Costing a stock delivery

Where the costing is

Open the delivery under Procurement → Stock Deliveries. Near the top of the page there is a table with three rows:

• Agent invoice or Supplier invoice - what the agent or supplier billed.
• Landed costs - what was paid locally to bring the goods in.
• Landed total - the two together.

Each row shows its Status, its Amount in the currency of your organisation and its Balance due. When the invoice is in another currency, that amount is shown small underneath. The rows arrive closed; click one to open it and see its lines and its buttons.

Costs can be entered as soon as the delivery is confirmed. You do not have to wait for the goods.

The invoice of the agent or supplier

Open the invoice row and press Invoice. Enter the Invoice number, the Invoice date, the amount for the Goods and each of the agent's or supplier's own charges, marked Freight or Other. Attach the PDF under Invoice file and press Save invoice.

Until a real invoice is entered, a delivery that came from the old system shows an Estimated invoice built from what was recorded there. Saving the real invoice replaces the estimate, and the estimate is kept for comparison.

The same window holds the Invoice exchange rate, the Settlement with the deposits applied and the balance due, and the costs read from an attached invoice.

A container bought through an agent needs its invoice before it can be marked as dispatched, so its Invoice button is there while it is still in process.

Reading the supplier invoice from its file

Attach the supplier's invoice to the delivery as Invoice or Proforma, then under Costs from the supplier invoice press Read invoice and, once it is read, Review invoice. It is read twice, by two different AI models, and aiku checks the reading the same way as a bill of the landed costs: the two readings must agree on every line, code, quantity and amount, every amount must be printed in the document, the lines and charges must add up to the total, and it must name the delivery or one of its purchase orders and no other delivery.

Each invoice line is matched to a product of the delivery by the supplier's code, then by our SKO code, then by its barcode (unit, SKO or carton). A line that matches none of them is suggested from its description when one product fits, and you confirm it. The amounts cannot be changed in the review. Each product's goods cost is the invoice price times what was received. You only say where an invoice line that matches no product goes (to a product, or Invoiced but not in the delivery) and what kind of expense each charge is, then press Apply to costing. A charge marked Freight becomes the shipping, shared by weight, and the forwarder's freight bills add to it; if the shipping was typed by hand, put the freight there instead. It can be applied once the delivery is checked, so the costs are in before the goods are put away.

When fewer were received than invoiced, the review says how much the invoice charges for goods that did not arrive: that money stays out of the goods cost, so ask the supplier for a credit. When more were received than invoiced, the extra goods are costed at the invoice price.

The reading is refused, and you enter the invoice by hand, when a check fails, when a product of the delivery is missing from the invoice, when an invoice price is far from the order price (the invoice may count packs or cartons), when the invoice has a discount or credit, or when the invoice of the delivery is already entered. An invoice that prints no total, and a container bought through an agent, are always entered by hand.

For a delivery bought through an agent, press Agent payments to approve the agent's charges and to record what you have paid the agent. The agent's charges only count in the costing once you approve them.

The landed costs: one line per bill

Open the Landed costs row and press Add next to Service invoices. Enter one service invoice for each bill you received:

• the kind of bill (see the list below),
• who sent it and its reference,
• the date,
• the currency and the amount - the freight can be in dollars and the customs agent's bill in euros,
• the PDF of the bill.

One bill that covers several deliveries can be shared between them, by the value of their goods or by amounts you type.

The kinds of bill are:

Freight is shared by value instead of by weight when a product in the delivery has no weight recorded; the window tells you which products.

Each bill fills the costing by itself, and a cost filled by a bill can only be changed by changing the bill. All the bills of your organisation are listed under Service invoices, reached from the heading of that list, where you can filter them by kind, sender, paid or unpaid, and period.

If a cost was already typed by hand, aiku warns you before you save a bill of the same kind, whether you type the bill or have it read from its file. A bill for shipping or duty replaces the amount typed by hand, and the warning shows both amounts when they are not the same. A bill for any other kind of cost counts next to the one typed by hand, so remove the typed one if it is the same cost. An amount typed as an estimate is simply replaced by the bill.

