Inventory and stock

Inventory answers one question: how many of each item are in each warehouse right now? Sales and purchase confirms move those numbers. This guide is for store and accounts together.

Preconditions

• Warehouses created
• Products / raw materials created
• Role can view Inventory (and edit stock / transfers if you adjust)

A. Read the stock list

1. Open Inventory (or Stocks collection).
2. Each row is typically: warehouse + item + qty (+ batch if enabled).
3. Filter by warehouse or search item name.
4. Do not assume the first page is the full stock — use search.

B. Opening stock (migration day)

Covered in Masters setup. Summary:

1. Enter qty per warehouse per item.
2. Use batch numbers if batch tracking is on.
3. Store in-charge signs off top movers.

C. How documents change stock

D. Stock transfer between godowns

Steps

1. Open stock transfers (Inventory / Collections → Stock transfers).
2. Create transfer.
3. Select from warehouse and to warehouse.
4. Add lines: item, qty, batch if needed.
5. Save draft.
6. Physically move goods (or confirm goods already moved).
7. Confirm transfer so both godowns update.

Done when

• Source qty decreased
• Destination qty increased by the same amount

E. Stock movements (audit trail)

Open stock movements when you need history: who received, who issued, which document. Use filters by item and date when investigating a mismatch.

F. Batch tracking

If Settings → Tools has batch tracking on:

1. Enter batch on opening stock and on purchase receipt lines when asked.
2. On sales, pick the batch you are issuing.
3. Never mix unknown batch into tracked items without a written rule.

G. Daily / weekly store checklist

Daily

• After big confirms, spot-check 3 SKUs on screen vs shelf
• No draft transfers left overnight without a reason

Weekly

• Count top 20 movers physically
• Compare to Inventory list
• Raise mismatches to accounts before month-end

H. Investigating a mismatch

1. Note item + warehouse + expected vs system qty.
2. Check recent confirmed sales invoices for that item.
3. Check recent confirmed purchase bills.
4. Check transfers.
5. Check credit notes.
6. Only then consider stock adjustment — with admin approval.

Troubleshooting inventory

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