Record incoming stock with its purchase details so quantities, costs and batch history stay connected. Use quick restocking for one product or the purchasing workflow for a delivery containing several items.
Choose the right restocking route
Add Quantity provides a quick route for a product delivery and creates a new purchase batch. For a larger order, Purchases and New Stock Entry bring multiple lines together with supplier information, costs and supporting charges. The Stock tab helps identify items to order, while Stock Entries provides purchase history. A saved draft lets you prepare an order; completing and reconciling it is the step that updates the inventory.
Step by step
Build the purchase
Open New Stock Entry, search or scan products, and use supplier, category or out-of-stock filters when helpful. Check the selected products before using Add All.
Review each line
Enter quantities, cost prices, selling prices and expiry dates where applicable. If currency conversion is needed, review the configured exchange rate before accepting the converted costs.
Complete the order details
Review discounts, taxes, shipping and notes. Save a draft while information is incomplete, and print or email the purchase order using your configured template when required.
Complete and reconcile
Compare the record with the received goods, then complete and reconcile the purchase. Review the new stock quantities and batches, and find the entry in purchase history using supplier or date filters.
Keep purchase drafts distinct from stock actually received. Confirm quantities and costs before completing and reconciling an entry.
Turn low-stock alerts into a checked order
A low-stock alert compares the available quantity with the threshold configured for that product. It helps you find candidates for replenishment, but the amount to order should also reflect demand, lead time and stock already on the way.
In the Stock tab, narrow the products by out-of-stock state, supplier or category before using Add All. Review every selected line in the purchase form. A draft is useful while quantities, costs or delivery details remain unconfirmed; complete and reconcile only after the received goods have been checked.
If a delivery arrives in stages, keep the recorded receipts aligned with the goods physically received. Each completed receipt should preserve the correct batch quantity, cost and expiry date. Filter Stock Entries by supplier or date when checking a past delivery.
- Example: a low-stock item has 5 units on hand and an alert level of 10. If a draft purchase for 30 units already exists, check its status before creating another order.
Before you move on
- Check the destination store and supplier.
- Match received quantities and expiry dates to the delivery.
- Verify the resulting stock entry and batch quantities.
Put the workflow into practice
Explore Perfect Inventory Management System and use these guides alongside your team’s daily work.
Open InventoryExplore the product