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Stock, warehouses and transfers
Stock tells you how much of each product is left, and where. It goes up when a purchase order is received, down with every sale, and is corrected by an adjustment with a reason.
Warehouses
A warehouse is a place where goods are kept: the shop floor, a store room, a depot. Every shop has a main warehouse from the moment it is created.
- A single warehouse: the application selects it by itself everywhere, you have nothing to choose.
- Several warehouses: each sale and each stock entry states the warehouse concerned. Create a second one only if your stock is really kept in several places.
In the Stock menu, Add a warehouse creates a warehouse (name required, location optional). Rename changes its name. A warehouse can only be deleted if it is empty, and the main warehouse is never deleted. The number of warehouses depends on your plan.
Viewing stock
View stock opens the contents of a warehouse: available quantity of each product, value at purchase price, value at selling price, and the number of products with low stock. A product is flagged “low” below 10 units. The Filter by stock level filter isolates low stocks to prepare an order.
How stock comes in
There are three possible entries, and only one is the normal route.
| Route | When to use it |
|---|---|
| Delivered purchase order | The normal route for restocking. Marking an order “delivered” adds its quantities to the receiving warehouse and keeps track of the supplier, the price and the payment. See Suppliers and purchase orders. |
| Starting quantity | When creating a product, to declare what is already on the shelf. |
| Adjustment | To correct: stock count, breakage, loss, return. Reserved for the primary administrator. |
Adjusting stock
In a warehouse, the Adjust stock button opens the list of products with, for each, a quantity to enter: positive to add, negative to remove. Lines left at 0 are ignored.
A reason is required:
- Stock count: the count does not match the stock shown;
- Opening stock: setting up the starting stock;
- Breakage / loss / expired;
- Return or gift;
- Other (explain), with a detail to write.
Stock cannot become negative: removing more than what is left is refused and nothing is recorded. Every adjustment is kept in the stock history, with its author and reason.
An adjustment records no supplier, no price and no payment. For a real delivery, use a purchase order: otherwise the cash and the supplier debts will not be up to date.
Transferring stock
Between two warehouses
You need at least two warehouses. From a warehouse, Transfer from this warehouse: choose the destination warehouse, enter the quantities, add a note if needed, then Confirm transfer. The shop's total stock does not change, only its distribution. A quantity above what is available is refused, and in that case nothing is transferred.
To another of your shops
If your account manages several shops, Transfer to another shop sends the goods to a warehouse of the other shop. The quantity goes to the product with the same name; if it does not exist there, it is created with the same prices. This is neither a sale nor a cash movement.
Rights required
| Action | Right |
|---|---|
| View stock | All users |
| Create, rename, delete a warehouse | Manage warehouses (create, rename, delete) |
| Transfer | Transfer stock between warehouses |
| Bring in a delivery | Supplier purchase orders (create, deliver = add to stock) |
| Adjust | Primary administrator only |
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