Goods-in: scanner, label photos and delivery notes

Goods-in means recording a delivery into stock, and everything else rests on it: stock levels, cost and profit. This guide walks from the supplier’s van to the save button: the scanner, the central catalogue, label photos, long delivery notes, expiry dates and batches.

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The short answer

In BuySale goods-in happens in the goods-in tab of the till screen. Scan the factory code on the box: if the item is already in your stock, its name, unit and prices open; if it is in the central catalogue, the name and section fill in (the catalogue holds more than 1,700 verified products, as of 3 October 2026). You enter the quantity and price and press save — the stock goes up at once.

The AI assistant turns a long delivery note into a list from a photo, but nothing reaches stock until you have checked and confirmed every line.

When the delivery arrives: count first

Before the supplier leaves, check the goods against the delivery note: names, quantities and prices. Any gap is easiest to settle on the spot.
For goods with an expiry date, check the date on the pack — it is entered at goods-in and decides the order things sell in.
If you took the goods on credit, log the debt in the supplier debt book: goods-in does not record it for you.
If the goods came from another of your own branches, do not book them as goods-in: accept the transfer under Stock → Transfers instead, or they will be counted twice.

Three outcomes when you scan

The phone camera or a USB scanner on a computer reads the code — whichever field the cursor is in, the code lands in the barcode field.

Already in your stock

The name, unit and latest prices open, with a note that the delivery will be added to this product as a new batch. You enter the quantity and, if it changed, the new price.

In the central catalogue

The name and section fill in — and the unit too if the form is still empty — with a “from catalogue” mark. The catalogue holds no prices: price and quantity are always yours.

Not in the catalogue

Read the name from a label photo or type it in. Sometimes the code fills in just the name — check it and correct it if needed.

If you type a code by hand and the check digit does not match, the app warns you that the code looks wrong.
In-store codes starting 20–29 are never looked up in the catalogue: they only mean something inside one shop — what an in-store code is.
For an item with no factory code, the “+” button in the code field creates the shop’s own code, and then you print a label. More in barcodes and labels.

“How much arrived” and “price per what”

The two questions are asked separately because the answers differ: how much arrived is in the stock unit, and the price is for whatever quantity it was quoted for.

The unit comes from your shop type’s list — pieces, kg, litres, metres, boxes, sacks and so on. Kilos, litres and metres take decimals; pieces and boxes do not.
Price per what: for goods in kilos, per 1 kg, 500 g, 250 g or 100 g; in litres, from 1 l down to 100 ml; in metres, per 1, 10 or 100 m. The app works out the unit price itself.
Cost price or total paid — enter whichever you know and the other is worked out.
The line underneath shows how the app read your entry: quantity, unit price and profit. If the selling price is below cost, the warning appears right there.

Example: 10 kg of sunflower seeds arrived, you paid 1 200 000 UZS for the lot and sell them at 15 000 per 100 g. Quantity 10, unit kg, price per 100 g, total paid 1 200 000, selling price 15 000. The app works out the cost per 100 g (12 000) and the profit itself.

Filling the form from a label photo

The camera button next to the name field photographs the label and the AI fills the fields. The steps are on the inventory page; for goods-in, three things matter.

The name is always replaced with what was read; the other fields — code, expiry, price and, depending on the type, IMEI, size, purity and weight — fill only if empty. The app tells you how many fields it filled: check those.
If the product card has no photo yet, this shot becomes its picture.
It needs the internet and the AI switched on; if a label cannot be read, the app asks you to shoot it closer and in better light. In some shop types each label reading is charged separately (during the trial too): perfume and jewellery — 10 UZS.

A long delivery note: a list from a photo

Send the photo to the AI

In the AI section, photograph the delivery note or a notebook page. One list holds at most 40 lines.

Check every line

Each line has the name, quantity, unit, cost and selling price, expiry and code. Items you already stock are marked as such. The assistant is told to leave anything unreadable blank rather than guess — you fill in the blanks.

Confirm

Nothing reaches stock until you press the confirm-and-add button. Once confirmed, each item’s stock goes up.

Handwritten notebooks are read too, but check the figures — a misread number becomes a wrong stock level. In some shop types each AI question is charged separately (during the trial too): perfume and jewellery — 100 UZS.

Expiry dates and batches

Every delivery is stored as its own batch, with its own date, its own cost price and, in shop types that track expiry, its own expiry date.
Sales draw from the batch with the earliest expiry first; batches without a date go in order of arrival.
The cost of a sale comes from the cost prices of the batches it drew on; across several batches it is a quantity-weighted average. So a new purchase price never changes the profit on past sales.
Expiry is asked for in grocery, perfume, pharmacy and “Other” shops, and you type the date in. Items nearing expiry are covered on the inventory page.

Extra fields by shop type

Jewellery

Purity, weight, size and stones. Every piece is its own card; the selling price is suggested from the weight and the per-gram price for the purity, and the tag gets a QR code.

Phone shop

IMEI and warranty term (in months). One IMEI cannot go on two handsets, and the field clears after every save so it never carries over to the next one.

Clothing shop

Size is part of the product: an M and an L of the same model are separate cards, so you can see how many of each size are left.

Grocery

Expiry dates, kilos and sacks. Items sold by weight later get a scale number — the scale-label guide.

Saving and labels

Save the entry and the stock rises at once, with the form ready for the next item: the unit and price basis stay, since similar goods usually come in one after another.
Save-and-label opens the label window for the saved item: 1, 4, 8, 12 or 24 copies, with or without the price — your choice.
Creating a new product card is a separate permission: staff who may receive goods but not create products can only book in items you already stock — see staff permissions.

What goods-in does not do

There is no import from Excel or CSV files — exporting stock to Excel does exist. Ways to move off paper are in software instead of Excel.
It does not record what you owe the supplier — that is entered separately.
Marking an order as received does not raise stock — the delivery is booked in separately.
It does not read product-marking (Data Matrix) codes.
Jewellery shops have no central catalogue: every piece there is one of a kind.
There is no button to undo a saved entry: a wrong stock level is fixed on the product card or through a stocktake.

Questions about goods-in

How do I book in an item with no barcode?

The code field is optional: type the name and save. To sell it by scanning later, create the shop’s own code with the “+” in the code field and print a label.

What happens when an item arrives at a different price?

Each delivery is a batch with its own cost price. A sale takes its cost from the batch it draws on, so profit is right at both prices. The cost and selling price on the product card update to the latest you entered.

What if my product is not in the catalogue?

Read the name from a label photo or type it — the entry saves either way. Catalogue records are added by an administrator after checking; unverified ones are never shown to shops.

Can I hide cost prices from sellers?

Yes: staff without the see-cost-price permission do not see it. Permissions are explained in the staff permissions guide.

What if the delivery note has 60 lines?

One list holds at most 40 lines. Split a long note in two and send the parts one after the other — each becomes its own list to check and confirm.

Can I do goods-in on a computer?

Yes: the app opens in a browser too, and a USB scanner on the computer drops the code straight into the barcode field. A big delivery is easier on a big screen.

Prepared by: the BuySale team · Checked: 04.10.2026 · Spotted a mistake? Tell us on Telegram

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