Receiving and supplier invoices

When a delivery arrives, receive it in Barform — on the iPad at the door, or in the back office with the paper in hand. Posting a delivery adds the stock and updates what each item costs. This page also covers supplier invoices imported from the CFDI XML. Inventory is only on plans that include it — see Plans and billing. On the iPad, receiving is in Purchasing, which is in More only on those plans.

Receive an order in the back office

When the delivery arrives and the office has the paper, the order's page turns into a receive sheet. Every line already shows what is still to come at the ordered price, so you only type the exceptions — a bottle short, a different price — and say how the paper prints its prices.

Who can do this: admins and managers. The delivery is recorded under your name.

1. Open the sent or partial order and click Receive. (It's greyed out when the order has no lines.)
2. A Receive delivery bar appears with Prices — before IVA or with IVA — and the hint "Costs are always stored before IVA. Say how the paper you are copying from prints its prices." Pick how your paper prints its prices.
3. Two columns appear: Receiving and Price paid. Every line is filled with what is still to come — in bottles for a bottle ("bottles of 750 ml"), in the item's unit otherwise — at the ordered price per bottle ("per 750 ml") or per unit.
4. Change the quantity that arrived (0 means it didn't come) and the price paid where the paper differs.
5. If a line would still be short, its name shows how much is "still to come" in amber, and "Some lines are short. What happens to the rest?" appears. Pick Still coming — keep the order open or Not coming — close the order short (see Short deliveries). Post delivery stays greyed out until you pick.
6. Click Post delivery. You see "Delivery posted — stock and costs updated." Cancel closes the sheet without posting.

What changes it:

• The supplier's Their prices include IVA (on Suppliers) presets Prices for its deliveries. A new supplier takes that box from the venue's Received prices include IVA when it's added, and for an order with no supplier the venue setting presets Prices itself (see Purchasing and suppliers).
• Tax rate (%) in Settings › Venue › Venue › Taxes is the IVA rate used for the delivery's lines.

Rules for receiving in the back office

• A quantity you don't touch posts exactly what was still to come, even when that isn't a whole number of bottles. A quantity you type is bottles × the bottle size.
• The price starts at the order line's own price. In with IVA mode, that starting price includes IVA at your tax rate; a price you typed stays as typed when you switch modes.
• Every ordered line is posted, zeros included.
• Prices are typed in pesos, to the cent. "1,500" is fifteen hundred.
• "That delivery was already posted." — you tried again after it went through; nothing was posted twice. "This order has already been received." — someone else finished it first; nothing was posted.
• Other messages: "Enter a valid received quantity for …", "Enter a valid price for …", "Say what happens to the missing lines before posting.", "Nothing arrived — cancel the order or close it short instead.", "Only sent or partially received orders can receive a delivery.", "A cancelled order cannot be received."

Limits in the back office

• Only sent and partial orders can be received here. Send a draft first (the iPad can receive a draft).
• The back office doesn't take substitutes, lines that weren't ordered, barcode scans or a line with no IVA: every line is at your tax rate. Use the iPad for those, or receive the extra items as a delivery without an order.
• An item counted in ml with no bottle size is received in ml, at a price per ml.
• An item archived since it was ordered must be left at 0. A quantity for it is refused, and the back office only says "Something went wrong — try again." The iPad explains it.

Receive an order on the iPad

Check the delivery at the door on the iPad. Every ordered line starts filled with what is still to come, at the ordered price. Fix what differs — a bottle short, a different bottle size, something else that came in its place, something nobody ordered, a line with no IVA — scanning bottles if you like, and post it.

Who can do this: a signed-in admin or manager — the Purchasing tile is theirs.

