Overview
Fresh protein, dairy, and liquids lose moisture during transport. If you dispatch 100 kg of boneless beef, your customer might receive only 98 kg. That 2 kg gap costs your business real money — and without tracking it, you can’t control it.
StoreHarmony solves this by letting you confirm the actual delivered weight before the sale is finalised. The invoice waits in a “dispatched” state until someone enters the confirmed weight — and only then does it become a completed sale, with the correct billable amount.
Customer Delivery Flow
- Create the invoice — regular B2B invoicing screen. Nothing happens to inventory yet.
- Dispatch the goods — assign a rider, click Dispatch. Stock is deducted now (using FEFO/FIFO batch ordering).
- Confirm the delivered weight — rider or back-office enters actual weight from Sales → Pending delivery confirmations. System recalculates variance and billable amount instantly.
- Post to sale — finalises at the confirmed weight. Customer is billed for what they received, not what was dispatched.
- Send a top-up (optional) — if the customer insists on the full ordered quantity, send the difference at your cost.
info Key Point
Stock is deducted at dispatch time, not when the sale is finalised. The variance entry records the transit loss — your inventory already shows the correct levels.
Store-to-Store Transfers
When transferring between your own stores, the receiving store posts only what physically arrived.
- Source store dispatches → stock deducted, transfer enters quarantine (in transit)
- Receiving store weighs and enters actual received quantity
- The difference is enterprise-level transit loss, recorded on the transfer document
- Inter-store payable is based on received weight, not dispatched weight
warn Warning
Posting the dispatched quantity instead of the received quantity creates phantom stock — inventory that exists in the system but not on the shelf.
Returns with Weight Loss
The same problem happens in reverse. Customer returns 5 kg but you receive only 3.5 kg. The customer is credited for the full return; your inventory gets only the actual weighed amount.
Product Deduction Strategy
Products declare their own deduction strategy once at creation. Every sale, transfer, and write-off follows it automatically.
| Strategy | Use For | How It Works |
|---|---|---|
| FEFO | Perishables (meat, dairy, fish) | First Expired, First Out — batch closest to expiry is taken first |
| FIFO | Everything else (default) | First In, First Out — oldest batch is taken first |
Staff never choose FIFO or FEFO at sale time — the product itself declares its strategy.
Reporting
Three reports help track, measure, and reduce transit losses:
- Transit variance report — every delivery or transfer with weight loss, date, customer, product, rider, and financial impact
- Variance by rider — groups losses by delivery staff to identify handling issues
- Variance by product — shows which products lose the most weight to guide packaging decisions
All reports are filterable by date range, exportable to Excel, and printable.
Best Practices
- Invest in insulated packaging — reduces fluid loss by 50–60%
- Use cold chain vehicles for routes longer than 30 minutes
- Weigh at both dispatch and receipt
- Review variance reports weekly and set acceptable loss thresholds per product
- Train riders on proper handling, stacking, and avoiding direct sunlight