Stock is a list of entries
Penahak does not keep a number that you type for "how many we have". It keeps a list of entries: each time goods come into a warehouse or go out of it, a line is added with the product, the warehouse, the date, the quantity and the value. The balance of a product in a warehouse on a date is everything that came in up to that date, less everything that went out.
This is why a stock figure can always be explained: open the product's entries on the Stock ledger details report and every in and out is there, with the document that made it (Stock ledger details).
What a stock entry holds
| Part | Meaning |
|---|---|
| Product | The item that moved |
| Warehouse | Where it came into or went out of (Warehouses (godowns)) |
| Date | The date of the document. A balance on a date counts the entries dated up to it |
| In or out | Goods coming in (a purchase, a return from a customer, an opening) or going out (a sale, a return to a supplier) |
| Quantity | In the product's own unit. A second unit, if the product has one, is kept next to it (Units and alternative units) |
| Value | What the goods are worth: see How stock is valued and what a sale costs |
| The document | Which document wrote it, so you can go back to it |
Free quantity (goods given free with a purchase or a sale) counts as stock like any other quantity.
What does not hold stock
A service has no stock: the stock reports and the closing stock leave it out, whatever the documents record for it (Stocked items, services and fixed assets). A fixed asset is not valued as stock either: it is kept in its own register (Set up fixed assets and read the register).
Who writes the entries
Only some documents move stock. Orders, quotations and requisitions do not; the delivery note, the invoice, the goods received note, the returns, the transfer, the adjustment and the production journal do. The full list is in Which documents move stock, and how.
Where you see the balance
| Where | What you see |
|---|---|
| A line on a sales or purchase document | The balance of that product in the chosen warehouse, as at the date of the document |
| Stock summary, Stock status, Stock ledger details | The balance, with value where you ask for it (Stock summary, Stock status) |
| The Warehouse page | The products in that warehouse and their value (Reading stock by warehouse) |
| The product list | A column Stock on hand |