1. Tap ··· › Purchasing › Open orders and tap Receive on the order. The Receive delivery screen reads the order again ("Checking the order…") and fills every ordered line with what is still to come now.
2. The header shows the supplier and the day it was ordered, plus "received in part — X lines still to come" for a partial order.
3. Under Prices on the paper, pick Before IVA or With IVA.
4. Each row has a mark, the name, a caption (for example "Ordered 6 × 750 ml · 2 × 750 ml arrived before · $289.00 each"), a − / + stepper in whole bottles, the line's money before IVA, and a pencil (Edit line). The marks:
   • a green check — as expected;
   • a pencil — changed;
   • a grey cross — didn't come;
   • arrows — came in place of another item;
   • a plus — not ordered;
   • an exclamation mark — needs a bottle size;
   • a grey outlined check — already complete.
5. Tap the pencil to change what arrived and its price — for a 750 ml bottle, Received (750 ml) and Price per 750 ml (marked Before IVA or With IVA) — the Bottle size (ml), Save this size as the product's bottle (shown when the size differs or the item has none) and This line carries no IVA. Tap Save.
6. If a different product came, tap Something else came instead in the line's sheet, search, and tap the product that arrived. "The ordered line drops to zero and the item that arrived takes its place, so the order is not left waiting for it." The new line shows "Instead of" and the ordered item's name.
7. If something that wasn't ordered came, use Something not ordered arrived: search in Search inventory, or tap the barcode button (Scan a barcode). It's added with one bottle.
8. A row whose item has no bottle size shows Set the bottle size. Tap it and type the size.
9. Optionally type Notes (optional).
10. The footer shows "Before IVA $X · IVA $Y" and a line such as "Stock and costs update when you post. The total is the paper's, IVA per line." Tap Post delivery · $X.
11. If lines are short, you're asked "Not everything arrived. What happens to the rest?" (see Short deliveries).
12. You see "Delivery posted — X lines, $Y." or "Delivery posted — $Y. The rest stays on order."

To give up, tap Cancel at the top left. If you changed anything, you're asked "Discard this delivery?" — "Nothing has been posted yet." — with Discard and Keep editing.

What changes it:

• The supplier's Their prices include IVA presets Prices on the paper — a new supplier takes it from the venue's Received prices include IVA when it's added; for an order with no supplier, the venue setting does.
• Tax rate (%) is the IVA rate of every line not marked as carrying no IVA.
• With Counting method set to Weight, Barform offers to weigh the new bottles after you post (see Weigh new bottles after receiving).

Rules for receiving on the iPad

• Each line starts at exactly what is still to come when the screen opens — another iPad may have received part. Left as it is, a line posts that exact amount, not a rounded number of bottles.
• An ordered line starts at its own ordered price. A line that wasn't ordered, and every substitute, starts at the item's last price paid. When this supplier's paper last showed a price for the item, with the same bottle and the same price mode, and it matches the item's cost to the cent, the line starts at that paper price instead.
• A different bottle size keeps the price per ml: a 1,000 ml bottle arriving for a 750 ml one is priced as 1,000 ml.
• An item with no bottle size has no price per bottle until you type the size; then an ordered line fills with the rest of the order in that bottle.
• Save this size as the product's bottle (on by default for an item with no size) saves the size on the item. Without it, the size counts for this delivery only.
• This line carries no IVA posts the line at 0%. Barform remembers it for this supplier, so the line starts at 0% next time.
• A substitute counts the ordered line as filled, not short. Later deliveries show the ordered line as "replaced by" the item that came.
• Scanning: an ordered line is found and lit up (change it with the stepper); a line that wasn't ordered gains one bottle per scan, so you can count a supermarket run by scanning each bottle; an item not on the screen is added with one. An item that isn't in your active inventory says "That item isn't in this bar's active inventory."
• The stepper goes from 0 to 999 — higher when the order or the invoice says so.
• The footer's total is what will be recorded.
• If the connection drops and you try again, nothing is posted twice: "That delivery had already gone through — nothing was posted twice." If someone else received the order first: "This order had already been received."
• If the back office added to the order meanwhile and a line turns out short, you get the short question instead of an error.

