Stock always sits in a specific godown. Create one for each location that holds stock independently: the main store, each outlet, the kitchen store, the bar, and the housekeeping store if you post minibar consumption.
What a godown record holds
- Description — the name staff will pick from a list, so make it unambiguous.
- Address, phone and contact — useful on transfer paperwork.
- Branch — which branch the location belongs to.
- Is default godown — used when a user does not choose one. Set exactly one per branch.
- Users — the users permitted to transact against this godown.
Restricting godown access
The user list on a godown is a genuine control, not a convenience. Assigning only the storekeepers of a location to that location means an outlet cannot accidentally issue stock from the central warehouse, and a stock count in one store cannot be posted by someone in another.
Combine this with data limitation on the user record to keep branch staff working only in their own stock, which makes variance attributable.
Practical advice
- Create a quarantine or damage godown. Unsaleable returns should not go back into sellable stock.
- Do not create a godown per shelf. One per location that is counted independently is the right granularity.
- Review the transfer summary regularly — unaccepted transfers are the most common cause of apparent stock discrepancies.
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