Taking stock in
Recording a delivery, including one you paid for in another currency.
Intake records what arrived, how much you paid and in which currency. Clinics that import supplies pay in one currency and report in another, so the two are kept separate rather than collapsed at the door.
Recording a delivery
- Open the item, or create it if this is the first delivery.
- Enter the quantity that arrived.
- Enter what you paid and pick the currency you paid in.
- Save. The rate at that moment is stored on the movement.
The exchange rate is snapshotted
When you record a purchase in a currency other than your default, the rate at that moment is stored on the movement. Your valuation is then built from what you actually paid, not from what the rate happens to be the day you open a report.
Example
Two deliveries of the same item
- January — 100 units at €2.00, rate 34.0 → 6,800 in base currency
- June — 100 units at €2.10, rate 37.0 → 7,770 in base currency
- Total — 200 units, 14,570. Average cost 72.85 per unit.
- A rate change in July moves neither number.
This is why a stock report from March still says what it said in March. A system that revalues history at today's rate is easier to build and much harder to trust.
Getting the item right the first time
One item per thing you actually count. If you buy gloves in boxes and use them in pairs, decide which one the item is and stick to it — the unit you chose is the unit every future delivery, count and threshold has to speak.
Common questions
- I entered the wrong quantity.
- Record a correcting movement rather than editing history. The ledger is meant to explain how you got to the current number.
- Do I have to record a purchase price?
- You can track quantity alone, but then valuation cannot mean anything. If the number is going in your accounts, put the price in.