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How to Receive Stock Before the Supplier Invoice Arrives

Written by the SellarPro team · Published 10 October 2026 · 1 min read

Short answer

Open Purchases → Receive Stock, choose the Location and add each product with its Received qty. Save, and the stock is sellable straight away. When the invoice comes, open Purchases → Pending Receipts, click Enter costs, then Confirm.

Deliveries often arrive before the supplier's invoice. Receive Stock lets you put the goods on sale now and settle the costs when the paperwork arrives.

Step 1: record what arrived

  1. Open Purchases → Receive Stock.
  2. Choose the Location. The Supplier and a Note are optional.
  3. Search for each product and click Add product. Enter the Received qty. The Unit cost starts at what you last paid, so change it only if you know the new price.
    The Receive Stock page with 24 bags of sugar entered under Received qty
    The unit cost starts at what you last paid.
  4. Click Receive. Rows without a quantity are ignored.

The stock is sellable straight away.

Step 2: enter the costs when the invoice comes

  1. Open Purchases → Pending Receipts. Each delivery shows how long it has been Waiting and its Value so far.
  2. Click Enter costs and type the real prices from the invoice. Save.
    The Pending Stock Receipts page with a delivery waiting and its Enter costs button outlined
    Each delivery waits here until its costs are entered and confirmed.
  3. Click Confirm to mark the costs as final. The receipt leaves the pending list.

Receive Stock is for new deliveries only. If a product's count already includes the delivery and only the record is missing, use Bulk Opening Stock → Reconcile instead, or the stock will be counted twice.

Common questions

Why should I confirm the costs?
Your profit is worked out from cost prices. Until the real costs are entered, profit on these goods uses your last purchase price.

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How to Record a Purchase from a Supplier

Open Purchases → Add Purchase. Choose the Supplier, the Business Location and set Purchase Status to Received. Add each product with its quantity and Unit Cost, check the selling price, add the payment and click Save. Stock goes up straight away.

Purchases & Suppliers · Updated 11 Oct 2026 · 2 min read

How to Pay a Supplier

To pay one purchase, open Purchases, click Actions and choose Add payment. To pay off a supplier's balance, open Customers & Suppliers → Suppliers, click Actions and choose Pay. The money clears their oldest purchases first.

Purchases & Suppliers · Updated 11 Oct 2026 · 1 min read

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