Receive a delivery manually

Receiving records what you took in from a supplier so current stock, cost history, weighted-average pricing, and price alerts all stay accurate. The manual receive screen is the fastest path when you have a paper invoice or no auto-ingestion set up.

Steps

1. Open Receive → New.

2. Set the Received on date (defaults to today; change it if the delivery actually arrived earlier).

3. Pick a supplier (filters which products show up below).

4. Optionally record the Invoice # and Invoice total from the paper invoice. If a prior receipt already carries that invoice number, Rinvy shows a "you already received this invoice" hint so you don't double-enter it.

5. Tap Add item, search the product, leave Line type on Received (see Shorts, credits, and returns for the others), enter the quantity, pick the Unit (Case if you've set a case size, otherwise the default unit), enter the cost per unit, and optionally set an Expires date. Tap Add to receipt to add the line, then repeat for each product.

6. Optionally attach a photo of the delivery ticket, add receipt Notes, or turn on Record only, then tap Submit.

Added lines stack up so you can review the whole delivery before submitting — each row shows its quantity, line total, and an editable cost, with the running total and Submit button anchored at the bottom.

What gets updated when you submit

For each Received line (see shorts, credits, and returns for how the other line types differ):

• Current stock increases by quantity × unit conversion.
• The product's case cost is overwritten with this receipt's per-case price.
• Weighted-average cost recomputes for any report whose date range includes this receipt.
• A price alert fires if the cost change vs. the previous receipt exceeds the dashboard threshold (default 5%).
• An expiration alert is queued if you set an expiration date within the warning window (default 7 days).

See how cost is computed for the full picture of which cost ends up where.

Invoice number and total

The Invoice # and Invoice total fields are optional, but recording them makes a receipt easy to reconcile and reference later. Both are stored on the receipt and appear in the receipt detail, the activity feed, and the receipt CSV export.

• If you enter an invoice total that the sum of your lines misses by more than a small tolerance (the greater of $1 or 2% of the invoice, so ordinary tax, delivery, and fuel-surcharge lines don't trip it), Rinvy shows a caution that names the gap and its direction — "Lines add up to $X, $Y short of the $Z invoice" — and asks you to confirm before submitting. It never blocks you: a skipped fee line or a credit can legitimately explain the gap.
• Entering an invoice number that a previous receipt from the same supplier already used surfaces a duplicate hint, so you don't book the same delivery twice.

Rinvy prices each product from its own line, so a delivery or fuel fee you leave off the receipt never reaches a product's cost or your food cost in Rinvy. Tax rules can differ: IRS Publication 538 defines the cost of goods bought during the year as the invoice price minus discounts plus transportation and other charges to acquire them.

Shorts, credits, and returns

Not everything on a delivery goes one way. The driver leaves a case behind, a case arrives crushed and goes back on the truck, or the supplier bills the wrong price and issues a credit next week. Sending food back is often a food-safety call: the FDA Food Code, the FDA's model code for regulating restaurants and other retail food businesses, has you check deliveries for things like food temperature and damaged packaging. Every line you add has a Line type that says what happened:

You set the type on the line itself, right where you enter the quantity and cost — the helper under the picker restates what the selected type does.

Enter the quantity as a positive number in every case — "2 cases short" is 2, not -2. The line type is what makes it subtract, and the line shows up on the receipt with a red rail and its type spelled out.

Three details worth knowing:

• A short can cost nothing. If the supplier already re-invoiced you for the correct amount, enter the short at a cost of $0 — the stock leaves, your spend doesn't move.
• A credit can carry no quantity. For a price-only credit ("we overbilled you $18"), set the quantity to 0 and enter the amount in the cost field — with no quantity for it to be "per", that figure is the whole credit. The $18 comes off your purchases and your counts stay put.
• None of them change what a case costs. A short reports a count, not a price; a credit or a return reverses a purchase that was already priced. So these lines never fire a price alert, never overwrite the product's case cost, and never touch a purchase option's remembered price. They do count — as negative quantity and negative spend — in weighted-average cost, spending, variance, and the food-cost statement.

