> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Stock Entry

> How to record internal stock movements - transfers between locations, write-offs, and adjustments - in Bizaxl Medical Retail.

A **Stock Entry** is the record you create whenever stock moves internally within your business - not from or to an external party. Think of it as a logbook entry for stock that changes location, gets written off, or needs adjustment. No money is exchanged; only inventory positions change.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-stock-entry-form.png" alt="Stock Entry form showing entry type, source and target warehouses, and items table with batch selection" />
</Frame>

***

## Who Uses This Feature

| Role                | What They Do Here                                          |
| ------------------- | ---------------------------------------------------------- |
| **Inventory Staff** | Creates stock entries for transfers and adjustments        |
| **Pharmacist**      | Writes off expired stock; records damaged medicines        |
| **Store Manager**   | Reviews and approves adjustments; monitors stock movements |
| **Accounts Staff**  | Reviews valuation impact of stock entries                  |

***

## Types of Stock Entry

| Type                                  | What It Does                                                 | Example Use Case                          |
| ------------------------------------- | ------------------------------------------------------------ | ----------------------------------------- |
| **Material Receipt**                  | Add stock from an external source not via a Purchase Receipt | Opening stock entry when first setting up |
| **Material Issue**                    | Remove stock from a warehouse permanently                    | Write off expired medicine; damaged goods |
| **Material Transfer**                 | Move stock from one warehouse to another                     | Move from back room to main store shelf   |
| **Material Transfer for Manufacture** | Send raw materials to a production warehouse                 | Not typically used in medical retail      |
| **Repack**                            | Change the unit of measure (break a box into strips)         | Sell individual strips from a carton      |

***

## How to Create a Stock Entry

1. Go to **Stock workspace → Stock Entry → New**
2. Select the **Stock Entry Type** (e.g. Material Issue, Material Transfer)
3. Set the **Posting Date** and **Posting Time** (defaults to now)
4. If transferring: set the **Source Warehouse** (From) and **Target Warehouse** (To)
5. Add items in the **Items table**:
   * Select the item
   * Enter the quantity
   * Select the **Batch No** (for batch-tracked medicines)
6. Submit

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-stock-entry-items.png" alt="Stock Entry items table showing item, batch number, quantity, source warehouse, and target warehouse" />
</Frame>

***

## Common Use Cases

### Writing Off Expired Medicine

When a batch of medicine has expired and needs to be removed from stock:

1. Create a Stock Entry → Type: **Material Issue**
2. Source Warehouse: where the expired stock is stored
3. Add the item, select the expired batch, enter the quantity
4. In the **Reason / Additional Note** field: note "Expired - Batch \[number], Expiry \[date]"
5. Submit

The expired stock is removed from inventory. The loss in value is posted to your **Loss/Write-off Account**.

### Moving Stock Between Locations

When you receive a delivery to the back room and need to move it to the main store shelf:

1. Create a Stock Entry → Type: **Material Transfer**
2. Set **From Warehouse** = Back Room
3. Set **To Warehouse** = Main Store
4. Add the items being moved with quantities and batches
5. Submit

### Opening Stock Entry

When setting up the system for the first time and you have existing stock:

1. Create a Stock Entry → Type: **Material Receipt**
2. Target Warehouse: where the opening stock is stored
3. Add all items with their current quantities, batches, and valuation rates
4. Submit

This is a one-time action done during initial system setup.

### Repacking

If you buy medicines in boxes (e.g. 10 strips per box) and sell them by strip:

1. Create a Stock Entry → Type: **Repack**
2. Source: the box (1 box = 10 strips)
3. Target: the strip (10 strips)
4. This converts the unit of measure while maintaining the total value

***

## Field Guide

### Header

| Field                | What to Enter                                        | Required?            |
| -------------------- | ---------------------------------------------------- | -------------------- |
| **Stock Entry Type** | Select from the list: Material Issue, Transfer, etc. | Yes                  |
| **Posting Date**     | Date of the movement                                 | Yes                  |
| **Posting Time**     | Time of the movement                                 | Yes                  |
| **From Warehouse**   | Source location (for Transfer type)                  | For Transfer         |
| **To Warehouse**     | Destination (for Receipt and Transfer types)         | For Receipt/Transfer |
| **Company**          | Your company                                         | Yes                  |

### Items Table

| Field                | What to Enter                                        | Required?                |
| -------------------- | ---------------------------------------------------- | ------------------------ |
| **Item Code**        | The medicine                                         | Yes                      |
| **Qty**              | Quantity being moved or issued                       | Yes                      |
| **Batch No**         | Batch being moved (for batch-tracked items)          | Yes (if batch-tracked)   |
| **Source Warehouse** | Overrides the header warehouse for this item         | If different from header |
| **Target Warehouse** | Overrides for this item                              | If different from header |
| **Basic Rate**       | Cost per unit - auto-filled from inventory valuation | Auto                     |
| **Basic Amount**     | Total cost value - auto-calculated                   | Auto                     |

***

## Impact on Accounts

Stock Entries affect your financial accounts if **Perpetual Inventory** is enabled:

* **Material Issue** → debits the loss/expense account, credits the stock account (stock value decreases)
* **Material Transfer** → no net financial impact (same value moves between warehouse accounts)
* **Material Receipt** → debits stock account, credits the opening stock or adjustment account

Your accounts team can see these entries in the **General Ledger**.

***

## Best Practices

* **Always specify the batch when writing off expired stock.** Without a batch reference, the write-off is recorded but the batch quantity does not reduce correctly.
* **Create stock transfers promptly.** If stock has physically moved from the back room to the shelf, update the system immediately. Delayed entries lead to incorrect warehouse-level stock counts.
* **Write a clear reason for every write-off.** Future auditors and managers need to understand why stock was written off. Use the note/remarks field.
* **Do not use Stock Entry for supplier returns.** A Purchase Return (via Purchase Receipt) is the correct document for returning goods to a supplier.
* **Do not use Stock Entry for customer returns.** A Sales Return (via Delivery Note or POS Invoice) is the correct document for accepting goods back from a customer.

***

## Common Mistakes

* **Using "Material Issue" to simulate a sale.** Sales at the counter should go through the POS or Sales Invoice - not through a Stock Entry. Using Stock Entry for sales bypasses GST and revenue recording.
* **Not selecting the batch for expired stock write-offs.** The expired batch continues to show as "in stock" in batch reports even after the write-off.
* **Using the wrong warehouse.** If you issue stock from the wrong warehouse, the counts at both locations are wrong. Double-check Source/Target warehouses before submitting.
* **Submitting before verifying quantities.** Stock Entries are hard to reverse once submitted. Count physically before entering the quantity.

***

## Related Features

* [Batch & Expiry Tracking](/retail/medical-retail/batch-expiry-tracking) - writing off expired batches
* [Material Request](/retail/medical-retail/material-request) - requesting replenishment before a transfer
* [Purchase Receipt](/retail/medical-retail/purchase-receipt) - the document for receiving from external suppliers
* [Warehouse Management](/retail/medical-retail/warehouse-management) - understanding your warehouse structure