Scan a Parts Supplier Receipt to Auto-Enter the Purchase and Update Your Cost of Goods
You just left the wholesaler with a TXV, a filter-drier, and two pounds of R-410A for a job you're heading to next. The R-Pro field app scans that supplier receipt right there in the truck and reads the line items, totals, and tax — and the office ERP turns it into a logged purchase that updates your cost of goods, supplier ledger, and net profit automatically.
On-Site: Scan the Receipt the Moment You Get It
- Snap the paper receipt or invoice from the parts counter with the field app — it reads vendor name, date, each line item (part number, qty, unit price), subtotal, and tax instead of you typing it later from a crumpled slip.
- Capture it while it's fresh in the parking lot: refrigerant by the pound, a compressor, contactors, capacitors, copper, fittings — the details a tech actually buys mid-job don't get lost or forgotten by end of day.
- Attach the purchase to the customer or job you're working, so a $40 dual-run capacitor and the R-410A top-off are tied to the exact call they belong to.
- Works fully offline — scan at a rural site or a basement mechanical room with no signal, and it holds until you're back in range. No lost receipts because the bay had no bars.
In the Office: The Purchase Lands in Your Books Automatically
- The scanned receipt becomes a logged purchase in the ERP — entered against the right supplier, with line items and the tax amount the counter charged you, no re-keying.
- Cost of goods updates from those line items, so your accounting shows real material cost against the job's revenue and your net profit is honest, not a guess.
- The supplier ledger tracks what you've bought from that wholesaler over time — useful for spotting price creep on R-410A or negotiating terms when you see the running total.
- Parts that flow into inventory adjust your on-hand counts, so the contactor you just bought is reflected before it goes on the next truck stock list.
- Tax is captured with your own country's setup — set the name and rate (VAT, GST, sales tax) once, and purchase tax is recorded correctly for your books.
Why It Connects: One Scan, No Double Entry
- The receipt you scanned in the field is the same record your office accounting uses — you don't buy parts on-site, then re-type the invoice at a desk that night.
- Job-attached purchases roll straight into job costing: revenue from the invoice minus the scanned material cost gives you per-job profit without a spreadsheet.
- New supplier on the receipt? It can be created from the scan, so the vendor exists in your records the first time you buy from them — no separate setup step.
- Field and office stay in sync on one subscription in 10 languages, so the purchase a tech scans this morning is in the owner's cost-of-goods report this afternoon.
Two tools, one workflow — from the parts counter to your books
R-Pro is a field app and an office ERP working as equals: scan supplier receipts and diagnose faults on site, then run purchases, cost of goods, inventory, and tax invoices in the office — both in 10 languages on one subscription, with field work flowing into your accounting automatically.
Get R-Pro →FAQ
What does the scan actually pull off a parts receipt?
It reads the vendor, date, line items (part number, quantity, unit price), the subtotal, and the tax. You review the fields before saving, so a smudged number or a handwritten add-on gets corrected in seconds instead of typed from scratch.
Will the purchase update my cost of goods, or just store the receipt?
It does both. The scanned line items post as a logged purchase in the ERP, and those material costs feed your cost of goods and net profit — so the receipt isn't just filed, it actually moves your books.
Can I tie the parts I buy to a specific job?
Yes. Attach the purchase to the customer or job you're on, and the material cost lands in that job's costing. Your per-job profit reflects the real refrigerant and parts you bought for it.
What if the supplier isn't in my system yet?
You can create the supplier from the scanned receipt, so a first-time wholesaler is recorded the moment you log the purchase — no need to set them up separately before you can save.