Stock Movements
Record and track all movements of your items with complete traceability
What is a stock movement?
A stock movement is a record that documents any change in your inventory. There are three main types of movements.
Types Overview
Each movement type has a color code and specific role in managing your inventory.
Stock entry
Adding items to inventory (purchases, donations, returns)
Use case examples
- • Receiving a supplier order
- • Equipment donation or gift
- • Return of borrowed equipment
Stock exit
Removing items from inventory (sales, distributions, losses)
Use case examples
- • Distribution of supplies to classes
- • Sale of school textbooks
- • Loss or breakage of equipment
Stock transfer
Moving items between locations
Use case examples
- • Transfer from main warehouse to annex
- • Reorganization between storage locations
- • Movement to a temporary site
Color Coding
Movements are identified by colors: Green for entries, Red for exits, and Blue for transfers. This coding facilitates their quick identification in the interface.
Stock movement lifecycle
A stock movement goes through several statuses from creation to effective execution.
Draft
Pending
Approved
Completed
Canceled
Draft
Initial state after creation. Movement is modifiable and deletable.
Available actions:
- • Modify movement details
- • Delete movement
- • Validate to change status to Pending
Pending
Movement has been validated and awaits manager approval.
Available actions:
- • Approve movement
- • Cancel if necessary
Approved
Movement has been approved and is ready to be executed. Stock is not yet updated.
Available actions:
- • Complete movement (update stock)
- • Cancel if necessary
Completed
Movement has been executed and stock has been automatically updated according to movement type (entry, exit, transfer).
✅ Stock quantities are definitively adjusted
Canceled
Movement has been canceled and did not affect stock.
⚠️ A canceled movement cannot be reactivated
Automatic updates
When completing the movement, the system automatically performs:
- Calculate and adjust stock quantities
- Update weighted average cost (WAC) for entries
- Create traceability records
- Notify concerned users
How to record a stock entry?
Access the form
Go to GO4STOCK > Stock movements and click 'New entry'.
Select the item and quantity
Item concerned
Quantity to add
Destination location
Indicate the source
Available source types:
Supplier purchase
Following a purchase order or direct purchase
Donation
Received free from a donor
Return
Item returned by a user
Adjustment
Correction following an inventory
Record the movement
The entry is recorded and stock is automatically updated.
How to record a stock exit?
Access the form
Go to GO4STOCK > Stock movements and click 'New exit'.
Select the item and quantity
Item concerned
Quantity to remove
Source location
Check that the available quantity is sufficient at the selected location.
Indicate the destination
Available destination types:
Internal use
Distributed to students or staff
Sale
Sold to third parties
Loss/Breakage
Lost, broken, or damaged item
Donation
Donated to another organization
Record the movement
The exit is recorded and stock is automatically deducted.
How to record a transfer between locations?
Create the transfer
Go to GO4STOCK > Stock movements and click 'New transfer'.
Define the movement
Item to transfer
Quantity to transfer
Source location (where the item leaves from)
Destination location (where the item arrives)
Validate the transfer
The system checks availability at the source, then automatically performs:
- Exit from source location
- Entry to destination location
- Update of global total (unchanged)
Best practices
Record all movements immediately
Never delay entering a movement. The longer you wait, the more likely you are to forget or make errors.
Add explanatory notes
Use the 'Comment' field to justify movements, especially for large exits or adjustments.
Always check available quantities
Before recording an exit, check the stock level to avoid creating negative stocks.
Document losses and breakage
For each 'Loss/Breakage' type exit, explain the reason (theft, damage, expiration, etc.).
Use purchase orders for entries
Link your stock entries to corresponding purchase orders for complete traceability.
Regularly check history
Regularly review movement history to detect anomalies or entry errors.
Frequently asked questions
Can I cancel a stock movement?
You cannot 'cancel' a movement, but you can correct it by creating a reverse movement. For example, if you recorded an exit of 50 items by mistake, create an entry of 50 items with type 'Adjustment' and explain the error in the notes.
What if I want to exit more than the available quantity?
The system will prevent you from recording an exit that would create negative stock. You must first verify your actual stock and, if necessary, make an adjustment via an inventory to correct the data before proceeding with the exit.
How do I view the movement history of an item?
Open the item record and access the 'Movement history' tab. You'll find the complete chronological list of all entries, exits, and transfers with dates, quantities, locations, and responsible users.
Do transfers modify total stock?
No, transfers simply move items from one location to another without changing the global total stock. Only entries increase total stock and exits decrease it.
Can I record a movement dated in the past?
Yes, you can modify the movement date during creation. This is useful if you're recording a movement that occurred a few days ago. Warning: this may affect WAC calculations and historical reports.
