The short answer
Stock changes when a document says goods left or arrived. A request, a quotation or an order promises goods and changes nothing. Payments and journals move money, not goods.
| Document (screen) | Stock | Warehouse | Value of the entry | When |
|---|---|---|---|---|
| Opening stock (Product Opening, or the opening quantity when a product is created) | In | The warehouse on the line | Quantity times the rate you type | On save (Opening stock) |
| Goods received note | In | The line's warehouse | The line's value | On save, or on approval where approval is on (Receive goods with a goods received note) |
| Purchase invoice | In, unless it was made from a goods received note | The line's warehouse | The line's value plus any adjustment marked Stock valuation | On save, or on approval where approval is on (Enter a purchase invoice) |
| Purchase add-on voucher | No new entry | Not applicable | Raises the value of the invoice's goods where the adjustment is marked Stock valuation | On save (Add a cost to a purchase with an add-on voucher) |
| Purchase return | Out | The line's warehouse | The cost of the goods leaving | On save (Return goods to a supplier) |
| Goods delivery note | Out | The line's warehouse | The cost of the goods leaving | On save (Deliver goods with a goods delivery note) |
| Sales Invoice | Out, unless it was made from delivery notes | The line's warehouse | The cost of the goods leaving | On save (Raise a sales invoice) |
| Sales add-on voucher | No new entry | Not applicable | Adds the cost or charge to the invoice's goods where it counts toward profit | On save (Add a charge or cost to an invoice (sales add-on voucher)) |
| Sales return | In | The warehouse chosen on the return | The Stock rate on the return line | On save (Take goods back with a sales return) |
| Expiry/Breakage return | In, then out again | The return's warehouse | The goods are written off at once | On save (Take goods back with a sales return) |
| Stock Transfer (between warehouses) | Out of one warehouse and in to the other | From warehouse and To warehouse | The rate on the line | On save (Move stock between warehouses with a stock transfer) |
| Stock Transfer (to another branch) | Out at the sending branch; in at the receiving branch only when it enters the receipt | The line's warehouses | The rate on the line | On save of each half (Send stock to another branch) |
| Stock adjustment | In or out, by the Adjustment reason | The line's warehouse | The rate you type | On save (Adjust stock: counts, damage, expiry and write-offs) |
| Bundle/unbundle | The parts out and the bundle in, or the reverse | The chosen warehouse | What comes in: the Buy rate of the products; what goes out: its cost | On save (Bundling and unbundling products) |
| Production journal | Raw materials out, finished goods and by-products in | The warehouses on the lines | Raw materials at their cost (first in, first out); finished goods at the journal's total cost shared over the quantity produced (the approved quantity comes in) | Only when it is approved (Production journal: record production and approve it) |
| Point-of-sale bill | Out | The branch's default warehouse | The cost of the goods leaving | On save, like an invoice |
| Restaurant bill | Out | The branch's default store | Each item sold; a dish takes its ingredients out when automatic stock adjustment is on | On save (see the Restaurant guide) |
| Hotel stock counts, issues and moves | In or out | The hotel store's warehouse | Accounting's own cost | On save: counts and issues are stock adjustments, moves are stock transfers (see the Hospitality guide) |
An invoice made from a note
When an invoice is made from delivery notes, the notes' entries stay as they are and the invoice adds none: the goods left once. In the same way a purchase invoice made from a goods received note does not bring the goods in a second time. See From quotation to order, delivery note and invoice and From requisition to order, goods received note and invoice.
Editing and deleting
Editing a document takes its old entries out and writes the new ones in one step. Deleting takes its entries away, and the goods go back to where they were. A delete can leave a warehouse below zero if the goods were already sold or moved: Penahak does not check this (Change or delete a saved purchase document, Edit, delete and approve a transfer or an adjustment).