Help / Inventory

Adjust stock and transfer between warehouses

Correct a stock count, record damage, or move stock from one warehouse to another.

Stock is never typed in as a single number. Every change is a line in the item's Stock Ledger, and the current stock is the total of those lines. Sales, purchases and opening stock add lines automatically. You add lines yourself with an adjustment or a transfer.

These tools are on the Stock tab of an item. The tab appears only for products that track inventory. Open the item from the item list and click Stock.

What the Stock tab shows

• Stock by Warehouse - how many are in each warehouse. Stock with no warehouse is shown as "Unassigned".
• Batches / Lots - remaining quantity for each batch number you have recorded, with its expiry date. Dates less than 30 days away are shown in red.
• Stock Ledger - each movement with its date, type, warehouse, batch, quantity, running balance and notes. Increases are green and decreases red.

Adjust stock

Use this after a stock count, or for damaged or lost goods.

1. On the Stock tab, click Adjust Stock.
2. Enter the Quantity (+/-). Use a plus number to add stock and a minus number (such as -5) to reduce it. It cannot be zero.
3. Choose the Warehouse, or leave Default.
4. Optionally add a Unit Cost, a Batch No. and an Expiry Date.
5. Add a Reason / Notes, such as "Damaged" or "Stock count correction".
6. Click Save Adjustment.

You cannot take out more than is there. If you try, you will see a message like "Only 4 in stock at this warehouse; it can't be reduced by 10."

Transfer between warehouses

1. On the Stock tab, click Transfer.
2. Choose the From Warehouse and the To Warehouse. They must be different.
3. Enter the Quantity, which must be more than zero, and optional Notes.
4. Click Save Transfer.

The ledger shows one line taking stock out of the first warehouse and one line adding it to the second. A transfer cannot move more than the source warehouse holds. You will see "Only ... units available at the source warehouse."

Good to know

• You need the edit permission for Inventory to adjust or transfer, and at least two warehouses to transfer.
• Adjustments are the right way to fix quantities. The opening stock on an item cannot be changed once it has been recorded.