Stock Operations in Detail
This page details each stock document behind Inventory, Quality & Assets.
Apps: Inventory · Procurement · Accounting
1. Receiving: PO → GRN → Bill
| Step | Role | Document | Rule |
|---|---|---|---|
| Create GRN | Storekeeper | GRN (draft) | From a PO (lines pre-filled) or manual; partial receipt allowed |
| Confirm | Storekeeper | GRN (confirmed) | Received ≤ PO remaining; lot/serial items require lot, expiry and serials |
| Create Bill | Accounting | Bill | Bill quantity ≤ confirmed GRN quantity; three-way match checks automatically |
A GRN without a PO (opening balance, adjustment) does not take part in three-way matching.
2. Goods Issue
Types: delivery from a Sales Order · material issue from a Work Order · internal use · adjustment with a reason. Cannot be confirmed when stock is insufficient (strict mode); void returns the stock.
3. Stock transfer
draft → confirmed → shipped → completed (cancel while draft/confirmed). Confirm reserves source stock, ship deducts the source, receipt adds to the destination; short receipts are recorded.
4. Stock requests
draft → submitted → approved → fulfilled (or rejected). Types: inbound, outbound, transfer; approval can be switched on by type and value. Approval creates the matching Goods Issue or transfer.
5. Stocktaking
Create a session (warehouse, categories) → print count sheets → enter counted quantities → review variances → finalise ⇒ the system creates the adjustment. One open session per warehouse; stock is never edited directly.
6. Lot / serial and reorder
Lots and serials are a sub-ledger of stock and change in the same transaction as the stock document.
Reorder only alerts when stock falls below the reorder point (daily run); the system does not create POs automatically. Buyers create requisitions manually.