Limits on the iPad

• Post delivery stays grey, with the reason under it: "Checking the order…", "Already received or closed on another iPad.", "Offline — post the delivery once the connection is back.", "Set the bottle size for …", or "Nothing received yet." There's no offline queue: post it once the connection is back.
• An item archived after it was ordered can be left at zero. Receiving it says "An item on this delivery is archived. Set it to zero, or restore it in the admin to receive it."
• Other messages: "Nothing arrived — close the order short or delete it instead.", "This order was cancelled."
• The iPad can receive a draft made in the back office; the back office can't.
• The search matches item names only, ignoring accents and capitals, with up to 8 results. An item can be added once; scan it again to add bottles.
• Items counted in units read as, for example, "24 each".

Short deliveries

When not everything arrived, Barform always asks what happens to the rest. Either it's still coming — the order stays open as Partial and can be received again — or it's not coming, and the order is closed with what arrived. A partial order can be closed short later, when the rest never comes.

Who can do this: admins and managers.

Answer the question when you post

Pick Still coming — keep the order open or Not coming — close the order short. On the iPad, the question lists the short lines by name, and Back returns to the screen.

Close a partial order short later

• In the back office: open the order, click Close short and confirm "Close this order with the missing lines not coming?".
• On the iPad: tap Close short on the order. The alert "Close this order short?" names the supplier and says "… lines still to come — they are not coming. The order is closed with what arrived." Tap Close short, or Keep waiting.

You see "Order closed short." — or, when nothing ever arrived, "Nothing was ever received against it, so the order was cancelled." (on the iPad, "Nothing had arrived, so the order was cancelled.").

How short deliveries work

• A line is short when what has arrived over all its deliveries is still less than what was ordered, and nothing stood in for it. A short delivery with no answer isn't posted.
• Still coming: the order becomes Partial, and the delivery is tagged "rest pending".
• Not coming: the order becomes Received, closed short, and the delivery is tagged "closed short". The back office shows "Closed short" with the date; the iPad's received list says "closed short".
• Closing a partial order short later makes it Received and closed short — or Cancelled, if nothing ever arrived against it.
• A partial order shows "Received in part — the rest is still on order." in the back office, with how much is still to come on each line, and "Received in part — X lines still to come" on the iPad. It can't be edited or cancelled, but it can be received again.
• What is still to come on a partial order counts as stock on its way when the iPad builds an order From par, and when the back office drafts orders with Draft from stock.
• A received order — closed short included — can't take another delivery. Receive late items as a delivery without an order.
• More than was ordered is accepted; the line just shows more received than ordered.

Receive without an order

A supermarket run, a courier box, a walk-in delivery: record what arrived and what it cost, with or without IVA, without having ordered it. Barform creates an order for it, already received, so it shows with the others.

Who can do this: admins and managers.

In the back office

1. On Orders, click New › Receive without an order. Receive a delivery without an order opens.
2. Pick the Supplier, or No supplier. A supplier presets Prices from its Their prices include IVA; No supplier uses the venue's setting.
3. Check Prices: before IVA or with IVA.
4. On the first line, type to search the Item, and press Enter or click to pick it. The cursor moves to Quantity.
5. Type the Quantity — in bottles for a bottle ("bottles of 700 ml"), in the item's unit otherwise.
6. Check Price paid. It starts at the item's last price paid, "per 700 ml" or "per unit".
7. Press Enter in the price box (on the last line) or click Add line for the next item. ✕ (Remove line) removes a line.
8. Optionally type Notes. Watch the footer: "Subtotal before IVA $X · Total with IVA $Y".
9. Click Post to stock. You see "Delivery posted — stock and costs updated." and the new order opens.

On the iPad

1. In Purchasing, find the Delivery without an order card and tap Receive without an order.
2. Pick the supplier chip (or No supplier) and Prices on the paper.
3. Under Add what arrived, search or scan each item. Each one is added with one bottle at its last price paid. Adjust with − and + or the pencil, as when receiving an order.
4. Tap Post delivery · $X.

