Physical stock entry#

Physical stock entry lets you adjust stock outside the normal arrival flow. Use it when:

• Stock is discovered during a physical count that was never recorded as arriving.
• Stock is missing after a count and needs to be written off.
• Goods arrived through a channel that bypasses the purchase order process.

The entry is a plain +N (add) or -N (remove) movement at a specific rack.

Open the modal#

1. Open Inventory in the sidebar.
2. Click Stock.
3. Open the dropdown (top right) and choose Physical Stock Entry.

The modal opens with fields for the entry.

Fields#

Direction#

Toggle between Add Stock and Remove Stock. This controls whether the quantity is added to or subtracted from current stock.

Date#

The date to record the movement against. Defaults to today. Backdated entries stack on top of existing history without recomputing earlier balances.

Product head and code#

Select the product head, then the product code. Both are searchable autocomplete fields.

Location (Godown, Room, Rack)#

Pick the warehouse location where the adjustment applies. The room list loads once you pick a godown; the rack list loads once you pick a room.

Quantity and Unit#

Enter the positive quantity being added or removed, and the unit. The sign is applied automatically based on the direction toggle.

Price per unit (add only)#

When adding stock, enter the cost per unit. This field is required for stock additions because the value is used to compute weighted-average cost and stock value. When removing stock, this field is hidden.

Tax rate (add only)#

Enter the tax percentage (0-100). Defaults to 0. Only visible when adding stock. Used together with price per unit to calculate stock value including tax.

Make#

Optional. Select the manufacturer or brand associated with this stock.

Notes#

Optional. Free-text field for recording the reason, count reference, or any context.

Attachments#

Optional. Upload supporting documents such as count sheets, adjustment forms, or photos. Maximum 50 MB per file.

Submit#

Click Save Entry. The system validates the fields and records the movement. Stock figures update immediately.

History#

Past entries are viewable through Stock Entry History in the same dropdown. Each row shows the date, product, quantity, location, price per unit (if recorded), tax rate, and who performed the entry.

Value impact#

When adding stock#

If you provide a price per unit and tax rate, the entry contributes to the product's weighted-average cost. Dashboard stock value and inventory reports will include this stock at the recorded cost.

When removing stock#

The removed quantity is subtracted from current stock. The removal does not change the weighted-average cost — it uses whatever average cost already exists for that product code.

Common questions#

Why is price per unit required when adding stock?#

Without a cost, the system cannot compute stock value. If you add stock without cost, the dashboard and inventory screens would show inaccurate valuations.

Can I edit an entry after saving?#

Yes. Use Stock Entry History, find the entry, and click Manage > Edit. The same fields appear, and you can change the direction, quantity, price, or add attachments.

What happens if I change direction from Add to Remove during edit?#

The price and tax fields are cleared because they are not relevant when removing stock.