Stock Feature in Profitz – Profitz Help Centre

Managing stock effectively is essential for any business that purchases, stores, and uses materials. Profitz provides a Simple Stock Solution designed to give you clear visibility of your stock assets, how they move through your organisation, and how they impact your financial reporting. This article introduces the full stock lifecycle in Profitz and links together the key functions you’ll use every day.

1. Why Stock Management Matters

Stock represents a real financial asset. If it’s not tracked properly, your balance sheet becomes inaccurate, job costs become unreliable, and purchasing decisions become guesswork.

Profitz solves this with a simple, structured stock workflow:

Purchase stock using a Purchase Order
Receive stock using a Goods Receipt Notice (GRN)
Issue stock to a job when it is used
Review stock levels using Stock Enquiry
Move or correct stock using Transfers and Adjustments

This ensures your stock value is always accurate — both in your warehouse and on your financial statements.

2. The Stock Lifecycle in Profitz

Stock in Profitz follows a clear, controlled lifecycle. Each step updates your stock levels and financials in a predictable way.

Step 1 — Purchasing Stock

All stock must be purchased using a Purchase Order.

When raising a PO, you must choose one of two destinations:

A Job — if the stock is being purchased specifically for that job
A Stock Location — if the stock will be held in inventory for later use

This rule ensures every item has a clear purpose and a clear financial home.

Stock Locations

Stock Locations represent physical storage areas such as:

Yard
Warehouse
Depot
Head Office Stores

You must have at least one Stock Location set up before purchasing stock. Example: A default location such as YARD.

Step 2 — Receiving Stock (GRN)

Once goods arrive, they must be officially received into the system using a Goods Receipt Notice (GRN).

This step:

Confirms the goods were delivered
Updates stock levels
Moves the value of the goods onto the balance sheet
Creates an audit trail for financial accuracy

A GRN should always match the delivery docket or packing slip signed by the receiving staff member.

Step 3 — Issuing Stock to a Job

Stock can only be issued after it has been received via a GRN.

Issuing stock:

Reduces the quantity in the Stock Location
Moves the value from the balance sheet to the profit and loss
Assigns the cost directly to a job
Ensures accurate job costing and reporting

Profitz uses a structured workflow:

Start a Stock Issue Batch
Create a Stock Issue Entry
Enter the Header (location + reference)
Enter Detail (job, product, quantity, cost codes)
Post the issue to update stock and job costs

Step 4 — Reviewing Stock Levels (Stock Enquiry)

The Stock Enquiry screen gives you real‑time visibility of:

Stock quantities
Stock value
Stock by location
Stock by product
Drill‑down transaction history

This is your go‑to screen for checking availability before issuing or transferring stock.

Step 5 — Moving Stock (Stock Transfers)

If stock needs to be moved between locations — for example, from the Yard to a Site Store — use a Stock Transfer.

A transfer:

Reduces stock in the From Location
Increases stock in the To Location
Maintains accurate inventory across all storage points

Transfers follow the same structured workflow as Stock Issues:

Start a Transfer Batch
Create a Transfer Entry
Enter the Header
Enter Detail (from/to locations, product, quantity)
Post the transfer

Step 6 — Correcting Stock (Stock Adjustments)

If stock levels need to be corrected due to:

Damage
Loss
Stocktake variances
Data entry errors

Use Stock Adjustments to increase or decrease stock quantities.

Adjustments ensure your stock records remain accurate and auditable.

5. Related How‑to Articles

Here are the essential guides to help you master stock in Profitz:

How to Raise a Purchase Order
How to Receive Stock (GRN)
How to Use Stock Issue
How to Use Stock Enquiry
How to Use Stock Transfers