5.1.3. Entering Inventory from an Invoice

The tidiest way to add supplier deliveries to stock is to enter the invoice. You enter all invoice lines on one screen. Stock increases in one go, purchase prices are updated and the invoice is linked to your supplier.

Opening the incoming invoice screen

Open Stoklar & Reçeteler > Stoklar > Stoklar and click the Gelen fatura (incoming invoice) button at the top. The same button is also on Muhasebe > Faturalar (accounting, invoices).

Gelen fatura button at the top of the stock page and the first rows of the table
The Gelen fatura button on the stock page

The screen has two parts. On the left you add lines. On the right you see the invoice content and the supplier details.

Incoming invoice screen: Ham madde, Miktar and Bir birimin alış fiyatı fields with the Ekle button on the left; the Ham maddeler table, Tedarikçi section and Stoklara ekle button on the right
The incoming invoice screen

Adding invoice lines

  1. Choose the item from the Ham madde list on the left. If it is not there, add it with the Yeni ham madde (new raw material) button.
  2. Enter the invoice quantity in Miktar. When you choose the raw material, its unit appears next to the field. Enter the quantity in that unit. For a drink defined by the case, enter the number of cases.
  3. Enter the price of one unit in Bir birimin alış fiyatı.
  4. Click Ekle (add). The line moves to the Fatura içeriği (invoice content) table on the right.
  5. Repeat for every line on the invoice.

Before saving, compare the table on the right with the invoice line by line.

Supplier and invoice details

Open the Tedarikçi (supplier) section on the right by clicking its header, then enter the invoice details:

  • Tedarikçi (supplier): the default is Hiçbiri (none). If the supplier is not listed, add it with Yeni tedarikçi (new supplier).
  • Fatura tarihi (invoice date): defaults to today. Check that it matches the date on the invoice.
  • Fatura numarası (invoice number)
  • Ödendi mi? (paid?): the default is Hayır (no). If you have paid, choose Evet (yes).
  • Not: an optional note.
Open Tedarikçi section on the incoming invoice screen: Tedarikçi, Fatura tarihi, Fatura numarası, Ödendi mi? and Not fields
The Tedarikçi (supplier) section

When you choose a supplier, the save button becomes Kaydet & Stoklara ekle (save and add to stock). It increases stock and creates an invoice record.

We recommend choosing a supplier for every purchase. The invoice record lets you look back through the invoice list. Recipe analysis, covered in 5.3. Cost Calculation, also takes the actual supply cost from these invoice records.

Uploading an invoice from PDF or Excel

Instead of typing lines one by one, you can upload the invoice from a file. The Fatura içeriği (invoice content) menu on the right offers:

  • PDF fatura yükle (upload PDF invoice): reads the supplier, invoice number, date and lines from a PDF invoice and fills in the form. A preview window opens before you save.
  • Faturayı Excel dosyasından yükle (upload the invoice from an Excel file): loads the invoice from an Excel file.
  • Fatura içeriğini Excel dosyasından yükle (upload the invoice lines from an Excel file): loads only the invoice lines from an Excel file.
  • Tümünü sil (delete all): removes the lines from the invoice content table.
Open Fatura içeriği menu: PDF fatura yükle, Faturayı Excel dosyasından yükle, Fatura içeriğini Excel dosyasından yükle and Tümünü sil
The Fatura içeriği (invoice content) menu

Always check lines from a file before saving. Look especially at the raw material match, the quantity and the unit price.

If you leave the incoming invoice page without saving, no warning appears. Make sure you have saved the invoice before you leave the page.

Paid invoices and expenses

An invoice marked Ödendi mi = Evet is recorded automatically as a business expense. You do not need to enter the same amount in expenses again. The expense record is created like this:

  • The expense group is Invoice, the group reserved for invoices.
  • The expense name is the supplier's name.
  • The description holds the invoice number and the invoice note.
  • The payment method is saved as Nakit (cash) and the payment source as Banka hesabı (bank account).

For more on expenses, see 12.2. Business Expenses. This expense record also appears in 5.7. Prime Cost Tool.

How the purchase price is updated

When you add to stock, Ritapos updates the purchase price with a weighted average:

New purchase price = (Old quantity x Old price + Incoming quantity x Incoming price) / New total quantity

Example (sample data): you have 10 kg of minced meat at 400.00₺/kg. An invoice brings 20 kg at 450.00₺/kg.

New purchase price = (10 x 400 + 20 x 450) / 30 = 13,000 / 30 = 433.33₺/kg

If current stock is zero or negative, the incoming price is used as it is. If you enter an invoice while stock is negative, consider the Negatif stoklara uygula (apply to negative stock) box. If the box is not ticked, negative stock is treated as zero in the calculation.

FIFO and weighted average

Another method often mentioned in cost control sources is FIFO (first in, first out). FIFO is used in two senses (Dopson and Hayes, 2015; BC Cook Articulation Committee, 2015):

  • Storage principle: the first item received is the first used. New stock goes to the back of the shelf and older stock to the front. This reduces spoilage and expiry losses.
  • Costing method: the cost of what is used is calculated starting from the price of the oldest batch.

In the same example, suppose 15 kg of minced meat is used (sample data):

  • Cost with FIFO: 10 x 400 + 5 x 450 = 6,250.00₺
  • Cost with weighted average: 15 x 433.33 = 6,500.00₺

Ritapos uses the weighted average for costing. We suggest applying FIFO as a shelf routine in the kitchen and store. The expiry date and FIFO tracking form can help.

The invoice list and deleting an invoice

All invoices entered with a supplier are listed on Stoklar & Reçeteler > Muhasebe > Faturalar (invoices). The list has the Eklenme (added), Ticari ünvan (trade name), Fatura tarihi (invoice date), Fatura numarası (invoice number), Toplam (total), Ödendi mi (paid), Not (note) and İşlemler (actions) columns. You can change the paid status of an invoice here.

Incoming invoice list with the Eklenme, Ticari ünvan, Fatura tarihi, Fatura numarası, Toplam, Ödendi mi, Not and İşlemler columns; two demo invoices, one paid and one unpaid
The invoice list

If you delete an invoice:

  • The quantities added with it are deducted from stock again.
  • The average purchase price is recalculated backwards.
  • The linked expense record is deleted too.

Deleting a wrong invoice and entering the correct one is safer than editing stock by hand.

Suppliers

Manage supplier cards on Stoklar & Reçeteler > Muhasebe > Tedarikçiler (suppliers). The list has the Ticari ünvan (trade name), Yetkili ismi (contact name), Yetkili telefon (contact phone), Not (note) and İşlemler (actions) columns. If you have many suppliers, you can upload the list from an Excel file.

Tedarikçiler list with the Ticari ünvan, Yetkili ismi, Yetkili telefon, Not and İşlemler columns; Faturalar, Düzenle and Sil buttons on each row
The supplier list

Each row has Faturalar (invoices), Düzenle (edit) and Sil (delete) buttons.

Note: deleting a supplier also deletes its invoices, and the stock added with them is deducted. Keep this in mind before deleting a supplier you no longer work with.

When receiving goods

Checking goods at delivery, before entering the invoice, is part of cost control (Dopson and Hayes, 2015). Compare quantity, quality and price with your order. The delivery acceptance form can help.

Sources

  • Dopson, L. R. and Hayes, D. K. (2015). Food and Beverage Cost Control. 6th edition. Wiley. Chapters 3 and 4.
  • The BC Cook Articulation Committee (2015). Basic Kitchen and Food Service Management. BCcampus. Chapter: Basic Inventory Procedures. opentextbc.ca