Raw material goods-in: delivery notes, lots and expiry dates
Integral plan
Record delivery notes and purchase invoices with lot, expiry date, location and temperature, attach the PDF and correct quantities with adjustments.
What it is for
A raw material goods-in entry is the delivery note or purchase invoice entered into Recipok. Each line creates or adds to a lot in your stores, with its quantity, expiry date and location. From then on stock is up to date, production orders can deduct that lot and traceability builds itself.
The entry also updates the purchase price of each ingredient and stores the reception temperature: the check HACCP requires when goods are received stays attached to the lot.
It is used by whoever receives the goods or whoever enters the delivery notes at the end of the day.
Before you start
- Raw material goods-in is included in the Integral plan.
- Create your locations (cold rooms, freezer, dry store) and tick Is storage on the ones that hold goods. See Locations.
- Have your ingredients set up with their purchase format and supplier. If you buy in 2 kg tubs, you will type “6 tubs” and Recipok will store 12 kg.
- If you are going to enter a lot of delivery notes, first look at Scanning delivery notes and invoices: the entry is created by reading the document.
Recording an entry by hand
Go to Purchasing › Goods received and click Create raw material entry. If the goods come from an order, it is quicker to convert the order into an entry.
| Ingredient | Packaging formats | Quantity | Price | Lot No. | Expiration D. | Location |
|---|---|---|---|---|---|---|
| Cream cheese | 2 kg tub | 6 = 12 kg | 6.90 € | L24-0912 | 28/10/2026 | Cold room 1 |
| Cream 35% | 1 l carton | 24 | 3.70 € | N2609-A | 15/10/2026 | Cold room 1 |
| Butter | 1 kg block | 10 | 28.20 € | MB-0930 | 30/12/2026 | Cold room 1 |
- 1Scan code reads the barcode on the pack or a lot QR code and adds the line. If the code is new, it asks which ingredient it belongs to and remembers it.
- 2If the price changes, the ingredient price and the cost of its recipes are updated.
- 3The advanced data stores the reception temperature, the observations and the internal lot.
Document details
Choose the Supplier (you can create it on the spot), the Document type (Delivery note or Invoice), the Document No. and the Date. The number and date are mandatory.
Add the lines
With Add ingredient search for each product: first come those From this supplier and then Other ingredients. On each line, enter the format, Quantity, Price, VAT, discount, Lot No., Expiration D. and Location.
Reception check
Click Show advanced data and note the Inlet T° and the Observations (damaged packaging, product at the wrong temperature). The Internal batch number is optional: if you leave it blank, the supplier's lot is copied.
Save
The lots are created in their location. Lines with no ingredient or a zero quantity are discarded. If a quantity looks multiplied by the format without the amount changing, Recipok warns you with Check the quantity before saving.
After saving
| Action | What for |
|---|---|
| Upload PDF | Attaches the scanned delivery note or invoice to the entry. It is kept as an Attachment so you can look at it whenever you need. |
| Generate QR code | Tick the lines and generate the QR labels for those lots to stick on the boxes. In the bakery they are scanned when the lot is deducted. See Lot QR codes. |
| Record freezing | In the line detail, stores the date you freeze a product and lets you Print freezing label. |
| Print internal document | A sheet with the entry to file on paper. |
| History | Every change to the entry: what happened, who, when and for what reason. |
From the Purchasing › Goods received list you can filter by supplier, document type, dates or Ingredient lot, and Duplicate, Archive or Print entries.
Correcting an entry: adjustments
A saved entry is already part of your stock, so it is not rewritten: it is adjusted. If you change the quantity of a line, Recipok asks you for the Reason for the adjustment:
- Deteriorated, Timed out (expired), Return or Various settings (other adjustments).
- A Detail (optional), for example “9 sacks arrived instead of 10”.
The adjustment is recorded in the entry's History and in the lot movements.
Returning goods to the supplier
If you return part of a delivery (it arrived broken or at the wrong temperature), note it on the line with Observations and the Inlet T°, and correct the quantity with the reason Return. That way stock reflects what you actually keep and the reason is on record.
To take raw material out of the stores for other reasons, Stock management › Reverse traceability has Create raw material output, with the same form as the goods-in entry.
Reception check
This feature is being tested and will be released shortly.
When the goods arrive, the goods-in entry includes a reception check: the condition of the Transport and of the Packaging, as well as the temperature you already note on each line.
- Click Record and tick each point as correct or as an incident.
- If something is not right, write the corrective action: what has been done with the goods (rejected, returned to the supplier, accepted after checking…). Without it, the check cannot be saved.
- The delivery note is recorded as Reception OK or Reception with issues, and that result is shown on the entry.
Return to supplier, with its own screen
Today a return is recorded as explained in the section above. What is coming is a screen of its own, so the way to do it will change.
On the goods-in entry, click Return to supplier. On each line, set what goes back under To return, choose the Reason and describe the Incident if there is one. Then click Create return:
- Recipok will not let you return more than was received, or more than is left in that lot.
- What goes back leaves its lot, unless the reason says it does not affect stock (for example, if the goods have already been thrown away).
- The return is given a number and appears in the Returns to supplier list of that delivery note. It cannot be edited: if you make a mistake, cancel it with Cancel and create another. When you cancel it, what it took out of stock goes back to its lots.
- If you have Holded connected, you can send it with Send to Holded. If you cancel it here and it had already been sent there, cancel it in Holded too.
Tips
- Record the delivery note on the day it arrives: if you leave it until Friday, the week's production orders will deduct from lots that do not exist and the stock will go negative.
- Opening stock: on the first day, create an “opening inventory” entry per supplier with all the lots you have, with their expiry dates. We explain this in Stock by lot.
- If you use invoicing or accounting software, we connect Recipok to it so that each goods-in entry reaches it as a purchase without being typed twice.