Purchase orders, receiving goods, and what your stock really cost

Purchase invoices brought your suppliers' bills into Erpilo. The goods on them still stopped at the books: nothing came into stock from a bill, a product's cost was a number you typed in, and there was nowhere to write an order to a supplier. All three are here now.

Suppliers on your products

A product's Stock tab has a new Suppliers card: who you buy it from, their own code for it, their price, their minimum order and how many days it takes to arrive. Last bought shows what you actually paid that supplier on their latest bill.

For a product without variants, the General tab has Supplier and Supplier's code fields too, and you can fill them in already when you add the product.
Each variant has its own suppliers and codes, because a supplier's code is usually per size and colour.
Import a supplier's price list: on the supplier's partner page, More ▸ Import price list. Products are matched by the supplier's code or the barcode, and codes you do not have yet are offered as new products, which you confirm.
A supplier's price is a reference for ordering. It is never your product's cost - that now follows your bills, see below.

Purchase orders

Purchases ▸ Purchase orders ▸ New purchase order. Pick the supplier and add the products.

Picking a product fills in the supplier's code and price from their price list, or from what they last billed you for it. Below their minimum order, the quantity turns amber.
Expected follows the supplier's lead time. Deliver to picks the warehouse, if you have more than one.
Prices are without VAT, in the supplier's currency. The VAT is settled on their bill.
Notes for the supplier are printed on the order: delivery instructions, opening hours, a contact.

Nothing goes to a supplier on its own. Download PDF or Email to supplier - the order is written in the supplier's own language - or send it yourself and click Mark as sent. A sent order is locked, and its products show "+5 on order" on the products list and in an On order card on the product's Stock tab. Goods on order cannot be sold or sent to your shops until they arrive.

Receiving the goods

When the delivery comes, open the order and click Receive goods. What is still to come is already filled in; change it to what actually arrived and click Put into stock.

A part delivery leaves the order Partly received, with the rest still on order.
Close order when the supplier will not send the rest. Cancel order if nothing arrived at all.
Undo takes back a delivery entered by mistake, latest first.
More than was ordered cannot be received. Enter what was ordered, and add a new order for the rest.

The supplier's bill for an order

Click Enter the bill on the order, or pick the order under Purchase order on a new purchase invoice. The lines fill in with what was received and is not billed yet, at the order's prices. Check them against the supplier's bill and book.

The goods are not counted twice. Receiving brought them in, so booking the bill moves no stock.
A price that differs from the order's corrects the cost of those goods still in stock.
The purchase orders list shows Waiting for bill, with a filter for it, and the order shows how much of each line is Billed and how much is still To bill.
If you type a product by hand that an order received and is still waiting for its bill, the bill form tells you to pick that order instead.
A delivery that has been billed cannot be undone. Cancel the bill first.

Goods on a bill without an order

Most bills will never have an order, and they bring goods in too. Each bill line now has a product, a quantity, a unit and a unit price. Booking a bill adds its products to stock.

Billed before the goods came? Untick Goods arrived. The products then show as "+5 incoming" beside stock, not in it, until you click Mark as arrived on the bill.

What your stock really cost

Every delivery now carries its own cost: the price you paid, in euro at that day's rate, plus any VAT you cannot claim back. Sales take the oldest stock first (FIFO), and each sale keeps the cost its goods left at, so a later price change never rewrites a past margin.

The Cost of stock card, on the product's Stock tab, shows what the stock on hand cost, delivery by delivery, and what the next one sold will cost.
The invoice's Cost and margin card shows the cost and margin of each product line.
A product's cost follows its deliveries once it has any, so it can no longer be typed in. A wrong bill is corrected with a supplier credit note.
Stock you already had started at the cost you had typed in for it.

Costs and supplier prices on products are shown to owners and admins only, as before.

Freight and customs

A freight or customs bill rarely names the products it was for. On its line, open More and tick Spread over goods, then pick the bills or purchase orders the goods came on, by value or by quantity. The share raises the cost of those goods still in stock; units already sold keep their cost. Freight charged on the same bill as the goods works too: pick This bill.

Drop-shipping

For a product your supplier delivers straight to your customer, tick Ships to my customers on its supplier in the Suppliers card. Erpilo then keeps no stock for it.

When you finalize a sales invoice for such a product - by hand, from a shop order or a recurring invoice - Erpilo drafts a purchase order to that supplier, with the customer's delivery address on it. Check it and send it as any order. Sending it fixes the sale's cost at the order's prices; until then the invoice shows an estimate from the supplier's price list. Once the supplier has delivered, click Mark as delivered, and their bill is matched to the order like any other.

If the sale is cancelled, its draft orders go with it. An order already sent stays, and the invoice warns you to cancel it with the supplier.

The bill form, rebuilt

One row per line on a wide screen: product or description, expense category, quantity, unit, unit price, VAT and amount. The rarer fields wait behind More on each line.
The expense category is searchable by name or account number.
One VAT choice per line replaces the separate VAT rate, VAT reclaim and reverse charge settings: 24%, 24% car, partly for business (half claimed back), 24% goods from the EU, reverse charge, 24% services from abroad, reverse charge, Import, Exempt and the rest of the Estonian VAT types. Employee expense claim receipts have the same choice. Your existing bills were converted with no change to any figure.
Uploading an e-invoice you already have a bill for is refused, with a link to that bill, so the same file cannot make two drafts. Its lines are now also linked to your products by barcode or the supplier's code.

Good to know

Everyone in your company can write orders and receive goods, as with bills.
Your books are not changing yet. A bill for goods is still booked to its expense category, and a sale books no cost of goods. Keeping stock value on the balance sheet comes next, after a review with an accountant.
Not here yet: reorder suggestions, receiving more than was ordered, several orders on one bill, returning goods to a supplier, sending orders automatically and delivery tracking numbers.