Inventory Management
“Which document actually takes stock out?” “Stock Availability shows 50 physical but 0 available. Where did it go?” “My count and the stock report still disagree after a stock take.” Most stock questions are one of those three, and they share an answer: the number on your screen is typed nowhere. It is the running total of a stock ledger that background jobs write to after a document is finalised. For the stock controller, the storekeeper and the accountant who closes the month, this page sends you to the guide for your situation.
Start here
The 50-physical question has its own troubleshooting page, Stock shows zero but there is stock. Two more go elsewhere. “Two numbers that should agree do not” is Numbers that don’t tally first, then Inventory reports, which says for every report whether its figure is stored or worked out when you run it. “I am new to this module” is Inventory core concepts.
Meet GadgetSphere
GadgetSphere Sdn Bhd sells consumer electronics through 22 branches, with a fulfilment centre for
its online arm (GSO) and about 5,200 SKUs. One flagship smartphone is received at GS-KV-01, sold
at the counter, transferred to GS-PEN-01, listed on the online store and counted on Saturday; each
guide on this page follows one of those.
What happens when you press FINAL
FINAL saves the document and returns; a moment later a stock job writes one ledger line per stock line, and a second job rewrites the balance and the moving average and writes the cost back onto the document line. A sale posts no cost-of-sales line — the stock account catches up at Month End Processing. Every writer, reader and job is on Stock balance, end to end.
Decide two things before the first document
Which items are stock (a service never moves stock, by design), and which document books a receipt, once per company: the purchase invoice after a plain GRN, or the GRN Stock In with a Purchase Invoice No Stock In. Mixing the pairs books the same units twice, and nothing warns you. Stock Management walks both decisions.
Five stock figures that are not the same figure
On hand (Stock Balance), available (Stock Availability), the online store’s quantity (E-commerce configuration), the value on a stock report (Inventory reports) and the stock account on the balance sheet (Closing the Month on Stock) are built five different ways. Before you hand a stock figure to anyone, say which of the five it is, for which date and which locations.
Who does what
BigLedger records the movements; four jobs stay with people:
- The financial controller decides the receiving pair and the stock GL codes, once per company — Stock Management.
- The person who counts is not the person who adjusts — no inventory document goes through approval, so the control is who holds Stock Adjustment: Counting Stock.
- The stock controller watches open transfers and undelivered orders every week — Stock Transfer Procedures.
- The accountant ties stock to the ledger every month, before locking it — Closing the Month on Stock, Step 5.
Traps worth knowing before you meet them
| What you see | Read |
|---|---|
| Available is higher than on hand | Stock Availability — a plain GRN not yet invoiced raises it; Details names the documents |
| A finalised document never reached the balance | Stock Management — check the document type and the item type |
| Stock in a location nobody uses | Stock Management — the line fell through to the branch default |
| A Stock Adjustment moved stock but no journal appeared | Stock Management — map the codes, then Resolve in Trace Document |
| A transfer that never arrives | Stock Transfer Procedures, Step 3 — the goods sit at L-SIT- and the company code |
| Stock doubled after the supplier’s invoice | Stock Management — a GRN Stock In and an ordinary purchase invoice |
| A finalised Stock Conversion changed nothing | Inventory core concepts — the posting run is not connected; record the build with Stock Adjustments |
| A stock take changed nothing | Counting Stock — the count is not a document; raise a Stock Adjustment |
| Trade-ins missing from the stock reports | Inventory core concepts — they live in their own tables |
| Stock Value By Level is bigger than the balance sheet | Inventory reports — use Historical Stock Balance at the month end |
Choose the cost method once: the company’s Inventory Closing Base On decides it, moving average when nobody sets it (Closing the Month on Stock, Step 2).
What success looks like
A receipt finalised today shows on the item’s Stock Card and in Stock Balance; a Stock Adjustment shows Posting journal present in Trace Document; and the stock account at last month’s end equals Historical Stock Balance for the same date, run on the close’s basis (Stock report versus the stock account sets out the conditions).
Related documentation
- Inventory module — the applets, and which documents move stock
- Inventory core concepts — the ideas behind every figure
- Inventory configuration — what must exist, and the symptom of each gap
- Inventory reports — what each report reads, and the pairs that will not agree
- Stock balance, end to end — every writer, every reader, every background job
- Stock Adjustment · Stock Transfer · Stock Take · Warehouse Management