Understand how stock moves

Stock changes in two ways: automatically when you bill, and manually when you record something that is not a sale or a normal purchase.

What changes stock by itself

• A sales invoice or a Quick Sale takes stock out.
• A posted goods receipt brings stock in. A purchase invoice with no receipt also brings stock in. A purchase invoice billed against a receipt does not move stock again.
• Credit notes and debit notes can reverse or adjust the original movement. Check the stock after a return to be sure.

Manual screens, all under Inventory

Open the menu and go to Inventory. The manual stock screens are Stock Issue, Stock Receive, Stock Transfers and Breakage & Expiry. Stock Journal is under Operations.

Stock Issue: stock going out, not sold

1. Go to Inventory > Stock Issue.
2. Check the Voucher # and Date.
3. Choose a Reason: Sample, Internal Use, Donation, Damaged / Write-off or Other.
4. Choose the Expense Account (where the cost goes, for example Marketing) and the Inventory Asset Account. Both are required.
5. Add the items and quantities. You cannot issue more than the stock on hand. If you try, you see Insufficient stock.
6. Add Notes for the audit trail. Tap Save Stock Issue.

Stock Receive: stock coming in, not bought

1. Go to Inventory > Stock Receive.
2. Choose a Source: Gift, Opening Balance Correction, Found or Other.
3. Choose the accounts, add the items, quantities and cost, and tap Save Stock Receive.

Both screens record the movement as non-taxable. Do not use them for ordinary purchases. Use Purchase order → goods receipt → purchase invoice.

Stock Transfers: between your locations

You need at least two locations first. Add them under Operations > Locations.

1. Go to Inventory > Stock Transfers and tap New Transfer.
2. Under Transfer Details, choose From Location and To Location. They must be different. Add the Vehicle No. and Transporter if you want them recorded.
3. Add the items and quantities. You cannot send more than the available stock at the source.
4. Tap Save Draft to keep it, or Dispatch to send it. A transfer can be edited only before it is dispatched.
5. After dispatch, the stock is held in transit. The list shows the Value in transit.
6. At the other location, go to Stock Transfers, tap the ⋯ menu on the transfer and choose Receive. The Receive Transfer screen shows what was Dispatched.
7. Enter what you actually Received for each line. If something is Short, you must type a reason of at least 5 characters. A company can block very large shortages, in which case you are asked to recount.
8. Tap Confirm Receipt. A shortage is booked as a loss.

To cancel a transfer that has not been received, use Cancel in the same ⋯ menu. The reserved stock goes back to the source location.

Stock Journal: change stock without a sale or purchase

1. Go to Operations > Stock Journal.
2. In Source, add the products that go down. In Destination, add the products that go up. Use Add Row for more lines. Fill Qty and Rate.
3. The total value of Source and Destination must be equal. Otherwise you see Value mismatch.
4. Tap Post Stock Journal. A message says Inventory quantities updated with no P&L impact.

Use it for conversions such as splitting a bulk pack into smaller packs.

Damaged or expired goods

Use Inventory > Breakage & Expiry to record goods lost to breakage or expiry.

Fix a count that does not match

See Fix a stock mismatch with an audit. Use Inventory > Stock Audit.