Receiving an order and working with lots

How do I receive a purchase order?

Receiving is done from the order itself, when the goods are already at the door:

1. Go to Operations → Purchases and open the order.
2. Go through each line and adjust the quantity to what actually arrived.
3. Correct the unit price if the delivery note doesn’t match what you ordered.
4. Check that the order’s «Supplier» is the right one.
5. Press «Receive and add to stock».

Miselup confirms with «Received · N lines added to stock». Receiving is an all-or-nothing operation: if something fails halfway through, it doesn’t leave your stock half done. From there on the order stays in «Received» status and read-only.

What exactly does Miselup do when I receive the order?

With a single press of «Receive and add to stock», four things happen:

• It adds the stock for each line in the item’s stock unit, and creates the inventory item if it didn’t exist yet.
• It updates that item’s valuation to Last Price, using the unit price you left on the line.
• It creates a lot for each line received, with an automatic code and with an expiry date if the item has a shelf life on record.
• It updates the supplier’s price list if the price received differs from the one you had stored, and it tells you: «N supplier prices updated from this delivery». The change is kept in the ingredient’s price history and, if that supplier is the active one, it also moves the cost of your costings.

Where do I see my lots?

Under HACCP → Lots, the «Lots & traceability» screen. Each lot carries its code, its quantity and its expiry status: no expiry date, expires today, expired, or the date with the days left. Lots are created on their own when you receive purchases and when you produce, and you can also register them by hand. If your plan doesn’t include them you will see «Lots are available on the Pro plan.» with the «View plans» button; compare plans at miselup.pro/en/pricing.

How do I register a lot by hand?

Under HACCP → Lots, with «Register lot»:

1. Pick an item from your stock in the selector.
2. Type the code or leave it empty: the field says «Code (auto if empty)».
3. Set the «Expiry date» if it has one.
4. Enter the «Quantity».
5. Press «Add».

A lot that already exists isn’t frozen either: with «Edit lot» you correct its code, its expiry date or the quantity it has left, and if it is one lot too many, you delete it.

What does a lot’s traceability tell me?

Tap a lot under HACCP → Lots and you land on «Lot traceability», which shows you its full journey in three blocks:

• «Origin» — where it comes from: a purchase or a production, and in that case «What went into this production».
• «Usage · which dishes and days it went to» — where that lot has been consumed.
• «Lot movements» — the detail: «Inbound · purchase», «Inbound · production», «Consumption · production», «Waste», «Adjustment · count» and «Manual consumption».

It is the forward and backward traceability an inspection is going to ask you for, and it fits with the HACCP records book.

Can I print a lot label?

Yes. On the lot page you have «Lot label» and the «Print label» button. The label carries the lot, its expiry date and its allergens, calculated from the preparation’s composition (including its sub-preparations), so you can stick it on the container and work with FEFO rotation.

Known limits

• An order already received can’t be received or edited again. If you got a quantity wrong, correct it with a movement from Stock (inventory and valuation).
• Editing a lot corrects its record —code, expiry date and remaining quantity— but doesn’t touch the item’s stock: if what’s wrong is the storeroom balance, log a movement from Stock.
• The live price list is only updated if the order has a supplier assigned.
• The inventory’s «Upcoming expiries» warning is calculated on logged entries with an expiry date and doesn’t deduct consumption by lot (FEFO-lite).