Sales GIN Stock Out (Internal) Applet

Purpose and Overview

The Sales GIN Stock Out (Internal) Applet is where your team records goods leaving the warehouse for an internal sales transaction. It is the control point between the sales order, the warehouse pick, and the stock reduction that happens when the document is posted.

The applet fits in the middle of the sales fulfillment chain:

Who Uses This Applet?

Warehouse staff:

• Pick and issue stock against the sales request.
• Record the quantity leaving the warehouse and the location it comes from.
• Keep the stock-out record aligned with what was physically dispatched.

Sales operations:

• Track whether the order has been fulfilled.
• Confirm which sales order lines were issued.
• Use the GIN as the bridge to downstream billing and delivery work.

Inventory managers:

• Monitor stock leaving each branch and location.
• Review line-item movement history across documents.
• Spot stock mismatches early.

Finance teams:

• Reconcile goods issued with sales and costing records.
• Use the GIN as audit evidence for stock reduction.
• Review posting status before reporting or invoice work.

What Problems Does This Solve?

Without a controlled GIN workflow, warehouse teams often issue stock from memory or informal notes, which causes inventory mismatches, missing traceability, and sales disputes.

This applet solves that by providing:

• Controlled stock deduction when the document is finalized.
• Line-level stock-out tracking for each issued item.
• Branch and location control so stock comes out of the right place.
• KO-based picking from upstream sales documents so users do not retype every item.
• Audit-ready history for warehouse, sales, and finance.

Before You Start

• Confirm the sales order or sales reference exists if you intend to use a KO tab.
• Confirm the item master data already exists and the item is active.
• Confirm the customer or receiving entity is set up if the header requires it.
• Confirm the branch and warehouse location where stock should be issued from.
• Confirm the user has permission to create, save, and finalize GIN documents.
• If the item is controlled, prepare serial numbers before you begin.
• If the item is batch- or bin-controlled, prepare the batch and bin information before you post.

Document Status Reference

Key Features Overview

Key Concepts

GIN Stock Out Lifecycle

Three-Way Traceability

The GIN helps sales, warehouse, and finance follow the same transaction from order to issue:

Key Terms

Worked Example

Example stock-out scenario:

• Sales GIN No: SGIN-000428
• Branch: HQ Retail
• Location: Main Warehouse
• Customer: ABC Trading Sdn Bhd
• Sales Agent: Amir
• Item: SKU-A001 Office Chair
• Quantity issued: 5 units
• Reference: SO-10488

In this example, the warehouse picks 5 chairs, confirms the quantity, then clicks FINAL so stock at Main Warehouse is reduced immediately.

Quick Start Guide

Warehouse Receiver: Create and finalize a GIN

Goal: Issue stock for a sales order and post the stock-out record.

1. Navigate: Go to Sales GIN Stock Out (Internal) from the sidebar
2. Create New: Click Create to open a new draft GIN.
3. Fill the header: On the GIN form, choose the company, branch, and warehouse location. Add the sales agent if your process uses one, then set the transaction date and sales reference.
4. Add items: Open the Line Items area and choose either Search Item for manual selection or a KO by / KO for Sales Order Item tab to pull items from the upstream sales document.
5. Enter quantities: For each line, enter the actual quantity leaving the warehouse. If the sales order says 10 but only 8 are picked, post 8 and leave the rest unissued.
6. Check stock balance: In Search Item, the System Stock Balance column shows the stock currently available. Use that to confirm whether the requested quantity can be issued.
7. Save if needed: Click SAVE if the record is not ready to post yet.
8. Finalize: Click FINAL to post the GIN and reduce stock immediately.

What happens next

• The GIN moves to FINAL.
• Stock at the selected location decreases immediately.
• The listing shows the posted status for audit and follow-up.
• Sales and finance can use the record for fulfillment and traceability.

Finance / manager review

Goal: Review issued stock and confirm posted documents.

