Stock
Buying stock: purchases, orders and GRVs
Record deliveries, order from suppliers with purchase orders, and print a GRV.
For: Owner, Manager, Sales Person
Stock comes into iTrade in two ways. An inventory purchase records goods that have actually arrived, and adds them to stock straight away. A purchase order (PO) is what you send to a supplier before the goods arrive. It changes nothing in stock until you mark it received.
Record a delivery (inventory purchase)
Owners and Managers only.
- Check the company switcher shows the branch that received the goods.
- Open Stock → Inventory Purchases and click + Add New.
- Fill in:
- Date: already set to today.
- Supplier.
- Product: type to search, or scan the barcode into the box.
- Quantity received and the Unit cost you paid per unit.
- Receipt file (optional): a photo or scan of the supplier's invoice.
- Notes (optional).
- Click Save. The quantity is added to the product's stock at once.
Each purchase is one product. For a delivery of several products, add one purchase per product, or use a purchase order (below) and mark it received.
If the unit cost has changed, also update the product's Unit cost (Stock → Products → Edit). Stock value and Profit & Loss use the product's cost, not the cost on each delivery.
Print a GRV
A Goods Received Voucher (GRV) confirms a delivery was received. On the Inventory Purchases list, click GRV on the delivery's row, then Print GRV. It shows your logo, a GRV number (for example GRV-000045), the supplier, product, quantity and cost, a link to the attached supplier receipt, and signature lines for you and the delivery person.
Fixing a delivery
Use Edit or Delete on the Inventory Purchases list. Stock is recalculated straight away.
Purchase orders
Use a purchase order when you order from a supplier and the goods come later. Everyone can create one. That lets till staff ask for stock that is running low.
Create a purchase order
- On the Apps page, open Purchase Orders and click + Add New.
- Fill in the Date, Supplier and any Notes.
- Under Items, pick each Product, the Qty and the Unit Cost (filled in from the product's cost; change it if the supplier quoted differently). Click + Add Item for more lines.
- Click Save Purchase Order.
The PO gets a number, for example PO-000012, and starts as Draft. Every Owner and Manager gets a notification that a new PO was created.
Order everything that is running low
- Open Stock → Products.
- Click + Purchase Order from Low Stock.
A new PO opens with every product at or below its reorder level, each with its Reorder quantity (or 1) and its unit cost. Remove what you don't want, pick the supplier and save.
Moving a PO along
Open the PO from the Purchase Orders list (click its number). Owners and Managers see these buttons:
| Button | What it does |
|---|---|
| Mark as Sent | You have sent it to the supplier. Status becomes Sent to Supplier. |
| Mark as Received | The goods have arrived. Each line is booked as an inventory purchase dated today, and stock goes up. Status becomes Received. |
| Cancel PO | You are not going ahead. Status becomes Cancelled. Stock doesn't change. |
Print the PO from your browser's print option to send or give to the supplier.
Mark as Received books the quantities on the PO exactly. If the delivery was short or the price was different, correct the PO first while it is still a Draft, or, after receiving, edit the matching entries under Inventory Purchases. Each one says "Received against PO-…" in its notes.
Who can change a PO
- A Sales Person can create POs, and edit or delete their own while they are still Draft. An Owner or Manager then reviews and sends them.
- Owners and Managers can edit, send, receive or cancel any PO.
- A Received or Cancelled PO can no longer be edited, and a received PO can't be deleted.
To print a GRV for goods received on a PO, find the matching entries under Inventory Purchases and click GRV.