Receiving stock with vendor invoices
Enter the invoices your suppliers send you to add stock, keep costs current, and track what you owe in Accounts Payable.
When a delivery arrives, enter the supplier's invoice in Flux. One entry does three things: it adds the quantities to On Hand, it updates each part's Cost, and it records the bill so it appears in Accounts Payable until you pay it.
Entering an invoice #
- Open Inventory and click Add Invoice.
- Choose the vendor and type the Invoice Number from their paperwork.
- For each line, start typing the Part Number and pick it from the list (the description fills in), then enter the Quantity received and the Cost per unit. Click Add Item for more rows; the red ✕ removes one.
- Check the running Total against the paper invoice, then click Save.
Every row needs a part picked from the list, a quantity, and a cost. The part must already exist in inventory; add it first if it is new.
How cost is updated #
Flux keeps each part's cost as a weighted average of what is already on the shelf and what just arrived. If you have 4 units at $10 and receive 6 at $12, the new cost is $11.20. Open work orders that still show the old cost are updated too, so margins on tickets in progress stay accurate.
Paying the invoice #
New vendor invoices are Unpaid. To mark them paid:
- Open Reports and choose Accounts Payable.
- Enter the date range the invoices were entered in and click View Report. Invoices are grouped by vendor.
- Tick Mark Paid on each invoice you have paid and click Update.
There is no undo for marking an invoice paid, so tick carefully.
Looking an invoice up #
Click the invoice number on the Accounts Payable report to open it. The page shows the vendor, invoice number, date, whether it is Paid or Unpaid, and every line with quantity, unit price, and total.