The inventory price is based on your unit of measure
The price at which goods are added to inventory is calculated as follows:
inventory price = unit price on the invoice line ÷ Quantity per unit of the goods
Quantity per unit is the field on the product card, under Inventory - Stock, next to the UOM field.
Two examples, in both directions:
You buy a case of 24 pieces for 120 lei per case, and the product has Quantity per unit = 24: the goods are added to inventory at 120 ÷ 24 = 5 lei per piece. This is correct.
You buy the product by the piece for 4.68 lei, but the product is managed in KG and has Quantity per unit = 0.55: the goods are added to inventory at 4.68 ÷ 0.55 = 8.51 lei per KG. This is also correct.
The quantity moves symmetrically, using the same factor: the quantity on the invoice multiplied by Quantity per unit is the quantity added to stock.
If the same invoice line is received both as a finished good and as a raw material, and the raw material is managed in a different unit from the finished good — milliliters vs. liters, grams vs. kilograms — the price is divided by 1,000 one more time (and, conversely, multiplied by 1,000 when converting from ML to L or from G to KG).
For example, a 1 L bottle received against a raw material managed in ML is therefore added at the price divided by 1,000.
The printed GRN (Goods Receipt Note) shows the price based on the invoice, meaning the inventory price multiplied back by Quantity per unit.
Inventory - History and the Average Purchase Cost column in Inventory - Stock show the price per your inventory unit of measure.
This is why the GRN matches the invoice, while History may appear not to: they represent the same amount of money, expressed in different units.
The unit price on the invoice line is excluding VAT and before the line discount.
The actual price at which the goods are added to inventory is the unit price minus the line discount.
A fixed-value discount is also converted to your inventory unit by dividing it by Quantity per unit. A percentage discount remains unchanged.
If you look at the VAT-inclusive total on the invoice, you are comparing different figures.
How to check it in 5 steps?
Take one invoice and one product from that invoice. Do not try to check the entire batch at once.
Open the invoice's reception (from Costs, the 3 dots on the invoice's row, then Edit invoice reception) and check which goods item is selected on that line in the Goods reception column. Then open EXACTLY that goods item from Stock - Stocks and note its MU and Unit quantity. Do not open the goods item you expect to find there: if you have several goods items with similar names (for example one kept in KG and one per piece), the conversion was made with the unit quantity of the goods item selected on the reception.
Note: if the price matches after conversion, but the quantity received into stock and the unit price differ from the invoice by the same factor (for example the quantity is 8 times smaller and the price 8 times higher), the conversion is correct, but a different goods item than the right one for this supplier may be selected on the reception. See the next section.
Go to Inventory - History and find the Receipt movement for that product. Search by the product name, rather than by a date range around the invoice date: the movement is recorded using the receipt date from the GRN, not the invoice issue date, and the two dates can be weeks or even months apart.
Multiply the price shown on the movement by Quantity per unit (and by 1,000 if the raw material is managed in ML or G while the product is managed in L or KG).
Compare the result with the unit price on the invoice line, excluding VAT and after the discount. If they match, the import is correct and there is nothing to correct.
The price per KG is several times higher and the quantity several times lower than on the invoice: the line was received on a different goods item
Example: a supplier invoices you a product by the KG, for example 0.63 KG. In your stock, however, you have two goods items for the same product: one kept in KG, with Unit quantity 1, for suppliers who sell by the kilogram, and one for the 125 g piece, with Unit quantity 0.125, for suppliers who sell by the piece. If the invoice line from the supplier who sells by the KG is received on the 125 g goods item, Ebriza converts correctly for the selected goods item: the quantity is multiplied by 0.125 (0.63 x 0.125 = 0.0788 KG), and the price is divided by 0.125, which makes it 8 times higher per KG. The supplier's price and the calculation are correct. Only the goods item selected on the reception line is wrong.
How to recognise it: divide the quantity received into stock by the quantity on the invoice. If the result is exactly the unit quantity of a different goods item than the one you wanted (here 0.125), the line was received on that goods item.
Why it repeats on every new invoice: on the reception, Ebriza prefills a supplier's line with the goods item you last selected for that article. After the first reception on the wrong goods item, every following invoice from the same supplier comes prefilled with it as well. So also check the supplier's older invoices, to find the invoice where it started.
How to fix it yourself, from Admin (no need to write to us):
1. For each invoice from that supplier received on the wrong goods item: from Costs, the 3 dots on the invoice's row, then Edit invoice reception (or from Stock - Receptions; the list shows the last 3 months by default, so widen the date range for older invoices).
2. On that line, in the Goods reception column, select the correct goods item (the one kept in KG). If the Raw material reception column is also filled in, the raw material stays the same. Save.
3. Save the LAST invoice (the most recent one) from that supplier, or save it again at the end. Only then does Ebriza remember the correct goods item for that article, and the following invoices come prefilled correctly.
On save, the reception's stock entry is deleted and rewritten with the new goods item (it is not duplicated), and the average purchase cost is recalculated automatically. There is no age limit on the reception. Do not change the unit quantity of the 125 g goods item: it is correct for suppliers who sell by the piece. Do not reset the stock, do not copy the invoice and do not delete the reception: it is enough to select the correct goods item on the line and save.
The invoice line is correct, you have checked that the right goods item is selected on the reception (see the section above), and the recorded price is still different after conversion: do not redo the documents. Write to us on chat with the invoice number, the goods item name, the price on the invoice line and the price on the stock entry, and we will check.
If the figures do not match:
You cannot find a Receipt movement for that product at all:
The problem is not the price, but the fact that the line was never added to inventory — either the GRN was not generated, or the invoice line was not linked to a product.
See the “I created the GRN, but the product does not appear in stock” section of the “Creating a Goods Receipt Note” article.
The error is on the invoice line itself — the supplier invoiced a different price or quantity, or did not apply the discount:
The correction must be made on the invoice.
The line has a negative quantity (a crate return line, or a line on a storno document) and the supplier sent a charge on it rather than a discount:
Until recently that charge was recorded with the wrong sign, as if it were a discount, so the recorded price came out lower than the invoiced one. The sign is now applied correctly. Movements recorded before the correction do not fix themselves — if you have such a line, write to us on chat with the invoice number and the product name.
An invoice imported from S.P.V. is read-only, so you must copy it, correct the copy, generate the GRN for the copy, and only then delete the original.
The steps are described in the “Adding invoices to Costs” article, under “Correcting an invoice imported from S.P.V. — copy the invoice.”
The invoice line is correct, but the recorded price is still different after conversion:
Do not recreate the documents.
Contact us via chat and provide:
the invoice number;
the product name;
the price on the invoice line; and
the price on the Receipt movement.
We will check it for you.
Do not copy or recreate invoices before checking the above.
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