How to Manage Stock In and Stock Out Transactions

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