Receiving stock

Purchase orders, scanning units in, bulk quantities, freight into cost, and what to do when something arrives wrong.

The purchase order

Purchase Orders, New. Choose the vendor (or add one inline), the warehouse the stock is going to, and the expected date. Then add lines:

• A serialized line names a product (model, storage, colour) and a quantity expected, at a unit cost. The units themselves do not exist yet; they are created as they are scanned in.
• A bulk line names a bulk product and a quantity, at a unit cost.

Save the order. Its status starts at New and moves to Processing when the first unit is received and Complete when every line is.

Receiving a serialized line

Open the order, and on the line click Receive. The receive field takes a barcode scanner: scan the IMEI or serial, press Enter, and the unit is created against that line with the line's cost, the order's warehouse and the status Available. The field re-focuses after each scan, and once a line is full the cursor advances to the next line.

Each scan is checked on the way in: an IMEI that fails its check digit is refused with a sentence, and an identifier already in the workspace is refused and named, so a unit cannot be received twice.

Grade, cosmetic condition, defects and bin can be set per unit as it is received, or afterwards from Inventory in bulk.

Receiving a bulk line

On a bulk line, Receive takes a quantity. The product's quantity on hand rises by that number, its average cost is recomputed from the layer this receive adds, and the movement is written to the ledger with the order behind it. This is one of the two doors a bulk count moves through; the other is a stock adjustment.

Freight and other costs

A purchase order carries cost lines beside its product lines: freight, duty, a handling fee. Each is spread across the units received on the order and lands in their cost of goods, so a unit's profit later is measured against what it really cost to put on the shelf. Add them from the order's Costs section, before or after receiving.

Paying the supplier

The order's Payments section records what has been paid and when. The dashboard's owed-to-vendors figure is the sum of open orders' balances.

When something arrives wrong

• Fewer units than ordered. Receive what arrived; the line stays open for the rest. Close the line short if the balance is not coming.
• The wrong unit. Reverse the receive on that unit (a Manager permission), which removes the unit and reverses its cost, then scan the right one.
• A unit that fails inspection. Receive it and set its status to Unavailable with a defect, so it is counted, costed and kept out of the sellable pool.

Labels at the bench

A unit label with its identifier and grade can print as each unit is received, or for the whole order at once. See labels and printing.