Skip to content
Penahak now runs hotels, restaurants and retail on one ledger.
Penahak
Sign in Talk to sales Request a demo

Set up stock: a checklist

What to set up before the first stock document, in order: branches and warehouses, numbering series, the Inventory settings, units and categories, products, and opening stock. Missing items cause the most common stock tickets.

  • Accounting Warehouses
  • 4 min read
  • Updated October 20, 2026

For Administrator Accountant Store keeper

In order

  1. Branches and the fiscal year
    Who
    Administrator
    Where
    Fiscal year, Branch
    What changes
    An active fiscal year covering today, and the branches stock will belong to (The fiscal year, Branches and projects on sales documents).
  2. Warehouses
    Who
    Administrator or store keeper
    Where
    Warehouse > Add
    What changes
    At least one warehouse per branch. Mark the Default warehouse where you use the point-of-sale or the restaurant, and name the Users of a warehouse if only some may use it (Warehouses (godowns)).
  3. Numbering series for stock documents
    Who
    Administrator
    Where
    Document numbering
    What changes
    A series covering the fiscal year for each document you will use: Stock Transfer, Stock adjustment (also needed by expiry and breakage returns and by bundling), Product opening, and for production Bill of material, Production order and Production journal. For branch transfers also Branch stock out and Branch stock in (Document numbering for sales).
  4. The Inventory settings
    Who
    Administrator
    Where
    Configuration > Inventory
    What changes
    Name the three ledgers Opening PL stock, Closing PL stock and Closing BS stock (Closing stock in the profit and loss, the balance sheet and the year end) and choose Negative stock: Block, Warn or Ignore (Negative stock: where Penahak checks it).
  5. Units and categories
    Who
    Store keeper
    Where
    Unit, Product category
    What changes
    The units stock is counted in, and the categories products belong to (Units and alternative units, Product categories and sub categories).
  6. Products
    Who
    Store keeper
    Where
    Product settings
    What changes
    Each item with its unit, category, rates, levels, ledgers and tracking by batch or serial number (Products: what the stock side needs from a product).
  7. Opening stock
    Who
    Store keeper or accountant
    Where
    Product Opening
    What changes
    The quantity and rate of what you hold on the opening entry date (Opening stock).
  8. Approvals, if you want them
    Who
    Administrator
    Where
    Company setting > Approver
    What changes
    Switch approval on for the stock documents you want checked, and put approvers in a group (Approvals for purchases and vouchers). Production needs it (Set up production).
  9. A short test
    Who
    Store keeper
    What changes
    Make one purchase, one sale, one transfer and open Stock summary. The balance should follow each step.

Check list for support

SymptomMissing
No Add button on a stock screenThe numbering series for that document, or the user's permission
"Please create adjustment document number format" on an expiry or breakage returnA Stock adjustment series
A new product with an opening quantity is refusedA Product opening series covering today
The profit and loss shows no stock valueThe three stock ledgers in Configuration, or Include closing stock is off
A sale is refused for stockNegative stock is Block and the warehouse is short
A clerk cannot see a warehouseThe User field of the warehouses (Which warehouse a document line uses)

Related guides

Warehouses (godowns) A warehouse is a place where stock is kept: a shop floor, a store room, a vehicle. Each one belongs to a branch. Every stock… Products: what the stock side needs from a product The product is the item you stock, buy and sell. This article covers the fields that change stock, value and postings, the five… Units and alternative units Stock is counted in the product's unit. A product can also have a second unit, such as boxes next to pieces, with a fixed… Product categories and sub categories A product category groups products for reports, for default profit and for default stock levels. A category can sit under a… Opening stock Opening stock records what you already hold on the day you start. Enter each product's quantity, rate and warehouse once, dated… Negative stock: where Penahak checks it Negative stock means a warehouse shows less than zero because more went out than came in. Only sales documents follow the… Document numbering for sales Every sales document takes its number from a numbering series. A series belongs to a branch and to the fiscal year. No series… Approvals for purchases and vouchers Approval is off for every document until the administrator switches it on for that kind of document. With it on, an approver must…

More in Warehouses