Record goods receipts and keep stock levels accurate

A stock level is only accurate as long as every movement is recorded. In practice it usually goes wrong at the same point: the goods arrive, are unpacked and put on the shelf, and it is recorded in the system later, if at all. A few weeks on, the software shows twelve units and the shelf holds seven.

Order, receipt, invoice: three documents, one process

In the Purchasing module of Blina Desk everything is built around the purchase order:

1. The purchase order goes to the supplier.
2. When the goods arrive, the goods receipt is recorded. The moment it is set to “Received”, stock in the warehouse rises, in a single step. If only part arrives, the order is marked “Partial”.
3. The supplier invoice is matched against the order and the goods receipt.

A goods receipt can be corrected as long as it has not moved any stock. After that it cannot: anyone who needs to fix something does it with a reversing movement in the warehouse, so that document and stock never show two different numbers.

Matching the invoice against order and delivery

The three-way match on the purchase order puts order, goods receipt and linked supplier invoices side by side and flags every line where quantity or price does not match. A discrepancy shows up before the invoice is paid, not when you file a complaint.

If the invoice arrives as XRechnung or ZUGFeRD, the incoming invoice screen reads it directly and checks it against EN 16931.

Stock per warehouse, movements, reordering

If you have more than one location, you see stock per warehouse and can transfer goods between them. Every movement can be traced and is never overwritten; if needed it is reversed with a reversing movement. The “To reorder” list shows what has fallen below the target stock.

Stocktaking without stopping the business

Stocktaking means counting, and counting rarely happens in a quiet minute. So Blina Desk does not record the counted quantity as the new stock, but the difference from the count. Whatever was sold or delivered while counting is still counted correctly.

What the warehouse is worth

There are two methods for stock valuation: the weighted average cost and FIFO, where the oldest purchase prices are used up first. The “Inventory value” report shows the value per item, category or warehouse. With the Accounting module, goods receipts, cost of goods sold and stocktaking differences can also be posted automatically; this is off until you turn it on for your company.

In short

Stock stays accurate when the goods receipt is recorded as the goods arrive and the invoice is matched against order and delivery. The module page shows what this looks like in Purchasing and Warehouse, and you can try it free for 30 days.