7. Looking after stock¶

Module

Part of Inventory & Lots. If your plan does not include it, these screens are not in your menus.

Seeing what you have¶

Storage overview¶

Warehouse → Storage Overview. The whole warehouse on one screen: how full it is, what is in it by brand or category, and the condition of the stock.

Capacity is counted in pallet positions. A position holds one pallet, so it is either used or free — it is never half full.

The picture of every position is colour-coded and also hatched, so it still reads correctly in black and white or to a colour-blind reader. Hover any block for what is in it.

The Condition tiles are the ones to check daily. Each shows a number only if there is something wrong, and a reassuring sentence otherwise:

Expiring within N days — stock running out of shelf life.
Held — cannot be picked — stock the allocator is stepping over.
Waiting for putaway — stock with no position.
Negative balances — positions showing less than nothing, which is always a counting or receiving error.

Show figures as a table turns the charts into numbers you can read off or copy.

Stock by bin, and the rack layout¶

Warehouse → Stock by Bin answers "what is in position A-7-1?" and "where is this item?". Filter by area.

Warehouse → Bin Layout is the shape of the racking itself — areas, bays, levels, and how full each area is. An area above 90% full is shown in red.

Stock on hold¶

Warehouse → Holds. Stock that is here and owned but cannot be picked.

Note

A hold is a state on the stock, not a place. Held goods stay in the position they are in and the system simply steps over them when allocating.

Each hold shows why it was placed and when. Two buttons per row:

Release — puts it back into sellable stock immediately.
Write off — asks for a reason, then scraps it and posts the adjustment.

Expiry dates¶

Warehouse → Expiry & Quality. This screen exists because the picking rule depends entirely on expiry dates being right.

It reports how many batches carry a date that was read off the goods, as against derived from an assumed shelf life or missing altogether, and lists the problems: no date, already expired, or a date that cannot be true.

Each problem row has a Trace button that jumps straight to the traceability screen for that batch.

Watch out

A batch with a wrong or missing date quietly changes what gets picked. Nothing else will tell you.

Counting stock¶

Warehouse → Count Sheets.

Choose an Area.
Click Open blind count. The sheet opens straight away.
Count each position and type what you find into the Counted box. It saves when you click away from the box.
When the sheet is complete, click Post count → adjustment.

Counts are blind: the system quantity is hidden from the counter, shown as a dash, so the count is a count and not a confirmation.

If stock moved between the count being taken and it being posted, the post is refused and the message tells you which lines to recount. If you are satisfied the count is right anyway, Post, accepting drift posts it regardless. That is a separate button on purpose.

Differences become a stock adjustment.

Adjusting stock by hand¶

Warehouse → Adjustments. For writing stock on or off outside a count.

The quantity is signed: −5 writes five off, +5 writes five on. Choose a reason, and add a memo if it helps. The value is taken at the item's average cost and posted against the stock variance account.

Note

Prefer a count sheet where you can. An adjustment records that a number changed; a count records what was actually on the shelf.

Tracing a batch — the recall screen¶

Warehouse → Batch Traceability. Type the batch number and press Enter, or arrive here from the Trace button on the expiry screen.

You get three answers:

On hand now — every position still holding any of it.
Shipped to — every customer who has had some, with the document and date. This is the recall list.
Every movement — the full history of that batch.

Because every scan records a batch, this works for anything that has moved through the warehouse.