Stock Transactions
Go to: Inventory → Stock Entry / Stock Transfer / Stock Reconciliation
Stock transactions are the documents that actually move quantity. Everything else in Inventory either sets them up (masters) or reports on them (ledgers).
They all share the same shape: a header (type, purpose, posting date, warehouses, accounts) and item rows (item, UOM, quantity, rate). And they all share the same rule: nothing moves until the document is Approved.
The entry types
Internally every stock document has an Entry Type and a Purpose. The Entry Type decides the direction of the movement; the Purpose describes why:
| Entry Type | Direction | Purposes available |
|---|---|---|
| Stock Opening | In | Opening Stock Entry |
| Receipt | In | Material Receipt, Purchase Receipt, Goods Received Note, Return Receipt, Finished Goods Receipt, By-Item Receipt |
| Issue | Out | Material Issue, Sales Issue, Delivery Note, Scrap Issue, Work in Progress |
| Transfer | Move | Warehouse Transfer, Manufacturing Transfer |
| Stock Reconcilation | Adjust | Stock Adjustment Positive, Stock Adjustment Negative |
| Manufacturing | In / Out | Manufacturing |
| Send To Subcontractor | Move | Send to Subcontractor |
| Subcontracting Receipt | In | Subcontracting Receipt |
| Reserve | Neither | Blocked Stock, Reserved Stock |
You do not always pick these by hand. A GRN creates a Receipt entry with purpose Goods Received Note; a Delivery Note creates an Issue entry with purpose Delivery Note; a Manufacturing Entry creates a Manufacturing entry. The screens under Stock Entry are for movements that do not come from a purchase or sales document.
Which document do I use?
| I need to… | Use |
|---|---|
| Load the balances I am starting the system with | Stock Opening |
| Bring in stock that is not from a Purchase Order | Stock Entry — Receipt |
| Consume, scrap, or write off stock | Stock Entry — Issue |
| Move stock between two warehouses | Stock Transfer |
| Correct system stock to match a physical count | Stock Reconciliation |
| Receive against a Purchase Order | Goods Received Note |
| Dispatch against a Sales Order or LC | Delivery Note |
| Add freight or duty into item cost | Landed Cost Voucher |
Where each document sits in the flow
The common lifecycle
| Stage | What has happened |
|---|---|
| Draft | Being prepared. No stock moved, no accounting posted |
| Pending | Waiting for an approver. Still no stock movement |
| Approved | Stock Ledger rows written, balances updated, accounting posted |
| Cancelled | Postings reversed; the document stays for audit |
The Inventory overview page groups your work by this lifecycle — To Assign, To Do, and To Approve tiles per document type, with counts.
Rules that apply to all of them
| Rule | Detail |
|---|---|
| Group warehouses are not selectable | Only leaf warehouses appear in dropdowns |
| Stock cannot go negative | Outward documents validate available stock at the posting date, and that the entry will not push stock negative before the next receipt |
| Batch / serial identity is mandatory | If the item is tracked, the line needs a batch or serials on both inward and outward sides |
| Posting dates are constrained | See the table in Stock Valuation |
| Reorder levels are enforced on outward movement | Warn or block per your Reorder Rules |
| Accounts are required | Each type posts to a specific debit/credit pair |
Browse the transaction types
Load your starting balances and rates. Must be the earliest stock document for an item in a warehouse.
Bring stock in without a Purchase Order: found stock, samples, customer returns, internal production.
Take stock out without a Sales Order: consumption, scrap, write-offs, internal use.
Move stock between warehouses, including moving or unpacking physical packings.
Correct system quantity and valuation rate to match a physical count.
Tips
- Use the Purpose field honestly. It is the fastest way to explain a movement six months later, and the Stock Ledger report shows it.
- Fill the Description / Remark on any adjustment. Reconciliations and issues without a reason are the hardest things to audit.
- Prefer a Stock Transfer over an Issue-plus-Receipt pair. The transfer keeps one document and one audit trail.
- Import your opening balances rather than typing them — a CSV template ships for Stock Opening.