Rules for deliveries without an order

• The order is created already Received, with the badge "direct receipt" — or "invoice" when it comes from a supplier invoice. It has one line per item (two lines of the same item are added together), and its total is what arrived, before IVA.
• In the back office, untouched empty rows are ignored. At least one line needs a quantity above zero ("Add at least one line with a quantity above zero."), and any other bad line stops the whole post ("Check the quantity and price on every line.").
• Barform remembers a supplier's prices and how its paper prints them only when you name the supplier.
• The back office has no line with 0% IVA here, and an ml item with no bottle size is entered in ml at a price per ml. "No active items to receive." means you have no active items.
• On the iPad, an item with no bottle size needs one before you can post.
• The iPad's received list tags it "without an order"; the back office shows the "direct receipt" badge.

What receiving changes

Posting a delivery adds the stock, works out what each item really costs now and what was last paid, updates the order, and keeps the delivery with the paper's money. It all happens together, or not at all.

See what a delivery did

1. Inventory › Activity: each item received is a Received movement for the quantity, in the item's unit.
2. Inventory › Items › the item: the cost — "The average of what is on the shelf: each delivery blends in what it cost." — with "Last paid: …" under it.
3. The order's page: the Received column on each line, and the Deliveries list (see Delivery history).

Average cost and last price paid

Barform keeps two costs for every item, both before IVA:

• The average cost is what the stock on your shelf cost you, on average. Each delivery blends its price in. Waste, count differences, drink costs and the value of your stock all use it.
• The last price paid is what the supplier charged the latest time. New order lines, From par, Draft from stock, an item added at the door and a delivery without an order all start at it.

How a delivery changes them:

• New average = (on hand before × the current average + quantity arrived × price paid) ÷ (on hand before + quantity arrived). For example, 10 bottles at $280.00 on the shelf and 2 arriving at $300.00 make $283.33 a bottle. The last price paid becomes $300.00.
• If on hand was 0 or below, or the item never had a cost, the price paid becomes the cost.
• A line at $0 (a free bottle) adds the stock and changes neither cost.
• Two lines of the same item in one delivery are blended in one after the other. Two deliveries at the same moment give the same result as one after the other.
• A cost typed by hand in the back office sets both (see Items and stock).
• Counts, waste and sales move stock at the average cost; they never change it.

How prices are read

• The price paid is per bottle (or per unit), before IVA. A price with IVA is first divided by (1 + the IVA rate ÷ 100) and rounded to the cent. Barform then works out the price per ml — or per kilo or litre for an invoice line billed by weight or volume, or per piece — and keeps it exact, to fractions of a cent: $289.00 for 750 ml is about 38.5 cents per ml.
• A line with no price at all is taken at the order line's price, or else at the last price paid.
• Posting a price exactly as Barform filled it in never moves the cost by a rounding.
• A price per gram typed at the door is in whole cents; an invoice billed by the kilo is booked exactly.

What the order and the delivery keep

• Each order line's received quantity is the sum of all its deliveries, and its price becomes the last price it was received at.
• The order's received total is the sum of its deliveries' subtotals, before IVA; the ordered total stays as it was (for a delivery with no order, it's what arrived). The received date is set.
• The delivery's money is the paper's. With prices before IVA, each line is quantity × price, plus that line's IVA. With prices that include IVA (a ticket), quantity × price is the line's total and the IVA is taken out of it, so the receipt adds up to the ticket: 18 × $24.00 = $432.00. Each line is rounded to the cent; the delivery's subtotal, IVA and total are the sums.
• When the delivery names a supplier, Barform remembers, for each item that arrived, the bottle, the price as typed, whether it was printed with IVA, the line's IVA rate and, from an invoice, the supplier's code. The iPad uses this for starting prices.

Delivery history

Each posted delivery is kept as a receipt on its order: who received it, when, how many lines, the money, and what happened to the rest.

• In the back office, open the order. Under the lines, Deliveries lists every receipt, newest first: the date and time, "by" and the person's name, the number of lines, a "rest pending" or "closed short" badge, the notes, and on the right the subtotal with "IVA $X · Total with IVA $Y" — plus "· with IVA" when the paper's prices included IVA. The lines table's footer adds Received (before IVA).
• On the iPad, tap Received (X) in Purchasing to unfold the last 30 received orders: the supplier, the date, what came by name with quantities (a substitute under its own name, a line that never came left out), the tags "without an order", "from an invoice" or "closed short", and the money received, before IVA.
• The back office's line count includes every line of the receipt, even lines that came as zero.
• The back office doesn't show a delivery line by line: an extra or a substitute shows only in its money.

