Every delivery needs a vendor and lands as a receipt that you review before it updates your stock. You can add a receipt from an uploaded invoice, or type one in by hand if there is no paperwork to scan. Either way, you land on the same review screen.
Before You Start: Add a Vendor
Every delivery is received from a vendor, so add yours first if you have not already. See Managing Vendors for how.
How to Add a Receipt From an Uploaded Invoice
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On the Inventory Receipts page, click Add Receipt.
- Drop or browse to up to 25 invoices at once. Each can be a PDF, JPEG, or PNG, up to 10MB.
- Choose a vendor for each file, or one vendor for all of them, then click Upload.
Inventory checks every file before anything is sent and points out any problem, such as the wrong file type, a file over 10MB, a duplicate, or more than 25 files. Each file becomes its own receipt, and Inventory extracts every line item automatically. This can take anywhere from a few seconds to about a minute per receipt. A spinner beside Inventory Receipts in the navigation shows while receipts are still being read, so you can keep working. Nothing is added to your stock until you open each receipt and confirm it.
A receipt's status shows at the right of its header: Reading Invoice while it's being read, In Review once it's ready for you, or Couldn't Read if the file couldn't be read.
How to Enter a Delivery by Hand
If your paperwork is missing, or your vendor does not send invoices at all, click Enter Manually on the Inventory Receipts page. This opens a blank receipt immediately.
Select a vendor from your list (or add a new one) to get started. The delivery date (required, since there is no printed one to read), and an optional reference number are filled in on the same review screen as an uploaded invoice lands on.
Add each new item by clicking Add Line Item, which is also available on any receipt still under review, uploaded or not, so you can add a case the scan missed without starting over. You can also remove a line entirely from the review screen if the scan misread something or a line does not belong, whether the receipt came from an upload or was entered by hand.
Reviewing the Extracted Lines
Each line shows what Inventory read from the invoice next to how it is being handled:
- Matched: found in your catalog already, shown by a green Matched tag. Check the beverage and packaging Inventory picked, and correct them if needed.
- New Catalog Item: a beer Inventory recognized from the Untappd database and was created, shown by a blue New Catalog Item tag.
- Unmatched: nothing close enough in your catalog. If a product's name resembles the line, Inventory suggests it, so you can use that match, pick a different item, or create a new one. If nothing resembles the line, no suggestion appears and you can search for the right product yourself. An unmatched line shows a red warning beside a Find match button.
Each line also shows the full name and producer exactly as printed on the invoice, along with the vintage if the invoice printed one. Two similar-sounding wines, or two vintages of the same label, are easy to tell apart before you decide how to match them — you don't need the paper invoice in hand to be sure.
Inventory tries to match each line to an item already in your catalog or in our database. Once you've matched a product by hand, it becomes part of your catalog, so it's easier to match again later, since you're picking from your own catalog list instead of searching the full database.
Inventory also remembers how you matched each line for that vendor, including the product and the pack size. Once you confirm a receipt, the next invoice from that vendor arrives with the same lines already matched. If you change a match and confirm again, your new choice is the one remembered.
Note: Matches are remembered for your venue and that vendor only. Skipped lines, archived products, and receipts entered by hand are never recalled.
Each line shows the storage area it's going to and reads as quantity × package cost = total, so you can double-check it against your paper invoice. Every line's actions, including skip and remove, live in one menu at the end of the line. Inventory keeps every line printed on the invoice, including credits, which confirm with the rest of the receipt and take that quantity off your stock. A line that doesn't agree with the paper invoice is flagged for you to check, without blocking Confirm.
Not everything on an invoice belongs in Inventory. A bag of ice or a case of napkins riding along on a beer delivery can be skipped rather than matched, and a skipped line will not hold up the rest of the receipt. Skipping keeps the line visible on the receipt for your own records while leaving it out of your catalog and out of your stock.
Matching works best when an invoice lists an actual product name. Generic invoices, such as ones that just say IPA or list a distributor's own house label instead of the actual product name, will not match automatically. You will need to match or create that item by hand the first time, and it will be part of your catalog from then on.
To create a catalog item straight from an unmatched line, open its Beverage dropdown and click Add It Here at the bottom of the list. This opens the same create-product form covered in Building Your Product Catalog, already filled in with what the invoice told us, including product name, container, and cost.
