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How purchasing works

Buying stock in Yessort follows a chain of documents, each one building on the last.

The chain​

A supplier record holds who you buy from and the prices you have agreed with them. From there:

  1. You raise a purchase order against a supplier, with lines priced from the agreed prices.
  2. When the delivery arrives, you post a goods receipt recording what actually turned up.
  3. The supplier's invoice arrives and is checked against the order and the receipt before it can post.
  4. Posting the invoice is what makes it payable — that is what closes out this leg of the chain.
  5. If something needs to go back, a supplier return sends stock the other way and re-enters the same chain — a credit note settles it, the same way an invoice settles a purchase.

A goods receipt does not have to be raised against a purchase order — it can also cover a delivery with no order behind it at all.

Receiving is the valuation event​

Posting a goods receipt does two things at once: it puts the stock on hand, and it updates the variant's weighted average cost. The price on the purchase order or the supplier price list is only ever an estimate until a receipt posts — the receipt is what actually moves the number your stock is valued at.

The two balances​

Because receiving and invoicing are separate events, Yessort keeps two running balances between them:

  • Goods received not invoiced — stock you have received but have no invoice against yet. Raised the moment a receipt posts, and cleared when the matching supplier invoice posts. Shortened to GRNI.
  • Goods returned not credited — stock you have sent back but have no credit note against yet. Raised when a supplier return posts, and cleared when you record the supplier's credit note. Shortened to GRNC.

Both balances appear on the reconciliation screen, alongside the other open positions it tracks for each supplier. See reconciliation for everything the reconciliation screen reports in full.