Stock Opening

Go to: Inventory → Stock Entry → Stock Opening

A Stock Opening tells ERPX what you already had when you started using it: how much of each item sat in each warehouse, and at what cost rate. It is the starting point of the weighted average for every item, so getting the rates right here matters more than anywhere else.

A Stock Opening must be the earliest stock document for an item in a warehouse. ERPX enforces this in both directions:

A Receipt or GRN cannot be dated before an existing Stock Opening.
A Stock Opening cannot be moved to a date at or after any other approved entry for those items and warehouses.

So post your openings first, before any other transaction.

Header fields

Field	What it means
Number	Auto-generated document number
Posting Date	The date your opening balance is as at — typically the day before go-live
Entry Type	Stock Opening
Purpose	Opening Stock Entry
Warehouse	The destination warehouse receiving the opening stock
Description / Remark	Why / what this opening covers
Currency and Exchange Rate	Currency the rates are expressed in
Fiscal Year	Derived from the posting date

Accounts

Field	Posting
Debit: Stock Assets Account	The inventory asset account receiving the value
Credit: Temporary Account	The temporary opening / equity account the value comes from

The temporary opening account is a bridge. Once all opening balances (stock, receivables, payables, bank) are loaded, its balance should be cleared against opening equity in Financials.

Item rows

Field	What it means
Item	The item being opened. Must be an enabled stock item
UOM	Unit the quantity is expressed in
Conversion Factor	Factor to the item’s stock UOM (1 when using the default UOM)
Quantity	Opening quantity
Basic Rate	Opening cost rate per unit — this seeds the weighted average
Batch Number	Required when the item is batch-tracked
Serial Numbers	Required when the item is serial-tracked, one per unit
Total Amount	Quantity × rate, calculated

Creating a Stock Opening

Open the screen

Navigate to Inventory → Stock Entry → Stock Opening and click New.

Set the posting date

Use the date your physical count was taken — usually the day before you go live. Every later transaction must be dated after this.

Choose the warehouse

Pick the leaf warehouse holding the stock. Create one Stock Opening per warehouse.

Add the item rows

For each item: item, UOM, quantity, and the cost rate. Add batch numbers or serials where the item is tracked.

Check the accounts

Debit the stock asset account, credit the temporary opening account.

Save, then approve

Save keeps it in Draft — nothing has moved yet. Approve writes the Stock Ledger rows, sets the opening balances, and posts the accounting entry.

Importing opening balances

Typing hundreds of opening rows is a waste of a day. Use the CSV import on the Stock Opening screen with the shipped template:


Item Code, UoM, Quantity, Rate, Warehouse
Test-01,   kg,  10,       1,    Burlytex Textile Warehouse
Test-02,   kg,  10,       5,    second warehouse

Import your Warehouses and Items first — the CSV matches on warehouse name and item code, so both must already exist and the items must be Enabled.

Getting the rate right

The opening rate is the cost you carry the stock at. It is the first term of the weighted average, so an error here silently biases every later rate.

Situation	Rate to use
You have the last purchase invoice for the item	That purchase rate
You have a costing from your old system	Its closing valuation rate
Stock came from your own production	Standard or last production cost
No reliable cost exists	Latest supplier quotation — and note it in the remark

Do not enter 0 as a rate just to get the quantity in. A zero rate makes the item’s weighted average zero, so your cost of goods sold on the next delivery is also zero. Fix the rate before approving.

Correcting an opening balance

If the Stock Opening is…	Do this
Draft	Edit it directly
Approved, and nothing else has been posted for those items	Unapprove, correct, approve again
Approved, and transactions exist after it	Post a Stock Reconciliation to fix quantity and/or rate

Moving the posting date of an approved opening is only allowed while it is still earlier than every other entry for those items and warehouses.

Verifying after approval

Check	Where
Quantities per item and warehouse	Stock Balance
Total inventory value	Stock Dashboard, and the inventory line on the Balance Sheet
The opening entry itself	Stock Ledger, filtered to the opening document

Tips

One Stock Opening per warehouse keeps reconciliation manageable.
Count first, enter second. A Stock Opening built from stale figures becomes a Stock Reconciliation next week.
Enter batch manufacturing and expiry dates on opening batches — FIFO ordering depends on them.
Keep the physical count sheets. They are the supporting document for the opening entry.