To change how a line is matched, open it to bring up the match drawer. It has three tabs: Search Drinks Database, Search Your Catalog, and Add Custom Item. When you edit a line that's already matched, the drawer opens on Search Your Catalog with the product and pack size already selected, and picking a different product picks the pack size that fits the invoice.
If the product is already in your catalog because you added it by hand earlier, receiving recognizes it rather than creating a second copy of it — the delivery’s quantity goes onto the item you already have. And when you do create a product from a delivery review, Inventory tells you exactly what happened: whether the product was added, whether an existing product gained a new pack size, or whether it was already in your catalog. You are never left guessing whether a duplicate just appeared.
Tip: Inventory reads the pack size from the invoice's packaging text, such as 12oz Can, 4/6pk or 1/6 BBL Keg, and shows what it read under Read packaging on each line. Whenever the invoice shows a pack, you'll be asked to choose a Package. Check that it matches what was delivered, so a case is never received as single cans.
Choosing Where a Delivery Goes
Storage Area for This Delivery, near the top of the review page, sets the default destination for every line. Inventory starts you on your default area.
Need one item going somewhere else, such as kegs to the keg room and everything else to the walk-in? Each line has its own Storage Area field underneath it. Leave it on Same as Delivery, or override it individually.
How to Confirm a Receipt
Once every line looks right, click Confirm at the top of the page. The invoice's status changes to Confirmed, and every line's quantity is added to your stock in the area you chose.
If you already counted that day, Inventory asks whether the delivery arrived before or after your latest count, so it's booked on the right side of that count.
Note: Before anything is received, a vendor must be set, every matched line needs a home, every line must be matched or skipped, and any flagged zero-cost line must be resolved. You can click Confirm at any time, and if something is still outstanding, Inventory tells you exactly what's stopping it. The product lines total sits in the confirm bar, right across from Confirm. Nothing gets received by accident, and nothing gets left half-reviewed.
Receiving a variety pack? Pick Break on Receipt from that line's menu and choose how many packages to break. Those packs are received as their singles, and the rest are received sealed. See Building Your Product Catalog to set up a variety pack.
Head to Inventory to see the results. Each item now shows its quantity on hand, and you can filter by storage area to confirm a delivery landed where you expected.
How Costs Update
Confirming an invoice also records what you paid. Last Purchase Cost, on an item's detail page, always reflects the most recent delivery.
Getting product for free, such as a promo keg or a rep sample? Enter 0.00 in Cost Per Package rather than leaving it blank. A blank cost is treated as unknown and will not update Last Purchase Cost. An entered $0.00 counts as a real delivery, just at no charge, and shows up in the item's cost history alongside everything else.
Inventory will not let a missing price slip through as a real one. If a line’s price is blank, or the scan could not read it, that line is flagged before you can confirm the receipt, so an unintended $0.00 never quietly overwrites a cost you already have on file. Resolve each flagged line one of three ways: enter the price from your paper invoice, accept $0.00 to record it as free product, or remove the line.
Caught a wrong price after confirming? You don't need to delete or re-enter the receipt. Open the item under Inventory > Inventory and click Correct Cost on that receipt in Cost History. See Understanding Costs in Untappd Inventory.
If a Scan Fails or Your Invoice Is Long
Long invoices are not a problem. Even a delivery invoice with 30 or more lines extracts cleanly in one pass, so there is no need to split a large delivery across multiple uploads.
If a file genuinely cannot be read, Inventory tells you specifically why, such as "We couldn't read this invoice" for a corrupted or unreadable file, or "This scan found no line items" if nothing on the page was recognized as a line. Either way, a Try Again button retries the same file without re-uploading it. A receipt that gets stuck while it's being read can also be retried or deleted.
How to Delete a Receipt
Open the three-dot menu, either on the Inventory Receipts list or on the receipt itself, and choose Delete. This is only available before a receipt is confirmed. Once confirmed, its numbers are part of your stock history and the option disappears.
Note: Deleting removes the receipt, its line items, and, for an uploaded one, the file itself. Any catalog items you created while reviewing it are kept, since those belong to your catalog rather than to the receipt. This cannot be undone.