Tips and FAQ
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When should I use a QOH adjustment vs. a transfer? Use an adjustment to correct an item's recorded quantity — stock takes, write-offs, damage. Use a transfer to move stock between two locations. An adjustment changes the item's overall QOH directly; a transfer deducts from the source on dispatch and adds to the destination on receipt.
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Why can't I find a location in the From/To pickers when creating a transfer? The pickers only offer active locations. If the location was deactivated, it won't appear — check its Status on the Locations list.
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Can I reactivate a deactivated location? Not from the Locations screen — the Edit dialog only covers name, type, and the default flag. Treat deactivation as retiring the location for good, and create a new one if needed.
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Can I change a location's code? No. The code is fixed when the location is created; only the name, type, and default flag can be edited afterwards. Pick codes with a scheme that will still make sense later (e.g.
WH-KL-01). -
Why is "Confirm & Dispatch" refused on my transfer? Only DRAFT or CONFIRMED transfers can be dispatched. A transfer that is already in transit, received, partial, or cancelled can't be dispatched again.
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Can I cancel a transfer after it was dispatched? No — only DRAFT transfers can be cancelled. Once dispatched, stock has already left the source location; receive the shipment at the destination and, if it needs to go back, create a new transfer in the opposite direction.
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What does a PARTIAL transfer status mean? The received quantities didn't match what was dispatched — the differences are recorded as variances (amber figures) on the transfer's item table. Use the receiving notes to explain what happened, and correct any real stock discrepancy with a QOH adjustment.
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Can I edit or delete a QOH adjustment? No. Adjustments are a permanent audit trail. To fix a mistake, apply a new adjustment in the opposite direction and say why in the Reason/Notes.
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Where does an item's Min Stock threshold come from? The Inventory screens display it and use it to flag Low stock, but it isn't set here — it's part of the item's own setup. Items showing "—" have no threshold and will never be flagged Low.
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What does the "Default" location mean? The location marked default (one per business) is treated as your primary stock location. You can move the flag to another location by editing it and ticking Set as default location.
A sale went through but stock did not go down. Why?
Check Stock Exceptions. Every case of this is listed there with the sale that caused it and the quantity that did not move. The most common cause by far is a register with no stockroom set — its sales came out of the default warehouse instead of the stockroom you expected, which looks like "stock did not go down" if you were watching the wrong stockroom.
A customer returned goods. Does stock go back up automatically?
Yes. The quantity returns to the stockroom the original sale took it from, in the same units.
The exception is a return reasoned Damaged, Expired or a Quality issue. Those go to a Quarantine stockroom instead of back on the shelf, so your total stock on hand is right but the goods cannot be sold again by accident. Move them out with a transfer if they turn out to be fine, or write them off with an adjustment using reason DAMAGE or EXPIRY.
The shrinkage report is empty even though we write stock off.
The report counts three reasons only: WRITE_OFF, DAMAGE and EXPIRY. An adjustment keyed with any other wording is a stock change but not a recorded loss. The Reason field on the adjust dialog suggests the right values — see Adjusting Quantity on Hand, step 7.
Write-offs made before this became clear keep whatever wording they were given, so the report only covers losses recorded from now on.
The item total does not match the sum of its stockrooms.
It should, always. If you find a case where it does not, that is a defect worth reporting rather than a setting — the total is calculated from the stockroom figures every time either one changes.