Your supplier delivers mineral water in cases of 24, and you sell it by the piece. The delivery note arrives today, the invoice a few days later. Tracking this by hand means stock either goes up twice or the cost stays empty. In RoxPos, goods are entered in the unit they arrive in, stock is kept in the unit you sell, and the invoice is built from the delivery note.
Purchase documents: what does each one change?
| Document | Stock | Price and VAT | Supplier balance |
|---|---|---|---|
| Waybill (delivery note) | Increases at once | Not entered | Unchanged |
| Invoice | New lines increase it, lines from a delivery note do not | Line price and VAT rate | On account, recorded as a payable |
| Invoice with Delivery Note | Increases at once | Line price and VAT rate | On account, recorded as a payable |
| Purchase Return | Decreases at average cost | Line price and VAT rate | Reduces the payable |
| Entry without Document | Increases at once | Optional | Unchanged |
All of them are entered in Stock ▸ Stock Movement by choosing the document type; except for an entry without document, the document number and supplier are required. Prices can be entered excluding or including VAT, and the VAT-exclusive amount goes into stock cost. If an invoice is saved On account, the grand total including VAT becomes a payable to the supplier in Accounts, cleared with “Make Payment” when you pay; saved as Paid, the amount is recorded as a supplier payment and the balance does not change (see account tracking).
Purchase units: buy by the case, sell by the piece
If an item arrives in a different unit, add it in Settings ▸ Products under Purchase Units on the product card, for example “1 Case = 24 Pieces”; a product can have up to five. When you enter 2 cases on a document, “= 48 Pieces” appears under the line, 48 pieces go into stock and the case price is split into a per-piece cost. Kilograms to grams and litres to millilitres convert without any setup.
Units are not typed by hand but picked from a fixed list; a language-independent code is stored and everyone sees the name in their own language (Koli, Case, Karton). Sales units are Piece, Kg, Gram, L, Portion, Pack, Box and Case; for purchases, Portion drops out and Crate, Bottle, Dozen, Sack and Jerrycan are added.
Step by step: receive by the case, turn the delivery note into an invoice
- Define the purchase unit on the product card (1 Case = 24 Pieces) and click “Save Units”.
- When the goods arrive, choose Waybill in Stock Movement and enter the document number, date and supplier.
- Enter the item and quantity and choose Case as the unit. No price is entered; stock goes up on save and the delivery note shows as “Not billed”.
- When the invoice comes, switch the type to Invoice, choose the same supplier and use “Add from delivery note” to pull in one or more notes with all their lines.
- Item and quantity are locked; enter prices and VAT rates, then choose On account or Paid. Stock does not go up a second time.
Returns, cancellations, exits and branch transfers
- Purchase Return: goods sent back leave stock at average cost, and the return amount (including VAT) is deducted from what you owe the supplier.
- Cancelling a document: stock is reversed and the invoice payable and its automatic payment are removed; for a billed delivery note, the invoice is cancelled first.
- Exit Without Document: meant for corrections; a description is required and it is not booked as a loss in Profit/Loss. Spoiled goods go through Wastage.
- Branch Transfer: available with more than one branch; goods move to the other branch at the same cost and are matched there by product code.
Lines from Excel, same-name products and cost
For a long delivery note, download the blank template under “Lines from Excel”. Purchase documents need Quantity and Unit Price, and a purchase unit such as Case or Kg can go in the Unit column; wastage, exits and transfers need only Quantity. You check the imported lines and save. Same-name products opened again with a second price or in a shortcut category appear once in the list and draw on one stock.
Every priced entry updates the average cost (AVCO); goods received on a delivery note without a price reach the average once the invoice prices them, and Profit/Loss takes the cost of what you sold from there. An item with no purchase price is not counted at zero cost but shows “—”, and those sales appear separately in the summary as “Sales Without Cost”. The other document types are covered in stock movements, the full feature on the inventory management page.