A delivery arrives with an invoice listing twenty products, and until now you had to type all twenty in. Upload the invoice instead. Intecrop reads it, works out which of your chemicals each line is for, and hands you the form already filled in. You check it and save.
The prices matter more than they look. A receipt without a price adds stock without adding any money to the average, so a cost report built on unpriced receipts comes out at zero. The prices are printed on the invoice you are holding — this is how they get in.
Open the form
On the Chemicals page, choose Capture several records. Pick the record type first — Purchase / receipt or Correction — because everything below it follows from that: a stock take has no invoice to read and no price to pay. The upload panel sits under it.
It takes a PDF or a photograph — .pdf, .jpg, .png or .webp — up to
10 MB. A phone photo of the paper works; a clear, straight one works better.
Choose the store first, if you have more than one
If your farm has one store, it is already chosen and you will not see the field.
If you have several, pick the one the delivery went to before you upload. A delivery goes to one place, and the store is what tells Intecrop which of your chemicals to match the invoice against — the same product can be stocked in two of your stores, and it cannot guess which one you meant.
Read the invoice
Press Read from invoice and wait a few seconds. When it comes back, the form is filled in.
If the file held several invoices, they all come onto the same form. Suppliers often send a month's invoices as a single PDF, and one reading covers the lot — you check them together and save once.
Two invoices in one file can be identical apart from their number: the same product, quantity and price, delivered twice. Those are two deliveries and both are captured. Do not delete one as a duplicate.
Each invoice gets its own block on the form, headed by its date and a
description made of the supplier's name and invoice number — for example
Nulandis — INV 88213. Under the header sit that invoice's rows: the chemical,
the quantity, the unit and the price.
The date and description belong to the block, so you write them once no matter how many rows the delivery has. Every record still keeps its own copy, and the description is what ties a delivery's rows together afterwards.
So a file holding three invoices gives you three blocks on one form, and you save the lot in one go.
Under each row you will see the product text exactly as the invoice printed it, so you can check the match against the paper without going back to it.
Delivery charges, levies, VAT lines and totals are left out. They are not stock.
Check every row before you save
Nothing is saved until you press Save, and there are three things worth a second look.
Quantities are what entered the store, not the number of packs. A line
reading 4 × 20 ℓ is 80 litres. Each row also carries its own unit, so
12 × 500 mℓ of a product you hold in litres is captured as 6 000 mℓ and
converted for you — no arithmetic in your head.
Prices exclude VAT, and the price on a row is the total for that line, not a price per litre. Suppliers differ on what the "unit price" column means — some print the price of a container, some the price of a litre — so where a line shows no total to check against, the price is left blank rather than guessed at. A blank price is safe; a wrong one is not. Type it in from the invoice.
Check the product on every row, not just the numbers. The reading matches each line to one of your chemicals by name, and a wrong match is the one mistake you will not spot later — the quantity and price will look perfectly ordinary against the wrong product. The invoice's own text sits under the select box for exactly this. A product you have never bought before comes back with the select empty, which is correct; it is not a sign the reading failed.
Rows marked in orange want attention. A note under the row says what it is: the pack arithmetic on the invoice does not add up, a number could not be read, the unit does not suit the chemical, or the invoice is not in Rands. None of these stop you saving — invoices themselves are often inconsistent, with discount lines and part-deliveries — but each one is a number worth checking.
Lines it could not place
A line with no chemical against it comes back with the select box empty. Choose the right chemical yourself, or delete the row.
If the product is one Intecrop knows but your store has never stocked, the row offers Add to store. Press it and the chemical is created, selected on that row, and the invoice's own line becomes its first record.
Press it once, not once per row. If the same product appears on several of the invoices in the file, one press adds it to the store and fills it in on all of them.
If the product is not in Intecrop at all, it is listed under the form, with the invoice it came off, and cannot be captured here. Ask for it to be added — the New product form reads the label off a photo and sends the request. Delete the row, save the rest, and come back for that line once the product exists. See Where products come from.
Typing a delivery in by hand
You do not need an invoice to use this form. Add item adds a row to the delivery it sits under, so a twenty-line delivery is one date and one description followed by twenty rows. Add invoice starts a fresh block with an empty header, for a second document on the same form.
A Correction works the same way: one date and one description — "Stock take, March" — over as many counted rows as you need.
Limits worth knowing
- Twenty readings per farm per day. Reading a document is a paid call to an outside service, so it is capped. A file holding six invoices is one reading, not six. If you meet the limit, capture the rest by hand or carry on tomorrow.
- Receipts only. There is no upload on a Correction — a stock take is something you counted, not something a supplier sent you.
- The invoice is not kept. It is read and discarded. Only the records you save remain.
- Check it. The reading is good but it is not a guarantee, and a wrong quantity or price is invisible afterwards. A price is not just a number on one record: cost reports replay the whole history, so a wrong one moves the cost of everything applied after it. See How chemical costs are worked out.
A date from a past season is fine
Capture the date the invoice carries, whatever season you are looking at. A stock record is dated by its document, and the season selector does not decide what you may enter. A receipt dated in March shows up in March's season statement, which is where it belongs.
Dates in the future are still refused, and so is a year that is obviously mistyped.