Import a supplier invoice

Suppliers email the CFDI XML with the PDF. Importing the XML types the delivery for you — every line with the supplier's code, the description, the quantity and unit, the price before IVA and the line's IVA — and suggests the item for each line. Importing moves no stock: you still check the delivery and receive it.

Who can do this: admins and managers.

In the back office

1. Go to Inventory › Purchasing › Invoices (Supplier invoices) and click Import XML. Pick the .xml file.
   • Or, on Orders, click New › Supplier invoice (XML). It opens Invoices and tries to open the file picker straight away; if your browser doesn't allow that, click Import XML.
2. You see "Invoice imported." — or, for a file you already imported, "That invoice was already imported — here it is." — and the invoice opens.
3. Back on the list, the tabs To receive, Received and Dismissed show how many each holds. Each row shows the supplier (or the issuer's name or RFC) with its RFC; a "new supplier" badge when no supplier matched; "another receiver" in amber when it isn't addressed to your venue; and Folio, Issued, Total and Lines ("X of Y ready" while it waits). Click a row to open it.

On the iPad

1. Save the XML from the email to Files or iCloud Drive.
2. Tap ··· › Purchasing › Supplier invoices › Import XML and pick the file. The picker shows every file — Mail often saves an XML as plain data — and Barform reads what's inside.
3. The review opens with "Invoice imported." (or "That invoice was already imported — here it is.").
4. Waiting invoices are listed with the supplier, folio, issue date, "X lines · Y matched", "Addressed to another receiver" when it applies, the total, and Review.

Settings that matter

• Your venue's RFC: Settings › Receipt › Tax ID (RFC). An invoice addressed to another RFC warns you — it's never refused — until you click This RFC is ours on one, in the back office.
• Each supplier's RFC (tax id) on Suppliers finds an invoice's supplier.

What Barform accepts

Only a stamped CFDI 4.0 invoice for goods, in pesos. Otherwise you see one of these:

• "That file is not valid XML."
• "That file is not a supplier's CFDI invoice (the XML)." — also for a file with more than one issuer, receiver or stamp, or with amounts over 20 million pesos.
• "That is a CFDI 3.3, which SAT retired — ask the supplier for a 4.0 invoice."
• "Only an invoice for goods (type I) can be received — not a credit note or a payment receipt."
• "The invoice is not stamped: it has no fiscal UUID."
• "Only an invoice in pesos (MXN) can be received."
• "The invoice has no lines." or "The file is empty."
• "That file is too large to be an invoice." — over 500 lines, or a file over 900 KB in the back office or over 2 MB on the iPad.
• On the iPad, "A line of the invoice has no quantity or amount." The back office shows "Something went wrong — try again." for the same file.

How an invoice is read

• Each invoice imports once, by its fiscal UUID. Importing the same invoice again opens the first one.
• For each line: the code is the supplier's product code; the cost is the line's amount minus its discount, plus any IEPS shown on the line (IEPS stays in the cost); the IVA rate is the line's own, 0% when it's exempt; the bottle size is read from the description ("750 ML", "1.75 LT", "1/2 L", or a size such as 700, 750 or 1000 at the end — never a vintage or a number in a brand); and pack units need a pack size.
• The supplier is the one whose RFC matches the issuer's (capitals and spaces ignored; the older one if two share it). Otherwise Barform suggests the supplier with the closest name.
• The issue date is read in the venue's time zone.
• The XML is kept with the invoice; the PDF isn't stored. There's no email inbox: you import each file by hand.
• The back office lists the 300 newest invoices; the iPad lists the 50 newest waiting ones. Received and dismissed invoices are only in the back office.
• On the iPad, importing an invoice that was already received or dismissed says "That invoice was already received (or dismissed)." If the picker can't open the file: "Could not open that file."

