Transaction

Inventory Transactions

The Inventory Transactions module allows you to track and manage the physical movement of your products. You can use this screen to record receiving new stock, moving items between different warehouses or departments, and issuing out materials. It maintains a permanent, auditable record of all inventory changes and automatically updates your real-time stock levels and valuations.

When Do I Use This?

• When moving supplies from your main storage warehouse to a specific department or clinic.
• When doing a manual stock adjustment (e.g., writing off damaged or expired goods).
• When receiving inventory from a vendor or issuing inventory to a customer (if not done through standard purchasing/sales screens).
• When you need to correct a past inventory mistake using the Reverse feature.

How To Use

1. Creating a New Inventory Movement

1. Open the Inventory Transactions screen and click + New.
2. Fill in the general details like the Date, related Party (if applicable), and a Reference (like a delivery receipt number).
3. Save the header to begin adding items.

2. Adding Transaction Lines (Items)

For each item you are moving, you need to add a Line:

1. Select the Product you want to move.
2. Enter the Quantity.
3. Select the Source warehouse (where the item is coming out of). Leave this blank if you are adding brand new stock into the system.
4. Select the Destination warehouse (where the item is going). Leave this blank if you are writing off or removing stock completely.
5. Save the line. Repeat for all products you are moving.

3. Posting the Transaction

Transactions start as "Drafts". Simply saving the items does not update your stock levels. To finalize the movement:

1. Review all your added lines to ensure quantities and locations are correct.
2. Click the Post Inventory Transaction button.
3. The system will now deduct stock from the source, add it to the destination, and lock the record. You cannot edit a posted transaction.

4. Reversing a Mistake

Because posted transactions cannot be deleted (for accounting and security reasons), you must reverse them if you made an error.

1. Open the posted transaction that contains the mistake.
2. Click the Reverse Inventory Transaction button.
3. The system will automatically create and post a new, opposite transaction. It moves the exact items back to their original locations and marks the reference with "**REVERSE**".

Field Descriptions

Transaction Details (Header)

Transaction Lines (Items)