Stock Operations

Inventory requisition

Use an Inventory Requisition to request stock already held in a warehouse.

1. Open Procurement → Requisitions → New Requisition → Inventory.
2. Enter the reason, department, and source warehouse.
3. Add products and enter requested quantities.
4. Review unit, cost, tax, total, and note; then submit.
5. Preview and select Send for Approval.

Approval does not itself move stock. Fulfil approved stock through the organization's transfer or issue process.

Transfer stock

1. Open Transfers → New Transfer.
2. Select the source and destination warehouses carefully.
3. Add products and quantities available at the source.
4. Add internal and external notes, then submit.
5. Confirm two linked movements with the same transfer reference: Transfer Out at the source and Transfer In at the destination.

Stock out

Use Stock Out when stock leaves inventory without being sold or transferred.

1. Open Stock Out → New Stock Out.
2. Select the warehouse and the accurate type: Consumption, Disposal, Loss, Theft, Expired, Return to Vendor, Write Off, or Other.
3. Enter a specific reason.
4. Add products and quantities, review the value, and submit.
5. Confirm the negative movement using the Stock Out reference and reason.

Damaged products

1. Open Damaged Products → New Record.
2. Select the warehouse and damaged products.
3. Enter the damaged quantity and a useful note.
4. Review the calculated loss and submit.
5. Confirm a negative Damage movement linked to the damage document.

Do not use Stock Out to hide damage; the damage report depends on the correct workflow.

Physical count adjustment

Use an Adjustment only after a physical count and approval.

1. Open Adjustments → New Adjustment.
2. Select the counted warehouse and product.
3. Enter the total physically counted quantity, not the difference.
4. Add a note explaining the count and approval.
5. Review the calculated loss, gain, and net variance before submitting.
6. Confirm the resulting positive or negative Adjust movement.

Initial stock

Initial Stock establishes an opening balance for a new tracked warehouse or newly introduced stock. It is not a routine correction method.

1. Open Configuration → Initial Stock → New Initial Stock.
2. Select the warehouse and add each opening product.
3. Enter opening quantity and approved unit cost.
4. Review the total value and note, then submit.
5. Confirm the Initial Stock movement and locked opening-stock document.

Inventory sale and return verification

An authorized user may create an Inventory Sale by selecting a warehouse, optional customer, products, quantities, and prices. Confirm the negative Sale movement after saving.

Returns created by the originating sales or cancellation process appear as positive Return movements. Verify them in Movements and the Returns report; do not create an unrelated positive adjustment to imitate a return.

Prepare for New Day

New Day advances the Inventory system date and requires an explanatory note. Before an authorized user proceeds:

1. Finish or hand over incomplete stock work.
2. Confirm physical deliveries have the correct GRN status.
3. Post every approved receipt intended for the closing date.
4. Review purchases, sales, transfers, damage, stock-outs, and adjustments.
5. Reconcile Movements and Stock Valuation.
6. Record unresolved differences and obtain Supervisor authorization.
7. Confirm there are no pending bills or orders that prevent New Day.

Never advance the date merely to correct a document entered on the wrong date. New Day cannot proceed while bills or orders are still pending; complete, cancel, or formally hand them over through the correct workflow first.

Movement signs

Activity	Expected quantity
Purchase, initial stock, transfer in, return	Positive
Sale, damage, stock out, transfer out	Negative
Adjustment	Positive for gain; negative for loss