First Time Setup

Bookkeep Inventory settings live in Purchase Orders → Settings. Three tabs are always there: General, Landed cost fees, and Printouts. This guide does not focus on migrating from Stocky, as it is covered in this guide.

Summary

1. Create/Import suppliers.
2. Set a starting PO number and your cost push method under General.
3. Define your fee types under Landed cost fees.
4. Run an import to seed your opening costs.
5. Build your first purchase order.

Suppliers

Every purchase order names a supplier, so create them first. You can manually create suppliers in line with your PO workflow; or, if you'd like to create them in advance, fg to Suppliers and add them by hand or upload a CSV.

The only required column is Name. Matching is exact and case-sensitive, so Agron and agron become two suppliers.

Fields under Business that change how POs behave:

• Currency: sets the currency of every PO raised against this supplier. Read Currencies before you fill it in. In the CSV, base means your shop's currency.
• Payment terms and PO notes template: copied onto each new PO for this supplier.
• Forecast suggestion period (days): the window used for suggested order quantities. Forecasting is in beta.

Starting PO number. Bookkeep numbers purchase orders from here. You cannot create a purchase order until it is set. We recommend using a starting number distinct from those generated from other systems you might use (POS, ERP, etc.) Note: it cannot be changed from this screen once saved (though you can request a change by emailing Bookkeep Support).

Shopify cost push on receipt. The cost written to Shopify's cost per item when a receipt syncs: Weighted average cost (WAC), the default, or Last cost received. It applies to future receipt syncs only. A manual push from a PO line always sends the current WAC. Choose Your Cost Tracking Method explains the difference.

Landed cost fees

Click Add fee type for each charge that should become part of item cost: freight, duty, brokerage, a supplier discount. Each type takes a Name, a Kind of Fee or Discount, and a default Allocation method of By value or By quantity. Clear Active to retire a type without removing it from past receipts.

Charges that should stay out of item cost, like a credit card surcharge or a box of testers, need no fee type. They go on the receipt as additional fees. See Configure Fees and Discounts.

Seed your opening costs.

Skip this and WAC starts at your first Bookkeep receipt. Stocky users upload the variant CSV under Stocky import, see Migrating from Stocky to Bookkeep Inventory. Everyone else, send us a CSV of Shopify variant IDs and average costs and we load it for you.

Printouts

Printed note. Prints on every purchase order regardless of status.

Bill to and Ship to. Prefilled with your shop's address. Edit either block to change what prints, or click Use default to go back. The Ship to override applies to every purchase order.

Logo. PNG or JPEG, 5 MB or smaller.

Currencies

Every purchase order is in your shop's currency. Bookkeep does not convert, so suppliers who invoice in another currency get their costs converted before the PO is built. Currencies covers supplier setup, landed cost fees, seeding opening costs, and shops in two currencies.