FooodPosWiki

Stock Documents: record a delivery

Type a supplier's delivery into the back office as a draft, then post it to put the goods on the shelf. New document, Delivery — goods in, Supplier, Their invoice no., Invoice date, Note, the items and their unit cost, Save as draft and Post.

Who uses it:ManagerOwnerWhere:Back office
On this page

When goods arrive, type the delivery note into Stock Documents. It is saved as a draft first: check it against the goods and the supplier's invoice, correct it, then post it. Posting puts the goods on the shelf and re-averages each item's cost with the price you paid.

Before you start

  • You need Stock Documents, Edit to type it, and Post a stock document to post it.
  • Add the supplier to Suppliers first, if you buy from them often.
  • The items must track stock: only those are offered. See Which items track stock.
  • Have the delivery note or invoice in front of you.

Start a delivery

  1. In the back office's menu, under MASTERS, click Stock, then Stock Documents.
  2. Click New document. The window New stock document opens, with Saved as a draft. Nothing moves until you post it.
  3. Kind reads Delivery — goods in. Leave it.

The window, part by part

New stock document, a delivery: the header across the top, the items on the left, the lines on the right.
  1. The title: New stock document, with the outlet's code when you have more than one outlet.
  2. Outlet: which outlet the goods arrived at. Shown only when you have more than one. It starts on the outlet the list is showing, or your working outlet. The document, its number and its stock are at this outlet. Needed.
  3. Kind: Delivery — goods in. The other kinds are Wastage — spoiled or dropped, Adjustment — a correction and Kept item (custody) — keyed in by hand. See wastage and adjustment and Custody: key in a kept item by hand.
  4. Supplier: who delivered. No supplier, a supplier from your list (SUP01 — Kedai Runcit Demo Sdn Bhd), or Type a name… for a one-off purchase: a Supplier name box then appears, with A one-off purchase in grey.
  5. Their invoice no.: the number on the supplier's invoice or delivery note, such as INV-8812. It shows beside the supplier in the list.
  6. Invoice date: the date printed on their invoice. It starts on today. The purchases report can be read by it, to match the supplier's statement. The goods still go on the shelf on the day you post.
  7. Note: anything worth keeping with the document.
  8. Find an item…: narrows the list under it by name or code. Only items that track stock are listed, at the chosen outlet.
  9. The item list: each item's code and name, and what that outlet's shelf holds now. Click an item to put it on the document. An item already on it is not added twice.
  10. A line: the item's code and name.
  11. Qty: how many arrived, in the item's unit. The box shows qty in grey.
  12. Unit cost: the price of one unit on their invoice. It starts at what the shelf is valued at now, so a delivery at the usual price needs no typing. Type the real price: it moves the shelf's average.
  13. ✕: takes the line off.
  14. Pick items from the left.: shown while there is no line yet.
  15. Cancel: closes the window and saves nothing.
  16. Save as draft: saves the document as a draft. It reads Saving… meanwhile.

Type and save the delivery

  1. With more than one outlet, choose the Outlet the goods arrived at.
  2. Choose the Supplier. For somebody not on your list, choose Type a name… and type their name.
  3. Type Their invoice no., and the Invoice date if it is not today.
  4. In Find an item…, type part of the first item's name, and click it in the list.
  5. On its line, type the Qty. Check the Unit cost against the invoice, and type the real price if it differs.
  6. Repeat for every item on the note.
  7. Click Save as draft.

The big green SAVED says GR26-00015, as a draft. A green line above the list says GR26-00015 saved as a draft at HQ — Kopitiam Demo. Nothing has moved yet — post it when it is right. The draft is at the top of the list, with Edit, Post and Discard.

A line left with no quantity, or 0, is not saved.

Post it

  1. Check the draft against the goods. To correct it, click Edit, change it, and click Save changes.
  2. Click Post on its row.
  3. The browser asks Post GR26-00015? This writes 3 line(s) to the stock ledger. … Click OK.

The goods are on the shelf. Each item's stock card has a Received line with the price you typed, and its average cost has moved. See Store Room: an item's stock card.

How the cost is worked out

Each outlet values its shelf at a moving average. A delivery re-averages it:

QuantityCost
On the shelf before30.5 KGat 4.10 = 125.05
Delivered25 KGat 4.20 = 105.00
On the shelf after55.5 KG230.05, so 4.15 a KG

Every sale after it takes the rice off at the new average, 4.15. That is why a wrong price is corrected by Amend, never by changing a posted document: the sales since were costed on it.

A wrong delivery, already posted

Click Amend on its row. It voids the delivery, takes the goods back off the shelf, and opens a copy as a draft to correct and post. See Amend a posted document.

On the POS

A delivery can also be keyed at the counter, on the POS's Stock screen. It goes straight to the cloud and is posted at once, and it is on this list like any other. See Stock at the POS.

What if…