Stock & Warehouses

Stock is never typed in; it is the sum of postings. Purchases add, sales subtract, and the stock vouchers - Adjustment, Transfer, Write-Off, Production Run - handle everything in between. Warehouses split that total by place: godown, shop floor, van, a construction site's store, or a channel partner's stock point.

Where it is in the app

POS page: Vouchers > Stock Adjustment, Stock Transfer, Production Run; Master > More > Warehouses; Master > Bulk Changes > Stock Update; stock reports under Reports > Stock. Jewellery has Opening Stock; construction issues indents to the site store.

How stock moves

flowchart TD
    OP[Opening stock / Stock Update] --> SP[(Stock movements)]
    PU[Purchase · GRN] --> SP
    SA[Sale · Challan] --> SP
    RT[Returns] --> SP
    ADJ[Stock Adjustment
count · damage · reason] --> SP
    WO[Stock Write-Off] --> SP
    TR[Stock Transfer
from warehouse to warehouse] --> SP
    RF[Production Run
consume raw · produce finished] --> SP
    IS[Issue to Site
construction indent] --> SP
    SP --> LIVE[(Live stock
by item and by batch)]
    LIVE --> R[Stock List · Value · Register · Warehouse Stock
Reorder · Zero · Negative]

One posting table, many voucher types; the live-stock tables are just its running totals.

Stock vouchers

Voucher	What it does
Stock Adjustment	Add or remove quantity with a reason (physical count, damage, sample, theft). Batch-aware.
Stock Write-Off	Remove stock at cost and report it as a loss (spoilage, expiry).
Stock Transfer	Move between warehouses, or to a branch / channel partner; the Stock Transfer Register lists them.
Production Run	Consume raw materials, produce finished goods, cost the output from the inputs. See Raw Materials & Production.
Stock Update (bulk)	Set opening or counted stock for many variants at once.

Warehouses

Create warehouses under Master; every stock posting carries one. The counter uses the default; transfers and purchases pick one. Special cases: a construction project owns a site warehouse created with it, and a channel stock point (stockist, distributor) is a party ledger with a warehouse - a dispatch to it is a mirrored sale in your book and purchase in theirs, with per-book voucher numbering.

Negative stock

Whether a sale may take stock below zero is a setting. The Negative Stock report lists variants that have, so a count can fix them.

Why doesn’t my stock match?

flowchart TD
    A[Counted stock differs from the app] --> B{Everything entered?}
    B -->|purchases pending| C[Enter the missing purchase bills]
    B -->|yes| D{Sold without billing?}
    D -->|yes| E[Bill it, or pass a Stock Adjustment with a reason]
    D -->|no| F{Damage, expiry or theft?}
    F -->|yes| G[Stock Write-Off at cost]
    F -->|no| H{Moved to another warehouse or van?}
    H -->|yes| I[Stock Transfer, not an adjustment]
    H -->|no| J[Physical count · Stock Update to the counted figure]
    C & E & G & I & J --> K[Stock Register shows every movement since]
    K --> L[Negative Stock report should now be empty]

Every fix here is a voucher with a reason, so next month the same question has an answer instead of a guess.

Settings & permissions

Settings > Product - stock maintenance on/off, allow negative stock, default warehouse. Permission: stock adjustment; purchase for transfers in some flows.

Reports

Stock List, Stock Register (movement per item), Stock Value, Stock Valuation, Stock Vouchers, Stock Write-Off, Reorder Stock Report, Size x Colour Stock, Warehouse Stock, Stock Transfer Register, Van Settlement, Zero Stock, Negative Stock.