Retail purchasing uses retail products and variants, their units and stock locations. It is separate from kitchen ingredient purchasing.
Confirm a goods receipt
Purpose: record goods actually delivered, not merely ordered.
Two paths: receiving against an order preserves its link and outstanding quantities. Free receipt from Supplier items records delivery without a prior order; supplier items must already exist.
Supplier document is the delivery-note or invoice number. It is neither a product code nor an attachment. Delivery fees are costs for this receipt; do not enter product costs in that field.
Scan a known product or packaging code or fill in proposed lines. Scanning finds an expected line; it does not create a missing supplier item. Check quantities after repeated scans.
Separate Accepted, Damaged and Refused for every line. Accepted enters the selected location. Damaged requires a damaged/quarantine location. Refused is recorded on the document but does not enter stock.
Check purchase units and conversion. Quantities in this flow are whole-number entries; for decimal units, follow the item’s scale. Enter required lots and dates.
Partial receipt is allowed. For over-delivery or discrepancies, provide the requested reason and approval. Never manipulate quantities to bypass this check.
Validate records the receipt and stock movements. Check the resulting document under Receipts before starting again after a disconnection or delay.
Example: 8 accepted cartons of 12 bottles add 96 bottles to the destination. Refused cartons do not increase this stock.
After validation, open the receipt to attach evidence, correct entry errors or return goods according to permissions. A correction adjusts quantities with traceable records. A supplier return records goods sent back and requires a source location and reason. Do not recreate an old receipt to correct it.
Recording a receipt does not mean the supplier has been paid. This flow does not replace recording supplier payment.
New entry: in Free receipt, choose the common destination then Add items. Adjust individual destinations if needed. Prices appear when authorized. The summary shows each item’s stock quantity and destination, without mixing bottles and kilograms. Refused goods do not enter stock. Review and Confirm stock receipt. A failed attempt keeps the same request for retry without duplicating the receipt.
Corrections, returns and attachments
Correcting an entry: open the original receipt, choose Receipt correction and give a reason. In Accepted / Damaged / Refused, enter the quantities to reverse from that receipt, not new totals or negative values. Example: 10 accepted cartons entered instead of 8 → correct 2 cartons under Accepted. Lines left at 0 are not corrected. The original receipt is retained and a reversing document is added.
Supplier return: open the original receipt, choose Supplier return, give a reason, the quantity actually returned and its source location. Important: return quantities are in stock units, not purchase cartons. To return a carton of 12 bottles stocked by the piece, enter 12. Enter the expected credit amount and credit-note number if known; this does not record a cash refund received. Check available stock and permissions before confirming.
Attach evidence: from the document, choose Attach then Choose file. Accepted formats: PDF, JPEG or PNG, up to 2 MB. The file is linked to the selected document; entering its number under Supplier document does not attach the file. If saving fails and Retry same file is offered, use it to keep the same request.