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Consumable receipt

Consumable receipt

Overview

Receipt records what arrives from the supplier: which consumable, into which storeroom, how much and at what cost. It is the only operation that moves a consumable's average cost in a location, so the unit cost captured here is what every consumption report reflects afterwards.

How to get there

Consumables > Receipt

Direct URL: /Consumables/receive

Key concepts

Term Definition
Unit cost What each unit cost on this purchase.
Weighted average cost The cost issues are valued at. It is recalculated on every receipt with the formula (on hand x average + quantity x receipt cost) / (on hand + quantity).
Reference The invoice or delivery note number, so the purchase can be traced.

How to use it

Record a receipt

  1. Complete the form:
    • Consumable (required): scan the barcode or type the code.
    • Location (required): which storeroom the goods go into.
    • Quantity (required).
    • Unit cost (required): what each unit cost.
    • Vendor (optional) and Reference (optional): who sold it and against which document.
    • Date: defaults to today in the company's time zone.
  2. Click Receive.
  3. When it finishes, the screen shows the resulting stock and the new average cost of that consumable in that storeroom, so you see the effect of the purchase immediately.

Average cost worked example

If there were 10 toners at $89 and you receive 10 more at $99:

(10 x 89 + 10 x 99) / 20 = $94

Later issues are valued at $94 until the next receipt. Earlier deliveries keep the cost they had: a more expensive purchase does not rewrite the past.

Fields

Field Type Required Description Validation
Consumable Searchable list Yes What arrived. It must be active.
Location Drop-down Yes The destination storeroom. A location must be chosen.
Quantity Number Yes How many units came in. Greater than zero.
Unit cost Number Yes The cost of each unit. Cannot be negative.
Vendor Text No Who sold it. Free text, no catalog. None.
Reference Text No The invoice or delivery note. None.
Date Date No The receipt date. None.

Permissions

Action Permission
Record receipts Consumables.Receive

Notes

  • If the consumable had never been received into that storeroom, the receipt creates its stock row, taking the item's default reorder point.
  • There is no supplier catalog: Vendor is free text. If you need to trace purchases formally, use the invoice Reference.
  • The receipt does not produce journal entries and is not sent to CifraHQ. The expense hit the accounts when it was bought; this module answers what it was used on.

Troubleshooting

Symptom Likely cause Resolution
The Receive button is disabled. The consumable, location or quantity is missing. Fill in the required fields.
The average cost ended up different from the invoice cost. The average weights the new purchase against what was already there. That is the expected behavior; check the detail under Movements.
The consumable does not appear in the list. It is inactive, or it belongs to another company. Check the item and the active company.
It was received into the wrong storeroom. A different location was chosen. Use a Transfer to move the goods to the right storeroom.

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