Review an invoice

Before you receive, answer the invoice: who sent it, and for every line which item it is — confirming a suggestion, changing it, picking one or skipping the line — plus how many bottles a pack holds. Your answers teach Barform the supplier's codes, so its next invoice matches by itself.

Who can do this: admins and managers.

Open the invoice from Invoices in the back office, or tap Review on the iPad (Supplier invoice).

Check the supplier

1. In the back office, pick the Supplier from the list; the RFC match or the name guess is already picked. On the iPad, tap its chip, or No supplier ("Not in the list? Receive it with no supplier, or add the supplier in the office first.").
2. Read the note under it:
   • none when the supplier was found by its RFC (on the iPad, "Found by its RFC.");
   • "This supplier has the invoice's RFC.";
   • in amber, "This supplier's RFC on file is …; the invoice's is …. Check it is the same company.";
   • "Suggested from the issuer's name …" — the back office adds the name;
   • "This supplier has no RFC on file. Save it and its next invoice finds the supplier and the codes learned here."
3. When the supplier has no RFC on file, click or tap Save RFC (with the invoice's RFC). Confirm "Save this RFC on Distribuidora Norte?" — "From now on, invoices from RFC … will be matched to Distribuidora Norte automatically. Save it only if Distribuidora Norte is the company on this invoice (…)." — with Save RFC.

Saving an RFC only fills an empty one. In the back office you then see "Saved: invoices from RFC … will match Distribuidora Norte." — or that the supplier already has this RFC, already has a different one ("… Change it on the supplier if it is wrong."), or "… already has this RFC. Nothing was saved." when another supplier has it.

Answer each line

1. Read the line as billed: the description, then code · quantity × unit · price · IVA %.
2. Read the match: "Matched by the supplier's code", "Matched by SKU", "Matched by name", "Matched by hand" (on the iPad, "Picked by hand"), a suggestion — "Suggested by SKU — confirm or change" or "Suggested by name (80%) — confirm or change" — or "Not matched to an item" (on the iPad, "No item matched").
3. Click Confirm on a suggestion; Change or Pick item to choose another item (on the iPad, Change item or Pick item); or Skip to leave the line out (on the iPad, Skip line). Receive it undoes a skip.
4. Picking asks "Which item is this line?". Search by name or SKU in the back office (10 results), or by every word of the name on the iPad (8 results, or scan the bottle). Picking an item confirms the line.
5. A pack line asks for Bottles per pack: type it in the back office; on the iPad tap 6, 12 or 24, or use − and + (1 to 1,000), and the iPad shows how many bottles that bills ("= 24 billed").
6. In the back office, click Save matches to keep your answers without receiving: "Saved — the supplier's codes are learned for its next invoice." (or, when the supplier has no RFC on file, "Saved. Save the supplier's RFC too: its codes apply to its next invoice only once the RFC is on file."). The iPad saves your answers when you tap Receive delivery.

An invoice addressed to another company

In the back office, an amber card says the invoice is "Addressed to … (…), not to this bar's RFC." If that RFC is yours, click This RFC is ours: "Saved: invoices to that RFC are this bar's." That RFC is accepted from then on, and the warning clears on every invoice addressed to it. There's no screen to remove an RFC you accepted. The iPad only warns: "Addressed to … (…), not to this bar's RFC. Check it is yours before receiving it."

How lines are matched

When you import, Barform tries, in this order:

1. The supplier's code — what this supplier's code was confirmed as before, with the pack size it was given. Only when the supplier was found by its RFC. The line starts confirmed.
2. SKU — your item whose SKU equals the code, when the supplier is known by its RFC or guessed by its name. It starts confirmed only on an invoice from the item's own usual supplier, found by its RFC; otherwise it's a suggestion.
3. Name — the most similar active item name (accents, sizes, punctuation and company suffixes ignored), when it's close enough. Always a suggestion.

