The Stock Transactions screen is great for managing your stock levels and keeping track of various item transactions, for example buying new stock or writing items off. These can be created manually or recorded automatically when adding stock to Unavailable Items.
This guide will take you through the stock transaction process, where you can find your stock transaction history and create your transactions.
View/Edit stock transactions
To view and manage your stock transactions, open a product page, select a Stock Item and then click on the Stock Transactions tab.
Here you will see a list of all the transactions for this particular stock item. One is created automatically as the item is created. Others are created manually as you adjust the stock level yourself.
In the Stock Transactions tab you’ll be able to see the information below
Source
The user who processed the transaction
Type
Opening (Automatic)
When you first add your stock levels to the system an opening balance transaction will be automatically created
Buy (Increase)
Use the Buy transaction to manually increase stock levels when items are purchased, whether through a purchase order or other means. Note: this transaction is automatically created when items are received via a purchase order.
This method is intended for bulk items that are regularly purchased over time. For serialized items, manual buying is typically unnecessary, as the initial quantity is recorded through the Opening Balance, which is automatically generated.
Find (increase)
A Find is a manual stock transaction used when more items are physically found in stock than what is recorded in the system. This adjustment increases the held stock quantity in ERP Go to reflect the actual inventory on hand.
Write Off (decrease)
A Write-Off is a manual stock transaction used when the physical stock count is lower than what is recorded in the system. This adjustment reduces the held stock quantity in ERP Go to reflect the actual inventory on hand.
Make (increase)
Use a Manual Transaction when stock is physically created or assembled in-house, rather than purchased from a supplier. This adjustment increases the held stock quantity in ERP Go to reflect the newly available inventory.
System
Yes
Automatically generated transactions, such as the opening balance
No
Any transaction you or any other user processes through Add Transaction
Quantity
Quantity change per transaction. Each stock transaction reflects a change in quantity. If the transaction type increases stock, the quantity entered will be treated as a positive value. If it decreases stock, the system will automatically treat the quantity as negative, the user does not need to manually enter a minus sign.
Clicking on the date of a stock transaction will give you more details about that transaction, so you can edit or see more information in the Description field.
Add manual stock transactions
Manual stock transactions are very useful when you need to change the stock levels for a stock item, after a stock take or purchasing bulk items for example. To get started, click the Add Transaction button and the below form will appear.
Simply choose the Type of transaction from the list of options, which are the same as what appear in the table previously seen. If purchasing bulk items, then Buy would make sense or if you have done a stock take then Find could be used for adding more stock or Write Off for reducing the quantity.
The Quantity will adjust the stock by the number you enter here, Date and Description are mandatory and for your own reference to simply let you make notes and date the transaction.
Note: if you are creating a transaction for a serialised asset then you will not be able to process it if the Quantity Held would become greater than 1 (as there can only be 1 unique serialised asset)
Bulk and Serialised stock transactions
Bulk items will naturally have more information in the Stock Transactions screen as there can only be 1 unique serialised item whereas for a bulk item there can be as many as you want. Over time this will show through various events like write offs, buying, losses and finding them again.