1. Navigate: Go to Line Items from the sidebar
2. Filter: Use column filters to find item code, item name, document number, branch, or amount
3. Review: Confirm which items were issued and which document posted them
4. Export: Use the export tools for reporting or audit checks

Detailed Walkthrough

GIN Listing

The listing is the main queue for stock-out documents.

• Search, filter, and sort by document number, posting status, branch, customer, sales agent, and dates.
• Select one or more rows and click FINAL to post eligible documents from the listing.
• Double-click a row to open the document for review or editing.

Main/Header Information

Common header fields include:

Additional sections

• Department Details - Segment, Dimension, Profit Center, Project
• Billing Info - Customer billing name, email, phone
• Billing Address - Full billing address with country, city, state, postcode
• Shipping Info - Recipient name, email, phone
• Shipping Address - Full delivery address

Line Items Workspace

The Line Items page gives a flattened view of individual items across all GIN documents.

Use it to:

• find every issue of a specific item,
• review items across dates or branches,
• trace a line back to its parent GIN,
• check whether a stock-out pattern looks unusual.

Search Item tab

Use Search Item when you want to add items manually.

The search results show:

• Item Code
• Item Name
• UOM
• System Stock Balance

Use System Stock Balance to check whether the warehouse has enough available stock before you add the line.

KO by / KO for Sales Order Item tabs

Use the KO tabs when you want to pull items from an upstream sales document instead of keying lines manually.

• KO by Sales Order Item - view items already on the source document and knock off from them.
• KO for Sales Order Item - view the items to be taken into the GIN from the source document.

The same pattern exists for the other KO tabs shown in the applet. The document currently exposes:

• KO by Sales Order Item
• KO for Sales Order Item
• KO by Jobsheet Item
• KO for Jobsheet Item
• KO by Delivery Order Item
• KO for Delivery Order Item
• KO by Purchase Order Item
• KO for Purchase Order Item
• KO by Purchase Requisition Item
• KO for Purchase Requisition Item
• KO by Purchase Quotation Item
• KO for Purchase Quotation Item
• KO by Purchase Invoice Item
• KO for Purchase Invoice Item

Use the tab that matches the upstream document your team is working from.

Item entry rule

Enter the quantity that is actually leaving the warehouse, not the quantity that was requested on paper.

If the order is for 10 units but only 8 are picked, post 8 units now and issue the remaining 2 later if needed.

Posting actions

• Create opens a new draft GIN.
• SAVE keeps the document in draft while you are still checking it.
• FINAL posts the document and reduces stock.

After FINAL, the listing treats the document as posted and the stock-out becomes part of the official inventory history.

Edit rules

Use the edit screen when you need to review a draft or posted document.

• Draft documents can still be changed.
• Posted documents are treated as final records.
• The RESET button returns the form to its last saved state.

Configuration & Settings

The Settings area is for administrators and power users.

Application Settings

Use this to control which fields or features appear in the applet.

Default Selection

Use this to pre-fill the branch and location for new GIN records.

Printable Format Settings

Use this to choose how GIN documents print for warehouse or customer records.

Feature Visibility

Use this to turn optional features on or off when your process does not need them.

Permission settings

If a user cannot create or finalize a GIN, the usual cause is that one of these permission layers is missing.

Personalization

The Personalization menu lets each user set their own default branch and location.

This saves time for users who always issue stock from the same warehouse.

Troubleshooting

FAQ

Q: What is the minimum I must complete before I can create or save a GIN? A: You need the header data required by your setup and at least one line item. In most cases that means company, branch, location, transaction date, and the item(s) to issue.

Q: What happens after I click FINAL? A: The document is posted, the stock decreases at the selected warehouse location, and the GIN becomes the official stock-out record.

Q: What is the difference between DRAFT and FINAL? A: DRAFT means the document can still be changed. FINAL means the stock-out has been posted and the document is treated as the official record.

Q: Can I edit a document after FINAL? A: Not in the same way as a draft. Finalized documents should be treated as posted records. If something is wrong, use the correction path allowed by your workflow owner.

