Inventory Reception
Product reception is how you record incoming stock in Rexolia. Every time you receive goods from a supplier, a reception creates a new inventory batch, updates available stock, and generates a purchase order for traceability and accounts payable management.
Before You Start
Make sure the following exist before creating a reception:
- The supplier is registered in Operations → Vendors
- The products being received exist in Operations → Products
- The destination warehouse exists in Operations → Warehouses
Creating a Reception
1. Open the Operation Hub
Click the Operation Hub icon in the left navigation menu.
2. Navigate to Product Reception
Go to Inventory Levels → Product Reception.
3. Fill in the Header
| Field | Description |
|---|---|
| Warehouse | The warehouse where stock will be stored |
| Vendor | The vendor supplying these goods |
4. Add Products
Use the product search to find items by name or code. Add each product as a line in the reception form.
:::warning Read product names carefully Many products have very similar names different strengths, pack sizes, or formulations. Always verify you are selecting the correct product before adding it to the reception. Receiving stock against the wrong product will create inaccurate inventory records that are difficult to correct after validation. :::
For each product line, fill in the following:
| Field | Required | Description |
|---|---|---|
| Quantity Received | Yes | Number of units received from the supplier |
| Unit Cost | Recommended | Purchase price per unit, used for margin calculation and inventory valuation |
| Batch Number | Yes | Supplier's batch or shipment reference number |
| Expiration Date | If applicable | Mandatory for any product that can expire |
| Warehouse | Yes | Destination warehouse for this line |
5. Validate the Reception
Click Validate. Once validated, the reception is locked and cannot be modified.
:::info Cannot increase quantity after validation If you entered a lower quantity than you actually received, create a new reception for the remaining units. Validated receptions cannot be edited. :::
What Rexolia Does Automatically
| Action | Detail |
|---|---|
| Batch creation | A new inventory batch is created per product line, linked to the selected warehouse |
| Stock update | Available stock for each received product is updated immediately |
| Purchase order | A purchase order is generated to track products and supplier per reception |
| RRA inventory sync | For businesses based in Rwanda, inventory input is reported to RRA automatically |
The Generated Purchase Order
Every validated reception produces a purchase order you can use to:
- Track which products came from which supplier and at what cost
- Manage spoiled or expired stock disposal
- Process returns to the vendor
- Attach the supplier's invoice for accounts payable management
Go to Finance → Purchase Orders to find and manage purchase orders linked to your receptions.
:::tip Attach the supplier invoice Link the supplier's invoice directly to the purchase order record. This keeps your accounts payable organised and gives you a single reference point for each delivery. :::
Important Rules
Unit cost does not affect selling price The unit cost you enter at reception is used exclusively for margin calculation and inventory valuation. It does not update the product's selling price or catalogue price. Manage selling prices separately in Operations Hub → Products.
One product per supplier If you source the same product from multiple suppliers, each supplier's version must have its own distinct product code in Rexolia. Sharing a single product code across suppliers breaks sourcing traceability and makes inventory valuation inaccurate.
Expiry dates are enforced at sale Products received with an expiration date are managed using your configured inventory method (FIFO, FEFO, or LIFO). Under FEFO, Rexolia prioritises selling batches closest to expiry first. At checkout, expired batches are blocked from sale automatically.
Troubleshooting
Product not found in search The product must be created in Operations Hub → Products before it can be received. If the product exists but does not appear, check that it is marked as active.
Expiration date field not appearing The expiration date field only appears for products configured as expirable in their product record. If a product can expire but the field is not showing, edit the product and enable the expiry tracking option.
Supplier not in the dropdown The supplier must be registered in Operations Hub → Vendors → Add New Vendor. Once vendor onboarded, return to the products reception form to complete inventory work.