Goods receipt is the first operation that raises stock in a shop — and, when done badly, it poisons every report that follows. In SGApps we start from the purchase invoice — which can be a paper invoice (printed, delivered by courier) or an e-Factura received through SFS. You record it in the system, confirm the entry, and stock rises, the average cost is recomputed, and the invoice lands in the purchase journal ready for the accountant.
The source is always the purchase invoice. Only the form it reaches you in differs: on paper or through SFS. The result in stock is identical.
The courier delivers the goods with the printed invoice. In the system you create the invoice record — supplier data (name, IDNO), invoice number and date, product lines with quantities and prices, TVA rates. You can optionally attach a PDF scan of the invoice for the archive.
The supplier sends the invoice electronically through the SFS portal (e-Factura). The data — supplier, lines, quantities, prices, TVA — arrives already structured. In the system you validate it (it matches the physical delivery) and confirm the entry. The XML document stays linked to the record.
For each product on the invoice, stock rises by the received quantity, in the warehouse / point of sale configured for the receipt.
The system combines the existing stock (with its prior cost) and the newly received quantity (with the cost from the current invoice). The result becomes the product's new average cost, used in margin reports.
Into the monthly purchase journal — supplier, IDNO, number, value, TVA by rate. Exportable as CSV / XLSX for the accounting folder. Each invoice opens the detailed lines with a click.
Your real margin depends on what the goods actually cost you, not on what you paid on the last delivery. Average cost solves that without you typing a thing.
On every confirmed purchase invoice, the system combines the existing stock (with its prior cost) and the newly received quantity (with the cost from the current invoice). The result becomes the product's new average cost. The formula runs automatically for every product on the invoice.
In gross margin reports you see the real figure: sale price − average cost × quantity sold. In current balance reports, the value at cost reflects the money actually tied up in stock. You don't build it in Excel — it is native to the dashboard.
Note: average cost is recomputed on every confirmed purchase invoice. The per-product change log shows every entry (with cost) and how it shifted the average cost from one moment to another.
The invoice shows the supplier's promise. What you actually received on the shelf is what counts in stock.
For products sold by weight or volume (cold cuts, oils, bulk goods), the system supports quantities to two decimals. Sale and stock inflow can be done per unit or per kg / l, depending on the unit of measure configured for the product.
A product can have several codes attached — useful when you receive the same item in different packaging (case, unit) and each one carries its own barcode. All codes point to the same SKU in stock and reports.
When the physical check shows the quantity doesn't match the invoice (incomplete pack, damaged product, missing unit), the invoice level offers a stock adjustment tool to align the figure with reality. The change stays in the audit — author, timestamp, reason.
Every confirmed purchase invoice enters the monthly purchase journal automatically, with everything your accountant needs.
On demand from the dashboard, the monthly export covers every invoice with: date, supplier (name + IDNO), invoice number, total value, TVA by rate. The file goes straight into the accounting folder.
Each row in the journal is clickable — it opens the invoice with the detailed lines (product, quantity, price, TVA). That way the accountant quickly checks what actually came in, without hunting through other folders.
In the per-product movement log, the entry from each invoice appears as a separate line — quantity (+), source (the purchase invoice with link) and author. Useful for "when did I last receive product X and from whom".
You can attach the invoice's original document (scanned PDF or e-Factura XML) to the record. It is not required for the flow to work, but the accountant appreciates it during audits.
For Extra+ packages we also generate an extended SNC journal with mapping to accounts 211 / 221 / 712 — see the BOM & SNC page. Mapping to custom accounts is configured during onboarding.
Recorded purchase invoices + sales history + current stock balance = enough data for an AI assistant connected to the system to dynamically generate the purchase report for any chosen period.
"What should I buy from the main cheese supplier for the next two weeks?" or "Which high-turnover products dropped below threshold in the last 30 days and from whom do we usually order them?" — the AI connects to your data through MCP (a standard protocol for controlled access by AI assistants) and answers on real data, in real time.
Composition uses sales statistics over the chosen period + current stock balance + per-supplier invoice history. The output: a list of products with recommended quantities, grouped by supplier, ready to send on WhatsApp / email or discuss with the manager.
Connecting AI to your data through MCP = ⚙️ available on request, priced in support hours after we evaluate your needs (which flows, which audience, which permissions). See the AI page for integration details.
A confirmed invoice is not edited retroactively — and that is a design choice, not a limitation. The correction is made as a new operation, leaving a complete audit trail.
You record a complementary invoice with an explicit reference to the earlier record, add the missing lines, confirm. Stock rises accordingly, and the purchase journal holds both linked records.
At the level of the original invoice there is a stock adjustment tool used by an admin / user with permissions. You apply the correction with a reason from the catalogue (missing, surplus, damaged, expired) — stock reaches the real value, and the audit shows both the original entry and the correction, with author and timestamp for each.
For a paper invoice you type the data manually (supplier, number, lines, quantities, prices). For an e-Factura received through SFS the data arrives already structured — you validate that it matches the physical delivery and confirm. Operating time for e-Factura is significantly shorter at high volumes.
Yes. The architecture supports simultaneous work with high performance — recording invoices and selling are independent operations and can run in parallel without blocking each other. The constraint is not technical but licensing: the number of concurrent users is the one included in the package (extendable with a user add-on, by mutual B2B agreement).
Yes. The average price for recipes is calculated automatically from the current cost of the ingredients — you don't type formulas. The result flows into the shift report with per- product margin. BOM recipes are in packages with the production module (Extra HoReCa for the kitchen, Micro Producer / Extra Production for the workshop).
There is no separate supplier catalogue — suppliers materialise through the purchase invoices you record (the legal entities you received invoices from). On the first invoice from a new supplier, you enter their data (name, IDNO, TVA rates) directly on the record. The data stays available for future invoices from the same legal entity, and the history is visible through the associated invoice list.
The system raises an alert on the dashboard and by email when a product falls below minimum. The decision and sending the order to the supplier stay in your hands. Automatic generation of the purchase order when the threshold is reached is ⚙️ available on request, priced in support hours after we evaluate your rules.
The data is yours. CSV / XLS / XLSX export is native, available at any time from the dashboard — purchase journal, current balance, per-product movement history, supplier list with IDNO. No format lock-in.
The structures above reflect our standard offering, but every client is discussed individually. We adjust the scope (how many concurrent users, which product categories, which reporting module), onboarding timelines, supplier configurations and taxonomy to fit your business. Custom services (migration from another system, automatic purchase-order generation, integration with your own supplier portal) are priced in support hours after evaluation. The final binding offer is the one in the written quote + signed contract.
For a small shop with 1 point of sale, recording purchase invoices (paper or e-Factura) + average cost recomputed automatically + exportable purchase journal is part of Pachet Micro (150 MDL/month) — POS + stock + MEV fiscal register integration + 1 user. During onboarding we enter together the first batch of invoices from your main suppliers (their data stays available for future records) and import the initial product catalogue. Migration from your old POS = a separate request, priced in support hours after we evaluate the source data.
20 minutes on the phone and we'll tell you exactly what goods receipt looks like on day 1 for your catalogue, which suppliers we configure together during onboarding, and how we evaluate migration from your old POS. The initial consultation is free.
SGAPPS LABS SRL · Chișinău, Moldova · Continuously in production since 2018 · POS · ERP · MEV fiscal register · Android fleet