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
- On the Inventory Receipts page, choose a vendor first. The upload area stays disabled until you pick one.
- Then, drop or browse to a PDF, JPEG, or PNG of the invoice, up to 10MB.
Inventory reads the file and extracts every line item automatically. This can take anywhere from a few seconds to about a minute.
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. Inventory shows its closest guess, if it has one, so you can use that match, pick a different item, or create a new one.
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.
The extended price (cost × quantity) is shown for each line, so you can double-check it against your paper invoice. You can add or remove lines before confirming.
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.
Tip: The invoice's printed pack size does not always select a package tier on its own. Check it. A case printed as 4/6pk 12oz Can needs the 4x6 Packs tier chosen by hand. Leaving it blank tracks the line as loose cans instead of cases.
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.
Note: Confirm stays disabled until every matched line has a home and a vendor is set. If one is not picked yet, Inventory tells you so above the button.
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. Latest 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 Latest 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.
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.
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.