How to Manage Stock In and Stock Out Transactions

Modified on Tue, Jun 24 at 11:45 AM

Overview:

In QNE AI Cloud, the Stock In and Stock Out modules are designed to record inventory

movements that occur outside the standard purchasing and sales cycle. 

  • Stock In is used to record inventory received without a Purchase Invoice, such as internal transfers or promotional goods.
  • Stock Out is used to record inventory issued without a Sales Invoice, such as internal usage or inter-location transfers.

 

By accurately documenting these transactions, you ensure that your inventory records stay

up-to-date and reflect actual stock movements across your organization.

 

Scenario: 

Your company manages inventory across multiple warehouses or departments. There are

instances when items need to be transferred internally or received into inventory not through

a purchase, or issued out not through a sale. These scenarios are best managed using the

Stock In and Stock Out modules.

 

Example:

  • Stock In: Receiving stock from another branch or department as part of an internal transfer
  • Stock Out: Issuing stock to another warehouse or department for internal operations

 

? Note:  For adjustments due to damage, loss, or physical count discrepancies, use the Stock Adjustment module, which follows standard accounting practices for quantity and value corrections.

 

Procedure:

A. Recording a Stock In Transaction

 

Step 1: Open the Stock In Module

Navigate to Stock > Stock Ins, then click Add to create a new transaction.


Step 2: Enter Header Information

  • Description – Enter a short, descriptive reason for the stock entry (e.g., "Transfer from Branch A", "Received display items")
  • Date – Indicate the date the stock was received
  • Project (optional) – Tag the relevant project, if applicable
  • Stock Location – Select the warehouse or location where the stock is being received
  • Reference No. (optional) – Follow internal referencing formats (e.g., TRF-20Jun for

transfers)


Step 3: Add Inventory Items

  • Under the Details tab, select the inventory item(s). If the item is not yet listed, click Add New to create it.
  • Enter the quantity received. The system will compute the total based on the unit cost.
  • To include more items, click Add Lines and repeat the process.
  • Once all items are updated, choose a saving option (e.g., Save, Save and New) to record the transaction.

B. Recording a Stock Out Transaction

 

The steps for recording a Stock Out transaction mirror those of Stock In, with the key

difference being that the items are leaving the warehouse.


Step 1: Go to Stock > Stock Outs, then click Add

Step 2: Enter Header Information

  • Description – e.g., "Transfer to Branch B", "Issued to Admin Department"
  • Date – Date the stock was issued
  • Stock Location – The location from which stock is being removed
  • Reference No. (optional) – e.g., TRFOUT-20Jun

 

Step 3: Add Inventory Items

  • Select item(s) being issued
  • Enter quantity. The system will compute the total based on the unit cost.
  • Once all items are updated, choose a saving option (e.g., Save, Save and New) to record the transaction.



Application:

Use Stock In for:

  • Receiving stock from another branch (as part of internal stock transfers)
  • Receiving promotional or sample stock for marketing use
  • Receiving stock from production units or consignment returns

✅ Use Stock Out for:

  • Transferring inventory to another branch or warehouse
  • Issuing stock to departments for operational purposes (non-sales)
  • Sending inventory to consignment locations

 





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