# Bottle shop step 5: purchases, lots and stock

> Receive distributor deliveries by the case with lot numbers and best-before dates, pay distributors on terms, and watch stock and expiry reports.

Source: https://docs.smartposhub.com/business-types/bottle-shop/step-5-purchases-lots-and-stock/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

Stock in a bottle shop arrives from a few distributors and breweries, usually by the case and often several times a week. This page records those deliveries with lots and dates, pays the distributors and keeps an eye on stock and freshness.

## Before you start

- Distributors are added in **Purchases › Suppliers** with their pay terms.
- **Enable Lot number** and **Enable Product Expiry** are on if you track them ([step 1](https://docs.smartposhub.com/business-types/bottle-shop/step-1-settings-and-locations/)).

## Record a delivery

1. Open **Purchases › Add Purchase**.
2. Choose the **Supplier**, enter the distributor's invoice number in **Reference No**, the **Purchase Date** and set **Purchase Status** to **Received**.
3. Choose the **Business Location** that receives the goods. Link a **Purchase Order** if you sent one.
4. Scan or search each product. Pick the unit (**Case (12)**) or the pack variation, enter **Purchase Quantity** and **Unit Cost**.
5. Enter the **Lot Number** and the **MFG / EXP Date** for beer, cider and mixers.
6. Enter what you pay now (or 0) and save.

![Add Purchase form with supplier, reference number, purchase date, purchase status, location, pay term, purchase order, and a products table with lot number and MFG / EXP date columns](https://docs.smartposhub.com/_astro/add-purchase.c_r39WX5.png) (web app page: `/purchases/create`)
*Purchases › Add Purchase with lot number and dates on each line.*

![Purchases list with distributors, purchase status Received, payment status Paid or Due, totals and payment due](https://docs.smartposhub.com/_astro/purchases.CcKJyhHk.png) (web app page: `/purchases`)
*Purchases list: what was received and what is still to pay.*

## Watch freshness and stock

- **Reports › Lot Report**: stock per lot with its expiry date; expired lots are flagged **Expired**.
- **Reports › Stock Expiry Report**: what has expired or will expire soon.
- **Reports › Stock Report**: stock, value and potential profit per product and location.

![Lot Report with SKU, product, lot number, expiry date with Expired badges, current stock, total unit sold and total unit adjusted](https://docs.smartposhub.com/_astro/lot-report.BljFp2TG.png) (web app page: `/reports/lot-report`)
*Reports › Lot Report for a 4-pack IPA: each canning lot with its date.*

![Stock Report with closing stock by purchase price and sale price, potential profit and profit margin, and wines with stock in bottles](https://docs.smartposhub.com/_astro/stock-report.DxSetQ8V.png) (web app page: `/reports/stock-report`)
*Reports › Stock Report: value and margin by product.*

## Tips and mistakes to avoid

- Remove expired or broken bottles with **Stock Adjustment › Add Stock Adjustment** and a reason. Web adjustments only remove stock.
- Send damaged cases back with **Purchases › List Purchase Return** so the distributor's balance is right.
- Do counts of spirits more often than of beer; they are high value. See [stock counts](https://docs.smartposhub.com/inventory/stock-counts/).

Next: [daily operations](https://docs.smartposhub.com/business-types/bottle-shop/daily-operations/).

  - [Purchases](https://docs.smartposhub.com/inventory/purchases/)
  - [Expiry and batches](https://docs.smartposhub.com/inventory/expiry-and-batches/)
  - [Supplier payments and credit](https://docs.smartposhub.com/inventory/supplier-payments-and-credit/)

## Frequently asked questions

### Can I receive cases and sell bottles?

Yes. Choose Case (12) on the purchase line; stock is added in bottles.

### Where do I enter the lot number and best-before date?

On each purchase line, in Lot Number and the MFG / EXP date fields. They appear when Enable Lot number and Enable Product Expiry are on.

### Can the cashier pick the lot when selling?

Yes. With lots on, the POS line shows a Lot & Expiry choice.

### How do I see beer that is going out of date?

Reports › Stock Expiry Report and Reports › Lot Report list stock by lot with its expiry date, filtered by location and category.

### How do I pay distributors later?

Save the purchase with nothing or part paid and a pay term. Pay later with Add payment on the purchase or Pay on the supplier.