Daily operations

Once your item library is set up, your team runs a daily rhythm of stock movements. These transactions feed into costing, variance, and analytics.

This chapter follows that rhythm in order: placing orders, receiving stock (GRNs), transferring between teams, and recording sales.

Placing orders with the order cart

The order cart is your team's shopping list. You build it up as you notice what needs restocking, then turn it into purchase orders in one step. Each team member has their own cart per team.

To build and place an order:

1. Browse your items and tap Add to cart on each variant you want to order, setting the quantity.
2. To reorder quickly, use Autofill — it fills the cart with every item currently below its par/reorder level so you do not have to hunt for low stock by hand.
3. Review the cart. You can group items by supplier or by category to sanity-check what you are about to send.
4. Tap Place orders.

When you place orders, the cart is split into one purchase order per supplier (items are grouped by their supplier automatically), and the cart is cleared. Each new purchase order starts as a Draft.

Purchase orders are optional — you can always receive stock without one (see GRNs below). They are most useful when you want a paper trail, an approval step, or a PDF/email to send to the supplier.

Purchase order states

A purchase order moves through a workflow. The states you will see most:

State	Meaning
Draft	Just created from the cart. Still editable; not yet sent for approval.
Submitted	Sent for approval, waiting on an approver.
Approved	Approved and ready to send to the supplier.
Sending	The order is being emailed to the supplier.
Pending delivery	Sent to the supplier; waiting for stock to arrive. Remaining qty counts as On Order.
Fulfilled	Closed as complete. That usually means everything arrived — but you can also force this when something is still outstanding (see below).
Partially fulfilled	Closed after a short shipment: some lines were received, the rest is recorded as missed.
Missed	Closed after a no-show: nothing was received, outstanding qty is recorded as missed.
Cancelled	The remaining order was called off. Outstanding qty is not recorded as missed.

You may also see Rejected (approver declined) and Combined (merged into another order).

The typical path is Draft → Submitted → Approved → Sending → Pending delivery → Fulfilled. Smaller teams can shortcut this — for example, approve and send in one action — and most steps can be undone by the person who made them. Once an order reaches Approved, you can download or email its PDF to the supplier.

When the goods arrive, you receive them against the purchase order, which creates a Goods Received Note. You can receive in more than one GRN. The PO stays Pending delivery until every line is fully received or you close the leftover yourself.

Closing a purchase order that is not fully delivered

If a PO is Pending delivery and some (or all) of it will never arrive, do not leave it hanging — leftover qty keeps sitting on On Order and will look like stock that is still coming.

Cancel is only offered when this PO has no GRNs. Once anything has been received against it, Cancel disappears — a real delivery should not look like the order never happened.

The remaining close actions all do the same two operational things:

1. Remaining qty comes off On Order.
2. You cannot receive against this PO again unless the person who closed it taps Undo. Existing GRNs and stock already received are not reversed.

They differ in why the leftover is gone, and in the status you are left with.

Action	Use when	Resulting status	Outstanding qty
Mark as missed	The supplier shorted you or will not send the rest. This is the default for a real short shipment.	Missed if nothing arrived; Partially fulfilled if some lines already have a GRN.	Written off as missed on each line.
Cancel	You (or the supplier) called the order off before anything arrived — wrong PO, duplicate, you told them not to send it. Hidden once a GRN exists.	Cancelled.	Dropped from On Order, not recorded as missed.
Mark as fulfilled	Some stock has already arrived, and you are treating the rest as done (buffer qty, you do not care about the gap). Hidden when nothing has been received — a no-show is Mark as missed or Cancel, not a completed delivery.	Fulfilled — same badge as a complete delivery.	Dropped from On Order, not recorded as missed.

If you are unsure, use Mark as missed. That is the only option that records a shortfall. Cancel and Mark as fulfilled look different on the PO list, but they treat leftover qty the same way: it just disappears from On Order.

Do not Mark as fulfilled to hide a short shipment you still want to chase with the supplier.

If more stock does arrive later, Undo (same person who closed it), then receive against the PO as usual. Or create a GRN without a PO — receiving does not require one.

Goods Received Notes (GRNs)

A Goods Received Note records stock arriving from a supplier. This is typically the first transaction of the day — receiving happens when deliveries arrive.

To record a delivery:

1. Open your team's Goods Received Notes.
2. Create a new GRN for the delivery date.
3. Add each item received: variant, quantity, and price paid.
4. Save the GRN.

GRNs are the primary source of truth for what you paid. Invinite uses GRN prices to calculate cost of goods — not estimated or reference costs.

You do not need a purchase order to create a GRN. POs are optional and useful for planning orders, but receiving can happen independently.

Price discrepancies

If the price on a GRN differs from the agreed supplier price, Invinite can flag the discrepancy. Review flagged items to catch billing errors before they affect your costing.

Transfers between teams

A transfer moves stock from one team to another — bar to kitchen, kitchen to prep, or between outlets in the same group.

Either team can start a transfer proposal. The other team must accept it before stock moves. Inventory only changes when the receiving team records Receive — not when the proposal is created, accepted, or marked as sent.

Transfer states

State	Meaning
Proposed	Waiting for the other team to accept or reject.
Accepted	Approved. The source team can send out (optional) or the destination team can receive.
Sent	Source team marked goods as sent. Cannot be cancelled — receive them or fix inventory manually if something went wrong.
Received	Complete. Stock has moved in both teams.
Rejected	The other team declined the proposal.
Withdrawn	You withdrew your own proposal before it was accepted (e.g. created by mistake).
Cancelled	Cancelled while still accepted, before send out.

Typical flow

1. Open Transfer proposals for your team.
2. Create a proposal: choose the other team, add items and quantities, submit.
3. The other team accepts or rejects.
4. Optionally, the source team taps Send out when goods physically leave (this does not change stock counts yet).
5. The destination team taps Receive, sets the received date, and confirms — stock decreases at the source and increases at the destination.

If you created a proposal by mistake before anyone responds, use Withdraw (only while it is still proposed).

If plans change after acceptance but before send out, either team can Cancel.

Transfer cost is calculated using your organization's costing method (FIFO, LIFO, or Weighted Average).

Transfers require both teams to carry the same master item — another reason the master/instance pattern matters.

Recording sales

Sales orders record what was sold — manually or imported from your POS. Each sale line must match a menu item on the team (PLU, name, or mapping from your POS). If menu items are not set up yet, use step 4.3 — Importing menu items or create them in the app.

Manual entry:

1. Open Sales for your team.
2. Create a sales order for the date.
3. Add menu items sold and quantities.
4. Save.

POS import (Business plan and above):

1. Export sales data from your POS.
2. Import the file into Invinite.
3. Review unmatched lines (PLU codes that do not map to menu items yet).
4. Confirm the import.

Sales reduce theoretical stock. The difference between theoretical stock (receipts minus sales) and physical stock (from stocktake) is your variance.

Other movements

• Stock adjustments — manual corrections for waste, breakage, comp drinks, or data entry errors.
• Preparations — converting ingredients into a finished item using a batch recipe (house syrups, prep sauces). Record these on the team when you actually make a batch.

The daily rhythm

A typical day for a bar team:

Time	Action
Morning	Receive deliveries (GRNs)
During service	Record transfers if kitchen sends prep
End of night	Import or enter sales
Weekly / monthly	Stocktake (next chapter)

What's next

Learn how to run a stocktake — the physical count that reveals variance.