Read the message first
When a stock screen cannot do something it says why and nothing is saved. Fix the cause and do the action again. Every message is in Messages you may see. For selling, buying and banking problems see When something is refused or looks wrong and When purchases, vouchers, banking or period end go wrong.
Stock quantities
| You see | Usually | Read |
|---|---|---|
| The stock report is not what I counted | A document in the wrong warehouse or on the wrong date, a purchase or a production journal waiting for approval, or the filter (date, warehouse, branch). Count against Stock summary with the same date and warehouse, then adjust | Count the stock and correct the differences, Stock ledger details |
| The product list's Stock on hand differs from Stock summary | The list shows a running total kept on the product. The report adds up the entries: trust the report | Products: what the stock side needs from a product |
| A sale is refused: "Negative stock not allowed." or "Stock is going to be negative." | The warehouse holds less than the line takes and Negative stock is Block or Warn | Negative stock: where Penahak checks it |
| The balance is negative | Goods were sold before the purchase was entered, a purchase was deleted after its goods were sold, or goods were returned with no stock to return from | Negative stock: where Penahak checks it |
| Goods are not in stock after a purchase or a goods received note | Approval is on for it and nobody has approved it | Approvals for purchases and vouchers |
| The goods are not in the other branch after a branch transfer | The Branch Stock IN has not been made | Send stock to another branch |
| "Insufficient stock balance" on a transfer | The From warehouse holds less than the quantity, counting the other lines of the transfer | Move stock between warehouses with a stock transfer |
| The balance changes when I back-date a document | A document sees only the entries dated before it: check its date | How stock works |
Products and warehouses
| You see | Usually | Read |
|---|---|---|
| A product is not offered on the invoice | Locked, for the other side (purchase or sales only), the warehouse has a product list, or the search is too short | Why a product is not offered on a document |
| A product is missing from Stock status or the Stock Analysis Report | It is locked, or a service: both reports leave those out (Stock summary shows locked products) | Lock a product |
| The product's Unit, Batch wise or Serial number is greyed out | The product has been used. Make a new product | Products: what the stock side needs from a product |
| The product is switched off but still on invoices | Active does not hide a product on documents: lock it | Products: what the stock side needs from a product |
| The invoice starts on the wrong warehouse | The line starts with the lowest-numbered warehouse of your branch (or the first of the list), not the one marked default | Which warehouse a document line uses |
| A clerk cannot see a warehouse | The warehouse's User list names other users | Which warehouse a document line uses |
| A warehouse cannot be deleted or moved to another branch | It has stock, documents or users, or stock in its present branch | Warehouses (godowns) |
| A new product with an opening quantity is refused | No product opening numbering series covers today | Set up stock: a checklist |
| An opening is refused as already entered | One opening per product, warehouse, project and branch: edit the existing one | Opening stock |
Value and cost
| You see | Usually | Read |
|---|---|---|
| The value of my stock changed when I opened a report | Reports bring the cost of sales up to date first. Normal | How stock is valued and what a sale costs |
| Profit or the cost of a sale looks wrong | More went out of that warehouse than ever came in (the extra had no cost to take), or goods came in at rate 0 | How stock is valued and what a sale costs, Profitability Report: sales against cost |
| The total stock value changed after a transfer, a bundling or an unbundling | The rate on the line was not the cost | Move stock between warehouses with a stock transfer, Bundling and unbundling products |
| The closing stock on the profit and loss is zero | The three stock ledgers in Configuration are not set, or Include closing stock is off | Closing stock in the profit and loss, the balance sheet and the year end |
| The profit and loss, the balance sheet and Stock summary disagree | Different dates or branches, or the values were not brought up to date: open Stock summary first | Closing stock in the profit and loss, the balance sheet and the year end |
| A purchase's freight is not in the stock value | The adjustment is not marked Stock valuation | Landed cost details |
| The Stock Analysis Report closing is not the stock on hand | It counts opening stock entries only (start from the first day of the year), leaves transfers and locked products out, and shows values as last worked out | Stock Analysis Report |
Transfers, adjustments and expiry
| You see | Usually | Read |
|---|---|---|
| No Add button on Stock Transfer, Stock adjustment or Product Opening | No numbering series covers today, or the role cannot create it | Set up stock: a checklist |
| "Please create adjustment document number format" on an expiry or breakage return | No Stock adjustment series | Set up stock: a checklist |
| A transfer or an adjustment cannot be dated | A later document exists in the branch, or the date is before the fiscal year | Edit, delete and approve a transfer or an adjustment |
| Delete on an approved transfer or adjustment does nothing | An approved document cannot be deleted: correct it with a new document | Edit, delete and approve a transfer or an adjustment |
| An expired batch was sold | The expiry date is a record: Penahak does not block it | Batch, expiry date and serial number tracking |
| No low stock message arrives | The alert is not switched on, no recipient, or Reorder level is 0 | Minimum, maximum and reorder levels |
Production
| You see | Usually | Read |
|---|---|---|
| The journal is saved but the finished goods are not in stock | It is not approved: the stock moves at the quality check | Production journal: record production and approve it |
| "Raw material stock is not sufficient" | A raw material is short in the BOM's warehouse | Production journal: record production and approve it |
| "Raw material stock with zero cost value not allowed" | A raw material has no cost and zero-cost raw material is switched off | Set up production |
| No BOM is offered on the order, or no order on the journal | The BOM is not approved or is locked; the order is not approved or is fully produced | Production: from the bill of material to finished goods |
| The cost of the finished goods looks low | Raw materials with a low cost, fixed costs missing, or rejected quantity | What production changes in stock and in the books |
| I edited an approved journal and the stock did not change | Editing never changes stock: approve again, or adjust | Production journal: record production and approve it |
| The production order still says Approved after its journals | Normal in this release: the status never changes to used | Production order |
| A serial-numbered product made by production has no serial numbers | In this release the approval does not keep them. Tell support, with the journal number | Production journal: record production and approve it |
When the message does not help
Take a screenshot of the whole screen with the message, and note what you were doing (the product, the warehouse, the document number and the date). Send it to the person who supports Penahak for your company. Nothing was saved, so you can try again once the cause is fixed.