Receiving stock (Stock-in) - scan, short codes, bills and GST

Stock-in is where deliveries are recorded. One stock-in is one bill from one supplier (or one cash purchase at the market), with as many items as the delivery has. It adds the stock to the shelf, keeps the price for costing and for the supplier's price history, and keeps a photo or PDF of the bill. Owners, managers and inventory clerks can all receive stock.

Before the first stock-in: GST on purchases

The first time someone opens Inventory → Stock-in, AirQR asks how GST on purchases is handled. It never picks for you:

• Part of the cost: the GST you pay is added to what the stock costs. Most standalone restaurants (5% GST) can't claim input credit, so this is the usual choice.
• Input credit: the GST is tracked separately and claimed back, and stock costs are before tax. Hotel restaurants and businesses that can claim input credit.

Not sure? The card has a Not sure? Ask your accountant. link that opens an email you can send them. An owner or manager chooses (a clerk is told to ask one of them). You can change it any time in Inventory → Settings. A change applies to stock-ins from then on, and each stock-in remembers the setting it was recorded under.

How to record a delivery

1. Open Inventory → Stock-in.
2. Pick the Supplier, or leave Cash / market purchase and type who you bought from. Add the Invoice number, Invoice date, Delivered (the time it arrived: now by default, up to 7 days back, never in the future; stock movements carry this time) and whether it is Paid, Unpaid or Part paid.
3. Add the items:
   • Scan a barcode with a USB or Bluetooth scanner. Each scan adds the item, or adds one more if it is already on the list.
   • Type a short code and press Enter. Type *5OM to add five cases of the item with short code OM (5 x OM** works too).
   • Search by name: type part of the name and tap the item.
   • On a phone or tablet whose browser can read barcodes, use Camera.
4. For each line check the Quantity (in the item's purchase unit, such as cases) and the line under it that spells out the conversion, for example "2 cases = 24 bottles = 18,000 ml". Fill in the Price per case and the GST % from the bill. People who can see costs get the supplier's last price filled in. For everyone else the price boxes start empty.
5. Attach the bill: Take photo (opens the phone camera) or Choose file (photo or PDF). You can attach up to 5 files, each up to 4 MB. Photos are shrunk automatically.
6. Tap Save stock-in.

The totals bar shows the subtotal, the GST (labelled added to cost or input credit, depending on your setting) and the total. It works with the keyboard alone: Tab moves between boxes and Enter adds a typed code.

If a code isn't known, you'll see "No stock item has the code …". Owners and managers can tap Assign this code to an item to give the code to one of their stock items and add it at once. Everyone else can search by name.

If you save the same bill twice (a double tap, or a retry on a slow connection), the second one is recognised and nothing is counted twice. A supplier's invoice number can only be recorded once: if it is already there you get a warning before saving.

What a stock-in changes

• The quantity on hand goes up by the stock units received (cases are converted to bottles, kilos and so on).
• The item's average cost at this outlet is recalculated from what was on hand and what arrived, using the price including GST ("part of the cost") or before GST ("input credit"). If stock was below zero, the shelf counts as empty for the average. The last purchase price becomes the cost other outlets start from, and every dish that uses the item is re-costed.
• The supplier's price is saved in their price history.
• Low-stock alerts are re-checked: an item that is back above its reorder level drops off the bell.
• A Stock-in movement is written for every line.

Seeing past stock-ins

Stock-in → History lists them with date, supplier, invoice number, items, number of bills attached, who recorded it and, for people who can see costs, the total. Filter by dates, supplier or outlet. Tap one to open its lines and bills. Photos open in a viewer and every bill can be downloaded. The bills are private: people who can see costs (owners, and managers when the owner allows costs) can open them, and so can whoever attached a bill. Everyone else sees only how many bills are attached ("1 bill attached (ask a manager to view)"). If you forgot to attach the bill, tap Add bill on the stock-in.

Voiding a stock-in

Owners and managers can Void stock-in on a stock-in recorded by mistake. The stock comes back off the shelf with an opposite movement (shown as Voided stock-in), the stock-in is marked Voided, and the bill and photos are kept for your records. Nothing is ever deleted. The price effect is taken back too: the outlet's average cost removes that delivery, the item's latest price returns to the latest stock-in that still stands, and that supplier's price history loses the voided prices. After voiding you can record the corrected bill, even with the same invoice number.

What clerks see

Inventory clerks can record stock-ins, including typing the prices from the bill, but they never see costs. The price boxes start empty, and after saving they see the quantities, supplier, invoice number and date, how many bills are attached (they can open only the bills they attached themselves), and who and when, but no amounts. They can't void a stock-in, change a stock item or change the GST setting.

Troubleshooting stock-in

• "Choose how GST on purchases is handled first": an owner or manager needs to pick the GST treatment (Inventory → Settings).
• "Invoice … is already recorded": that supplier's invoice number was already received. Open it in History, or void it first if it was wrong.
• A scan did nothing: scanning works while the Stock-in screen is open and no dialog is covering it. Check the device's scanner settings in Settings → Barcode scanner.
• The bill didn't attach: the stock-in is saved. Open it in History and tap Add bill. Files must be photos or PDFs of up to 4 MB.
• An item is missing from the search: archived items can't be received. Restore it on the Stock tab.