1. Set up units, materials and depots
The materials, depots and movements screens depend on permissions; if you do not see a button, your role does not allow that action.
- 1
Check units and classes
Under Stock › Stock definitions, units (piece, metre, square metre, centimetre, kilogram, litre, sheet, roll) and material classes (acrylic, composite, vinyl, LED and more) come ready. Use “Add unit” and “Add class” for your own.
- 2
Enter unit conversions
If you will enter a material in another unit, use “Add conversion” under the unit and type the factor, for example how many square metres one sheet holds. Centimetre to metre is ready; conversions that depend on the sheet, such as sheet to square metre, are yours to enter. Without a conversion, a movement in another unit is refused.
- 3
Add materials
On the Materials page, use “Add material” and enter the code, name, class and “Base unit”. Balances are kept in the base unit, which cannot change once the material has stock. Choosing lot or serial tracking makes a number mandatory on every movement. With a critical level set, the list flags the material when stock falls below it.
- 4
Check depots and bins
On the Depots page, a main store and a depot for items assigned to staff come with the setup. “Add depot” adds a depot and “Add bin” a shelf. If you do not track shelves, each depot's default bin is enough.
2. Movement types
Count adjustments need their own permission and are not offered without it. Assignments to staff and their returns also appear in the movements list as their own types.
| Movement type | When to use it | Effect on stock |
|---|---|---|
| Opening balance | Counting the shelves for the first time when you start | In to the depot |
| Goods receipt | Material arrives from a supplier | In to the depot |
| Consumed by an order | Material leaves the store for an order | Out of the depot, booked to the order |
| Transfer between depots | Material moves to another depot or bin | Out of one, in to the other |
| Count adjustment | A stocktake finds more or less than recorded | In or out, the direction you choose |
3. Post a movement
- 1
Open the form
Press “Stock movement” on the Stock page, or “New movement” in the stock movements list, and choose the “Movement type”.
- 2
Pick the material
Choose it from the list, or scan or type its code in the barcode field and press Enter.
- 3
Enter depot, bin and quantity
Choose the depot; an empty bin means the default bin. A transfer has a “From depot” and a “To depot”. Always type the quantity as a positive number: the movement type decides whether it goes in or out. A count adjustment also asks for the direction.
- 4
Enter the unit, lot or serial
Choosing a different unit converts the quantity into the material's base unit. A lot-tracked material asks for a lot number, a serial-tracked one for a serial number; with serial tracking each movement is a single piece.
- 5
Press “Post the movement”
The document is saved with a number and the balance changes at once. You cannot take out more than is on the shelf: a movement that would push stock below zero is refused.
Consumption by an order and goods receipts
When production asks the store for material, the request appears on the Material requests page. The storekeeper opens the consumption form from the request, with the order and material already filled in. Receiving a purchase request also means posting a goods receipt, which marks the request as received.
4. Reverse a wrong movement
- 1
Open the document
Click the document in the stock movements list.
- 2
Press “Reverse”
If your role allows it, press “Reverse” and enter a “Reason”. A new document with the opposite lines is written, undoing the stock exactly as it was posted.
- 3
Check the result
The original shows as reversed and the new document as a reversal. A document can be reversed only once, and a reversal cannot itself be reversed. Reversing a goods receipt puts its purchase request back to ordered; reversing a consumption reopens the material request.