Stock movements
Issue material to site, take back what was not used, write off wastage, damage and loss, and read the register of every movement in and out of your stores.
Every change to stock is a numbered movement. Receipts come from goods receipts; everything else — issues, returns and write-offs — is done from a project's Materials tab. Movements are never edited or deleted: a mistake is corrected by another movement in the opposite direction.
📷 Screenshot spot — a project's Materials tab with the Issue material to site form open, two lines added, one of them linked to a request in Against indent line
Save as static/img/screenshots/procurement-stock-movements.png and replace this box with 
Issue material to site
Who: Store Keeper, Project Manager, Company Admin.
- Open the project and go to the Materials tab.
- Click Issue to site.
- Choose the store in From store — the project's site store, or a central store — and check the Issue date.
- In Material available in this store, pick a material (each shows its available quantity) and click Add line. Repeat for everything being handed over.
- Enter the Issue quantity for each line.
- If the issue meets a material request, choose the request in Against indent line — it lists that material's requests with quantity still pending. Otherwise leave it on No indent.
- Add Remarks if useful, and click Issue.
Each line becomes its own movement and posts actual cost to the project at the store's average rate. Linking a line to a request moves that request's Issued column, which is what marks it partly or fully met.
An issue against a request line is refused if it is for more than the line's To issue quantity, for a different material from the one requested, or against a request that was cancelled or rejected.
Material becomes project cost at the moment it is issued to site — not when it was bought or received. That is why the project's cost and the purchase register rarely agree on a given day, and why both are right.
Return unused material
Who: Store Keeper, Project Manager, Company Admin.
- On the Materials tab, click Return from site.
- Choose Into store and the Material.
- Enter the Quantity and the Return date, and a Reason if useful.
- Click Record return.
Material comes back at the store's current average rate, and that value comes off the project's cost. You cannot return more of a material than has been issued to this project and not already returned — the app refuses with "Only … has been issued to this project and not returned; … cannot come back."
Write off wastage, damage or loss
Who: Project Manager, Company Admin. A Store Keeper cannot adjust stock — a write-off is the one movement with no document behind it.
- On the Materials tab, click Adjust stock.
- Choose the Store and the Type.
- Pick the Material (for a write-off, only materials in stock in that store are listed) and enter the Quantity. Always enter it as a positive number; the type decides the direction.
- Set the Date and enter a Reason.
- Click Post adjustment.
| Type | Use it for | Reason |
|---|---|---|
| Wastage | Normal site wastage — cutting, spillage | Required |
| Damage | Material spoiled — wet cement, bent bars | Required |
| Loss | Theft or material that cannot be found | Required |
| Scrap | Material written off as scrap | Optional |
| Adjustment (reduces stock) | A physical count found less than the book | Required |
| Opening balance (adds stock) | Bringing stock you already hold onto the system. Find the material with the search box, and enter a Rate — it sets the store's average | Optional |
Wastage, damage, loss, scrap and adjustments posted from a project's Materials tab put their value on that project's actual cost — the material is gone and the project paid for it.
In the app, an adjustment can only reduce stock. Booking a count that found more than the book is not in the app yet.
Transfers between stores
Transfers between stores are not in the app yet. A project can issue straight from a central store and return into one, so in most cases you do not need a transfer.
What each movement does
| Movement | Stock | Project cost |
|---|---|---|
| Purchase receipt | In, at the order rate | None — stock is an asset |
| Opening balance | In, at the rate you enter | None |
| Site issue | Out, at the average rate | Added |
| Return to store | In, at the average rate | Taken off |
| Wastage, damage, loss, scrap | Out, at the average rate | Added |
| Adjustment (reduces stock) | Out, at the average rate | Added |
Only a receipt or an opening balance changes the store's average rate. Everything going out leaves at the current average, which does not move.
Read the movement register
Open Stores from the sidebar and click Stock Movements (or the Movements button on the Stores page).
- The figures at the top count Movements, Receipts and Issues, and — for roles that can see value — the Value issued.
- Filter with All types and All warehouses.
- Columns: Number, Date, Type, Resource, From, To, Quantity, Rate, Value and Reason. Quantities in are shown with + in green, out with −.
- Movements are numbered across the company, for example
STK/26-27/00311. - The Reason column shows the reason you typed, or what caused the movement, such as a goods receipt.
The register shows the most recent 200 movements, and the type filter works within those. For one project's movements, use the list at the bottom of its Materials tab.
Rate and Value show only to the Project Manager, Accountant and Company Admin. For an issue, the value is the cost that was posted to the project.
Related
- Stores — stock on hand and who can see its value.
- Material requests — the request lines an issue can meet.
- Goods receipts — where stock comes in.
- Costs — where issues, returns and write-offs show up as project cost.