How to record an inventory document

Three document types cover almost every stock movement that isn't a POS sale: purchase orders (something arrived), transfers (something moved), deductions (something disappeared without being sold). They share the same form layout, the same status flow, and the same status-driven "only Delivered changes stock" rule. This article walks through each one.

Where to start

POS → Inventory. The list shows your last week of documents by default; widen the date range from the filter bar if you need history. Click + to create. The first thing you'll do in the form is pick the Type — it changes which fields appear next.

Purchase order — recording stock you received

When goods arrive from a supplier. The form has more fields than the other two types because it also handles the supplier relationship and the bill.

1. Pick Type = Purchase Order (the default). The Supplier and Warehouse To fields appear.
2. Choose the supplier from the autocomplete. If they're not in the list yet, click the New Supplier button — it opens the supplier form so you can add them on the fly.
3. Pick Warehouse To — where the stock will land. Defaults to the first warehouse if not set.
4. Set Date and Time to when the goods were received (defaults to now). Set Currency. Optionally Serial (your reference number from the supplier's delivery note) and Description.
5. Decide on Create Bill. Tick it if you want the cost to be tracked in accounts payable (most common). Untick if you'll create the bill separately.
6. Add line items in the Items table. For each row: pick the product, set quantity, set price (cost per purchase unit), and adjust tax if it differs from the product default. The price total per row is quantity × price + tax (or − tax if included).
7. If a product on the delivery note doesn't exist yet, click the + button on an empty row → Quick Create Product. A small modal lets you enter just the essentials (name, category, units, tax) and saves a new product that's auto-filled into the row. You can flesh out the rest of its fields later in POS → Products.
8. Apply a header-level discount in the Amounts box if the supplier gave one (total amount or percentage).
9. Click Save as Confirmed (top-right). This saves the document AND sets status to Delivered in one step, which is what you want when goods are physically in front of you. Stock for each item is added to Warehouse To.

Inventory transfer — moving stock between warehouses

When stock physically moves: replenishing the bar fridge from the main store, moving spa supplies into a treatment room, transferring towels from laundry to housekeeping. No money is involved.

1. Pick Type = Inventory Transfer. The form swaps to show Warehouse From AND Warehouse To. Supplier and bill options disappear; price column is disabled.
2. Pick Warehouse From (where the stock leaves) and Warehouse To (where it arrives). Different warehouses, obviously.
3. Add line items with quantity. Only products that exist in the source warehouse are offered in the autocomplete (the form filters by warehouseFrom).
4. Save as Confirmed. Source warehouse loses the quantity, destination gains it.

Inventory deduction — stock out for reasons other than POS sales

When stock disappears without going through POS: breakage, expiry, theft, staff meal, complimentary to a guest, donation. The audit trail is critical here — the description field is your record of why the deduction happened.

1. Pick Type = Inventory Deduction. Only Warehouse From appears (where the stock leaves).
2. Pick Warehouse From.
3. Fill the Description with the reason, date, and witness if applicable: "3 wine glasses broken during dinner service Apr 12, witnessed by F&B manager".
4. Add line items with quantity. Save as Confirmed. Source warehouse goes down by the quantity.

Status flow — what each button does

The Status box on the right has buttons for Draft, Ordered, Delivered, and a Close button (cancel). They flow in roughly this order:

• Draft — work in progress. No stock movement. Default for new documents you save without confirming.
• Ordered — sent to supplier (purchase orders) or scheduled (transfers). Still no stock movement. Once Ordered, the line items and form are read-only — to change them, you'd need to cancel and recreate.
• Delivered — goods physically received. Stock changes happen here, atomically with the save. After Delivered, items and warehouses are locked.
• Cancelled — voided. Reverses any stock change the document caused. Use Close (cancel) for documents that haven't been Delivered yet, and Void (red button on Delivered docs) for ones that have.

Print or download the PDF

The Print box has Download (saves a PDF) and Print (sends straight to the printer). Pick the PDF Language up in the Details area to control the language of the document — useful when your supplier needs an English copy and your accountant needs an Albanian one. The PDF includes the supplier block, line items with quantities and prices, totals, and any payments recorded so far.

Practical tips

• Use the date range filter on the list page to find documents fast — default is last 7 days, widen it when you're looking back at last month's purchases.
• The type filter on the list lets you isolate just purchase orders or just deductions when reconciling.
• If you didn't tick Create Bill at save time but later want one, the Create Bill button on the saved purchase order builds and links a bill from the same data.
• Once a bill is linked, the View Bill button jumps you straight to it — useful when you need to add a payment from the Bills side.
• Currency is per document. If you import in EUR but report in ALL, the document keeps the EUR cost; reports translate using the rate at document date.