4 · Shipments and Intake — Getting Stock Into the App

Stock enters the app one of three ways:

Situation	Use
A new container from the factory	Shipments → + Shipment intake with the supplier packing list (xlsx) — New shipment — on the water
Bikes we already have that aren’t in the app (older stock, Cruise)	Shipment intake with any spreadsheet that has a VIN column — Stock already on hand
A single bike	Stock → + Add unit

Shipment intake

1. Go to Shipments → + Shipment intake (or Import on the Stock page).
2. Drop the xlsx onto the box, or click to choose it. You can also paste rows copied from a spreadsheet and click Read pasted rows.
3. The app reads the sheet and tells you how many units it found and whether it looks like a supplier packing list.
4. Map supplier names — the factory uses its own model names and paint codes. Match any the app doesn’t recognise to our model and colour once; it remembers them (admins can edit these under Settings → Supplier codes). If you’re not sure what a code is, ask Bodhi — don’t guess.
5. Choose:
   • New shipment — on the water: enter the shipment reference (e.g. 2026005), vessel/container and ETA. Units go in as Available · On the water, so they can be allocated to orders straight away.
   • Stock already on hand: choose where the bikes are now.
6. Check the Summary. Rows with a problem (bad VIN, duplicate, unknown colour) are highlighted — the Import button stays greyed out until they’re fixed.
7. Click Import N units.

Batteries and parts in a container

On the shipment’s page, under Batteries & parts in this container, click Edit and enter the quantities. They land in stock when the container is marked arrived. (The items must exist on the Batteries & parts page first.)

When the container is unpacked

1. Open the shipment (Shipments → click it).
2. Click Mark arrived.
3. Choose where it was unpacked (normally Rockdale 3PL) and confirm.

Every bike still on the water from that shipment — and its batteries/parts — moves into stock at that location, with the date in each bike’s movement log.

The shipment page

• What’s in it — model × colour breakdown, how many are already allocated to orders, and the cost per unit.
• Set costs — enter the landed cost per moped for each model (AUD ex GST: factory price + freight, duty, clearance and local delivery). It applies to every bike of that model in the shipment and feeds Stock at cost on the dashboard. Leave a model blank to keep what it has.
• View units — opens the Stock page showing just this shipment’s bikes (useful as the VIN list for the RAV batch — then Export CSV).
• Edit details — ETA, vessel, container number.

Undoing a wrong import (admin only)

If a packing list was imported wrongly (wrong file, wrong shipment number), an admin can open the shipment and click Delete, type the shipment reference to confirm, then import it again. It removes the shipment and all its bikes with their history, so it only works while none of its bikes have been allocated, picked, moved or sold.

Related SOP: Receiving a New Shipment.