Receiving Stock (SmartStock)

Record incoming stock deliveries using SmartStock with detailed quantity, pricing, and logistics tracking.

SmartStock is the module for recording incoming deliveries from your suppliers. Every time goods arrive at your location, you create an inbound stock receipt that captures exactly what was received, at what price, and with any associated logistics costs. This data automatically updates your inventory levels and feeds into your financial records.

Creating an inbound stock receipt

1. 1

   Navigate to SmartStock

   Go to SmartStock from the sidebar navigation.

2. 2

   Click Receive Stock

   Click the Receive Stock button to start a new inbound receipt.

3. 3

   Select the supplier

   Choose the supplier delivering the goods from your supplier directory. This links the receipt to the supplier’s record and any associated purchase orders.

4. 4

   Add items

   Add the products or materials being received. You can search by name, SKU, or barcode. For each item, enter:

   • Quantity received — The number of units actually delivered.
   • Quantity purchased — The number of units originally ordered (for comparison).
   • Quantity damaged — Any units that arrived damaged and cannot be used.
5. 5

   Set unit prices

   Enter the unit price for each item. You can also add per-item discounts and taxes to calculate the accurate subtotal.

6. 6

   Add logistics fees

   Add any logistics costs associated with the delivery, such as shipping, handling, charges, and other fees. These can be applied globally to the entire receipt or allocated per item.

7. 7

   Set the payment due date

   Set when payment for this delivery is due. This is tracked in the payment status section and helps you manage supplier payments.

8. 8

   Save

   Click Save to record the receipt. Inventory levels update automatically and the receipt appears in your stock history.

Quantity tracking

SmartStock tracks three quantity fields for each item to give you full visibility into delivery accuracy:

• Received — What actually arrived at your location.
• Purchased — What was originally ordered on the purchase order.
• Damaged — Units that arrived in unusable condition.

Comparing these figures helps you identify under-deliveries, over-deliveries, and damage rates per supplier.

Pricing per item

Each line item on a receipt supports detailed pricing:

• Unit price — The cost per unit of the item.
• Discounts — Any per-item discounts offered by the supplier.
• Taxes — Applicable taxes on the item.
• Subtotal — Automatically calculated from quantity, unit price, discounts, and taxes.

Logistics fees

Deliveries often come with additional costs beyond the product prices. SmartStock supports the following logistics fee categories:

• Shipping — Transportation costs.
• Handling — Loading, unloading, and handling fees.
• Charges — Customs duties, inspection fees, or other charges.
• Other — Any miscellaneous logistics costs.

These fees can be entered as global amounts (applied to the whole receipt) or allocated to specific items.

Payment tracking

Each stock receipt tracks the total amount payable to the supplier, the payment status (unpaid, partially paid, paid), and the due date. This information links to the Invoices & Payments module for centralised payment management.

Copy functionality

For suppliers you order from regularly with similar items, use the copy feature to duplicate a previous receipt. This pre-fills the supplier, items, and pricing — you only need to update quantities and dates for the new delivery.