Receiving Invoices

After matching invoice items, receive them to add quantities to your inventory.

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Overview

Receiving converts invoice line items into inventory:

Invoice Items  ──►  Inventory Transactions  ──►  Updated Stock Levels

Each received item creates a purchase transaction that:

• Adds quantity to inventory
• Updates average cost
• Records the vendor lot (if provided)

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When to Receive

Scenario	When to Receive
Delivery arrives	Receive after verifying the delivery
Invoice processed	Receive when matching is complete
Partial delivery	Receive what arrived, note what's missing

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How to Receive

From the Invoice

1. Open the invoice
2. Click Receive
3. Review quantities
4. Confirm receipt

Receiving Options

Option	Description
Receive All	Add all items to inventory at once
Receive Selected	Choose specific items to receive
Receive Partial	Enter actual quantities received

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During Receiving

Verify Quantities

Compare invoice quantities to what actually arrived:

Invoice Shows	Received	Action
2 cases	2 cases	Receive as-is
2 cases	1 case	Enter partial, note shortage
2 cases	3 cases	Receive 2 (invoice qty) or adjust

Add Lot Information

For traceability, record:

Field	Description
Vendor Lot	Lot number from the package
Expiration Date	Use-by or best-by date
Manufacture Date	Production date if shown

Choose Storage Location

Select where the items will be stored:

• Walk-in cooler
• Dry storage
• Freezer
• etc.

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What Happens After Receiving

Inventory Updates

Update	Description
Quantity	Stock level increases
Average cost	Recalculated with new purchase price
Last received	Date and quantity recorded

Cost Updates

When you receive at a different price than before:

1. New cost is recorded in price history
2. Average cost recalculates (weighted)
3. Recipes using this ingredient update

Transaction Record

A purchase transaction is created with:

• Quantity and cost
• Vendor and invoice reference
• Lot information (if entered)
• Receiving date and user

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Partial Receiving

If you didn't receive everything:

Option 1: Receive What Arrived

1. Receive the items you have
2. Mark invoice as partially received
3. Receive remaining items when they arrive

Option 2: Adjust Invoice

If items won't be delivered:

1. Edit the invoice
2. Remove or adjust missing items
3. Receive the corrected amount

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Receiving Without an Invoice

For deliveries without invoices (cash purchases, samples):

1. Go to Inventory → Add Purchase
2. Select the ingredient
3. Enter quantity, cost, and vendor
4. Optionally add lot information

This creates an inventory transaction without a linked invoice.

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After Receiving

Review Inventory

Check that stock levels updated:

1. Go to Inventory
2. Find the received items
3. Verify quantities match expectations

Check Cost Updates

Verify ingredient costs updated:

1. Go to Ingredients
2. Open a received ingredient
3. Check the current cost and history

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Common Questions

Q: Can I undo a receive?
A: Yes. Find the transaction in inventory history and reverse it. This removes the quantity and recalculates costs.

Q: What if I receive more than invoiced?
A: Receive the invoice quantity. For the extra, add a separate purchase transaction or adjust the invoice.

Q: Do I have to enter lot numbers?
A: Lot numbers are optional but recommended if you need traceability for food safety.

Q: What if the price changed since ordering?
A: Use the invoice price (what you're paying). This updates your cost records accurately.

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Next Steps

• Inventory Basics — Managing your stock
• Matching Items — Linking invoice items
• Traceability — Tracking lots through production