The invoice and the purchase order finally agree
Buying abroad means an order in your supplier's currency, a customs bill in your own, a rate that moved between ordering and paying, and a landed cost nobody can reconstruct three months later. Stockroom keeps all four on one document.
- Supplier currency on the PO
- Rate frozen when you order
- Landed cost in your own books
One order, two currencies, never blended
A total that quietly mixes euros and dollars is worse than no total. Stockroom refuses to produce one.
- The order is priced in their currency. Each supplier carries the currency they invoice in, and their purchase orders are written in it. Your own currency is never quietly substituted underneath.
- A real rate, pulled nightly. Stockroom fetches the European Central Bank's daily reference rates every night and defaults each order to the rate for its own date. It never makes a live call while you are working.
- Editable while draft, frozen when ordered. Change the rate on a draft if your bank gave you a different one. At mark-as-ordered it freezes, so a rate that moves next month cannot restate a document you already sent.
- Both totals, side by side. The supplier's total in their currency and yours alongside it, on the PO and in the list. Figures across different currencies are reported separately and never added together.
- Customs in your currency, on their order. A shipping or adjustment charge can be in your own currency on a foreign order, so USD goods and an MXN broker's fee sit on one document. It converts for your landed cost, and it never prints on the supplier's copy - the printed total drops it so the rows they read still add up.
- Orders without a rate are disclosed, not guessed. The incoming-value figure on your dashboard excludes any foreign order that has no rate yet and says so underneath, rather than silently understating what you have committed.
What it cost by the time it reached your shelf
The unit price on an import invoice is the smallest part of what you paid.
- Freight, duty and fees on the part. Allocate every charge across the lines by value, quantity, weight or a split you type yourself, and it lands in each item's true cost rather than in a general expense account.
- The rate you actually settled at. Receiving freezes a settlement rate on the receipt and stores your-currency unit and landed costs beside it. Your COGS reads those stored figures and never re-converts, so editing a rate later cannot move history you have already booked.
- Costs reach Shopify converted. A weighted-average cost push from a foreign-currency order converts into your shop currency instead of refusing, so the cost field in Shopify is populated and comparable.
- COGS on FIFO or weighted average. Whichever basis your accountant uses, with a reconciliation line for stock moved outside Stockroom and an honest count of any units it could not cost - never a quietly understated number.
- Margin that accounts for the freight. Because the landed cost is on the item, the margin reporting and the receiving screen show you what you really made, not what the invoice line implied.
Twelve weeks out is a planning problem
Long lead times are what make importing hard. Reorder points that ignore them are just decoration.
- The lead time you actually get. Alongside the lead time your supplier claims, Stockroom works out the one your own receipts prove, plus on-time delivery across the last five dated deliveries.
- Order-by dates, not just reorder points. Knowing an item will cross its reorder point in nine weeks is useless if the boat takes twelve. The suggestion works backwards from the lead time to a date you have to act.
- On the way is a real status. When the supplier says it shipped, mark it on the way with the tracking number, carrier and a revised arrival date - which feeds the countdown and the overdue scan.
- Overdue orders surface themselves. Orders past their expected date, after a two-day grace, are ranked on Home with everything else that needs you. Nobody has to remember to go looking.
- Honest incoming. Click any incoming number and see exactly which purchase orders and in-transit transfers are behind it, with expected dates and outstanding quantities.
Common questions
Where do the exchange rates come from?
The European Central Bank's daily reference rates, pulled once a night. Be clear about what that means: they are reference rates, not the rate your bank gave you, so they are right to within a spread. Any order's rate can be corrected by hand while it is still a draft.
Can I record the rate my bank actually charged?
Yes. Type it on the draft and it becomes that order's rate, then freezes when you mark the order placed. Everything downstream - totals, landed cost, COGS - uses your figure rather than the published one.
What if a charge arrives in a third currency?
That is the current limit, and worth knowing before you rely on it. A charge can be in the order's currency or in your own - exactly those two. A freight invoice in a third currency has to be converted by you before you enter it.
Does my supplier see the customs charges I add?
No, by design. A charge in your own currency does not appear on their PDF, the printed total leaves it out so the rows they read still add up, and it carries no supplier tax - posting a customs broker's fee to your supplier's bill would name the wrong payee.
We have years of foreign orders in Stocky.
Those come across with both figures kept: the price your supplier charged in their currency, and your own cost of record alongside it. Where a historical cost was missing entirely, Stockroom filled it from the reference rate for that receipt's own date and marked it as backfilled, so you can correct any one of them rather than wonder which is which.
Run it on your own catalog
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