Run your stock: order, receive, sell, count
Products are received into the right site and bin, sold from the shelf, returned when needed and counted — and stock value always matches the Inventory account.
- Who this is for
- Owner, admin or bookkeeper who looks after stock. Viewers can see every figure but not change it.
- Before you start
- At least one product. Add them one at a time with Add product, or several at once with Import products.
- A site if you keep stock in more than one place — Warehouses, then Add site. With one place you can skip this.
- Availability
- Available in the hosted app and the local build. Second-person count approval needs the hosted app, with each person signed in. Scanning accepts codes typed or sent by a scanner that types into the keyboard; it has been tested by typing, not yet with a physical scanner. Not available yet: receiving goods before the supplier bill (receiving creates the bill), shipping before invoicing (the invoice is created at dispatch), posting landed costs (a preview only) and a separate warehouse role.
Steps
- Choose Inventory in the sidebar, under Money out — it appears once the company has a product — or search for "stock". The Overview shows stock value, what is low, what is late from suppliers and what is on the road between sites.
- To buy, choose Create purchase order, pick the supplier and products, and send it. When goods arrive, open the order on Purchasing and choose Receive; enter what came, the bin it went to, and any lot numbers or serial numbers. Receiving posts the supplier bill.
- To sell from an order, go to Fulfilment and choose New sales order. Set stock aside, start a pick list, scan or tick what you pick, pack it, then choose Dispatch and invoice. Stock and cost of sales move once, when the invoice is created.
- If a customer sends goods back, choose Receive a customer return on Fulfilment and link it to the invoice. Returns can go into quarantine; inspect them later to release them to the shelf or scrap them.
- To count, open Stock counts and choose Start stock count. Pick the site, and bins if you like; leave Blind count ticked so counters do not see what the books expect. Enter or scan what you find, choose Review differences, then Apply count. The whole count posts as one entry. If the company requires a second person to approve counts, someone who did not count it chooses Approve first; this needs shared books with everyone signed in. A count applied by mistake is undone with Reverse count on the count itself, which reverses its entry and any units it moved between bins together.
- Check the result on Inventory, Reports. Against the ledger should say stock value and the Inventory account agree; Stock by place, Movements, Aging and Commitments show the detail, and each can be downloaded as Excel or CSV.
What you should see
Products shows what is on hand at cost, the count is marked Applied, and Against the ledger reports that stock and the Inventory account agree to the cent.
If it goes wrong
If a count will not apply because stock changed while you counted, open it and choose Keep the counts or Clear them to count again. If Against the ledger shows a difference, each cause is listed with its entry — most often a journal typed straight to the Inventory account. A lot past its expiry date cannot be sold, set aside or picked: use another lot, or move it to quarantine for review.
Related guides
Steps checked in the app on 2026-09-23. This guide describes how the software works; it is not accounting, tax or legal advice. Need a hand? Email support@qetaab.com.
All guides →