📦 Quick Guide - Product Receipt into Inventory

To correctly receive a product into inventory (such as when an invoice arrives), follow this sequence:

1️⃣ Create the Product Class

Menu: Inventory > Product & Service Class

Use it to organize products into categories such as Seeds, Fertilizers, Parts, Fuels, etc.

💡 It also defines the abbreviation used when product codes are generated automatically.

2️⃣ Set up the Product

Menu: Inventory > Product & Service

Enter data such as: code, description, unit, brand, formulation type, active ingredient, among others.

💡 Also fill in the Lot tab (if needed) and Farm x Doses x Crop (label rates).

3️⃣ Define the Storage Location

Menu: Inventory > Storage Location

Set up where the products will be stored (e.g., Chemical Shed, Warehouse, Fuel Station).

💡 It is important to mark whether the location allows a negative balance or not.

4️⃣ Set up the Entity

Menu: Inventory > Entity

Set up the invoice's supplier, filling in basic data such as name, CNPJ/CPF and address.

💡 Tip: when you type the CNPJ (Brazilian company tax ID), there is a button next to the field called "Retrieve data". It queries the Receita Federal (Brazil's federal tax authority) and retrieves the company's complete registration data.

5️⃣ Record the Purchase Order (optional, but recommended)

Menu: Inventory > Purchase Order

Create the order with the desired products, quantities and amounts. It can be used for control and approval before the invoice is received.

6️⃣ Enter the Inbound Movement

Menu: Inventory > Inventory Movement (In & Out)

This is where you record the invoice into inventory.

Fill in the invoice data, select the products and quantities, and indicate the destination location (inventory).

💡 Inventory is only updated after you finalize the movement.
💡 The same screen also takes service invoices — freight, outside maintenance, custom application. In that case the item does not go into inventory: the cost goes to a fleet unit, an entity or is posted as standalone.
✅ Result: Once this flow is complete, the products will be properly recorded and ready to be used in work orders, applications, outbound movements and other system features.

Use report EST.01.01 (formerly 012) - Current inventory to see the balance after the movement.

Use the "View Inventory" button, available on every screen that involves products. It shows the current balance of all products in each storage location.

❓ Frequently asked questions

What is the sequence for entering a purchase invoice into inventory?

Six steps: create the Product Class, set up the Product, define the Storage Location, set up the Entity (supplier), record the Purchase Order (optional) and, finally, enter the inbound Movement.

Do I have to type all the supplier's data by hand?

No. When you type the CNPJ in the entity record, use the Retrieve data button next to the field: it queries the Receita Federal and brings in the company's complete data.

Is the purchase order required?

No, it is optional — but recommended, especially when the input takes a while to arrive, because it lets you track what was ordered and has not come in yet.