Deliveries and invoice scanning

A delivery records stock arriving from a supplier. You attach the supplier invoice, 1Club reads the supplier, the invoice number, the date and every line item off it, and you review the result before anything is committed. Posting the delivery does both halves of the job at once: stock rises at the location, and an expense lands in the cash ledger with the invoice attached to it. Managers who receive stock create and post deliveries; front-desk staff can view them. Deliveries are part of Inventory, so they appear only when inventory is turned on for your organization.

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When to use it

Use a delivery whenever goods arrive, instead of adjusting stock item by item and typing the expense in separately. Supplier, invoice number, date and every line live on one record, and because stock and the expense are written together, the two can never disagree. Scanning is optional: adding a delivery by hand uses the same grid, starting from an empty table. Typical uses:

• A drinks order for the cafe fridge - you scan the invoice for a case of 24 bottles billed as one case, set Per pack to 24, and 24 bottles go into stock while the expense is recorded at the gross total, VAT included.
• A supplier you order from every week - you match an unfamiliar line to your catalogue by hand once, and the next invoice from that supplier arrives already matched.
• An invoice with a new item and a delivery charge - you create the new product straight from its line and mark the delivery charge Expense only, so it counts towards the expense without booking stock.

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Create a delivery

Go to Sales > Products > Deliveries and select New delivery. Deliveries require the inventory.manage.club permission; reading them requires inventory.read.club. The delivery opens as a draft. Nothing you do to a draft affects stock or money, so you can leave it half-finished and come back to it.

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Scan a supplier invoice

Drop the invoice onto the panel at the top of the delivery, or select the panel to pick a file. Photos and PDFs are both accepted, up to 15 MB. 1Club reads the document and fills in:

• the supplier, the invoice number and the invoice date
• every line item, with its quantity, unit, unit cost and VAT rate
• the invoice totals, which are checked against the sum of the lines

Scanning only ever fills in a draft. If the read fails or the document is unreadable, the delivery is left exactly as it was and you can type the lines in yourself. If the line totals do not add up to the invoice total, 1Club tells you so rather than silently trusting either figure.

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Review the lines

Each line has an item name as printed on the invoice, an optional supplier code, the catalogue item it is matched to, a type, and the quantities and costs.

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Matching

1Club matches each line to a product or ingredient in this order:

1. Barcode - an exact match on the product barcode.
2. Article number - an exact match on the product SKU.
3. A mapping this supplier taught us - how you matched the same item on a previous invoice.
4. Name - a close match on the item name.

A weak name match is deliberately left unmatched. A wrong automatic match would book stock against the wrong product without anyone noticing, which is worse than an empty cell. Whenever you match a line by hand, 1Club remembers it against that supplier’s item code and printed name. The next invoice from the same supplier arrives already matched.

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Lines you cannot match

If an item is not in your catalogue yet, select the plus beside the line to create the product from it. The name and cost are carried over from the invoice, and you set the sale price. The new product is attached to the line straight away. If a line is not stock at all - a delivery charge, a service fee - change its type to Expense only. It stays on the delivery and counts towards the expense, but no stock is booked for it. Every stock line must be matched, created or marked expense only before the delivery can post. This is deliberate: a line left unmatched would otherwise post an expense while quietly adding no stock.

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Pack sizes

Per pack is how many individual items are in one billed unit. A case of 24 bottles billed as one case is quantity 1, per pack 24, and 1Club books 24 bottles into stock. Leave it at 1 when the invoice bills individual items.

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Costs and VAT

Unit cost is the net price per billed unit, excluding VAT, and VAT % is the rate on that line. The two sides of the delivery use different figures, which is intentional:

• The expense is the gross total, VAT included, because that is what you paid.
• The stock cost is the net cost per individual unit, because that is what the goods cost you.

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Post the delivery

Select Execute. In a single step 1Club:

• writes a receive movement for every stock line at the delivery’s location
• updates each product’s cost price from what you just paid
• records one expense in the cash registry for the gross total, with the invoice attached and filed under the chosen category

If the cash registry is turned off for your organization, the stock is still booked and 1Club tells you no expense was recorded. Once posted, the delivery becomes a read-only record. Its lines, costs and totals cannot be edited.

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Void a delivery

Select Void on a posted delivery. 1Club writes reversing stock movements and reverses the linked expense, leaving the original record intact for the audit trail. Voiding is how you correct a posted delivery. Fix whatever was wrong on a new delivery rather than trying to edit the old one.

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Suppliers

Suppliers are created from the delivery itself: open the supplier picker and choose Add supplier. A supplier holds its VAT number, company ID, contact details, and the payment method and expense category to default new deliveries to. Scanning an invoice from an unknown supplier creates that supplier automatically from the name printed on the document. Suppliers are archived rather than deleted, so posted deliveries keep pointing at whoever supplied them.

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Permissions

Deliveries write into the cash ledger, so the endpoints behind them are unavailable entirely while inventory is turned off, not merely hidden.