Inventory -> Stock Movements

These are the basic steps to organize warehouse or store inventory and prevent missed stock movements. The guide is designed so non-technical users can start quickly. For a more operational guide covering location design and barcode work, see Inventory, Location, and Barcode Operations.

Key features

• Create inventory records to visualize stock balance by item
• Create locations to manage warehouses, stores, and shelves
• Record stock in (purchases, returns, transfers)
• Record stock out (shipments, internal use) and update balances automatically

Daily flow

1. Initial setup: Register items, locations, and opening stock via CSV or the UI.
2. Record stock in: Log incoming inventory from purchasing or transfers and keep an audit trail.
3. Record stock out and allocate: Record outgoing inventory for orders or internal use and allocate stock.
4. Check variances: Note differences from stock counts and register adjustment transactions.

Tips for stable operations

• Assign owners per warehouse and register stock in/out on the same day.
• Use templates for standard items to keep input fields consistent.
• Review dashboards weekly or monthly and note the causes of any anomalies.

Change inventory status (unit state)

In addition to stock movements, you can use Inventory Status to represent the “state” of a unit (for example, Reserved → Picked → Shipped).

Option 1: Update manually

1. Open the Inventory record you want to update.
2. Change Inventory Status.
3. Save.

Option 2: Update automatically with Workflows

Use the workflow action Update Record → Inventory to update Inventory Status when a trigger record changes.

• Trigger - Inventory: Use when the workflow trigger record is an Inventory.
• Trigger - Order / Trigger - Case: Use when the workflow trigger record is an Order or Case. Sanka resolves the target inventories through line items → item → inventory.

Recommended workflow order (to avoid mismatches)

If you use both actions in the same workflow:

1. Create Inventory Transaction
2. Update Record → Inventory

This order updates the same Inventory record(s) that were actually used for the stock movement.

Rotation (when multiple inventories exist for the same item)

If multiple Inventory records exist for the same item, enable the “prefer inventories with stock (rotate)” option in Update Record → Inventory so it prioritizes an inventory that still has stock.