Receive a delivery

Receiving adds a delivery to the branch's stock and updates each product's cost. Use it for goods that arrive without a purchase order; for an order you placed, receive it on the order instead (see Create and receive purchase orders).

Before you start

• You need the right Inventory, receiving, stock-take.
• To type cartons, switch on Purchasing: packs (buy cartons, sell pieces) and purchase orders in Settings → Features. To record batch numbers and expiry per delivery, switch on Lots: expiry per delivery, first-expiring-first selling, traceability there too.

Steps

1. Open Inventory → Receive.
2. Pick the Supplier, or type a New supplier with a phone number. Leave No supplier if you do not know it.
3. On the first line, scan or type the product in Product or barcode.
4. Type the Qty in pieces, or the number of Packs for a product with a pack size.
5. Type the Unit cost, or the Pack cost for packs. Kluvan works out the piece cost.
6. Type the Expiry date if the product has one, and the supplier's Batch / invoice ref. when lots are on.
7. Repeat for every product that arrived, then add a Note if you want one.
8. Select Receive. Kluvan shows the delivery note with each line's change, the balance after and the total; select Print to keep a copy.

When a cost has gone up

If a line's unit cost is higher than the product's last cost by your warning threshold or more, the delivery note shows a warning under that line, for example "Cost was 10.00, now 12.00 (+20 %). Margin now 20 % at 15.00. Suggested price 18.00 keeps 33.3 %." Select Apply 18.00 to change the selling price, or leave it to keep the price. See Act on cost rises and slow stock.

See a supplier's deliveries

1. Open Procurement → Suppliers.
2. Select Deliveries on the supplier's line to see every delivery with its date, units, total, cost per line, expiry and who received it.

Good to know

• Every line becomes one stock movement. With lots on, every line also becomes a lot with its own expiry, batch and cost: see Track lots and expiry dates.
• A product that was not tracking its stock starts tracking it when a lot is received.
• If you use Warehouses, you can receive straight into a back store or central warehouse from that location's page.
• Applying a suggested price needs the right Edit products or a manager.
• With a supplier price list on file, the warning appears only when the delivery's cost differs from that list.