> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.booksgpt.ai/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Receive inventory on Bills

A posted bill that names a tracked product adds that **Qty** to **On hand** and records what you owe. With costing on, Inventory goes up by the stock's cost. Cost of goods sold is booked when you sell.

|| Only **Save & post**, or **Create Bill and update stock** on a captured purchase, moves stock. **Save draft** does not.

## Enter a stock bill

1. Open **All pages** in the left sidebar, then click **Purchases** and **[Bills](https://app.booksgpt.ai/go/bills)**, then **New bill**.
2. Pick the vendor.
3. On a line, pick the product. An inventory product shows **Adds to stock** under Description.
4. Check **Qty**, then click **Save & post**.

| Pick the product first. Category, **Unit price**, and the stock fields fill from the item.

![A New bill line for Choice ribeye with Adds to stock, a new lot, cases received, and a freight line that does not add stock](https://booksgpt.ai/help/receive-inventory-on-bills/stock-line-fields.png)

### Good to know

* Turn on **Track stock for this product** from **New item** or **Edit item**. See [Track stock quantities](https://help.booksgpt.ai/en/article/track-stock-quantities-sdmjjl/).
* A Bill refuses an archived product, or one with **Bought from vendors** off. See [Customers, vendors, and products & services](https://help.booksgpt.ai/en/article/customers-vendors-and-products-services-2u0blz/).
* A category line, such as freight, has no **Adds to stock** box and does not change **On hand**.
* Stock quantities take up to four decimal places.
* With costing on, a stocked line may carry **Tax**. Tax the business cannot reclaim is added to the stock's cost, so Inventory and later cost of goods sold include it.
* Tax the business can reclaim goes to the **Input tax recoverable account** set under **Purchase tax** and is never added to stock. A freight or other landed charge carries the tax it cannot reclaim with it.

![Save draft and Save & post on a New bill](https://booksgpt.ai/help/receive-inventory-on-bills/save-post.png)

## Lots and catch weight

* **Track lots**: choose **New lot from this Bill**, or an existing lot. **Vendor lot number (optional)** is the packer's code for a new lot.
* **Count it two ways (catch weight)**: enter the second unit received. The field reads **cases received** when that unit is cases. **Qty** is still the weight.

Those fields appear only when that product uses them.

## From a purchase order

Open **All pages** in the left sidebar, then click **Purchases** and **[Purchase orders](https://app.booksgpt.ai/go/purchase-orders)**. Open the order, click **Create bill**, enter the quantity that arrived, then **Save & post**.

A purchase order never posts. See [Purchase orders](https://help.booksgpt.ai/en/article/purchase-orders-1v793wy/).

## From a captured vendor PDF

1. Open **All pages** in the left sidebar, then click **Purchases** and **[Bill Inbox](https://app.booksgpt.ai/go/bills/inbox)**.
2. Click **Upload Bill**. On an inventory purchase, **Review vendor Bill** offers **Create Bill and update stock**.

The tax on a captured vendor document is its own line, with no product.

|| The Bill and its stock changes save together or not at all. Freight you put on lots saves with them, inventory costs update right after, and a failed update can be retried from the allocation.

![Review vendor Bill with Create Bill and update stock, and the note that the Bill and its stock changes save together](https://booksgpt.ai/help/receive-inventory-on-bills/captured-save.png)

Without inventory, the capture still creates a draft. To place freight on lots, see [Split a freight or storage bill across your lots](https://help.booksgpt.ai/en/article/split-a-freight-or-storage-bill-across-your-lots-1nqbcmm/).

## After it posts

The bill shows **Inventory costs**.

* **Quantity only** when costing is off. **On hand** still moved.
* A dollar amount when costing is on.
* Freight or storage you placed on lots has its own line. What **Updating costs** and **Unavailable** mean is in [Inventory costing and landed costs](https://help.booksgpt.ai/en/article/inventory-costing-and-landed-costs-1hk7hlr/).

![Inventory costs on Bill 3184, Choice ribeye Lot LOT-2291, Quantity only](https://booksgpt.ai/help/receive-inventory-on-bills/result.png)

Open **All pages** in the left sidebar, then click **Inventory** and **[Products & stock](https://app.booksgpt.ai/go/products-and-stock)**. **Stock movements** lists the **Bill**.

* Change **Qty** with **Save changes**, or choose **Delete** under **More**, until a payment is recorded.
* With costing on, BooksGPT may refuse a change that would remove stock a later sale already used. The message says what to undo or correct first, or to contact support. See [Sell inventory and post cost of goods sold](https://help.booksgpt.ai/en/article/sell-inventory-and-post-cost-of-goods-sold-19kvll5/).

To turn costing on, see [Set up inventory costing](https://help.booksgpt.ai/en/article/set-up-inventory-costing-1lvh9hk/). Uploading a bill never turns it on.