Recording a credit memo

A credit memo is its own document, with its own number and date. Turn on This is a credit memo at the top of the form and Rinvy reframes the whole receipt: new lines default to Credit, the money field becomes Credit total, and a Credit against invoice # field appears so the credit points back at the delivery it corrects.

Enter the credit memo's own number in Invoice # and the original invoice's number in Credit against invoice #. Both are stored on the receipt and both appear in the receipt CSV export.

When an invoice you're reviewing doesn't match the order it arrived for, the review screen offers Record a credit or short against this invoice — that link opens this form already in credit-memo mode, pointed at the right supplier and invoice.

Products stored in more than one place

If a product has extra places, each cart line shows Put away in. Pick the place where you put the stock. On a short, credit or return line, the picker reads Taken from. If you leave the picker on the home storage area, the stock goes there. Rinvy uses this to keep the quantity of each place current between counts. See storage areas.

Receivable units

A product's receivable units come from its setup:

• Default unit is always available (the unit you count in).
• Case appears if caseSize > 0.
• Weight, volume, or count conversions appear if you've configured them on the product.
• Purchase options appear in the same picker if the product has any — pick one ("Costco 10 lb tube") and Rinvy does the pack math, entering the right number of default units and remembering that option's own price. See purchase options.

The default selection when you start a line is "case" if a case size exists, otherwise the default unit. (If you've set the receipt's supplier at the top, picking a product auto-selects that supplier's option.) Recipe-output products and non-inventoried products are deliberately excluded from receiving — the receive screen won't surface them in the product search.

Attach a delivery photo

Under Delivery photo, add a picture of the paper invoice or delivery slip (on mobile: take a photo or pick one from your gallery; on the web: choose an image file). It's optional and image-only — a photo, not a PDF. The photo is stored with the receipt as evidence for a supplier dispute (a short shipment, a crushed case) and shows up when you open that receipt later. Deleting the receipt removes the photo.

When should I turn on Record only?

Turn on Record only when your stock already reflects the delivery or when the receipt is only for your records. A record-only receipt counts for cost history and price alerts but does not add to current stock. Two cases call for it:

• You took a physical inventory count after the delivery already landed (so the count already includes the received product).
• You're back-filling old invoices for reporting purposes.

Don't use record-only for a new delivery that hasn't been counted yet — you'll under-state current stock.

Can I turn Record only on or off after I submit?

Yes, if you are an owner or a manager. Open the receipt under History on the Receive page. Turn Record only on or off and press Save. Rinvy asks you to confirm before it changes your counts.

• If you turn it off, Rinvy adds the receipt's items to your counts on the day the delivery arrived. A count you took after that day keeps its numbers.
• If you turn it on, Rinvy takes the items back out of your counts. The receipt, its prices and your cost history stay.

A receipt entered before stock tracking cannot be turned to record only. Delete it and enter it again instead. Staff see a note on a record-only receipt and cannot change it.

Example

Can I change the date after I submit?

Yes, if you are an owner or a manager. Open the receipt under History on the Receive page. The Received on field at the top is a date picker. Pick the day the delivery arrived and press Save. You cannot pick a day after today.

The date decides which count the delivery belongs to. When you move a receipt to the other side of a completed count, Rinvy names that count and asks you to confirm. The count keeps its numbers. Stock logged between the old date and the new date is recomputed from the count. The product's remembered case cost follows the newest delivery after the move.

A record-only receipt changes only its date, because it never changed stock. Under the date, Rinvy lists each earlier date the receipt was moved from. Staff see the date as text and cannot change it.

If you already exported the receipt to QuickBooks or Xero, the export keeps the old date. Run the export for the new date's range again with Include receipts already exported before turned on. See accounting export.

Related

• Product setup overview
• How cost is computed