Purchase and receive stock

Your internal Product answers “what stock is this?” A Supplier Product answers “what exact catalogue line can we buy, from whom, in what order unit, at what price, and how much internal stock arrives?” It is the translation layer between supplier paperwork and your stock ledger.

Packaging alone is not a reason to create a Variant. Ask what remains after receiving: if a 24-can case is opened and the cans join the same 330 ml can balance, “case of 24” is a Supplier Product conversion. If a 330 ml can and 750 ml bottle remain separately sold and counted formats, those formats may be Product Variants, and each supplier case links to its exact Variant.

Where to find it·Inventory → Suppliers

1. 1Search the Supplier register to avoid creating a duplicate.
2. 2Choose New Supplier and enter the Supplier name and internal code.
3. 3Add tax ID, email, phone, website, address, city, state, postcode and country as available.
4. 4Add operational notes such as ordering cut-offs, account references or receiving restrictions, then save.
5. 5Open the Supplier to add contacts and Supplier Products before raising an order.

Where to find it·Inventory → Suppliers → choose a Supplier

1. 1Choose Add Contact and enter the person's name, role, email and phone.
2. 2Mark the main ordering or account contact as Primary.
3. 3Save and repeat for delivery, account or escalation contacts.
4. 4Edit a contact when responsibilities change or delete one that should no longer be used.
5. 5Keep only one useful Primary contact so staff know who to approach first.

Where to find it·Inventory → Suppliers → Supplier Products, or Inventory → Products → Supplier Products

A Supplier Product says what the supplier calls an item, how it is ordered and priced, and how one purchase unit converts into your Product's base stock.

1. 1Choose Add Supplier Product and select the Supplier and internal Product. Select a Product Variant when the offering adds stock to one independently counted Variant.
2. 2Enter the supplier-facing Product name exactly as it appears on quotes and invoices, plus the supplier code used for ordering and document-import matching. Add URL, brand, manufacturer and practical notes when useful.
3. 3Enter the net cost before VAT for one order unit. The order-unit label is what you actually buy and what Minimum order counts: case, bag, tray or box.
4. 4Enter minimum order quantity in order units and the normal lead time in days.
5. 5Enter descriptive Pack size and Pack unit so staff can recognise what is inside, for example 5 kg. These fields describe the pack; they do not move stock.
6. 6Set the base stock added by one purchase unit. Reuse a saved Product counting/handling unit when it is the same pack, or choose a custom supplier conversion when it is unique to this offering.
7. 7Check the live statement '1 order unit = pack description = base stock' and the effective cost per base unit. If one case costs 24 and adds 12 bottles, the preview should value one bottle at 2.
8. 8Choose Preferred when this is the default offering and leave Active enabled, then save.

1. 1Open the Supplier Product from either the Supplier or Product.
2. 2Correct cost, minimum order, lead time or future conversion before the next Purchase Order or Delivery.
3. 3If another offering becomes the default, mark that offering Preferred. A deactivated offering cannot remain Preferred.
4. 4Turn Active off when it should no longer be selected but purchasing history must remain.
5. 5Delete only when Flexitill allows it. If history blocks deletion, keep the relationship inactive instead.

1. 1Open the Supplier and set the received From and To dates.
2. 2Review posted receipt count, received net value and last received date.
3. 3Use the per-Product view to compare purchase quantity, base stock received, net value, average cost per base unit, latest cost and last received date.
4. 4Review linked Purchase Orders to understand ordered, outstanding and received activity.

Where to find it·Inventory → Purchase Orders

1. 1Choose New Purchase Order and select the Supplier.
2. 2Enter the expected delivery date and notes.
3. 3Add a line and select an active Supplier Product. Enable Show all Products only when an internal Product has no suitable Supplier Product yet.
4. 4Check the selected Product and Variant, supplier item name, purchase price, pack conversion, minimum order and last ordered price.
5. 5Enter the order quantity. Flexitill rounds it to the Supplier Product's minimum order where required.
6. 6Review any unavailable-Product warning and active substitution before confirming what should be bought.
7. 7Add or remove lines, check the total, then create the Purchase Order and open its detail.

Purchase Orders may show Draft, Pending, Confirmed, Partially fulfilled, Fulfilled or Cancelled. On detail, compare Ordered, Received and Outstanding on every line rather than relying only on the overall status.

1. 1Open the Purchase Order and select the location currently receiving the goods.
2. 2Choose the default receiving Storage Area and add receipt notes.
3. 3Enter the quantity received on each outstanding line. Leave an unreceived line at zero; partial receipts are supported.
4. 4Review ordered, previously received and outstanding quantities before posting.
5. 5Receive the stock. Flexitill creates a Delivery Receipt, adds stock to the selected area and updates each PO line and the overall fulfilment status.
6. 6Open the linked Delivery Receipt when you need price, tax, attachment, correction or void details.

Where to find it·Inventory → Deliveries → Receive delivery

1. 1Select the receiving location and Supplier.
2. 2Choose the default Storage Area or Unassigned, unless Settings → Inventory requires an area.
3. 3Enter the supplier document number, effective delivery date, currency and notes. Attach image or PDF evidence where available.
4. 4Add a line and select the Supplier Product. Enable Show all Products when needed or use the quick-add action to create a missing purchased Product without leaving the receipt.
5. 5Enter quantity and purchase unit. Check the base units per purchase unit and the resulting stock quantity.
6. 6Enter net unit cost and VAT. Compare the previous cost and highlighted change before continuing.
7. 7Choose a per-line Storage Area when it differs from the default. For a lot-tracked Product, enter the lot code and expiry date.
8. 8Repeat for all items and attachments, then choose Review delivery.

1. 1In the review dialog, compare Supplier, location, document number, effective date and line count with the paperwork.
2. 2Check each purchase quantity, stock conversion, destination area, lot/expiry, net amount, VAT and gross total.
3. 3Return to edit if any value is wrong. When it matches the delivery, choose Confirm and post once.
4. 4Wait for the success result. Duplicate-request protection prevents an identical retry from posting stock twice, but do not create another receipt while the first request is still completing.
5. 5Verify the receipt in Receipt history and the resulting Product and lot balances.

Where to find it·Inventory → Deliveries → Receipt history

1. 1Set From and To dates, then filter by Supplier, location, status, source or supplier document number.
2. 2Use status Posted, Voided, Replaced or Draft and source Manual, Purchase Order, Electronic import or Correction to narrow the register.
3. 3Review net, tax and gross summaries for the filtered results.
4. 4Open a receipt to inspect purchased versus stock-added quantities, supplier item, area, cost, VAT, attachments, linked PO and revision history.
5. 5Choose Export CSV to download the current filtered register.

Where to find it·Inventory → Deliveries → Receipt history → choose a receipt

Where to find it·Inventory → Deliveries → Document imports

1. 1Choose New import and upload a CSV, XLS, XLSX, XML or ISDOC supplier document.
2. 2Select the Supplier, receiving location and default Storage Area, then enter document number and effective date when they were not read from the file.
3. 3Wait for processing and open the import review.
4. 4For every row, match the Supplier Product or internal Product. Edit quantity, base conversion, net cost and VAT where the source data needs correction.
5. 5Mark a row Ignore only when it must not become stock and record why in the review context.
6. 6Resolve every required row. Posting remains unavailable while unresolved rows remain.
7. 7Review totals and destinations, then post. The completed import becomes a Delivery Receipt with source Electronic import.