Manage the stock

The Warehousing module allows you to manage your stock, that is, to post stock in, release stock from the warehouse, and transfer stock between storage locations.

Stock postings are usually created automatically by the system, triggered by the creation and processing of business documents as configured in your workflow. For detailed information on all posting types available in the system and the automatic posting process, see Posting types.

However, if necessary, you can also perform stock postings manually, both for a single material or for multiple materials at once.

Create a manual stock posting

You can create a manual posting if you want to add, release, or transfer stock in you storage locations in order to adjust the current data.

Manual stock posting of a single material

Create a manual posting of a selected single material.

The posting types available in this function are only those you can create manually. For detailed information on all posting types available in the system, see Posting types.

Prerequisites

The warehouse logistics has been activated for the selected material, see Activate the warehouse logistics for a product.

Procedure

Warehousing > Quick posting > Tab QUICK POSTING

1. Double-click the material for which you want to post stock.
   The Basic data tab is displayed.

   

2. Click the Warehouse/suppliers tab.
   The Warehouse management sub-tab is displayed by default.

   

3. Click the [ADD POSTING] button in the bottom left corner of the Warehouse management sub-tab. You may need to scroll down to be able to see the button.
   The window to ad postings is displayed.

   

4. Click the Stock location drop-down list and select the storage shelf where you want to post the stock. All available storage shelves for this material are displayed in the list.

5. Click the Posting type drop-down list and select the desired posting type. Bear in mind that the posting types displayed in this list are only those you can create manually. Depending on the option you select, the fields displayed below may vary. The following options are available:

   • Reservation
     Select this option if you want to reserve a material for an open order. This posting type does not reduce the actual physical stock in the warehouse, but does affect the available stock calculation. A reservation can therefore result in a negative stock level.

   • Sale
     Select this option if the ordered material has left the warehouse. This posting type reduces the actual physical stock in the warehouse.
     The Customer name and Sale price net fields are additionally displayed.

   • Order
     Select this option if you have ordered additional materials from a supplier for restocking purposes. This posting type does not increase the actual physical stock in the warehouse but does affect the available stock calculation.

   • Purchase
     Select this option if you want to add purchased and received materials in the warehouse. This posting type increases the actual physical stock in the warehouse.
     The Supplier and Purchase price net fields are additionally displayed.

   • Stock adjustment posting
     Select this option if you want to adjust the stock in the warehouse after stocktaking. This posting type affects the actual stock in the respective storage shelf.

   • Stock transfer
     Select this option if you want to post a redistribution of a material from a source storage shelf to a destination storage shelf. This posting type affects the actual stock in both storage shelves.
     The New stock location drop-down list is additionally displayed.

   • Return
     Select this option if you want to post a returned material. If a material is available in more than one storage shelf, the returned material will be always posted to the primary storage shelf. This posting type affects the actual stock in the respective storage shelf.

   • Problem
     Select this option if you want to post a material that cannot be sold for any reason, for instance due to a defect. This posting type affects the actual stock in the respective storage shelf.

   • Pre-reservation
     Select this option if you want to post a reservation for an order that has not been received in the system yet, that is, there is no business document assigned to it yet. This can be the case, for example, when a customer places a product in the shopping cart. This posting type does not affect the actual nor the available stock in the warehouse.

     To be able to use pre-reservation postings in the system, your shop must support this function.

6. If you have selected the Stock transfer posting type, click the New stock location drop-down list and select the destination storage shelf. Otherwise, proceed to next step.

7. Check the material amount in the Change field and enter a different material amount if necessary.
   The Old stock, Old total stock, New stock and New total stock fields are updated accordingly. All these fields are read-only and are updated automatically.

   Depending of the posting type, the sign changes. A positive value indicates that materials are added to stock. A negative value means that materials are removed from stock. The amount posted is in turn added to or removed from the old and new stock values.

8. Click the Posting date field and enter the desired date with your keyboard. Alternatively, click the (Calendar) button to select a date.

9. If desired, add a comment to the posting in the Comment field.

10. If you have selected the Sale or Purchase posting types, you can enter a customer or supplier name, as well as the net sale or purchase price in the corresponding fields.

11. Click the [SAVE & NEW] button.
    The posting has been saved. The stock in the Storage locations and Stocks section is updated accordingly.

    You can also see all postings created for the selected material in the Stock history tab, see Check the stock history for a material.

Manual stock posting of multiple materials

Create manual postings of multiple materials at once.

The posting types you can create for multiple materials at once are limited. You can only create manual postings and stocktaking entries, both positive and negative, sales and transfer postings.

Prerequisites

The warehouse logistics has been activated for the selected materials, see Activate the warehouse logistics for a material.

Procedure

Warehousing > Quick posting > Tab QUICK POSTING

1. Select the desired tab in the bottom left corner of the workspace. The following tabs are available:

   • Stock in
     Select this tab if you want to add stock for multiple materials.
   • Release from stock
     Select this tab if you want to remove stock for multiple materials.
   • Transfer
     Select this tab if you want to transfer stock for multiple materials from a storage location to another.

   The columns and buttons displayed in the multiple posting section, as well as the posting types available vary depending on the selected tab. For a detailed description of all manual posting types available, see Manual stock posting of a single material.

2. Click the materials for which you want to post stock while pressing and holding the Ctrl (Control) key.
   The selected materials are highlighted.

3. Drag and drop the selected materials to the blank section at the bottom of the workspace.
   All selected materials are displayed in the multiple posting section.

   

4. Double-click the corresponding field in the Post in warehouse column.
   A drop-down list with all storage locations, that is, warehouse and storage shelf where the material is stored, are displayed. If necessary, you can also create a new storage shelf.

   Every time you edit a field, a small red triangle is displayed in the left upper corner to indicate that there are unsaved changes.

5. Select the storage location where you want to post the material. Alternatively, create a new storage shelf following the procedure below:

   1. Select the New storage shelf option in the drop-down list.
   2. Double-click the field in the Warehouse column and select the warehouse where you want to create the storage shelf.
   3. Double-click the field in the Shelf input column and enter a number for the new storage shelf.
   4. If desired, click the Primary storage shelf column and select Yes if you want to set the new storage shelf as primary. Otherwise, select No.

6. Enter the amount of materials you want to post in the # column.

7. Add a comment in the Comment column if desired.

8. Click the Manual posting drop-down list and select the desired posting type. The options displayed in the list vary depending on the selected tab.

9. Click the [STOCK IN MATERIAL] button to post all selected materials.
   The Please wait... notice and a confirmation window are displayed. Click [OK] to confirm the process. The materials are posted to the selected storage shelves. The stock values are updated accordingly.

   The procedure to release from stock and transfer stock is similar. Just select the corresponding tab and follow the applicable steps as described above.