Stocks

Stocks shows what a warehouse holds right now: how much of each product, in which batches, what expires soon, and every stock unit with the bin it is in. Figures are live; a move, receipt or pick shows at once.

#Before you start

You need Warehouse › Stocks › View. Owners and Admins can always open it.

#What "on hand" means

On hand is what is physically there: every stock unit with quantity left that has not been issued or stocked out. Goods picked onto a GIN that has not been issued yet are not on hand.

Each stock unit has a condition:

When location management is off for a warehouse, the page says "Location management is off for this warehouse, so all stock is shown as saleable." Damaged stock still shows as damaged.

#Choose a warehouse and filter

Stocks shows one warehouse at a time: the first warehouse with location management, unless you choose another. Open the filters (the funnel icon) to choose:

• Warehouse;
• Location: scan a bin, rack or zone label, or choose one; a rack or zone covers every bin in it;
• Products (type at least two characters to search) and Brand;
• Business unit, when your organization has business units: All business units, your main business only, or a unit with its sub-units. Without a choice, the views start with the unit chosen in the header. Older links that filtered on "No SBU" now show your main business;
• Condition and Expiry;
• Batch (Batches and Units).

The card title lists the filters that are applied, including the business unit filter. The tabs at the top keep your filters as you switch view; the Expiry filter is set aside on the Expiry view, which uses its cards instead, and comes back on the other views. A list shows at most 5,000 rows: "Showing the first 5,000. Narrow the filters." means there are more.

New stock takes its business unit from the receipt or customer return that brings it in, or from the stock count that found it; stock that is moved, split, picked or written off keeps its own.

#Stock on hand

One row per product: brand, business unit (when your organization has business units), how much is on hand and how much of it is saleable, awaiting put-away, damaged or in other areas, the number of batches and bins it is in, and the nearest expiry (red at 30 days or less, amber at 90 or less). Select a product's code to see its batches. Stock with no business unit, or whose unit was deleted, shows as your organization (main business).

#Batches

One row per product, batch and expiry date: days left, manufacture date, business unit (when your organization has business units), on hand, saleable and damaged quantities, the number of stock units (select it to list them), the bins it is in, and when it was first received. Below customer minimum marks a batch with less shelf life left than the product's minimum for customers, so it will not be picked for them.

#Expiry

Five cards count batches and stock units that have expired, expire in 30 days or less, in 31–90 days, after 90 days, or have no expiry. Select cards to choose which batches the table lists; it starts with the first three, soonest first. Applying filters keeps the cards you selected. With business units, the table has a Business unit column.

#Units

Every stock unit (select its code to open it): the last eight characters of its id, its product, batch, expiry, quantity, bin, condition (with the damage reason), carton number ("3 of 12"), when it was received and its receipt (GRN), with its legal entity's prefix when it has one. With business units, a last Business unit column.

#A stock unit

Select a unit's code in Units to open it. The page shows the product, batch, expiry with days left, manufacture date, business unit (when your organization has business units), quantity now and as received, the warehouse and bin (with what the bin is for), its condition, any damage reason, note and who marked it, its label (batch line or carton number), its receipt (GRN), when it was received, and the unit it was split from, if any.

History lists what happened to it, newest first (up to 100 entries), and Same batch elsewhere lists the other bins in the warehouse holding usable stock of the same batch and expiry. Write-offs, returns to vendor and repairs appear as Written off on SCR-4, Returned to vendor on RTV-12 and Repaired on REP-3; the document links when you may open it. A write-off or repair undone because the stock changed at the same moment is not listed.

The toolbar has the actions you may take on it:

• Put away, Move and Mark damaged open the matching scan screen (Put-away, Moving stock) with the unit already scanned. They need Warehouse › Stocks › Edit and Warehouse › Scan › View all, and appear only while the unit has stock left. Put away appears while it awaits put-away (in a receiving bin or in no bin), Move only in a warehouse with location management, and Mark damaged only when it is not already damaged.
• Return to stock opens the Return to stock screen with the unit already scanned. It needs Warehouse › Damage & disposition › Edit and Warehouse › Scan › View all, and appears only for a damaged unit with stock left that is not 3PL stock.
• Print label prints its label.

A unit that can only be moved, marked damaged or returned to stock whole says so under its quantity, with the reason: a serial product's unit, a quantity an earlier version stored in an old format, or a quantity that doesn't add up (see Moving stock). The scan screens lock Part for it.

The receipt number links to the receipt when you may open it (Warehouse › GRNs › View; with View own, only receipts you created), and the product links to its page in the same way (Products › Products › View). A deleted product is named but not linked. The same rule applies to the receipt numbers in Units and the documents in History. A 3PL transfer or 3PL issue in History is named without its number; an issue to a customer (for example a sales delivery) shows its number.

#How this differs from Inventory › Balances

Inventory › Balances reads the same stock through a summary that refreshes on a schedule, and shows picked quantities separately. Stocks is live, so the two can differ for a while after a move or pick; they agree once Inventory refreshes.

#3PL stock

Stock held for 3PL customers never appears here, and has no stock unit page. It is managed in the 3PL module.

#Current limitations

• Stock can only be seen one warehouse at a time.
• There is no valuation or ageing beyond expiry here; see the stock reports.