Track stock by godown (location-wise stock)

Keep stock separately for each godown or warehouse, set default locations, and move goods between your own godowns on a challan.

If you keep stock at more than one place, such as a shop, a factory and a warehouse, location-wise stock records which godown each item came into and went out of. It is off by default. When it is off, stock is tracked for the business as a whole.

Before you start

• Make a list of the places where you keep stock, with their address and state.
• Location-wise stock only adds a location to your stock entries. It does not change your accounts or the value of your stock.

Switch on location-wise stock

1. Open Settings > Configuration.
2. Click Location-wise stock to open the section.
3. Turn on Track stock separately for each location. The page reloads. The status now says purchases, sales and transfers each record a location.
4. Read What it unlocks for a short list of what changes.

To switch it off, turn the same switch off. The location questions stop, but the locations already saved on your stock entries are never deleted.

Add your godowns

The godown list is at the bottom of the section, under Your godowns. These names fill the location boxes on bills, invoices and transfer challans.

1. Click Add.
2. Type the Location name, such as "Main Godown".
3. Type the Address, PIN code and Contact no.
4. Pick the State.
5. Keep Active on.
6. Click Save. The message Location added appears.

The address prints as Dispatch From or Ship To when goods move to or from this godown on a stock-transfer challan. Fill it in for every godown you send goods from or to.

Edit or remove a godown

1. Click the pencil icon next to the godown. The Edit location window opens.
2. Change the details and click Save.
3. To stop using a godown but keep it on record, turn Active off. It no longer shows in the Godown: filter of the Product Register.
4. To delete it, click the bin icon and confirm. Stock already tagged to it keeps its label.

Choose how locations are picked

These settings appear under How locations are chosen once the switch is on. Each change saves by itself.

1. In Location is chosen, pick Once per document (recommended) for most businesses. Pick Separately on each line only if one invoice often ships from more than one godown.
2. In Default location for sales, pick the godown your sales usually go out from. It is filled on every new sale, and you can change it on the invoice.
3. In Default location for purchases, pick the godown where bought goods usually arrive. It is filled on every new bill, and you can change it on the bill.

If a document is saved with its location box empty, the default for sales or purchases is used.

Record a location on purchases and sales

1. On Transactions > Purchases, check Receive into. This is the godown the goods arrive at.
2. On Transactions > Sales, check Ship from. This is the godown the invoice issues stock from.
3. Pick a godown from the list, or type a name. Pick from the list so the name matches your godown list exactly.
4. Save the document as usual.

Move goods between your own godowns

Use a delivery challan to move stock from one godown to another. It is not a sale.

1. Open Transactions > Delivery Challans.
2. In Purpose, choose Stock Transfer (own godown). The customer box is replaced by two godown boxes.
3. In Dispatch from (godown), pick the godown the goods leave.
4. In Ship to (godown), pick the godown the goods go to.
5. Check the address shown under each box. This is what will print on the challan.
6. Add the items and quantities, then save.

The challan takes the quantity out of one godown and puts the same quantity into the other. Your total stock and its value do not change. The goods are valued at their current cost, not at the rate typed on the challan.

See stock at each godown

Open Registers > Product Register, click the Filters icon and pick a godown next to Godown:. Unassigned shows stock that was saved without a location, such as entries made before you switched this on. See Product Register.

Common problems

• Choose both From and To locations — a stock-transfer challan needs both godowns. Fill in Dispatch from (godown) and Ship to (godown).
• From and To locations must be different — the same godown is picked on both sides. Pick two different godowns.
• "..." is not in your godown list, so nothing can be printed — the name typed does not match any godown. Pick a name from the list, or add the godown under Your godowns.
• ... has no address on file — the godown has no address, so only its name will print. Edit the godown and add the address.
• A location with that name already exists. — two godowns cannot have the same name. Use a different name.
• Location name is required. — type a name before saving.
• Old stock shows under Unassigned — stock entered before the switch was on has no location. This is expected. New entries carry a location from now on.

Related

• Product Register
• Delivery challan
• Configuration
• Purchase entry
• Sales invoice

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