Stock - Purchases And Returns

Every supplier delivery, credit note and return that was booked into your store on the days you choose, grouped either by stock item or by supplier, with what you paid and how the price you paid compares with your costing model.

Updated Mon 2 Nov 2026

Running the report

Open Reports and choose Purchases & Returns under Stock.

Pick your dates and how you want the purchases grouped. See Report options.

Run the report. A short summary of your choices comes first, then either the purchases grouped by stock item, with cost and price comparison lines, or the invoices grouped by supplier, with what you paid and what is still owing.

Checking what you paid for one itemGroup by Stock item, find the item and look at Prep cost drift % on each delivery. Click the item name to open its audit history, or click a GRV number to open that goods received voucher.

Opening it from another reportWhen you click through to this report from the Gross Profit or Stock Variance reports, it shows the purchases between the exact times of the two stock takes you were looking at, instead of whole trading days, and it is grouped by stock item.

Report options

Select a start date and end date

The first and last day you want to look at. Both days are included. The report goes by the day and time the stock was booked into your store (the stock movement date), not the invoice date. Whole trading days are used, so if your store's trading day ends after midnight the report follows that. Both default to today.

Select your preferred grouping

How the purchases are laid out. The default is Stock item.

Stock item

Supplier

Stock item lists every delivery of each item, with its cost and how it compares with your costing model. Supplier lists each supplier's invoices with the amount paid from the till and the balance owing. The same deliveries, credit notes and returns are used either way.

The report at a glance

BOB'S BURGERS | BOB'S BURGERS TIMES SQUARE

Purchases and returns report

Mon 26 Oct 2026 00:00 to Sun 01 Nov 2026 23:59

The dates are the first and last moment of your chosen trading days. If your store's trading day ends at a time other than midnight, the end shows that time on the following day and a * after the dates points to a note at the bottom of each page explaining your trading day.

Selected parameters: a reminder of the grouping you chose.
Grouped by stock item: each stock type on its own page, then each category and item with every delivery, subtotals and a price summary.
Grouped by supplier: each supplier with its invoices, what was paid from the till and the balance owing.

Only goods received vouchers (GRVs) that have been finalised are included. Draft, locked, unbalanced and archived GRVs are left out. At the bottom of every page you see your brand and store, your store ID, the report version, the page number, who ran the report and when.

Selected parameters

A panel under the heading that repeats your choice, so a printed copy always shows how it was run.

GROUPING
Stock item

GROUPING shows Stock item or Supplier.

Grouped by stock item

Each stock type starts on a new page. Within it the items are grouped by category and listed A to Z, and under each item you see every delivery, credit note or return of that item, oldest first. The columns compare the price you paid with the price your costing model expects.

GRV details							Calculated values			Model
Stock type: Food 1
GRV #	Stock received / returned date and time	Bulk qty	Bulk unit cost (excl)	Total cost (excl)	Input taxes	Total cost (incl)	Store's waste %	Store's prepped qty	Store's prepped unit cost (excl)	Model prepped unit cost (excl)	Prep cost drift %
Dairy
Cheese slice (CHS02) - each 2
GRV #1042 3	Tue 27 Oct 26 at 09:42	50.000	2.00	100.00	15.00	115.00	5.0%	47.500	2.11	2.20	-4.1%
Subtotal: 4		50.000		100.00	15.00	115.00		47.500
Produce
Tomatoes (TOM01) - kg
GRV #1042	Tue 27 Oct 26 at 09:42	20.000	18.00	360.00	54.00	414.00	10.0%	18.000	20.00	19.00	5.3%
GRV #1058	Fri 30 Oct 26 at 08:15	10.000	17.50	175.00	26.25	201.25	10.0%	9.000	19.44	19.00	2.3%
Subtotal:		30.000		535.00	80.25	615.25		27.000
Dairy subtotal:				100.00	15.00	115.00
Produce subtotal:				535.00	80.25	615.25
Food subtotal:				635.00	95.25	730.25

1 Stock type

Every stock type (for example food or beverages) prints on its own page, with its own category and item groups and its own subtotal and summary. Items that have no stock type set up appear under Not set.

2 Item name

The item with its code in brackets and the unit you buy it in, for example Tomatoes (TOM01) - kg. The name is underlined: click it to open the audit history of that stock item.

3 GRV # and the delivery lines

One line for each delivery, credit note or return of the item. The number is underlined: click it to open that goods received voucher. Credit notes and returns show Auto CN or Ret CN in front of their number, and their quantities, costs and input taxes are negative because they take stock back out and reduce what you owe. Stock received / returned date and time is when the stock was booked in or out.

Bulk qty is the quantity in the unit you buy in and Bulk unit cost (excl) is what you paid per unit before tax. Total cost (excl), Input taxes and Total cost (incl) are the line totals without tax, the tax your supplier charged and the total with tax. The pale zeros after the decimal point are shown on purpose, so the decimal points of all quantities line up under each other.

Calculated values and the model

Store's waste % is how much of the item is lost in preparation, as it applied when the stock was received. If nothing was recorded then, your store's own setting for the item is used, and failing that the brand's setting. Store's prepped qty is the quantity you can actually use after waste, and Store's prepped unit cost (excl) is what each usable unit really costs you. In the example, 20 kg of tomatoes with 10.0% waste leaves 18 kg, so the usable cost is R 20.00 per kg and not R 18.00.

Model prepped unit cost (excl) is the cost your costing model expects for the same usable unit. Prep cost drift % is your prepped unit cost less the model cost, divided by the model cost. Light red means you paid more than the model expects, light green means it matches and light orange means you paid less. It is left blank when there is no model cost to compare with.

