Recording stock in and stock out manually

Movements is the running record of every change to your stock. Most arriving stock is recorded for you when a delivery is recorded against a purchase order.

Record a movement by hand when no purchase order covers the change, such as goods issued to production, items used internally, samples sent out or an opening balance entered for the first time.

Record a stock-out

1. Open Inventory.
2. Open Movements.
3. Select New Movement at the top right of the page. On a narrow screen, it reads Add.
4. Select Stock Out.
5. Optionally choose a Supplier to narrow the Product list to that supplier's products.
6. Choose the Product. On a phone or other narrow screen, the Scan link beside the label finds the product by barcode.
7. Choose the Warehouse the stock is leaving. Your default warehouse, if you have one, is selected already. Once you choose a product, each warehouse in the list shows its quantity on hand in brackets.
8. Enter the Quantity of units leaving the warehouse, for example 100. Enter a plain number; a minus sign is accepted and means the same.
9. Check the Operation Date. It defaults to the current date and time and cannot be in the future.
10. Add a Comment if it will help someone understand the entry later.
11. Select Create Stock Out.

If the product is tracked by shelf, the form also shows Take from shelves, already filled in from the fullest shelf down. The shelves must add up to the quantity before the stock-out can be created. See Shelf positions in stock-outs, transfers, deliveries and corrections.

Stock-out limits

A warehouse's stock cannot be pushed below zero. After you choose a product and warehouse, the drawer compares the quantity with what is on hand there. If you enter more, a message says the quantity exceeds the available inventory at this warehouse, and Create Stock Out stays disabled until you lower it.

Units held under an open supplier claim are on hand but set aside for that claim, so a stock-out cannot take them. If it would, the entry is refused and the message shows how many units are on hand at that warehouse, held and free to use.

Every stock-out is also checked against the product's entire history at that warehouse. StockBold replays the movements in date order with the new entry inserted and refuses it if the running balance drops below zero at any point, including after the entered date.

This matters when you backdate a stock-out: today's balance may be enough, but the stock it would consume may not have arrived by the entered date. The message names the date when the balance would go below zero and the number of units missing. Record the arrival first, or move the date to after it arrived.

Inactive products are not offered in the product list. A new movement for an inactive product is refused with a message asking you to reactivate it first. Earlier movements remain in the history and can still be corrected.

Add stock without a purchase order

There is no manual Stock In entry. Stock In rows are created when a delivery is recorded on the Shipments page.

Use one of these three entries to add stock by hand:

Adjustment corrects stock-outs entered too high. It is capped at the stock-outs recorded for that product and warehouse in the calendar year of the adjustment's operation date, less the adjustments already dated in that year.

Found Inventory puts back stock that was recorded as gone and has turned up, at the cost the most recent stock-outs took it out at. It is capped at the stock-outs recorded for that product and warehouse, less what has already been brought back.

Adjustments and found inventory also share an overall limit: together, they can never exceed the stock-outs recorded for that product at that warehouse. A unit brought back one way cannot be brought back again the other way.

Initial Stock is the opening balance when you first set up a product. It can be used once per product, only while no other movement exists for it, and requires a Unit Cost, which is used in valuation.

These limits prevent stock from being created out of nothing and left with no cost behind it. If no allowance is left, the entry is refused and you cannot save. When real stock has arrived that none of the three entries covers, receive it on a purchase order instead so it arrives with a cost attached.

Correct or delete a movement

A saved stock-out can be corrected if you have the Stock Out, Transfer & Adjustments permission, subject to the year lock below.

1. Open the stock-out from the movements list.
2. Select Edit.
3. Change the quantity, date or comment. The quantity is the number of units that left.
4. Select Save.

The warehouse and reason cannot be changed. A stock-out recorded against the wrong warehouse must be deleted and entered again; deleting it requires the separate Delete Stock Movements permission.

A Stock In row is not edited as a movement. Its details panel offers Correct delivery, which changes the quantity, delivery date or warehouse, and Delete, which deletes the delivery. Both require the Manage Shippings permission.

Locked years

If your organisation has locked a year, nothing can be created with an Operation Date inside that year. Saving is refused with a message naming the locked year.

For a movement already in a locked year, the details panel shows a locked banner and the Edit and Delete buttons are not shown. This applies to stock-outs, transfers, adjustments, found inventory and initial stock.

Years are locked and unlocked under Settings, then Year Lock, which is visible only to someone with the Lock/Unlock Years permission.

Movement menu and permissions

The New Movement menu contains Stock Out, Transfer, Adjustment, Found Inventory and Initial Stock. Defective goods are not recorded from this menu: open a supplier claim on the Supplier Claims page, under Inventory.

The menu lists only entries you have permission to create. Stock Out, Transfer and Adjustment require Stock Out, Transfer & Adjustments; Found Inventory requires Found Items Movement; and Initial Stock requires Initial Stock Movement. If you have none of those three permissions, New Movement does not appear. Ask whoever manages your team's permissions.

The same New Movement menu is available on an active product's own page, on its Movements tab. Clicking a product opens its quick preview; select Product Page there to reach the full page. Starting there saves you picking the product.