Stock update entry   

Note :The Stock Update Entry is used only to reduce stock, not to increase it. If a stock needs to be increased, it should be entered as Opening Stock instead.

Refer to the link to learn how to update Opening Stock Entry 

Stock Update Configuration – Manual vs Auto Load    

We have an feature in the Stock Update process that allows users to configure how items are loaded on the stock update screen. You can now choose between "Load Items Manually" and "Auto Load All Items" through configuration settings.

Prerequisite -    

1. From Dashboard Navigate to Tools → Configuration → Business Configuration

2. Search "Stock Update Based On"

3. Choose one of the following options:

• Auto Load All Items

• Load Items Manually

Option Details:    

1. Load Items Manually    

• In this mode, the Stock Update screen

• You must manually select the items you want to update.

• This is useful when you only need to update stock for specific items.

2. Auto Load All Items    

• When this option is selected, all items will be automatically loaded onto the Stock Update screen.

• You can then enter the required quantity for the items and proceed with the stock update.

• This option is helpful when updating stock in bulk.

To Perform Load Items Manually   

Steps to update the physically available quantities of items:- 

1. From Dashboard, Navigate to Inventory > Stock Update Entry.

2. Press ENTER in Code to select the items to change its on-hand quantity.
The Stock Update Entry screen displays the Stock (On-hand Quantity in TruePOS), Sell Price and the MRP of the item.

• Specify the physical on-hand quantity in Qty column. You can also enter your item wise remarks under the "REMARKS" column.

3. Click F6 Save to save the stock update details.

• Click F7 View to view the previously done stock update entries.

• Click F8 Print to print the stock update entry which is present in the screen.

• Click F9 Clear to clear the screen.

• Click F10 Close to close the screen.

4. Once Saved, you can verify in Stock Update detail report. 

Auto Load All Items in Stock Update Entry  

When the “Auto Load All Items” option is enabled, all item stock details will automatically be displayed in the Stock Update Entry screen.

Steps to Load all items in Stock update Screen :-  

1. Navigate to Inventory → Stock Update Entry → Add New Entry

2. Once the location is selected, all items will be loaded automatically onto the screen.

• From the dropdown, select the desired Location.
  

3. Item Search (Optional):

If you need to find a specific item, use the available filter options:

• Search by Item Name

• Search by Item Code

4. In the Advanced Filter, you can refine your search based on:

• Rack No Sort by Ascending / Descending order

Rack Number Set Up- 

The Rack No is specified in the Item Master screen.

Steps to Set Rack No:    

1. Go to Master → Item → Item

2. Click Edit or Add Item

3. Navigate to the Packing tab

4. Locate the Rack No field and enter the value as needed

5. You can Enter the "Quantity" and Select the item and click on "Save"

6. If "Stock Update Approval" is enabled, the stock update will go directly to the Stock Update Approval screen. Once approved, the update will be reflected in the system.

To approve the stock update:

1. Go to Inventory → Stock Update Approval

2. Select the location – all pending approvals for that location will be listed.

3. The stock update entry must be approved by the reporting admin mapped to the employee (who raised the entry) in the Employee Master.

7. Once the "Stock update" Approval is done, You can verify the "Stock update entry" in View mode.

Frequently Asked Questions (FAQ)-  

1) How to load the stock update imported via migration?

Answer - In the stock update entry screen, press Ctrl + F2 or click on Import SU button. The lov containing the stock update no and date will appear. The latest imported will added to the list below one another. Load the Stock update no and follow the above mentioned process to complete and save the stock update.

2) In what cases will the stock update will fail? (or) Stock update approval is done, but stock has not been changed, why?

Answer - In two cases, the stock approval will fail and the stock will not be updated

* If any transactions have been done against the stock after putting the stock update entry and before doing stock update approval

* If the entered quantity is greater than the purchased quantity

3) What will happen if you update stock in stock updation screen?

Answer - After stock updation and approval has been processed, the on hand stock quantity will be reduced or increased accordingly as per the updated physical quantity.

4) Until how much quantity can we edit the stock in stock update?

Answer - Stock update quantity can be entered up to purchased quantity. If entered beyond the purchased quantity, then stock update approval will fail, the status can be checked in stock update detail report.

5) Can Stock update and stock update approval done branch wise?

Answer - Yes, before loading the items, the branch need to be selected from the top right corner dropdown.

6) How to allow the stock update up to inward quantity?

Answer - From the business configuration, Enable the configuration "Allow stock update up to inward stock" in order to allow the stock update up-to the inward (purchased) quantity.

7) Can I be able to edit the stock entry which i made?

Answer - Kindly refer the link for the same " https://help.true-pos.com/Edit-Stock-update.html "

8) When I am trying to make the Stock update entry and I am unable to find the item in Stock Update entry? Why?

Answer - Kindly check the item product type and if it Serialised item then it cannot be seen in Stock update entry screen.

9) I have done the Stock update through Migration and it got uploaded successfully and When I am trying to Import the Stock update in Stock Update screen and it is showing No of Records Why?

Answer - Kindly check any Pending approval is there in Stock update Approval Screen and also check that if the "Show batch No" and "Show Expiry Date" Configuration in "Business Configuration" is enabled and the both "Expiry" and "Batch No" fields has to be provide in Migration otherwise it will not show records.

10.)Why did the stock update fail?

Reason 1: The stock update may have failed because an item with the same batch has different costs. This discrepancy can cause the update process to fail.

Solution:
To resolve this,  contact the support team and request them to enable the configuration "Show Cost Rate in Sales Batch LOV." This setting ensures that stock is listed based on the cost price for the same batch. Once enabled, retry the stock update—it should work correctly.