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Summary here
Manage Stock Invoices
About Stock Invoices
Stock invoices record incoming deliveries from suppliers. When you finalise an invoice, it increases your stock levels and updates product costs.
Credit Notes are used when returning stock to a supplier — they reduce stock levels.
🚨 Heads Up: Never create negative invoices. Use Credit Notes for returned or rejected stock. Negative invoices break cost reports.
Distributor Codes
Each product can store a distributor product code. This speeds up invoice entry and allows automatic product matching when a supplier code is scanned or entered.
Costing Methods
When adding products to an invoice, choose how the cost is applied:
| Method | What It Does | Example Use |
|---|---|---|
| Average | Calculates a weighted average cost across all deliveries | Weekly liquor deliveries |
| New Cost | Replaces the existing cost entirely | Correcting a bad entry |
| Bonus | Adds stock with no cost impact | Free promotional stock |
Creating a New Invoice
- Go to Stock → Stock Invoices
- Click New Stock Invoice
- Fill in the invoice details:
| Field | Description |
|---|---|
| Distributor | Supplier name |
| Invoice Number | Must be unique per supplier |
| Invoice Date | Date shown on the supplier invoice |
| Delivery Date | When the stock physically arrived |
| Location | Where the stock will be stored |
Add products with:
- Cases and units
- Price per unit
- Tax
Add any extra charges if needed:
| Field | Purpose |
|---|---|
| Freight | Delivery charges |
| Discount | Supplier discount |
| Manual adjustment | Rounding corrections |
- Once your totals match the supplier invoice, click Finalise
Credit Notes
Used when returning stock to a supplier.
- Go to Stock → Stock Invoices
- Click New Credit Note
- Enter the quantities as positive numbers
- Click Finalise
Stock will deduct automatically.