Outgoing Inventory
Records goods leaving stock outside sales: own use, damaged/expired goods written off, samples, or donations out. Their value is charged to the Offset Account at the goods' COGS.
When To Use This Form
- Goods used internally (stationery from stock, materials for an exhibition).
- Damaged, expired, or confirmed-lost goods - charged to the chosen expense account.
- Not for sales (use Sales/POS) and not for production materials (use Production Order).
Fields To Watch
| Field | What to watch |
|---|---|
| Division, Department | Branch and warehouse where stock changes. A role locked to one division/department cannot change them. |
| Invoice, Date, Time | Document number (automatic when numbering is on) and transaction time - this time sets the COGS order. |
| Offset Account | Required. The expense account debited: goods loss, internal use, promotion expense, etc. |
| Product, Unit, Quantity | Item and quantity in the chosen unit; stock is recorded in the base unit (unit content x quantity). |
| Serial Number, Expiration Date, SN from List | Shown only when the company uses serial numbers; SN from List picks an existing serial. |
| Purchase Price | COGS per unit charged; pre-filled from the product's running COGS and best left unchanged so stock value stays consistent. |
| Subtotal | Quantity x Purchase Price, automatic. |
What Happens After Saving
- Product stock in that department decreases.
- Automatic journal: Debit Offset Account / Credit inventory account of the product group for quantity x COGS.
- When the approval workflow is on for inventory documents, stock and journals change only after the document is approved in the Approval Inbox.
Common Problems
- Stock goes negative: quantity exceeds the department's stock; check Product Inventory before saving.
- The expense value is not what was expected: the COGS used is the running COGS at the document date, not the last purchase price.
- For stock-take differences use Inventory Adjustment, not this form - so Recorded vs Physical is kept.
Menu Location
- Products & Inventory / Stock Operations / Outgoing Inventory
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