Receiving is where purchasing becomes real
A purchase order is only a plan. The invoice and delivery tell you what actually happened. Cases may be short, substitutes may arrive, credits may be promised, and prices may change without a manager noticing.
Reconciling invoices gives managers a chance to catch problems before they become the new normal.
The fields worth checking
At minimum, compare vendor, item name, pack size, case size, quantity, unit price, taxes, credits, and total. A small unit-price change on a high-volume product can matter more than a one-time delivery mistake.
- Vendor and invoice date
- Ordered versus delivered quantity
- Pack size and case size
- Unit price and extended total
- Credits, shortages, taxes, and delivery charges
Keep the document attached
The invoice image or PDF is part of the operating story. When the document, purchase order, and reconciled line items stay together, managers and accountants can answer questions without hunting through emails or paper files.
Put the guide into practice
Try the BMS sample bar before loading your real data.
Explore inventory setup, storage areas, ordering, invoices, recipes, reporting, and shift variance in The Manager's Table BMS.