Description Use the Stock Issues process to issue stock from a Stock Location and assign its cost to a job. This ensures accurate job costing, reduces available stock, and maintains a complete audit trail of material usage. The Stock Issues workflow includes starting a batch session, creating a stock issue entry, entering line item details, and posting the final transaction.
Step‑by‑step instructions
Before starting, ensure the stock has been received through a GRN and is available in the selected Stock Location.
1. Start a Stock Issues Batch Session
Navigate to:
Stock › Stock Issues
Batch Number
Automatically assigned when you begin a batch. Unfinished batches can be resumed later:
Date
Select the transaction date (cannot be in the future).
Period
Select an open financial period.
Click Get Results to continue.
2. Open the Stock Issue Entry List
After loading the batch, you will see the Stock Issue Entry list.
Toolbar actions
- Add – Create a new stock issue entry
- Edit – Edit an existing entry
- Delete – Remove an entry
- Post All – Post all entries in the list
Click Add to begin a new stock issue.
3. Complete the Stock Issue Entry Header
📸 Screenshot: Stock Issue Entry Header
Issue Doc No: Enter a reference number for the stock issue.
Stock Location: Select the location the stock will be issued from. Example: HO – Head Office Stores
Add/edit locations: ST › Stock Locations
Click Save to create the header. A \* symbol indicates unsaved changes.
Once saved, the Detail tab becomes available.
4. Enter Stock Issue Line Item Details
Navigate to the Stock Issue Detail screen.
Job No: Select the job receiving the stock. Example: U1001 – University Repairs Add/edit jobs: JC › Job Setup
Item Description: Select the product being issued. Example: PR001 – Topsoil Set up products: Purchase Orders › Products
UOM: Select the unit of measure. Example: M3 – Cubic Metres
Qty Available: Displays how much stock is available at the selected location.
Resource Code: Categorises the cost. Example: MA – Material
Operation Code: Assigns the cost to a job operation. Example: HS750 – Groundworks
Qty: Enter the quantity being issued. Issuing reduces available stock.
Item Code Cost Price: Cost of the product.
Value: Calculated as: Qty × Cost Price
Click Save to save the line item.
5. Post the Stock Issue
Once all line items are entered:
POST
Finalises the stock issue and updates:
- Job costs
- Stock levels
- Audit history
Posted entries cannot be edited.
You may also use Post All from the list view to post multiple entries at once.
FAQ
Why can’t I issue stock to a job?
Stock must be received through a GRN before it becomes available for issuing.
Why is my stock issue not posting?
Check that the financial period is open and that all required fields are completed.
Related articles
- GRN Entry
- Stock Enquiry
- Stock Locations
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