Supply Entries

A Supply Entry represents a purchase event. It is the mechanism that adds physical stock to your warehouse and updates the financial value (WAVCO) of your supplies.

1. Grouping Supplies

Purchase orders often contain multiple different items from the same vendor. The system allows you to group these into a single Entry:

Header Information: Includes the Supply Provider, the Document Number (Invoice or Receipt), and the Date of Entry.
Line Items: You can add multiple supplies to a single entry. For each item, you specify the Buying Quantity and the Buying Unit Price.

2. Automatic Calculations

When you enter a purchase in Buying Units, the system automatically performs several background tasks to ensure data integrity:

Consumption Quantity: Uses your predefined Unit Conversion to calculate how many consumption units are being added (e.g., entering 2 bags of 50kg will automatically calculate 100kg of consumption stock).
Consumption Unit Price: Automatically divides the buying price by the conversion factor to get the granular cost.
WAVCO Update: Recalculates the Weighted Average Cost for the entire stock of that supply, blending the new purchase price with the existing inventory.

3. Validation Logic

To prevent data entry errors, the system includes a strict validation layer:

Total Matching: The system verifies that the Total Amount calculated for the buying units matches the total for the consumption units. If there is a discrepancy (beyond a tiny rounding tolerance), the entry will not be saved.
Provider Required: Every entry must be linked to a valid Supply Provider.
Historical Locks: To maintain accounting integrity, the system prevents editing entries that are older than 2 months.

4. How to Create an Entry

Navigate to Supplies → Supply Entries.
Click New Supply Entry.
Select the Provider and enter the Invoice Number.
Set the Date (defaults to today).
Add your supplies as Line Items.
Save to update your inventory levels instantly.