A line is ready when it has an item, is confirmed, isn't a pack without a size, and its item can be counted the way the line is billed:

• billed by the piece, bottle or pack — an item in ml (counted in bottles) or an item counted in units;
• billed in kilos or grams — an item counted in grams;
• billed in litres or millilitres — an item in ml;
• anything else — limes by the kilo against an item counted in units, a bag by the piece against an item in grams — can't be counted from the invoice: "This item can't be counted the way the line is billed (…). Pick another item, or skip the line and receive it by hand."

Bottle sizes:

• The item's own bottle size counts. The invoice's size is used only for an item that has none.
• When they differ by more than half a ml, the line warns: "The invoice says 1000 ml; the item is 750 ml. This delivery counts 750 ml bottles — if 1000 ml ones came, change the item's bottle size first." (On the iPad: "…change the bottle on the next screen.")
• The back office never changes an item's bottle size from an invoice.

What Barform learns:

• Only an explicit Confirm confirms a suggestion; typing a pack size doesn't.
• A confirmed line that isn't skipped teaches the supplier its code for that item, and the pack size. A supplier has one code per item.
• Learned codes only apply to an invoice matched to its supplier by RFC. Until the supplier's RFC is on file, its next invoice comes in with no supplier, and every line asks again.

Limits:

• An invoice can't create items. Create the item in Items first, or skip the line ("Nothing in inventory by that name. Create the item in the office, or skip the line.").
• In the back office, once matches are saved with a supplier, the supplier shows as text, not a list. The iPad's chips can still change it.
• On the iPad, a suggestion of an item archived since the import is dropped, and the line shows as unmatched.

Receive the delivery an invoice bills

Once every line is answered, receive the delivery at the invoice's own prices and IVA — against the supplier's open order, or as a delivery of its own — after you say how much of each line actually arrived. The receipt names the invoice, which marks it received.

Who can do this: admins and managers.

In the back office

1. Answer the lines (see Review an invoice).
2. In Arrived, check each line's count. It starts at what the invoice bills ("of 12 billed"); type 0 for a line that didn't come.
3. In Receive against, pick No order — a delivery of its own or one of the supplier's open orders ("Order of … · X lines"). The supplier's only open order is picked for you.
4. If the order would be short: "Some ordered items did not come. The rest:" — pick It is still coming or Close the order short.
5. Check the footer: "This delivery: … · the invoice: …", with how far apart they are ("… apart — check what arrived") in amber when they differ by more than $1.00.
6. Click Receive delivery — it's greyed out, with the reason beside it, until everything is ready. You see "Delivery received — $X." The page then reads "Received — $X at the invoice's prices." with Open the order.

On the iPad

1. On the review, pick the order under Receive against (shown when the supplier has open orders): No order — a delivery of its own, or "Order of … · X lines". The note says "The delivery gets an order of its own, already received." or "Its ordered lines the invoice does not bill start at zero; you will say whether the rest is still coming."
2. Tap Receive delivery. It saves your answers first. The receive screen opens with the invoice's folio, total and order in its header, and "Filled in from the invoice: each line as billed, at its price before IVA and its own IVA. Check what actually arrived — a line that did not come goes to zero."
3. Check each line's count with − and + or the pencil; the price is locked. Ordered lines the invoice doesn't bill start at zero and say "not on the invoice".
4. Read the footer: "The invoice says $X too." or "The invoice says $X — $Y apart. Check what arrived."
5. Tap Post delivery · $X, and answer the short question if you're asked (see Short deliveries).

There's no IVA choice here: an invoice's prices are before IVA.

How an invoice delivery is booked

• Price per bottle (or per unit, kilo or litre) = the line's cost ÷ the bottles it bills, rounded to the cent. A pack bills packs × bottles per pack.
• Each line posts at the invoice line's own IVA rate, with prices before IVA.
• Against an order, each invoice line lands on the ordered line for its item — a second invoice line of the same item does too — and an invoice line the order doesn't have arrives as not ordered.
• With no order, the delivery becomes its own order, with the "invoice" badge.
• A line billed by weight or volume in the item's own terms is received with the billed kilo or litre as the unit ("5 kg", "$17.00 per kg" on the iPad), so the money matches the invoice to the cent.
• The receipt keeps each line's supplier code and invoice line number, and teaches Barform the supplier's prices.
• The invoice is marked received. Receiving it again, or receiving a dismissed invoice, is refused: "That invoice was already received (or dismissed)."
• When the supplier has no open order but had one received in the last 14 days, both apps warn: "…'s order was received on …. If this invoice is for that delivery, dismiss it: receiving it again would count the stock twice."