Q: Why is CREATE or SAVE disabled? A: Usually because a required header field is still empty, there is no line item yet, or the user does not have the right permission.

Q: Why can’t I see the Search Item or KO tabs? A: The tabs can be hidden by feature settings or by the current screen orientation. If they are missing, check the applet settings and the current layout.

Q: Can I issue only part of a sales order? A: Yes. If the warehouse can only pick part of the order, post the actual quantity issued now and leave the remaining quantity for a later document.

Q: What happens to stock when I post this document? A: Stock is reduced immediately from the selected branch and location once the GIN is finalized.

Q: Can one GIN use multiple branches or locations? A: The header is tied to one branch and one location. If stock comes from more than one place, create separate documents.

Q: What should I use after the GIN? A: Use the GIN as the stock-out reference for sales invoice work, delivery follow-up, and inventory audit checks.

Glossary

Related Applets

• Sales Order Applet - upstream demand document that can feed the GIN KO flow.
• Sales Invoice Applet - downstream billing document that uses the issued stock record.
• Sales Return Applet - correction path when issued goods need to come back.
• Purchase-style KO source documents - the same knock-off concept appears in other workflows and can help users understand the pattern.

Create a GIN

Click the "+" button to create a new GIN. The create form includes:

Main Details:

Additional Sections:

• Department Details — Segment, Dimension, Profit Center, Project
• Billing Info — Customer billing name, email, phone
• Billing Address — Full billing address with country, city, state, postcode
• Shipping Info — Recipient name, email, phone
• Shipping Address — Full delivery address

View / Edit a GIN

Double-click any row in the listing to open the full GIN record. You can view all header details, line items, attachments, and related documents.

Line Items

The Line Items page provides a flattened, cross-transaction view of all individual items across all GIN documents. This is useful for:

• Tracking specific products — Find every instance of a particular item across all GINs
• Bulk analysis — View aggregate quantities issued over a period
• Audit purposes — Cross-reference individual line items with their parent GIN documents
• Filtering and search — Filter by item code, description, branch, or date range

Configuration & Settings

The Settings page provides access to system configuration options for the GIN Stock Out applet.

Application Settings

Configure field-level visibility and access controls for various modules and features within the applet. Toggle which fields are required, optional, or hidden.

Default Selection

Set the default Branch and Location values that will be pre-filled when creating new GIN records. This saves time for users who primarily work from a single location.

Printable Format Settings

Manage the available print templates for GIN documents. Configure which Jasper report formats are available for generating printable GIN documents for warehouse operations and customer records.

Common System Configuration Settings (via Settings gear icon):

Server Side Permissions (accessible from Settings):

Personalization

The Personalization section lets individual users set their own preferences that override the system-wide defaults.

Default Selection

Set your personal default Branch and Location. When you create a new GIN, these values will be pre-filled instead of the system defaults.

FAQ

Q: What is the difference between GIN and GDN (Goods Delivery Note)? A: A GIN (Goods Issue Note) records the physical release of stock from the warehouse. A GDN (Goods Delivery Note) records the delivery to the customer. A GIN may trigger a GDN, but they are separate documents.

Q: Does finalizing a GIN automatically reduce stock? A: Yes. Once a GIN is finalized, the system automatically deducts the issued quantities from the specified warehouse location’s inventory.

Q: Can I issue stock from multiple locations in one GIN? A: Each GIN header is tied to a specific Branch and Location. To issue from multiple locations, create separate GIN documents.

Q: Can I reverse or cancel a finalized GIN? A: Finalized GINs cannot be directly edited. You would need to create a return or adjustment document to reverse the stock movement.

Q: How do I link a GIN to a Sales Invoice? A: The GIN is typically linked via the Reference field or through the upstream sales document flow (Sales Order → GIN → Invoice).

Q: What currencies are supported? A: The applet supports multi-currency transactions. Select the appropriate currency when creating the GIN, and ensure your currency settings are configured in the system.