Receiving stock
A delivery is a document, and the document is what moves the stock.
Stock arrives against a supplier and into a location. Recording it writes one line per item into the ledger, and on-hand is derived by summing that ledger rather than stored as a number somebody can type over. That is why the shelf and the system agree: they came from the same document.
Before you start
Two things have to be true. The supplier must already exist, because a delivery is recorded against whoever it came from, and a supplier is created once with a fixed currency. And a location must be selected in the header, because the stock has to land somewhere: with none chosen, the screen tells you there is nowhere to record it rather than guessing at the busiest shop.
Recording a delivery
Work from the supplier's paperwork rather than from memory, and record what actually arrived rather than what was ordered.
- Open Goods receipts and check the location named at the top is the right one.
- Pick the supplier.
- Leave the document type as Receipt.
- Put the supplier's delivery note or invoice number in Reference.
- Add a line for each item that arrived, with the quantity and the unit cost.
- Press to record it, then confirm. The lines are written to the ledger at that location.
Sending stock back
A return to a supplier is the same screen with the document type set to Return. It moves the stock the other way and is recorded against the same supplier, so what you sent back sits in the same history as what they sent you. Damaged goods that a supplier will not take back are a stock adjustment rather than a return, because nothing is going anywhere.
Mistakes
Ledger entries are appended, never edited and never deleted. A receipt posted with the wrong quantity is not corrected by going back and changing it, but by recording an opposite document that cancels it out. This feels slower once and is worth it every time afterwards, because it means no figure in the system can be quietly rewritten after the fact, and a questioned number can always be traced to the lines that produced it.