Has been bought before | This line has no cost: Save at the last cost uses what it cost last time, or Go back |
| Has never had a price | This line needs a cost: type what it cost |
Prices that moved¶
A cost that has moved further than your shop's tolerance -- 5% unless you changed it in Inventory setup -- is pointed out. The line's sheet reads Was ..., now ... per kg -- up 8%, and a rise marks the line in the list with its percentage.
2. The invoice¶
Open Invoice under the lines.
| Field | Put |
|---|---|
| Invoice number | As printed. It is how a repeated invoice is caught. |
| Invoice date | Pick it from the calendar |
| Invoice total | The bottom line: what you owe |
| Freight | Blank if the docket does not say; 0 if it was free. What for: per pallet, fuel levy. |
| Other charges | Anything else the invoice adds |
| GST as printed | Blank works it out from the lines. Type the invoice's own figure and that is used instead. |
| Line prices include tax | Off: The costs you type are before tax, which is how most wholesalers quote. On: The costs you type are what the docket prints. |
| Note | Anything worth keeping |
Blank freight and $0 freight are different on purpose. Blank means the invoice did not say; 0 means it was free.
Line prices include tax starts where the last delivery from this supplier left it, or at your shop's setting for a first delivery. Change it here for this one.
3. Check it adds up¶
Once there is a line, the top of the screen writes the sum out, naming every part:
Lines $120.00 + freight $8.50 + GST $19.28 = $147.78
Parts the invoice does not have are left out, never shown as $0. GST is worked out on the freight and other charges too, at your shop's rate. With Line prices include tax on, the lines read (incl. GST), freight and charges are taken as printed, and there is no separate GST.
Type an Invoice total and the line under it checks it:
We make it $147.78 · Invoice $147.78 · they agree
| It ends | Means | Look for |
|---|---|---|
| they agree | Within a cent | -- |
| $2.10 short | The invoice says more than the lines and charges add up to | A missed line, freight, or a price typed low |
| $2.10 over | The lines and charges add up to more than the invoice | A line entered twice, or a price typed high |
The check does not stop you saving. It is there so a difference is seen before it goes into your costs.
4. Save delivery¶
Save delivery is greyed out until there is a line, and says why: Add what arrived before saving: scan a barcode or search for the item.
Saving puts these lines onto your stock and updates what each one costs you.
If this supplier's invoice number has already been saved, you are asked Received this one already? Suppliers do reuse numbers, so Save anyway is allowed.
Then Delivery received: how many lines, the total, and Prices that moved, each with its old and new cost. When anything rose, See what this does to margins opens Margins on the ingredient that rose most.
What saving changes¶
| What | How |
|---|---|
| On hand | Up by every line |
| Avg cost | Each line averaged in at its cost before tax |
| The item's cost | Becomes this delivery's, before tax |
| The outer | Remembers its latest price |
| Tracking | Switched on at this shop for anything that was not tracked yet |
It does not change product prices. It does not add freight to what stock cost you: freight is recorded on the delivery and kept out of stock value.
When it does not match the invoice¶
Under the total sits what we make it against what the invoice says.
A few cents apart is rounding, and it says so. Your supplier's system rounds the tax on each line and so does ours, so a long docket drifts by cents without anything being wrong. Do not balance it by editing the freight figure -- that puts a real number wrong to silence an artefact.
Dollars apart is a different thing: a mistyped quantity or price, and it shows in red until it is found.
Throwing a delivery away¶
A delivery entered by mistake, or one nobody finished, has a ⋮ on its row in the delivery list, and the same under ⋮ at the top of the delivery itself: Discard.
Your stock does not change. An unsaved delivery has put nothing onto it, so the only thing lost is the typing. It goes from every till, not just this one, so it needs a connection.
A saved delivery cannot be discarded, ever. It has already put stock on your shelves and it is the supplier bill your books read. Put a mistake right with an adjustment on the item.
Good to know¶
- Weighed goods in boxes: type the Actual weight and that is what goes on the shelf, while the line still says one box. Whether the box price is for its weight or for the box is a choice on the line.
- Saving needs a connection. Scanning lines and typing the invoice can happen over as long as you like; the delivery stays open.
- A saved delivery is not edited. Put a mistake right with an adjustment on the item.