Receiving stock

When a delivery arrives, you record it as a receiving lot. That adds the stock to your counts and records what you paid for it.

Before you start

• Your business needs the stock module.

• Every raw material you are receiving has to be set up in Admin.

• Products sold one at a time without a recipe, such as cans or bottles of beer, need stock tracking switched on. See Tracking a product in stock.

• The vendor has to be set up in Admin.

Start a receiving lot

1. Go to More, then Inventory (Figure 1).

Figure 1. More, then Inventory

2. Click the Receive tab, then New (Figure 2).

Figure 2. New on the Receive tab

3. Choose the Location. If you have templates, pick one, or choose a vendor. Click OK (Figure 3).

The new lot window with HQ chosen as the location

Figure 3. A new lot for HQ

4. Fill in the header (Figure 4):

• Vendor: who it came from.

• PO: a purchase order number, for your own reference.

• Notes: anything else, for your own reference.

The top of a receiving lot with Vendor, PO and Notes

Figure 4. The top of the lot

Add what arrived

1. Click + Products (Figure 5). A list of every stock-tracked product opens.

Figure 5. + Products, in the toolbar

2. Tick the products you received and close the list (Figure 6).

The product list with the products that arrived ticked

Figure 6. Pick the products that arrived

3. Click each product in turn and fill in the grid above (Figure 7):

• Qty: how many arrived.

• UOM: in what size, such as a fifth or a gallon.

• Unit Cost: what you paid for each one of that size.

• Cost and OZ work themselves out.

A lot with Gin Local selected and the Qty, UOM and Unit Cost grid above

Figure 7. Gin Local selected, ready for its quantity and cost

4. If one product came in more than one size, put each size on its own line.

When everything is in, the system adds up the quantity in the product's stock unit and gives the total cost (Figure 8). The stock unit is set when the raw material is made.

A lot with every product filled in and the totals on the right

Figure 8. Every product filled in, with the totals on the right

Save or finish

The buttons along the bottom of the lot:

• Previous and Next move between the products you added.

• Save as Template saves this list of products, so a lot from the same vendor can start already filled in.

• Print prints the lot.

• Abandon throws the lot away, including anything saved.

• Save asks whether you are finished (Figure 9). No saves your work to finish later. Yes marks the lot finished, or sends it for approval.

• Cancel leaves without saving.

The prompt asking whether the lot is finished

Figure 9. Yes finishes the lot. No saves it for later

Approve a lot

Your business can require a manager or owner to check each lot before it counts. If it does, finished lots show APPROVE in the Status column (Figure 10). You need approval permission on your employee record.

The Receive tab with lot 1011 showing APPROVE in the Status column

Figure 10. Lot 1011 is waiting for approval

1. Double-click the lot marked APPROVE. The review screen opens (Figure 11).

2. Click any product to change it.

3. Click Save, then either save your changes for later or approve the lot.

The review screen for a lot waiting for approval

Figure 11. The review screen, where a lot is checked before it goes live

See lots you have finished

On the Receive tab, click Active to show finished lots as well (Figure 12). They are in light grey. Double-click one to see what was in it.

The Receive tab with Active switched off and finished lots in grey

Figure 12. Active switched off, so finished lots show in grey

About this guide

BREW POS Admin: merchant how-to guide

Applies to: BREW POS Admin. Written from the BrewPOS quick reference Receiving Inventory (December 2020). Not yet re-checked against the current release. The screens shown are from an older version of Admin and may look different on yours.

Last reviewed: 29 September 2026 · Owner: Eddy

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