GRNs are created only from the Ebriza administration account (web browser) — Costs menu. The functionality is not available in the Ebriza POS app on tablet (Android/iPad).

To create a GRN, open the administration account on a device with a browser (laptop, PC, or browser on tablet) and follow the steps below.

To create a Receipt Entry Note and generate the NIR document, you need to have the supplier invoice entered in the Costs menu. If you haven't added the invoice, see the steps to add it here.

We will use the following invoice example:

1. ADD RECEPTION NOTE

From the Costs menu, open the invoice for which you need to create the NIR, from the 3 points:

STOCK CREATION STEPS:

A. Create a product / consumable / packaging:

a. Write the name of the stock in the Goods receipt column

b. Select one of the add options from the drop-down list:

c. The window will open where you can Save the stock, where you must define the unit of measure and unit quantity of the stock. The VAT rate will be automatically taken based on the VAT rate of the item on the invoice. It is mandatory that this is the same for both.

d. Also from here you can add a tag that will help you filter stocks (in inventory, in the stock list, in management reports). After completing the tag, press the Enter key so that it is framed in a blue frame, then Save.

B. Create raw material:

a. Write the stock name in the “Raw material receipt” column.

b. Select the add option from the drop-down list:

c. The window will open where we can Save the stock, it must have the same unit of measurement as the goods in the previous column, and the VAT rate will also be taken over.

d. Also from here you can add a tag that will help you filter stocks (in inventory, in the stock list, in management reports). After completing the tag, press the Enter key so that it is framed in a blue frame, then Save.

2. COMPLETE ENTRY:

The goods must be configured exactly as it is packaged.

If the currently used goods are not configured correctly and cannot be edited, the solution is to create new, correctly configured goods.

If these goods are already part of the recipe of a "Sell it as I buy it" type product, it will be necessary to update the recipe, replacing the old goods with the newly created one. Also, the existing quantitative stock on the incorrectly configured goods must be transferred to the new correctly configured goods. This can be done by resetting the stock for the old goods and bringing the quantity to the new goods, in order to maintain a correct record in the management.

2.1 Goods Receipt Column (goods/packaging/consumables)

2.2 Raw material reception column

Note: If you use the stock only as a commodity (e.g. a can of Cola sold individually), you record it as a commodity in the receipt note. However, if the same commodity (a can of Cola) is also used in recipes (e.g. Cuba Libre), you must record the stock in the invoice as a raw material, because products of the type "Contains recipe" (such as Cuba Libre) can only include raw materials in their composition, not goods.

In the case of a product that should have been configured as "Sell it as I buy it" (e.g. a can of Cola), you will also add the raw material used in the Cuba Libre recipe. Thus, the product will be configured by default as "Contains recipe", with the corresponding defined quantity - for example, 0.33 L for a can of Cola.

2.3 Quantity Columns - are automatically taken from the invoice

a. If you receive the goods partially, you can set a smaller quantity. The remaining quantity can be managed later, depending on the needs.

b. If you want to receive a quantity greater than the one set in this field, you must edit the invoice and generate the NIR again

Qty. - quantity of stock purchased

Unit Qty. - unit quantity of the added item

U.M. - unit of measure of the added item

Total Qty. - automatically calculated based on Qty. and Unit Qty.

2.4 Price Columns - the price will be automatically taken from the supplier invoice.

Note: If you need to change the price, add a discount, or change other information, you will first need to update the issued invoice. After making the necessary changes to the invoice, you can generate the NIR. Changes can only be applied to manually entered invoices.

3.GENERATION OF NIR DOCUMENT:

After completing the inventory entry on the NIR, you can choose to save or print the NIR document.

The NIR can be downloaded at any time from the Costs menu, from the 3 points on the right of the invoice:

The NIR downloaded in PDF format will contain all the data you entered on the entry:

4.NIR EDITING:

1. To edit a NIR, access Costs - from the 3 points of the invoice based on which you added the entry, select Edit NIR:

2. In the opened window, you will be able to edit the stocks, and if you want to partially receive the quantity, you can set a lower value. If you want to add a larger quantity, you must edit the invoice. Changes can only be applied to manually entered invoices.

Transport / delivery services on the invoice

In Ebriza you can only receive goods, raw materials, consumables and packaging - a transport service is not a stock type. You have two options:

Q: How do I change a stock set as a consumable into goods?

A: A stock's type cannot be changed from Consumable to Goods. For these cases:

-----

Q: Why does the purchase price change when I edit the quantity while receiving an invoice imported from SPV?

A: On an invoice imported from SPV, the line's total value is the one legally issued by the supplier and stays fixed. The unit price is calculated as total value ÷ quantity, so if you change the quantity, the unit price recalculates automatically to keep the same total — this is not a bug. This usually happens when the supplier bills by case (bax) but the item is listed as "piece/BUC" (or the reverse). Don't manually change the quantity to "fix" the price — instead configure the unit of measure correctly:

An SPV invoice price cannot be edited directly (only manually-added invoices can). If it truly must change, edit the invoice first, then regenerate the NIR.

-----

Q: How do I receive consumables (cups, cleaning products, fruit used only as-is) on the same NIR as goods, so the NIR value matches the invoice?

A: You don't need to create the product in the Catalogue first. Right on the NIR, on the item line, type the name in the goods-reception column and choose to create the stock as type Consumable. You deplete it later, when used, with a consumption note (Inventory → Stocks → select the stock → Consumption note).

For the NIR value to match the invoice, receive items as they appear on the invoice — don't merge several different items into a single "Consumables" stock, because units of measure and quantities differ and the values no longer match.

If the same item sometimes arrives in different quantities/UM (e.g. fruit: 1 KG one time, 300 G another) and you use it strictly as a consumable (not in recipes), create separate stocks for each variant (e.g. a 1 KG consumable and a 0.3 KG one) and pick the right stock at reception.

For goods you sell as-is (e.g. Coca-Cola), don't create duplicates — search for and select the existing stock already linked to the product in the Catalogue.

-----

Q: Why doesn't the retail selling price show on the NIR, and how do I add it?

A: For the selling price to appear on the NIR, the stock item from the invoice must be linked in the recipe of a single product in the Catalog (Catalog → Products), with a single selling price set, and the link must exist before the NIR is generated. If everything is correct: open the NIR, click Print, and in the "Retail selling price" section click and select the desired price, then print.

Most common cause when the price is missing: the stock item on the invoice is not the same as the stock item in the product's recipe — often because of a small name difference (e.g. "Red Bull" on the invoice vs. "Redbull" in the Catalog) or a different unit/variant. In that case the stock item isn't linked to any product, so there's no price to show. Fix: open the product's recipe and replace the stock item with the exact one on the NIR (same name and same quantity/unit, e.g. 0.25 L). After fixing, reopen the NIR and select the price.

If the same stock item is used in several recipes (several possible selling prices), the system can't decide which price to show — link it to a single product.

Note: the SGR guarantee is not included in the final selling price shown.

[tags: entry, reception entry note, NIR, invoice, management, stocks, selling price on NIR]