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Inventory3 min read

Record a movement: added, used, sold, damaged

The inventory form has four big buttons and no from/to fields. You say what happened; the ledger works out the rest, including the transfer from storage you would otherwise forget.

By the end of this pageYou will be able to record any stock movement in three taps and know exactly which ledger lines each button writes.
On this pageWhat each button writesThe automatic transferTransfers and adjustments by hand
Four buttons, no from/toWalkthrough
Inventory › Record a movementRecord a movementITEMBottled water 500 ml · storage 33Added to storageUsedSold to tenantDamagedQUANTITY2WHEREStorage1A2E3CRecordInventory › Record a movementRecord a movementITEMBottled water 500 ml · storage 33Added to storageUsedSold to tenantDamagedQUANTITY2WHERE1A2E3C→ invoice line ₱ 70 for 2E's tenantRecordInventory › Record a movementRecord a movementITEMBottled water 500 ml · storage 33Added to storageUsedSold to tenantDamagedQUANTITY2WHEREStorage1A2E3C☑ Bill at costRecordRecordedWhat happened• 2E had 0 bottles; 2 were moved from storage first — a transfer line, automatically• Then 2 sold from 2E at ₱35 — a sale line, and a ₱70 line on the tenant's next invoice• Storage is now 31; 2E is 0; value at cost dropped by ₱36• Recorded by Shane, 26 Aug 14:20 — in the ledger and the audit logNo from/to to get wrong. You say what happened; the ledger says how.
  1. Pick the item. The picker shows current stock per place beside each name, so you know before you start.
  2. Press what happened. Added to storage for a purchase or delivery. Used for consumption in a unit by your own people. Sold to tenant for a sale from a unit's shelf. Damaged for breakage or loss.
  3. Quantity and where. Storage or a unit. The chips adjust: a sale cannot come from storage; a purchase can only go to storage.
  4. Record. Each button writes the lines it implies, with your name and the time.

What each button writes

ButtonLedger linesElsewhere
Added to storagepurchase, at the item's cost—
Used(transfer from storage if the unit is short) + usecost lands on the unit's P&L
Sold to tenant(transfer if short) + sale at selling pricea line on the tenant's next invoice
Damaged(transfer if short) + damageoptionally a line on the invoice at cost

The automatic transfer

Units rarely hold stock formally; the cleaner grabs two bottles from storage and puts them on the shelf. If you record a sale from 2E and 2E has none, the platform writes a transfer from storage to 2E first, then the sale. Both are real lines. Storage is right, 2E is right, and nobody had to remember the transfer.

Transfers and adjustments by hand

Under More movements: an explicit transfer (restocking a unit's shelf for the week) and an adjustment (the month-end count). Both ask for a note; adjustments in particular should say why.

From the cleaner's phone. "Used stock" on the cleaner's checklist page is this same button with the unit already filled in. Most consumption is recorded there, not here.

Related

Inventory · 4 minStock as a ledgerRead the article →Inventory · 3 minAdding itemsRead the article →Money in · 4 minExtras and one-off chargesRead the article →
Restock alerts and the stock-by-type view
←  Adding itemsSelling to a tenant  →

Describes the platform as it is today. Something out of date? Tell us. · help 0.12.3