IB SolutionsGlobal

Chapter 9

Stock Management

Inventory → Stock Management opens a dashboard for your branch with cards for Total Products, Stock Value (at cost), Low Stock (click to filter), and Out of Stock (click to filter), plus “📤 Export,” “↑ Stock In,” “↓ Stock Out,” “📋 History,” and “⚠ Alerts” (with a badge count). Stock movements and history only show your branch.

9.1 Stock In#

  1. Click “↑ Stock In,” or the + button on a product’s row.
  2. Create Purchase opens (section 5.2). If you started from a product’s row, that product is already in the cart.
  3. Pick the Supplier and enter the Quantity and Unit Cost. For a product tracked by batch, enter the Batch No. (optional) and Expiry Date (required).
  4. Choose how you’re paying the supplier, or Credit, and click “✓ Complete Purchase.”

9.2 Stock Out#

  1. Click “↓ Stock Out.”
  2. Search and select the Product, and enter the Quantity to Remove.
  3. For a product tracked by batch, choose the Batch — expired batches are marked “(EXPIRED)”. Leave it on “Earliest expiry first” to take stock from the oldest batch as usual.
  4. If the product has damaged stock (section 9.4), tick “Take from damaged stock” when you're returning damaged items to the supplier or throwing them away. Leave it unticked to remove undamaged stock only.
  5. Choose a Reason: Damaged, Expired, Lost / Stolen, Sample / Giveaway, Return to Supplier, or Other.
  6. Add Notes if needed and click “✓ Confirm Stock Out.”

9.3 Stock Adjustment#

From a specific product, you can set its stock to an exact new quantity rather than adding or removing a delta — useful after a physical stock count.

  1. Open the product and choose Stock Adjustment.
  2. Enter the New Stock Quantity directly, or use the quick buttons (−10 / −5 / −1 / +1 / +5 / +10 / +50 / +100).
  3. Enter a Reason for Adjustment (required — kept for the audit trail).
  4. Click “✓ Apply Adjustment.”

9.4 Damaged stock#

Goods damaged in the store don't always go back to the supplier: lightly damaged ones are often sold at a discount, and only badly damaged ones are returned. Damaged stock keeps count of them. Damaged items stay part of your stock, but only sell on a POS line marked Damaged, so you always know how many you hold and the count goes down as they're sold.

Turning it on#

  1. Administration → Settings → Optional features.
  2. Switch on “Keep count of damaged stock” and click “Save settings.”

Stock Management then shows each product's damaged count, and the Reports menu gets a Damaged Stock report.

Marking stock as damaged#

  1. Inventory → Stock Management, find the product, and click its Damaged button (the warning-triangle icon).
  2. Choose “Mark as damaged.”
  3. Enter the Quantity — up to the undamaged stock at your branch — and a Reason, such as “Cartons crushed in delivery.”
  4. Click “✓ Save.”

The stock total doesn't change; those items now count as damaged. Marked something by mistake? Open the same page, choose “Not damaged after all,” and enter how many. The page lists the latest changes to the product's damaged count, and each marking is also recorded in the Audit Log.

What happens to damaged stock#

  • Selling: only on a POS line marked Damaged, at the discount the cashier gives — see section 3.5.
  • Returning or throwing away: Stock Out with “Take from damaged stock” ticked — see section 9.2.
  • Everything else — normal sales, Stock Out without the tick, and stock transfers — uses undamaged stock only, so damaged items can't leave by accident.
  • Stock counts: a stock adjustment that leaves less stock than is marked damaged lowers the damaged count to match.
  • Branches: each branch keeps its own damaged count.

Seeing how much is damaged#

Stock Management shows “N damaged” under a product's stock, the total damaged units on the Total Products card, and a “Has Damaged Stock” filter. For values and history, open Reports → Damaged Stock (section 19.1).

Turning it off#

Switching it off hides the damaged counts and lets all stock sell normally. The counts and their history are kept, though selling stock while it's off can lower them. Switching it back on picks up where you left off.