Purchasing and receiving
Order goods, confirm physical deliveries and record supplier invoices when they arrive.
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A stocktake is not a shortcut
Can I use a stocktake to fix a missing receipt or transfer?
No. A stocktake records what is physically present and explains variances. Record the missing receipt, transfer or waste through its correct workflow, then use the ledger to trace the history.
Receive only what physically arrived
Can I receive the full purchase order before delivery arrives?
No. Receiving records what physically arrived. Record short deliveries separately and do not use expected quantity as actual stock.
Who can use it
Before you start
- Configure the supplier purchase pack and store supply prices first. Only central inventory purchasing administrators can access actual supplier costs.
Know the screen
1
Supplier invoices
Open this area from Purchase orders. Filter awaiting bills, then select a posted delivery and enter the actual bill.
Step by step
1
Create a purchase order. A reference price is optional; the actual cost can remain pending until the invoice arrives.
2
The store confirms what physically arrived using its saved supply price. It does not enter the external purchase price.
3
Inventory opens Supplier invoices, chooses the matching receipt and enters invoice number, date, actual price per pack excluding GST, and GST rate.
4
Confirm the invoice to reconcile actual costs. Separate deliveries may have different prices.
5
To correct a confirmed invoice, review the same receipt, enter the corrected prices and explain the reason. Earlier revisions remain available.
Watch out
- Resolve billed quantity differences before confirming the invoice. Never change a physical receipt merely to force it to match a bill.
- Cost reports are provisional while bills are outstanding. Invoice confirmation does not change store supply prices.
- Historical receipts from before invoice reconciliation retain their original posted costs.