Managing your suppliers and recording goods receipts (GRs) are essential for tracking what comes into your kitchen and at what cost. Suppliers are set up at the merchant level and shared across outlets, while goods receipts are created per-outlet when deliveries arrive.
Suppliers
Suppliers represent the vendors you purchase ingredients from. You manage them at the merchant level under Inventory → Suppliers.
Adding a supplier
Click Add Supplier and fill in the details:
Name — the supplier or company name (e.g. "Makro", "Siam Fresh Produce")
Contact info — phone number, email, and address
Notes — delivery schedule, payment terms, or anything useful for your team
Once created, the supplier is available to all outlets when creating goods receipts.
Editing and deleting suppliers
Click any supplier to edit their details. You can also delete a supplier if it is no longer in use — existing goods receipts linked to that supplier will retain the reference.
Goods Receipts
A goods receipt records a delivery of stock into your outlet. You create them at the outlet level under Inventory → Goods Receipts.
Each goods receipt captures:
Supplier — who delivered the goods
Date — when the delivery arrived
Invoice number — for matching against supplier invoices
Line items — the products received, with quantity and unit price
Creating a goods receipt
Go to Inventory → Goods Receipts at the outlet level and click Add Goods Receipt.
Select the supplier and enter the delivery date and invoice number.
Add line items — search for inventory products, then enter the quantity and unit price.
The system automatically calculates the line total and grand total.
Click Save to record the delivery. Stock levels update immediately.
Example
A delivery from Siam Fresh Produce on 7 April 2026:
Product | Qty | Unit | Unit Price | Total |
Chicken Breast | 10 | kg | ฿180.00 | ฿1,800.00 |
Jasmine Rice | 25 | kg | ฿42.00 | ฿1,050.00 |
Coconut Milk | 12 | can | ฿35.00 | ฿420.00 |
Grand Total: ฿3,270.00
Supplier discounts
Supplier invoices often include discounts — on a specific line, or a "less discount" amount at the bottom of the bill. Record both exactly as printed instead of hand-editing unit prices:
A discount on one line — enter it in that line's Discount (optional) column. The line shows its net amount underneath, and the product's price history records the true net price you paid.
A discount on the whole bill — enter it in the Discount row of the Summary panel. This reduces what you owe the supplier without changing individual product costs.
Discounts are entered as positive baht amounts and display with a − sign so they can't be mistaken for charges. VAT recalculates automatically on the discounted amount (the shipping fee is never discounted), so the goods receipt total matches the supplier invoice. If the invoice shows a percentage, enter the baht amount (5% of ฿2,000 → ฿100); if it splits the discount by tax type, enter the combined total — Papaya allocates it correctly. A discount can't be negative or exceed what it discounts — the field snaps into range.
‼️ Using AI Invoice Import? Drafts created from photos may not capture discounts automatically yet — add them while reviewing the draft.
Invoice tracking & price history
Each goods receipt line item records the price you paid (net of any line discount). Over time, this builds a price history per product per supplier. When adding a new goods receipt, the system shows the last price paid so you can quickly spot price changes.
The invoice number field lets you match each goods receipt against your supplier invoices for reconciliation.
Receiving against a purchase order
If you use purchase orders (see Purchase Requests & Purchase Orders), you can create a goods receipt directly from the order instead of entering everything by hand.
Open the purchase order and choose to receive it — Papaya creates a goods receipt pre-filled with the ordered products, quantities, units, prices, and supplier.
Enter the received quantity for each line (it may differ from what was ordered).
Save to complete the receipt. Stock updates immediately, just like a manual goods receipt.
Partial deliveries. If only part of the order arrives, receive what came in and complete the receipt — the purchase order stays Partially received and keeps the outstanding quantity. When the rest arrives, receive again; once everything is in, the order becomes Complete. This keeps ordered-versus-received quantities accurate across multiple deliveries.
FAQ
Does a goods receipt update stock levels automatically?
Yes. As soon as you save a goods receipt, the quantities are added to your outlet’s stock levels immediately. You’ll see the update reflected in Inventory → Stock.
Can I edit a goods receipt after saving?
Yes. Open the goods receipt and make your changes. Stock levels will be adjusted to reflect the updated quantities and any differences will be recorded in the movement history.