First Goods Receipt: Supplier, Invoice, and Stocking the Warehouse

First Goods Receipt: Supplier, Invoice, and Stocking the Warehouse

The first receipt is when you enter goods into the system for the first time. After this the warehouse knows what is in stock, the bar can sell, and every sale automatically reduces the balance. The process has three stages: create the supplier (once), process the receipt, check the result.

What You Need Before Starting

• An open shift
• Warehouse permissions (Administrator or a custom role with warehouse access, created by the org owner)
• Invoice or supplier order with prices
• All items you are receiving must already be in the bar catalog

If items are not in the catalog — add them first: Bar → Menu → Add Item. Without this they will not appear in the receipt form.

Step 1. Create the Supplier Card

A supplier in IZI is a counterparty to which receipts are linked. The card is created once and then used for every new delivery from that supplier.

Bar → Warehouse → Suppliers → Add Supplier

Fill in:

Field	What to Enter
Name	What your team knows the supplier as (“Drinks Ltd”, “Distributor X”, “Market”). Does not have to be the legal entity name.
Contact Person	Name of the account manager you call when ordering
Phone	Working contact number
Comment	Terms of business: payment terms, minimum order, delivery day

Save the card. The supplier is now available in the dropdown in the receipt form.

Step 2. Open the Receipt Form

Bar → Warehouse → Receipts → New Receipt

A form opens with fields: supplier, date, items, comment.

Step 3. Link the Supplier and Invoice

1. In the Supplier field, select the card you just created
2. In the Date field, confirm today’s date (or enter the actual delivery date if processing after the fact)
3. In the Comment field, enter the invoice number — for example, “Invoice #427 of 31.05”. This is essential for history: you can find a specific delivery by this comment later

Step 4. Add Items

For each product on the invoice:

1. Click Add Item
2. Find the item by name or category
3. Enter the quantity — what was physically delivered, not what is on the invoice (they should match; if not — see “Non-Standard Situations” below)
4. Enter the purchase price per unit — exactly as on the invoice

Repeat for each item. Any number of items can be added to one receipt.

Why accurate purchase prices matter. IZI uses FIFO: when an item is sold, cost is taken from the earliest batch. If the price is entered incorrectly — margin on all sales from that batch will be calculated incorrectly. This distorts the COGS report and provides false data for pricing decisions.

Step 5. Confirm the Receipt

Click Receive. The system:

• Increases stock quantities for each received item
• Saves the purchase price as the cost for this batch
• Adds a record to the warehouse movement history (type: Receipt, date, staff member, supplier)
• If the item was at zero and blocked — automatically makes it available in the bar catalog

Step 6. Check the Result

Bar → Warehouse — list of items with current stock.

Check a few received items: the balance should have increased by exactly the received quantity. If something does not match — check history: Bar → Warehouse → Movement, filter by date and type “Receipt.”

Non-Standard Situations

Fewer Items Delivered Than on the Invoice

Receive only the quantity physically in hand. In the comment, record the discrepancy: “Invoice for 24 cans, received 20 — 4 cans awaiting delivery.” When the rest arrives — create a separate receipt.

Item Not in the System

First add the item to the bar catalog. Without this it is not visible in the receipt form. After adding, return to Step 4.

Error in Price on an Already-Confirmed Receipt

If you made a mistake on the purchase price:

• If the shift is still open and the CRM version allows editing — correct the receipt record
• If the shift is closed — process an adjusting write-off for the same quantity, then a new receipt with the correct price

Item Received but Not Showing in Bar

Check that the item has a selling price set and is not hidden in the catalog. Warehouse is stocked, but if the item is deactivated in the menu — it is not visible to the administrator when creating an order.

Subsequent Deliveries

For the next delivery from the same supplier, the process is simpler:

1. Bar → Warehouse → Receipts → New Receipt
2. Select the supplier from the list
3. Add items and prices from the new invoice (prices may have changed — always use current figures)
4. Confirm

If the supplier changed their price — be sure to update the purchase price in this receipt. FIFO will correctly account for the new cost for the new batch, while the old batch remains at its original price.

Useful Links

• Supplier Management — how to maintain vendor cards and analyze history
• FIFO in IZI: How Cost Is Calculated — why accurate purchase prices matter
• COGS Report and Bar Margin — how to read the results after a receipt
• Warehouse in IZI: Overview — overall warehouse accounting logic