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.
Fulfilled	All ordered stock has been received.

You may also see Rejected (approver declined), Combined (merged into another order), Cancelled, and Missed / Partially fulfilled (delivery did not arrive in full).

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.

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 product on the team (PLU, name, or mapping from your POS). If products are not set up yet, use step 4.3 — Importing products or create them in the app.

Manual entry:

1. Open Sales for your team.
2. Create a sales order for the date.
3. Add products 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 items (PLU codes that do not map to products 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 raw ingredients into batch recipes (e.g., house-made syrups, prep batches). Covered in advanced setup.

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.