Items & Stock

Keep your products and services list, receive, transfer and count stock, and see its value on any date and in your books.

Items & Stock keeps your list of items and how many of each you have in every warehouse and store. Stock goes up when you receive it and down when you sell it — at the counter, on an invoice or through a transfer — and every change is kept in a ledger you can read back.

What you can do

• Keep one list of what you sell and buy — HSN/SAC, GST rate, unit and prices. See Products & services.
• Set it up — pick or create your items list and a default stock location.
• See stock on hand — per item and per location, with average cost and value.
• Receive stock — opening stock, a delivery or a found box, with its cost.
• Transfer — move stock between a warehouse and a store.
• Count and correct — enter what you counted; the difference is recorded with your reason.
• Reorder — see what is at or below its reorder level and download a reorder list.
• Know what it is worth — value your stock on any date and post every move to your books. See Stock valuation and ledger posting.
• Let other apps move stock — In-Store Checkout sales and issued invoices and purchase bills.

Before you start

Roles have an Items & Stock app with these levels:

Selling at a register and issuing invoices move stock under those apps' own permissions — a cashier does not need an Items & Stock role to sell.

Where to find it

Launcher category Commerce › Items & Stock. The left rail has Overview, Stock on hand, Movements, Receive, Transfer, Count & adjust, Valuation, Movement summary and Settings; Products & services is in the menu.

Set it up

1. Open Items & Stock. The first time, you see Set up Items & Stock (someone with Full control has to do this once).
2. Item type key — leave it as items to create a new Items list, or type the key of a record type you already have (for example one an industry template made). An existing type is adopted: missing fields such as SKU, barcode, unit, HSN, prices, reorder level and Track stock are added, and nothing you have is changed.
3. Default stock location — the warehouse or store that invoices and purchase bills move stock in, and the default for manual moves. Leave it on Create "Main warehouse" if you have none yet. Warehouses and stores are your Locations records.
4. Allow stock to go below zero — off by default: a sale, invoice or transfer that would take a location below zero is refused. A location's own Allow negative stock also allows it.
5. Click Set up Items & Stock. You see "Items & Stock is ready".

Items are ordinary records, so you add and edit them like any other record — from the items list in the rail, by import, or with Ask Axis. Only items with Track stock on are counted.

Overview

Tiles for Stock value (at average cost), Items and At or below reorder level; a Low stock list with Reorder list (CSV); and Recent moves.

Stock on hand and movements

Stock on hand lists every item with SKU, On hand, By location, Avg cost, Value and a Low flag. Use Search items to find one, and click a row to open its ledger: every move with When, What, Location, Qty and the running Balance. Movements shows the latest moves across all items.

Receive, transfer and count

Example: you receive 50 cartons of Parle-G at ₹480 a carton into Main warehouse, then transfer 10 to the Andheri store. Stock on hand shows 40 in the warehouse and 10 in the store, each valued at ₹480.

Stock that moves itself

• In-Store Checkout — in a register's settings, set inventory to Items & Stock — sales move stock. Each sale takes its items out at that register's location, a sale the shelf can't cover is refused, and voids and returns put stock back. See Set up a register.
• Invoices & Payments — on an invoice or bill document type, turn on Move item lines in Items & Stock when issued (cancel moves them back). Issuing a sales invoice takes stock out at the default location; a purchase bill brings it in at its taxable value per unit; credit and debit notes go the other way. See Document types.

Cost and limits

• Cost is a moving weighted average: each receipt with a cost re-averages the item, and every other move goes at the current average.
• Batches, serial numbers and expiry dates, more than one unit of measure, bills of materials and FIFO valuation are not available. Invoices always use the default location.
• Cost of goods sold and stock value are posted to your books as described in Stock valuation and ledger posting.
• Stock moves are also available in Analytics, for your own stock reports.

Related

• Products & services
• Stock valuation and ledger posting
• In-Store Checkout
• Purchase orders
• Records