4 Subtotals

Under each item you see a Subtotal with the quantities and amounts added up, then a subtotal for the category and, at the end of the stock type, a subtotal for the whole stock type. After the last stock type you see the Grand total.

5 The price summary

At the end of each stock type the report sums up how well you bought. The counts are per delivery line, so an item that was bought on two GRVs counts twice.

You have overpaid for 2 items.
You have underpaid for 1 item.
You have paid the correct price for 0 items.
You lost R22	You saved R4
Food total:	You lost R18

You lost adds up, for every line where you paid more than the model expects, the difference per usable unit multiplied by the usable quantity. You saved does the same for the lines where you paid less. The total is the two netted off, and shows Balanced when they cancel out. Only lines that have a model cost are counted. When some lines have no model cost, a line tells you how many items are missing model costs, because those cannot be compared. When you saved anything, a reminder notes that underpaying for stock can cause quality degradation and loss of customers over time.

Input taxes: The tax your supplier charged on the line: value-added tax or your country's equivalent sales tax.
Prepped: After preparation: trimmed, peeled or portioned and ready to use.

Grouped by supplier

Each supplier gets its own heading with one line for every GRV, credit note or return booked in on your dates, oldest first. Use it to check what you were invoiced, what was paid from the till and what you still owe.

Grv number	Supplier reference	Purchase order number	Invoice date	Stock movement date	Invoice total	Amount paid from till	Balance owing
Fresh Fields Produce 1
GRV #1042 2	INV-20871	PO-318	Tue 27 Oct 2026	Tue 27 Oct 2026 at 09:42	529.00	200.00	329.00
GRV #1058	INV-20990	PO-325	Fri 30 Oct 2026	Fri 30 Oct 2026 at 08:15	201.25	0.00	201.25
Fresh Fields Produce subtotal: 3					730.25	200.00	530.25
Total:					730.25	200.00	530.25

1 Supplier heading

Suppliers are listed A to Z. Every supplier that had a delivery, credit note or return in your dates gets a block.

2 The GRV lines

The GRV number is underlined: click it to open that goods received voucher. Supplier reference and Purchase order number are as captured on the GRV (a credit note or return shows the purchase order number of the GRV it belongs to). Invoice date is the date on the supplier's invoice and Stock movement date is when the stock was booked in, which is the date that decides whether the line appears. Invoice total includes tax. Amount paid from till is the cash paid to the supplier out of a till shift, and Balance owing is the invoice total less that amount. Credit notes and returns show negative amounts, because they reduce what you owe.

3 Subtotals

Each supplier ends with a subtotal of the three amount columns, and the report ends with a Total for all suppliers.

Watch the video

A short walkthrough of the Purchases and Returns report and how to read the price comparison.

Can't see the video? Watch it on YouTube.

Frequently asked questions

Why is a delivery I expected not on the report?

Only finalised GRVs are included, and the report goes by the day and time the stock was booked into your store, not the invoice date. A GRV that is still a draft, is locked, does not balance or has been archived is left out. Check the stock movement date on the GRV and finalise it if needed.

Why are some quantities and amounts negative?

Those lines are credit notes (Auto CN) or returns (Ret CN). They take stock back out and reduce what you owe the supplier, so their quantities, costs and input taxes are shown as negatives.

Why is Prep cost drift % blank?

Your costing model has no cost for that item, so there is nothing to compare your price with. The line is left out of the You lost and You saved figures, and the summary tells you how many items are missing model costs.

What do You lost and You saved mean?

For every line with a model cost, the report works out how much more or less each usable unit cost you than the model expects and multiplies that by the usable quantity. The lines where you paid more add up to You lost, the lines where you paid less add up to You saved, and the stock type total nets the two off. The figures are shown in whole rand.

Why does the summary count some items more than once?

The counts of items overpaid, underpaid and paid at the correct price are per delivery line. An item you bought on two GRVs, or an item that appears on a credit note, adds one for each line.

Why is the prepped unit cost higher than the bulk unit cost?

Because of waste. The bulk unit cost is what you paid for everything you bought. The prepped unit cost spreads that cost over only the part you can use, so it is higher whenever the store's waste % is above zero.

Why is there a star after the dates?

Your store's trading day ends at a time other than midnight, so the report's end time is that time on the following day. A note at the bottom of each page explains it.

Why do the dates look different when I open the report from Gross Profit or Stock Variance?

When you click through from those reports, this report uses the exact times of the two stock takes instead of whole trading days, so the purchases match the period you were looking at. It is grouped by stock item.

Why do the stock item totals and the supplier totals differ?

Both groupings use the same GRVs. The supplier grouping shows each GRV's invoice total, while the stock item grouping adds up the lines of each GRV, so a small rounding difference on a GRV can show. Open the GRV from its number to check.

Glossary

Auto CN: An automatic credit note, for example for a short delivery.
Balance owing: The invoice total less the amount paid from the till.
Bulk: The unit you buy in, for example a case, a bag or a kilogram.
Credit note: A document that reduces what you owe the supplier.
GRV: Goods received voucher: the record of a supplier delivery.
Input taxes: The tax your supplier charged on a line: value-added tax or your country's equivalent sales tax.
Invoice date: The date on the supplier's invoice.
Model prepped unit cost: The cost per usable unit that your costing model expects, before tax.
Prep cost drift %: How far your actual usable cost is above or below the model cost.
Prepped: After preparation: trimmed, peeled or portioned and ready to use.
Ret CN: A return credit note, for goods sent back to the supplier.
Stock movement date: When the stock was booked into or out of your store. It decides which GRVs are included.
Store's waste %: The share of an item lost in preparation, as set for your store.
Trading day: Your store's business day, which may end after midnight.