Stock serves for keeping records of physical inventory and product movements. Here you will find an overview of goods receipts, goods issues and all changes in stock levels. If you turn on stock tracking for products, you first need to stock them using a goods receipt so that they are shown as available in the store.
Management > Store > Stock
The following screens are available within Stock:
Stock
All movements
Goods receipts
Goods issues
In this part you stock your goods. According to the products added here and their quantities, these values are then shown e.g. in Stock, but also on orders.
You create a goods receipt by clicking the Add new record button or the + in the top right.
First of all you fill in:
Supplier
A selection from predefined suppliers
Currency (mandatory)
A selection from predefined currencies
Document date (mandatory)
The date when you received the document for the goods delivery.
Document number
The option to write in the document number of the given goods receipt.
After entering these basic parameters you get to the goods receipt detail and further parameters need to be defined.
You create an item by clicking the Add new record button or the + in the top right.
Product
A selection from predefined products.
Variant
A selection from predefined product variants.
Quantity
The number of product variants in pieces
Price/unit
The purchase price per unit
Total
Calculated automatically after entering the previous two fields.
You proceed the same way if you need to stock several products or several variants of one product. If you want to stock only the products and in the quantity that was ordered, you can use More - Load from orders in this step.
Supplier
You select the supplier.
Order status
You select one or more order statuses from which you want to load the ordered products.
Select products
Then in the displayed table you select the products you want to stock. After inserting them into the goods receipt, Price/unit still needs to be filled in.
You can keep a goods receipt open for a longer time and add products gradually. Once it is complete, it needs to be closed so that the stocked products and their quantities are updated in Stock.
You click More - Close, or at the top under the goods receipt number click Open and choose Close (an internal note can also be added).
In the list of items you can:
adjust the displayed columns according to your own preference
item,
supplier code,
quantity
price/unit,
total,
date created,
last change,
export the configured view to XLS or CSV
use bulk actions
Edit
Delete
searching by name,
working with actions on individual products:
Change history – shows an overview of the changes made
when the item was created,
who made the changes and when,
what changes were made.
On the main screen you see the list of all goods receipts.
In the list of goods receipts you can:
filter
Document date
Closing date
Date created
Supplier
Status
Closed as of
adjust the displayed columns according to your own preference
number,
date created,
supplier
items,
total,
status,
closing date,
document number,
note,
document date,
last change,
export the configured view to XLS or CSV
searching by name,
working with actions on individual goods receipts:
Open – changes the status from Closed to Open and then you can Edit - CAUTION: THIS ACTION CAN ONLY BE DONE WITHIN 7 DAYS OF CLOSING.
Change history – shows an overview of the changes made
when the goods receipt was created,
who made the changes and when,
what changes were made.
Cancel – cancels the goods receipt
The Goods issues screen serves for keeping records of outgoing movements from stock that are not automatically generated by orders (e.g. internal consumption - this can be damaged goods, sponsorship gifts or rewards for members).
You create a goods issue by clicking the Add new record button or the + in the top right.
First of all you fill in:
Currency (mandatory)
A selection from predefined currencies
Document date (mandatory)
The date when you wrote the goods off
Entity
The option to fill in whom you handed the goods over to
After entering these basic parameters you get to the goods issue detail and further parameters need to be defined.
You create an item by clicking the Add new record button or the + in the top right.
Product
A selection from predefined products.
Variant
A selection from predefined product variants.
Cost
Filled in automatically according to the product price
Quantity
The number of product variants in pieces
Price/unit
The price per unit that was charged
Total
Calculated automatically after entering the previous fields.
You proceed the same way if you need to add several products or several variants of one product to the goods issue.
You can keep a goods issue open for a longer time and add products gradually. Once it is complete, it needs to be closed so that the product quantities are updated in Stock.
You click More - Close, or at the top under the goods issue number click Open and choose Close (an internal note can also be added).
In the list of items you can:
adjust the displayed columns according to your own preference
item,
supplier code,
quantity
price/unit,
total,
date created,
last change,
export the configured view to XLS or CSV
use bulk actions
Edit
Delete
searching by name,
working with actions on individual products:
Edit
Delete
Change history – shows an overview of the changes made
when the item was created,
who made the changes and when,
what changes were made.
On the main screen you see the list of all goods issues.
In the list of goods issues you can:
filter
Document date
Closing date
Date created
Status
Entity
Closed as of
adjust the displayed columns according to your own preference
number,
date created,
entity,
items,
total,
status,
document date,
closed as of
note,
last change
export the configured view to XLS or CSV
searching by name,
working with actions on individual goods issues:
Open – changes the status from Closed to Open and then you can Edit - CAUTION: THIS ACTION CAN ONLY BE DONE WITHIN 7 DAYS OF CLOSING.
Change history – shows an overview of the changes made
when the goods issue was created,
who made the changes and when,
what changes were made.
Cancel – cancels the goods issue
In this part of the Store module you will find all the important information about the products you offer in individual variants in one place. So you clearly see, for example, what goods you have in stock (how many pieces of each variant) and what goods are waiting to be issued according to an order. Note that stock level information is calculated automatically: goods receipts - (orders + goods issues).
In the list of stock products you can:
search by name
sort by product name
filter by product
adjust the displayed columns according to your own preference
item,
code,
in stock,
min. level,
orders,
goods receipts,
last movement
supplier
last purch. price,
margin
export the configured view to XLS or CSV
click through to the detail of each item (product) and adjust the parameters right away
The All movements screen shows a summary of all stock changes – both receipts and issues, including movements arising from orders.
It serves mainly for:
quickly checking the stock history,
retrospectively tracing when, why and how the level of a specific item changed.
In the All movements list you can:
search by name
sort by movement date
filter by:
date created,
product,
goods receipt,
movement type,
variant
adjust the displayed columns according to your own preference
movement date,
item,
supplier code,
quantity
document,
level change,
total - receipt,
total - issue,
cancellation date,
variant
export the configured view to XLS or CSV e.g. for:
accounting,
internal control,
further processing outside the platform
click through to the detail of each item (product) and adjust the parameters right away
click through to the detail of the goods receipt through which the product was stocked
Stock movements can arise:
automatically – e.g. from orders in the store,
manually – through goods receipts and goods issues.
In the movements overview you can always see:
the link to a specific document (e.g. an order or a goods receipt),
the change in quantity before and after the movement.
Managing Stock, goods issues and goods receipts requires permission for the modules:
Store
Settings (depending on the role in the organization)
The visibility of stock levels for members and the public is controlled by the settings of individual products.
