🏬 Section 12
Stock & warehouses
Keep stock accurate across every shop and warehouse.
On this page
Stock transfer
- Choose the from and to locations and the date.
- Add products and quantities. Add shipping charges if any.
- Set the status. Stock leaves the source when sent and arrives at the destination when the transfer is Completed.
You can't move more than the source location holds. ZaleBee says how much is there (e.g. "Godown has only 49 PC of USB Cable, so 5,000 can't be moved out") and keeps you on the form. This is checked again when a pending transfer is completed. A Completed transfer can't be edited or have its status changed, so stock is never moved twice. Editing a transfer needs the stock transfer edit permission.
Main Store is down to 5 bags of rice; the Godown has 100. Create a transfer Godown → Main Store, 20 bags, status Completed. Godown now shows 80 and Main Store 25. Total stock stays 105, just in different places.
Stock count (stocktake)
- Pick the location and, optionally, a category to count just part of the store. Choose how you count (see below), then click Start count.
- Enter the counted quantity for each product and click Save counts. You can save and continue later.
- Use the Differences only filter to review shortages and extra stock, with their value.
- Finalise the count to correct stock to the counted quantities.
| Product | System | Counted | Difference |
|---|---|---|---|
| Biscuits – Glucose | 50 | 47 | –3 (short) |
| Biscuits – Cream | 30 | 31 | +1 (found) |
| Biscuits – Marie | 40 | 40 | 0 |
After you finalise, stock becomes 47, 31 and 40, and the value of the difference is recorded.
You can keep selling and receiving goods while you count. When you start a count, choose how it is done:
| Entering counts as I go (the default) | You type counts into ZaleBee (or the mobile app) as you walk the shelves. Each line is compared with the stock at the moment you save it, so sales and deliveries during the count don't show as missing or extra. |
| Counted earlier on paper | You count on paper and type it in later. Every line is compared with the stock when the count started, so start the count in ZaleBee when the paper count begins. Lines whose stock moved since then are flagged. |
ZaleBee shows 5 packets of tea when the count starts. A delivery of 2 arrives, and then you count the shelf: 7. With Entering counts as I go, the system figure is 7 when you save, so the difference is 0. With Counted earlier on paper, use the figure you wrote down before the delivery (5), so the difference is also 0.
Stock adjustment
Use for damage, expiry, theft or breakage. Choose the location, type (Normal or Abnormal), add products and quantities, and enter any amount recovered (e.g. scrap sale or insurance). In Received into, pick the cash or bank account the recovered money went into (Cash by default). Only the rest of the value is booked as a loss.
You can't adjust more than the location holds. ZaleBee says how much is there (e.g. "Main Store has only 57 PC of USB Cable, not 5,000") and keeps you on the form. The mobile app checks the same.
Two bottles of oil break while unloading. Add an adjustment at Main Store, type Normal, product Sunflower Oil 1 L, quantity 2. Stock drops by 2 and the loss appears in your Profit & Loss.
If the bottles cost ₹150 each and the transporter pays you ₹100 in cash for the damage, enter 100 as the amount recovered, received into Cash. Your cash goes up by ₹100 and the loss is ₹200.
Stock levels: min, max, bin & preferred supplier
For each product at a location set the min (reorder when stock falls to it), the max (order up to it), the bin location (where it's kept, e.g. A-01) and the preferred supplier. Reorder suggestions use them first: the min instead of the alert quantity, the max instead of the cover days, the preferred supplier instead of the last one.
Rice 5 kg: min 10, max 50, preferred supplier Best Supply. Stock falls to 8. Reorder suggestions propose 42 bags from Best Supply.
Cycle counts
Instead of counting everything once a year, count a little often. On the Stock levels page add a count schedule: a location, then a category or the A / B / C class (see ABC / XYZ), and every how many days. ZaleBee opens the stock count on the day it's due at 6:00, and waits while the last one is still open.
Serial numbers, IMEI & warranty
- Receive: choose the product and location, enter the purchase reference and paste the serials, one per line.
- Sell: type the serial in the sale line's IMEI / serial note. The serial is marked sold to that customer, with the warranty end date from the product's warranty.
- After sale: search a serial to see its whole story: supplier, purchase, customer, invoice, warranty status. Record a claim, repair, repaired, replaced, returned or scrapped.
Expiry markdowns
Lots with stock left that expire soon are listed with a markdown suggested by how many days are left. The default is 7 days or fewer 50%, 14 days 30%, 30 days 15%; change the steps at the top and press Save. Tick the items, adjust the %, and press Mark down ticked items.
- A markdown is a discount on that product at that location. It ends when the lot expires, and the POS applies it by itself (see promotions). It also shows under Products › Discounts.
- Below cost warns when the marked-down price is less than the lot's cost.
- Lots already past their date show Remove from stock, which writes them off with a stock adjustment.
Alerts
Products below their alert quantity and items near expiry appear on the dashboard. See Stock report and Stock expiry report for details.
Not using ZaleBee yet?
Try everything in this guide free for 30 days.