Stock Intake from Invoice / PO

Stock Intake lets you update warehouse quantities by photographing or uploading a supplier invoice or purchase order (PO). AI vision reads the document, extracts each line item (SKU, product name, quantity, unit, price), and proposes the stock additions. You review the list, confirm, and the system updates stock in the mapped warehouse instantly.

stepByStep

Open Stock Intake

Go to POS → Inventory and tap the "+ Add Stock" button in the top right. The Stock Intake bottom sheet slides up. You can also reach it from POS → Dashboard → quick actions.

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Upload your invoice or PO

In the Stock Intake sheet, tap "Take Photo" to photograph a physical invoice with your camera, or tap "Upload File" to select a saved image (JPG/PNG/WebP) or PDF from your device. For best results, photograph the invoice in good lighting with all line items visible.

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Wait for AI extraction

After upload, the AI (GPT-4o vision) analyses the document. This usually takes 5–15 seconds. A progress spinner is shown while processing. The AI reads each line item and identifies the SKU (or product name), quantity, unit of measure, and unit price.

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Review extracted line items

The extracted items appear in a confirmation list. Each row shows the SKU or name, recognised quantity, and unit. Check each row — the AI usually gets quantities right, but verify SKUs carefully. Tap any row to edit the quantity or SKU if the extraction is incorrect.

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Match items to your products

If an extracted SKU matches a product in your catalog exactly, the row shows a green check. If the SKU is not found, the row shows an amber warning — tap it to manually search for the correct product and link it. Unlinked rows are skipped on confirm.

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Select the destination warehouse

At the top of the confirmation list, choose the target warehouse (WH1, WH2, WH3, or WH4). All linked items will have their quantity added to this warehouse. The default warehouse is the one mapped to your active POS store.

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Confirm and update stock

Tap "Confirm Stock Addition". The system calls updateProductByProductId for each linked item, adding the received quantity to the selected warehouse. A summary toast shows how many products were updated. The Inventory list refreshes immediately with the new stock levels.

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proTips

•Hold the invoice flat and photograph it straight-on (not at an angle) for the best OCR accuracy.

•Invoices with clear printed text are read more accurately than handwritten ones. If your supplier provides a PDF, upload that instead of a photo.

•Always check the extracted quantities before confirming — the AI reads text correctly but may misread quantities that are handwritten or printed very small.

•If the AI consistently misreads a specific supplier's invoice format, try uploading a close-up crop of just the line-items table.

•The warehouse selector defaults to the warehouse mapped to your active POS store — this is usually the correct one for a delivery going directly to your shop floor.

•You can run Stock Intake multiple times from the same delivery. Upload each page of a multi-page invoice separately if needed.

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