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Stock Module

Comprehensive inventory control, warehouse management, and stock movements.

📊 Overview​

The Stock Module handles:

  • Stock Transfers - Move inventory between locations
  • Stock Adjustments - Corrections and updates
  • Stock Damage - Wastage tracking
  • Product Assembly - Manufacturing/preparation
  • Stock Taking - Physical inventory count
  • Bin Management - Warehouse organization

🚚 Stock Transfer​

Access: Stock → Stock Transfer

Creating Transfer​

When to Transfer:

  • Rebalance inventory between branches
  • Move stock to where needed
  • Centralize slow-moving items
  • Emergency stock needs

Step 1: Create Transfer Request

  1. Click New Transfer
  2. Fill details:
    • From Location: Source branch
    • To Location: Destination branch
    • Transfer Date: Date of shipment
    • Reference: Transfer reason/number
    • Note: Additional information

Step 2: Add Items

  1. Click Add Item
  2. Search product
  3. Enter quantity to transfer
  4. Current stock shown
  5. Add more items as needed
  6. Review list

Step 3: Submit Transfer

  1. Verify all items correct
  2. Click Create Transfer
  3. System generates:
    • Transfer document
    • Packing list
    • Delivery note
  4. Status: Pending
  5. Print documents for driver

Step 4: Ship

  • Pack items
  • Attach transfer document
  • Send to destination
  • Status changes to In Transit

Receiving Transfer​

At Destination Location:

Step 1: View Pending Transfers

  1. Go to Stock → Receive Transfer
  2. See list of incoming transfers
  3. Filter by date, source location

Step 2: Receive Items

  1. Find transfer in list
  2. Click Receive
  3. Physical verification:
    • Count items received
    • Check quality
    • Note any damages

Step 3: Enter Received Quantities

  • For each item, enter actual quantity received
  • If matches: Enter full quantity
  • If short: Enter actual received
  • If damaged: Note in remarks

Step 4: Complete Receipt

  1. Review all quantities
  2. Add receiving notes (if discrepancies)
  3. Click Complete Receipt
  4. System:
    • Deducts from source location
    • Adds to destination location
    • Updates stock balances
    • Changes status to Completed

If Discrepancies:

  • System creates variance report
  • Both locations notified
  • Investigation initiated
  • Adjustments made if needed

📝 Stock Adjustment​

Access: Stock → Stock Adjustment

When to Adjust​

Common Reasons:

  • Physical count different from system
  • Data entry error correction
  • Damaged goods (small quantities)
  • Quality control rejection
  • Theft or loss
  • System error correction

Creating Adjustment​

Step 1: New Adjustment

  1. Click New Adjustment
  2. Select:
    • Adjustment Type: Increase or Decrease
    • Location: Which branch
    • Date: Adjustment date
    • Reference: Reason/document number

Step 2: Add Products

  1. Click Add Item
  2. Search product
  3. Enter:
    • Current system quantity (shown)
    • Adjusted quantity (actual)
    • Difference (auto-calculated)
    • Reason (required)
  4. Add more products

Step 3: Review

  • Check all adjustments
  • Verify reasons provided
  • Calculate value impact

Step 4: Submit

  • Click Save Adjustment
  • Manager approval may be required (large adjustments)
  • Once approved:
    • Stock updated
    • Financial impact recorded
    • Audit trail created

Adjustment Types​

Increase Stock (+):

  • Found extra inventory
  • Previous undercount
  • Return from customer
  • System error (was less)

Decrease Stock (-):

  • Physical count less than system
  • Previous overcount
  • Spoiled/damaged (small qty)
  • System error (was more)

💔 Stock Damage/Wastage​

Access: Stock → Stock Damage

Recording Damage​

Step 1: Create Damage Record

  1. Click New Damage
  2. Enter:
    • Date: When discovered
    • Location: Which branch
    • Damage Type:
      • Expired
      • Spoiled/Rotten
      • Broken
      • Contaminated
      • Quality Issue
      • Other

Step 2: Add Damaged Items

  1. Click Add Item
  2. Select product
  3. Enter quantity damaged
  4. Enter notes:
    • Expiry date
    • Condition
    • Photos (if required)
  5. Add more items

Step 3: Disposal Method

  • Discard
  • Return to supplier
  • Donate (if applicable)
  • Recycle

Step 4: Approval

  • Supervisor/manager approval
  • Once approved:
    • Stock reduced
    • Cost recorded as loss
    • Report generated for analysis

Staff Meal Consumption​

Special Case of Stock Out:

Recording Staff Meals:

  1. Go to Stock → Staff Meal
  2. Click Record Meal
  3. Select date
  4. Add items consumed
  5. Enter quantities
  6. Submit
  7. Stock automatically reduced
  8. Tracked separately for reporting

🔧 Product Assembly​

Access: Stock → Product Assembly

Assembly Process​

Purpose: Convert raw materials into finished products

When to Use:

  • Preparing set menus
  • Pre-cooking items
  • Manufacturing products
  • Batch preparation

Step 1: Create Assembly

  1. Click New Assembly
  2. Select:
    • Finished Product: What you're making
    • Quantity: How many units
    • Location: Where assembly happens
    • Date: Production date

