Stock Entry — Issue
Go to: Inventory → Stock Entry → New → Entry Type: Issue
An Issue-type Stock Entry takes stock out of a warehouse when there is no customer document behind it. If you are shipping to a customer against a Sales Order or Letter of Credit, use a Delivery Note instead.
When to use it
| Use an Issue Stock Entry for… | Use something else for… |
|---|---|
| Materials consumed internally | Customer shipments → Delivery Note |
| Scrap, damage, and spoilage write-offs | Moving to another warehouse → Stock Transfer |
| Samples given away | A count shortage → Stock Reconciliation |
| Expired batches removed from stock | Production consumption → Manufacturing Entry |
| Stock issued to a project or department |
Purposes available
| Purpose | Use for |
|---|---|
| Material Issue | General internal consumption |
| Sales Issue | Goods out for a sale handled outside a Delivery Note |
| Delivery Note | Set automatically by the Delivery Note flow |
| Scrap Issue | Scrap, damage, spoilage, expiry write-offs |
| Work in Progress | Material moved into production |
Header fields
| Field | What it means |
|---|---|
| Number | Auto-generated document number |
| Posting Date | Date the stock left. Cannot be changed once approved |
| Entry Type | Issue |
| Purpose | One of the purposes above |
| Warehouse | Source warehouse — where the stock leaves from |
| Description / Remark | Why. On a write-off this is your audit trail |
| Currency / Exchange Rate | Organization currency by default |
| Project | Optional accounting dimension |
Accounts
| Field | Posting |
|---|---|
| Debit: Stock Adjustment Account | Expense or adjustment account taking the cost |
| Credit: Stock Assets Account | Inventory asset account being reduced |
Note the direction is the mirror image of a Receipt.
Item rows
| Field | What it means |
|---|---|
| Item | The item being issued |
| UOM | Unit you are issuing in |
| Conversion Factor | Factor to the item’s stock UOM |
| Quantity | Quantity issued |
| Rate | Derived — the current global weighted-average rate. Not entered by you |
| Batch | For batch-tracked items: FIFO by default, or pin a specific batch |
| Serial Numbers | For serial-tracked items: select the exact units leaving |
You do not price an issue. Outgoing stock is always valued at the item’s current global weighted-average rate, so the cost that hits your P&L is the cost you are actually carrying. See Stock Valuation.
Batch and serial selection
| Item type | What happens on the row |
|---|---|
| Plain item | Nothing extra — just quantity |
| Batch-tracked | ERPX allocates batches FIFO by manufacturing date. You can instead pin one specific batch, or type a multi-batch split |
| Serial-tracked | You must select one serial per unit. Approval is blocked otherwise |
A pinned batch selection survives approval — ERPX will not silently re-run FIFO over it. Leaving the selection empty means “allocate FIFO for me”, which is re-evaluated at approval against what is actually available.
Creating an Issue
Open a new Stock Entry
Navigate to Inventory → Stock Entry and click New.
Choose Entry Type: Issue
Then pick the Purpose — this is what tells a reviewer whether it was consumption, scrap, or a sample.
Set the posting date and source warehouse
The Warehouse field is the source. Only leaf warehouses are selectable.
Add the item rows
Item, UOM, and quantity. Select batches or serials where required. The rate fills itself in.
Set the accounts
Debit the adjustment/expense account, credit stock assets.
Save, then approve
Nothing leaves stock until Approve.
Validations you will meet
| Message / behaviour | Why |
|---|---|
| Insufficient stock at the posting date | The source warehouse does not hold the quantity as at that date |
| Would push stock negative before the next receipt | Allowing it would make a later balance negative even though today’s balance looks fine |
| “Serial Numbers Required!” | A serial-tracked row has no serials selected |
| Reorder level warning or block | The issue would breach a configured reorder level |
| “Posting date cannot be changed for this stock entry type” | Issue dates are fixed once posted — cancel and re-enter instead |
What approval does
Correcting an Issue
Because the posting date is locked after approval, correction is by reversal:
| Problem | Fix |
|---|---|
| Wrong quantity or item, still Draft | Edit the document |
| Wrong quantity or item, Approved | Cancel it, then post a fresh Issue |
| Stock should never have left | Post a Receipt with purpose Return Receipt |
| It was really a warehouse move | Cancel and post a Stock Transfer |
Tips
- Fill in Description / Remark on every write-off. This is the field auditors read.
- Use Scrap Issue rather than Material Issue for damage — it keeps write-offs separable in reporting.
- Do not use an Issue to move stock between warehouses; a transfer preserves total value and needs one document, not two.
- For expiring batches, pin the specific batch rather than relying on FIFO, so the write-off is unambiguous.