Record a stock entry (entry voucher) in a warehouse

Why this matters

Until a delivery is entered, Genuka does not know the goods are there: sales can be refused and the margin stays unknown. A stock entry puts the goods in the right warehouse, with their purchase price and dates, and leaves an entry voucher as proof.

Summary

A stock entry adds quantities to a specific warehouse, for one or several products at once. Each validation produces a numbered entry voucher, and each line creates a new batch with its own purchase price and dates. If you name the entry (Batch name / number), all its lines carry that batch number: the delivery can then be tracked as a whole (sold, remaining, margin). It is the tool for a delivery, a restock or an upward correction.

Prerequisites

• The stocks.create permission: without it, the Stock entry button does not appear.
• At least one warehouse your account can access.
• The products must already exist in Products & Services.

Steps

1. Catalog › Inventory & Stocks (/stocks), Stock entry button. From the Stock entries list, the button is called New entry.
2. Choose the Warehouse that receives the goods. The first warehouse in the list is preselected.
3. Optional: give the delivery a name in Batch name / number (for example "Dubai delivery October"). As you type, Genuka suggests the Existing batches: picking one completes that delivery instead of creating a second one. The text under the field tells you whether it is a New batch or an Existing batch. Once the name is entered, you can put the stock these products already had in the warehouse, without a batch number, into that delivery. Only those batches change: a batch that already has a number keeps it, and no quantity moves.
4. Choose how the lines are displayed, at the top of the table:
   • Variants (default): one line per variant;
   • Products: one line per product, with its variants in columns, grouped by option (Group variants by, for example Color then Size). Searching for a product adds it with all its variants; a box left empty enters nothing. A "—" box marks a variant that this product does not have. A product with no variant is entered in Total qty. The Purchase price, the Alert threshold and the dates apply to all the product's variants; for a different price per variant, switch back to the Variants view.
5. Add the products in two ways:
   • scan the barcodes with a scanner: each scan adds a line, with no field to click. Scanning the same product twice increases the quantity of its line;
   • or type its name in the search and pick it.
6. Enter the Quantities, and if you know them the Purchase price, the Alert threshold, the Production date and the Expiration date.
7. If these goods come from a purchase to record as an expense, tick This is a merchandise purchase (see "Record a purchase of goods"). Otherwise leave the box unticked.
8. Click Add stock. Genuka opens the entry voucher it created.

Fields and options

What the entry does

• An entry voucher is created, with an automatic reference, the warehouse, the author and the date.
• Each line creates a new batch in the warehouse: two deliveries of the same product stay two batches, each with its own price and dates.
• If a delivery name is entered, all these batches carry that batch number. Several entries under the same name form a single delivery.
• Under each quantity you enter, In stock shows what the variant already has in the chosen warehouse, before the entry.
• The Stock movements ledger records an entry of type Manual, linked to the voucher.
• If the product had no stock record yet, one is created and its stock tracking is turned on.

Finding your entries

Inventory & Stocks › More options › Stock entries (/stocks/entries) lists all receipts: the Manual entries (entry vouchers) and the Purchase receptions. The filters cover the Entry type, the Warehouse and the period (From / To).

• Clicking the reference of a manual entry opens the voucher (/stocks/entries/:entryId), with for each line the Product, the Quantity, the Purchase price, the Batch and the Expiration. If the entry carries a delivery name, the Follow the batch link opens Inventory & Stocks filtered on that batch (/stocks?batch_number=…).

Tracking a delivery

In Inventory & Stocks, filter on the Batch (or follow the link from the entry voucher). The indicators then show the Purchase value, the Sale value and its margin, the Sold and the Left to sell of the delivery (see "Batches, expiry dates and exit order"). A sale is charged to the batch the goods came from: the one that expires first, otherwise the oldest. If the same product was still in stock from an earlier delivery, that stock goes first. If a period is also chosen, the stock quantities and values only count the delivery's batches received in that period; the delivery detail (sold, left to sell) always covers the whole delivery.

• Clicking the reference of a purchase reception opens the matching expense.

Edge cases and common mistakes

• Unknown barcode. The line shows in red, Product not found. You can link this barcode to an existing product (refused if it already belongs to another product), or try again. Unresolved lines are ignored on saving.
• The scan does nothing. The cursor is in an input field: click elsewhere on the page, then scan.
• Composed product. The entry is refused: the stock of a composed product is calculated from its components. Enter the components instead.
• A delivery split in two. "Dubai" and "Dubaï" are two different batches. Pick the name from the Existing batches list rather than retyping it.
• Empty variants in the Products view. They are not saved: only boxes with a quantity greater than zero create a line.
• An entry voucher cannot be edited or cancelled. To fix a mistake, declare a loss or run an inventory, or correct the line from the item's page (see "Correct a stock quantity").
• Warehouse refused. You chose a warehouse your account cannot access.

FAQ

How do I record a stock receipt for several products in a specific warehouse? That is exactly this screen: Stock entry, choose the warehouse, add the products by scan or search, enter the quantities, then Add stock. A single entry can hold as many products as needed.

How do I manage my deliveries (give one a name, then see what it earned)? Enter the name in Batch name / number on the stock entry, then filter Inventory & Stocks on that batch to see what is sold, what is left and the margin.

What is the difference with "Receive against a purchase"? A stock entry creates no expense. Receive against a purchase, or the box This is a merchandise purchase, also records the purchase expense and its payment.

Can I add stock directly in the product page? Yes, by editing its stock lines, but no voucher is then created. Prefer the stock entry, which keeps a record of the document and of the purchase price.

See also

• Understanding stock — warehouses, batches, stock tracking and stockouts
• Record a purchase of goods
• Batches, expiry dates and exit order
• Correct a stock quantity
• View the stock movements ledger