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Guide
Manage Stock Invoices
Record supplier deliveries, credit notes, and costing methods for your venue.
Screenshots and Final Touches Coming Soon Images and final formatting are still being added to this guide.
Stock invoices are how you record deliveries from your suppliers. When you finalise an invoice in Paimnt, two things happen: the stock levels for the delivered products increase, and the unit costs are recalculated based on the delivery price.
This makes invoices important for accuracy in both your stock counts and your profit reports. A venue that enters invoices regularly will always have up-to-date costs and reliable stock levels.
Invoice Types
| Type | What It Does | When to Use |
|---|---|---|
| Invoice | Records stock received from a supplier — increases stock levels | Every delivery you receive |
| Credit Note | Records stock returned to a supplier — decreases stock levels | When returning or rejecting delivered stock |
🚨 Never enter negative quantities on a regular invoice. Always use a Credit Note for returns. Negative invoices break your cost calculations and make reports unreliable.
Distributor Codes
Each product can store a distributor code — the unique product code that your supplier uses on their invoices. Once set up, you can add products to an invoice by entering the distributor code instead of searching for the product name.
This speeds up invoice entry significantly, especially when working from a printed delivery docket that lists products by supplier code.
If a product doesn’t have a distributor code yet, find it by name on the invoice, then type the code in the distributor code field on that row. When you save, the code is permanently attached to that product — so future invoices with the same supplier will auto-fill the product name when you enter that code.
Costing Methods
When you add a product to an invoice, you choose a costing method — this determines how the new delivery price affects the product’s unit cost in Paimnt.
| Method | What It Does | When to Use |
|---|---|---|
| Average (default) | Blends the cost of existing stock with the new delivery to calculate a weighted average unit cost | Standard deliveries — use this for almost everything |
| New Cost | Replaces the current unit cost entirely with the price from this invoice | Fixing a cost that was entered incorrectly, or updating a cost estimate on a new product |
| Bonus | Adds the stock with no cost impact — does not change the unit cost | Promotional or trial stock received for free or at a heavily discounted price that shouldn’t distort your normal cost calculations |
✅ Recommendation: Use Average for 99% of your invoices. It accounts for price fluctuations over time and gives you the most accurate ongoing cost per unit.
You can set a default costing method for the whole invoice, then override it on individual product lines if needed.
Creating a New Invoice
- In HQ, go to Stock → Stock Invoices
- Click + New Stock Invoice
- A new, empty invoice tab will open
- Fill in the invoice details at the top — see Filling in an Invoice below
Creating a Credit Note
- In HQ, go to Stock → Stock Invoices
- Click + New Credit Note
- A new, empty credit note tab will open
- Fill in the details the same way as an invoice — enter quantities as positive numbers
The credit note works identically to an invoice. Entering positive quantities will automatically decrease the stock level in the specified location.
Finding and Editing Existing Invoices
To find a draft invoice or view a finalised one:
- In HQ, go to Stock → Stock Invoices
- Use the search box at the top left to filter by invoice number, distributor name, or stock location
- Find the invoice in the list and double-click to open it
- Draft invoices can be edited or abandoned
- Finalised invoices cannot be changed — they can only be viewed or printed
Filling in an Invoice
Invoice Header Fields
Fill in the top section of the invoice to match the document from your supplier:
| Field | What to Enter |
|---|---|
| Distributor | Select your supplier from the dropdown |
| Invoice Number | The document/reference number on your supplier’s invoice. Must be unique per supplier — Paimnt checks for duplicates |
| Invoice Date | The date printed on the supplier’s invoice (used for finding it later; doesn’t affect when stock changes) |
| Delivery Date | The date and time you physically received the stock — this is when the stock level changes in Paimnt. Can be backdated, but not before a finalised stocktake that included any of these products |
| Stock Location | The location where the delivered stock will be stored. If stock was delivered to more than one location, enter the whole invoice into one stock location, then use a Transfer to move the correct quantity to the other location(s) |
| Costing Method | The default costing method for new rows added to this invoice |
Adding Products to the Invoice
- Click Add Row
- For each product row, enter either the distributor code or the product name (if the code is set up, entering one will auto-fill the other)
- Set the quantity received:
- Enter the number of cases (automatically multiplied by the case size) and/or individual units
- The Total Quantity column shows the combined total
- Enter the tax rate for this line (helps calculate inc/ex prices and the invoice tax total)
- Enter the line price — either price excluding tax or including tax (Paimnt calculates the other based on the tax rate)
- If this product line needs a different costing method to the invoice default, select it from the dropdown in that row
- Repeat for all products on the delivery
Freight, Discounts, and Other Adjustments
At the bottom left of the invoice, there are three fields for amounts that affect the total but aren’t tied to specific product lines:
| Field | What to Enter |
|---|---|
| Freight | Delivery charge on the invoice. Tracked for freight cost reporting but doesn’t change unit costs |
| Discount / Surcharge | Any overall discount or surcharge not already included in product line prices. Use a negative number for discounts (e.g. −$50) |
| Manual Adjustment | Small rounding corrections — useful when Paimnt’s calculated total differs from the supplier invoice total by a few cents due to rounding |
Finalising the Invoice
An invoice only affects stock levels when it is finalised — while it’s a draft, nothing changes.
To finalise:
- Type the total inc tax from your supplier’s physical invoice into the Total Inc Tax box at the bottom right
- If this matches Paimnt’s calculated total, the Finalise Invoice button becomes available
- Click Finalise Invoice
- Confirm in the dialogue box. You can optionally tick Print to generate an A4 copy for your records.
📖 Why the total matching step?
Requiring you to manually enter and match the invoice total is an intentional check. If the total matches, it means all your product lines, freight, discounts, and adjustments have been entered correctly. It doesn’t verify that quantities and products are right — that’s your responsibility to check before clicking Finalise.
⚠️ Before finalising: Review all product rows to confirm the quantities and products are correct. A finalised invoice cannot be edited.
Abandoning a Draft Invoice
If you started an invoice and don’t want to continue with it, you can delete it by abandoning:
- Click the Abandon button at the bottom left of the invoice
- Confirm that you want to abandon
The invoice will be permanently deleted and will no longer appear in the list.
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