Receive a supplier file,
not a typing session.
Your supplier already sends a despatch CSV with every delivery. Upload it and receiving fills itself, batch numbers and expiration dates included.
File to received stock, in three steps
A 142-line delivery is one upload, one review, one confirm.
Upload the despatch file
The CSV or Excel your supplier already sends with every delivery. Any column layout, you map it once.
Lines match themselves
The matcher pairs the supplier’s SKU codes with your products. Every correction you make, it remembers, so the second upload from the same supplier matches on its own.
Review and confirm
Batches land with batch numbers and expiry dates filled, ready for FEFO and expiry alerts. Your receiving report becomes a confirm, not a typing session.
The second upload is the magic
Most import tools make you do the same mapping forever. This one remembers.
- Week 1: upload the despatch file, fix the lines the matcher gets wrong. It records every correction against that supplier.
- Week 2: the same supplier’s codes now match automatically. You review and confirm.
- Every new supplier starts the same loop, and every loop converges. The receiving workload shrinks instead of repeating.
Received batches flow straight into FEFO, expiry alerts, and the won't-clear-before-expiry detection, the point of capturing expiry at receiving is everything it unlocks afterward.
Questions
What owners and purchase managers ask about file receiving.
What file formats work?
CSV and Excel (XLS/XLSX), the formats suppliers already email with a despatch. There is no special template: you map the supplier’s columns to product, quantity, batch, and expiry once, and the mapping is remembered per supplier.
What does "the matcher learns" actually mean?
Suppliers use their own item codes and naming. The first time a code does not match, you pick the right product once; from then on that supplier’s code maps automatically. The match memory is per supplier, so two suppliers with clashing codes never confuse each other.
What if the file has no expiry column?
Lines without expiry data fall back to your shelf-life rules: products with a defined shelf life get an expiry computed from the receiving date, and anything else is flagged for quick manual entry. Nothing silently enters the system date-less.
How is this different from a generic CSV import?
Generic import tools load products. This receives stock: it creates batch records with expiry dates, applies your shelf-life rules, runs the result through FEFO and at-risk detection, and learns the supplier’s codes so the work shrinks every week instead of repeating.
Does it replace barcode scanning?
They cover different deliveries. A despatch file covers the whole consignment in one upload; 2D barcode scanning covers packs where the data is printed on the box. Most stores use both: file first, scan the exceptions.
Bring a despatch file to the trial.
Upload it, watch the batches land, and run the 2-minute waste diagnostic on the result.