Step 2: Review Recipe

  • System loads recipe (ingredients)
  • Shows required quantities based on units
  • Example for 10x Pad Thai: 
    Rice Noodles: 2000g (200g × 10)
    Chicken: 1000g (100g × 10)
    Eggs: 20 pieces (2 × 10)

Step 3: Verify Stock

  • System checks if ingredients available
  • Warns if insufficient stock
  • Can still proceed (creates backorder)

Step 4: Complete Assembly

  • Click Assemble
  • System:
    • Deducts raw materials
    • Adds finished products
    • Records labor (if configured)
    • Updates costs

📦 Product Production​

Access: Stock → Production

Production Tracking​

Similar to Assembly but More Detailed:

Production Order:

  1. Create production order
  2. Schedule production date
  3. Assign staff
  4. Allocate raw materials
  5. Start production
  6. Track progress
  7. Quality check
  8. Complete production

Production Stages:

  • Planned: Order created
  • Materials Allocated: Ingredients reserved
  • In Progress: Production started
  • Quality Check: Inspection
  • Completed: Finished products added
  • Posted: Stock updated

🏢 Bin Transfer​

Access: Stock → Bin Transfer

Warehouse Bin Management​

Purpose: Move items within same location to different bins

When to Use:

  • Reorganizing warehouse
  • Moving to pick location
  • Consolidating stock
  • Clearing damaged bin

Process:

  1. Click New Bin Transfer
  2. Select location
  3. Add items with:
    • From Bin: Current location
    • To Bin: New location
    • Quantity: Amount to move
  4. Save transfer
  5. Physical movement
  6. System updates bin locations

📊 Stock Taking​

Access: Stock → Stock Taking

Physical Inventory Count​

Purpose: Verify actual stock matches system records

When to Perform:

  • Monthly or quarterly
  • Year-end
  • After major sales
  • Suspected discrepancy

Step 1: Create Stock Take

  1. Click New Stock Take
  2. Select:
    • Location: Which branch
    • Date: Count date
    • Categories: All or specific
    • Assigned To: Staff conducting count

Step 2: Generate Count Sheet

  • System creates sheet with:
    • Product list
    • Expected quantity (system)
    • Actual quantity (blank - to fill)
    • Variance (auto-calc)
  • Print sheets or use mobile device

Step 3: Physical Count

  • Count systematically:
    • Section by section
    • Top to bottom, left to right
    • Use two-person verification
  • Record actual quantities

Step 4: Enter Counts

  1. Enter actual quantities in system
  2. System calculates variances
  3. Review discrepancies:
    • + indicates more than expected
    • - indicates less than expected

Step 5: Investigation

  • Large variances require explanation
  • Possible causes:
    • Counting error (recount)
    • Unreported damage/wastage
    • Theft
    • Location transfer not recorded
    • System entry error

Step 6: Adjustment

  • Create adjustment based on stock take
  • Update system to match actual
  • Record reasons
  • Approve and post

📈 Stock Reports​

Access: Reports → Stock

Key Reports​

Stock Summary:

  • Current quantities by product
  • By location
  • By category
  • Total value

Stock Movement:

  • In/Out/Adjustments
  • By date range
  • Detailed transactions

Stock Valuation:

  • Inventory worth at cost
  • Location breakdown
  • Category breakdown

Low Stock Alert:

  • Items below minimum
  • Reorder suggestions

Overstock Report:

  • Items above maximum
  • Slow movers
  • Transfer suggestions

Damage & Wastage:

  • Items damaged
  • Quantities lost
  • Financial impact
  • Trends and patterns

⚙️ Stock Settings​

Access: Stock → Settings

Configuration​

Valuation Method:

  • FIFO (First In, First Out)
  • LIFO (Last In, First Out)
  • Weighted Average
  • Specific Identification

Approval Requirements:

  • Adjustments above: ฿X
  • Damage reports above: ฿Y
  • Transfers above: Z units

Notifications:

  • Low stock alerts
  • Overstock warnings
  • Damage approvals pending
  • Transfer arrivals

🎯 Best Practices​

Stock Accuracy​

✅ DO:

  • Regular physical counts
  • Immediate transaction recording
  • Two-person verification
  • Investigate variances promptly
  • Document all movements

❌ DON'T:

  • Delay stock updates
  • Ignore small discrepancies
  • Skip approval processes
  • Estimate quantities

Warehouse Organization​

Efficient Layout:

  • Fast movers near entrance
  • Group related items
  • Clear bin labels
  • FIFO arrangement (old stock accessible first)
  • Safety stock levels

Cycle Counting​

Instead of full annual count:

  • Count different sections daily/weekly
  • High-value items more frequently
  • Spread workload throughout year
  • Maintain accuracy continuously

🔍 Troubleshooting​

Stock Not Updating After Transfer​

Check:

  • Transfer status is "Completed"
  • Receiver entered quantities
  • Both locations selected correctly
  • Permissions to update stock
  • No pending approvals

Negative Stock Appearing​

Causes:

  • Sales recorded before purchase
  • Transfer not received
  • Adjustment error
  • Timing issue

Solution:

  • Check transaction history
  • Verify all receipts processed
  • Adjust if data error
  • Configure "Allow Negative Stock" setting

Effective stock management keeps your inventory accurate and your business running smoothly! 📦✨