Reading a bill from its file

Instead of typing a bill, aiku can read it. Open the Landed costs row and, under Read from a document, press Read an invoice and choose the PDF, the spreadsheet or a photo of the bill. It shows Reading… for up to a minute or two, then press Review.

The review shows who issued the bill, its reference, date and currency, and each line with its amount and the kind of cost aiku thinks it is. Check them against the bill and change the kind of a line if it is wrong. The amounts can not be changed: they are the ones printed on the bill. Press Add to the service invoices. Lines of the same kind become one service invoice, so a forwarder's bill with sea freight and customs clearance on it becomes two, each shared over the items its own way, and each keeps the file.

Nothing is costed until you press that button. The bill is read twice, by two different AI models, and aiku then checks the reading itself. It refuses the reading, and says why, when:

• the two readings do not agree on an amount, the reference, the date or the currency,
• an amount, the reference or the currency that was read is not printed in the document,
• the document does not mention the delivery, or mentions another delivery too, even one that is already costed or belongs to another organisation,
• the lines do not add up to the total of the bill,
• the bill has no reference, date or currency,
• a bill with the same reference is already entered, or one of the same amount is already on the delivery,
• the bill is larger than the value of the goods,
• the delivery is costed, cancelled or a partner delivery.

A refused bill shows Enter it by hand: add it with Add, as in the section above. A scan or a photo has no text for aiku to check, so it asks you to tick that you have checked every amount yourself.

VAT on the bill is left out of the cost, and is written in the notes of the service invoice.

Typing a cost without a bill

Press Edit landed costs to open the costs as a table. Each cost has:

• N/A - tick it when the delivery has no such cost, for example no duty on a purchase inside the country.
• Amount and Currency - typing an amount marks the cost as received. The currency starts as your organisation's.
• Rate - only when the currency is neither the delivery's nor your organisation's.
• Waiting for invoice - see below.
• Invoice - Upload the PDF behind that cost.
• History - every change to that cost, with who made it and when.

A note can be added under each cost. Add extra expense adds a cost of one of the kinds in the list above; for Other, say what it is.

When a bill has not arrived yet

Tick Waiting for invoice on that cost and, if you know, type in how many days you expect it. The delivery page then shows that the total will increase.

If you type an amount while the cost is waiting, it is an estimate. An estimate counts in the costing, so the delivery can be costed and the stock valued, and the delivery stays marked Costed with an estimate until the real bill replaces it.

When the costing is finished

A delivery is costed when its invoice is in and its shipping, duty and extra costs each have an amount, an estimate or N/A. At that moment the stock put away from the delivery takes its landed cost. The Landed total row then lists every cost with its percentage of the goods, and says how much extra cost there is for every euro of goods.

After that the costs are locked. To correct them, or to replace an estimate with the real bill, an accounting manager presses Update costing, makes the changes and presses Finish costing. The stock is valued again and the change is recorded with their name and reason.

Costs come before the goods

For deliveries created from 12 October 2026:

• Putting away is blocked until the invoice, the shipping and the duty each have an amount, an estimate or N/A. The goods can be received and checked, but they can not go onto a shelf, so nothing is sold at the wrong cost.
• Marking a delivery as received while costs are missing asks for a reason. The reason is written in the delivery's history and the procurement supervisors are told.

Partner deliveries are not affected: they are costed from the partner's order prices.

Seeing what still needs costing

The Procurement dashboard opens with a bar showing how many deliveries are still to cost, and how many of them are held up. Each figure opens the stock deliveries list on its filter. In the list itself, the Costing filter offers To cost, Costs missing, put-away blocked and Costed with an estimate.

Through your AI assistant

People who cost deliveries can ask their AI assistant to show the costs of a delivery or to save its shipping, duty and extra costs. It shows what will change first and saves only after you confirm. It refuses a delivery that is already costed, and a total of costs higher than the value of the goods unless you confirm, which usually means an amount in the wrong currency. Every save is kept in the AI changes log and can be reverted there. Import VAT, the agent or supplier invoice and the PDF files are entered on the page, not through the assistant.