What can hold it up

• Back office, in order: "Pick an item for every line, or skip it.", "A line is billed in a way its item can't be counted: pick another item or skip it.", "Confirm or change the suggested items.", "Type how many bottles each pack holds.", "An item has no bottle size.", "Say how much of each line arrived.", "Nothing arrived to receive.", "Say what happens to the rest of the order."
• iPad: "Checking the invoice…", "Already received or dismissed.", "Offline — receive the invoice once the connection is back.", "Pick an item for every line, or skip it.", "Change or skip the lines that can't be counted.", "Confirm or change the suggested items.", "Say how many bottles come in each pack.", "Nothing to receive — every line is skipped."
• An ml item with no bottle size, on an invoice that names none: the back office blocks the line ("No bottle size on the item or the invoice: set one on the item."); the iPad asks for the size on the receive screen.
• An invoice line can't become a substitute: skip it, or set it to zero and add the other item.
• If you cancel the iPad's receive screen after Receive delivery, your answers stay saved and the invoice keeps waiting.

Dismiss or restore an invoice

An invoice that shouldn't be received — not yours, or a copy of a delivery you already received by hand — is dismissed: it leaves the waiting list without receiving anything. The back office can restore it.

Who can do this: admins and managers.

• In the back office: on a waiting invoice, click Dismiss; it moves to Dismissed. On a dismissed one, click Restore; it goes back to To receive.
• On the iPad: tap Dismiss on the review and confirm "Dismiss this invoice?" — "It leaves the list without receiving anything. The office can restore it." — with Dismiss invoice, or Keep. You see "Invoice dismissed. The office can restore it."

Good to know:

• Only waiting and dismissed invoices change. A received invoice stays received ("That invoice was already received (or dismissed).").
• A dismissed invoice can't be received until it's restored. Importing it again just finds it.
• The iPad can't restore an invoice; dismissed invoices aren't listed there.

Weigh new bottles after receiving

If your venue counts open bottles by weight, every bottle needs a reference weight. When a delivery lands, a sealed bottle is in your hand, so after you post on the iPad, Barform offers to weigh the new bottles that have none.

1. Post the delivery on the iPad.
2. If Weigh a sealed bottle now opens, weigh the listed bottles, or tap Later (Done once all are saved).
3. The "Delivery posted" notice shows when the sheet closes.

• It appears only when Counting method is Weight (Settings › Venue › iPads and service), for each bottle received with a quantity above zero and no sealed or empty weight, once each.
• It's on the iPad only; the back office's receive pages never offer it.
• The sheet, step by step, is on Stock counts.

Correct a delivery after posting

A posted delivery can't be undone or edited. Correct mistakes where they landed.

Who can do this: admins and managers, in the back office.

1. Too much or too little stock posted: in Items, open the item's ··· menu › Adjust. Use Adjust by with a minus sign (-2) to take off what was posted twice, or with the missing amount to add it, or use Set on-hand to. Or count the item (see Stock counts).
2. A wrong price posted: open the item and click Edit cost beside its cost (it's locked once the item has a cost), then type the right one — or use More › Edit costs. A cost typed by hand sets both the average and the last price paid.
3. The rest of a closed-short order arrives after all: receive it as a delivery without an order.
4. An imported invoice is for a delivery you already received by hand: dismiss it. The 14-day warning points this out.

• The delivery, its movements and the order's received quantities stay as posted.
• An adjustment is its own movement in Activity and doesn't change the cost. If the posted price was wrong, type the right cost.
• The receipt and the order keep the price that was posted, even after you correct the item's cost.
• A received order can't take another delivery, and a received invoice can't be dismissed or received again.

Related

• Purchasing and suppliers
• Items and stock
• Stock counts
• Printing and receipts