Warehouse & stock: how much of which product in which warehouse, live and in one place.

Warehouse and stock software for SMBs

Stock is a business most capital-bound yet least visible asset. Most SMBs run stock on a single Excel total and can answer how many are there in total; but not in which warehouse, at what cost, why this much. ERPKolay keeps stock warehouse-based and saves every movement — goods receipt, transfer, count — as a dated record.

Warehouse-based stock and value

The same product can exist in different quantities in the central, dispatch and production warehouses. Warehouse-based stock shows how much of each product is in which warehouse on a separate row; quantity, average cost and stock value (average cost × quantity) are computed live. The warehouse total stock value and product count are visible at a glance. It matters to tell that zero-balance rows are not the warehouse stock but only the trace of a record once written there — a distinction that shows stock correctly without losing past movement.

Goods receipt and transfer

There are two ways into stock. The first is goods receipt from a purchase order: the accepted quantity enters stock at its unit cost, the rejected quantity is never posted and not deducted from the order remainder. The second is inter-warehouse transfer: a transfer creates no cost, the moved item cost passes from source to destination as is. Every transfer is document-numbered and not deleted; if there is a mistake, a new transfer is issued in the reverse direction, preserving the trace.

Counting and variance

In a physical count, the counted quantity is compared with the system quantity for each product and the variance is shown line by line; the net variance value is computed. The count passes an approval flow — from awaiting approval to approved — and the approver and variance reason are recorded. Uncounted lines produce no variance and do not touch stock, so partial counting can be done safely. This flow removes the there was a shortfall in the count but the reason is unknown situation.

Stock movements and traceability

All entries, exits, transfers and count adjustments are kept as dated movement records. You can trace back one by one why a product stock changed. Because quantities may be in different units (pcs, m², box) they are not summed; each unit is reported on its own. Because stock value comes from the same data as the table in pre-accounting, the balance-sheet counterpart of inventory needs no manual reconciliation.