Stock Calculation Issues

Stock Calculation Issues

This guide helps you troubleshoot problems with stock calculations in EquiBillBook, including incorrect stock levels, stock valuation issues, and inventory discrepancies.

Common Stock Calculation Problems

1. Incorrect Stock Levels

If stock quantities are showing incorrectly:

• Check Stock Tracking: Verify stock tracking is enabled for the item
• Review Transactions: Check all sales, purchases, and adjustments for the item
• Opening Stock: Verify opening stock was entered correctly
• Pending Orders: Check if pending sales orders or purchase orders are affecting stock
• Stock Reservations: Review stock reservations from orders
• Multi-location Stock: If using multiple locations, check stock per location

2. Negative Stock Appearing

If items show negative stock:

• Allow Negative Stock: Check if negative stock is allowed in settings
• Review Sales: Verify sales weren't made when stock was insufficient
• Check Adjustments: Review stock adjustments that may have caused negative stock
• Opening Stock: Verify opening stock was entered correctly
• Purchase Entries: Ensure purchase bills are recorded before sales
• Stock Correction: Create stock adjustment to correct negative stock

3. Stock Not Updating After Transaction

If stock doesn't update after sales or purchases:

• Transaction Status: Verify transaction is confirmed/posted (not draft)
• Stock Tracking Enabled: Ensure stock tracking is enabled for the item
• Item Type: Verify item is set as "Product" not "Service"
• Refresh Page: Refresh the stock page to see updated values
• Check Permissions: Verify you have permission to view updated stock
• System Sync: Wait a few moments for system to sync stock calculations

4. Stock Valuation Issues

If stock valuation is incorrect:

• Valuation Method: Check stock valuation method (FIFO, LIFO, Average Cost)
• Purchase Prices: Verify purchase prices are entered correctly
• Cost Calculation: Understand how cost is calculated based on valuation method
• Opening Stock Value: Verify opening stock value is correct
• Price Changes: Check if purchase prices changed after transactions
• Multi-location: If using multiple locations, check valuation per location

5. Stock Movement Not Reflected

If stock movements aren't showing in history:

• Transaction Dates: Verify transaction dates are within the selected date range
• Movement Type: Check if movement type filter is excluding transactions
• Location Filter: Verify correct location is selected
• Item Filter: Check if item filter is correctly applied
• Transaction Status: Ensure transactions are confirmed, not draft

Stock Tracking Configuration Issues

1. Stock Tracking Not Enabled

If stock tracking isn't working:

• Item Level: Check if stock tracking is enabled for individual items
• Module Level: Verify stock tracking is enabled in Item Settings
• Item Type: Ensure items are set as "Product" type, not "Service"
• Category Settings: Check if category-level settings affect stock tracking
• Global Settings: Review global stock tracking settings

2. Stock Settings Configuration

Verify these stock settings:

• Stock Tracking: Settings → Item Settings → Stock Tracking
• Allow Negative Stock: Settings → Item Settings → Allow Negative Stock
• Stock Valuation Method: Settings → Item Settings → Valuation Method
• Low Stock Alerts: Settings → Item Settings → Low Stock Alerts
• Multi-location Stock: Settings → Location Settings → Multi-location Stock

Transaction-Related Stock Issues

1. Sales Invoice Stock Impact

If sales aren't reducing stock:

• Invoice Status: Verify invoice is "Confirmed" not "Draft"
• Stock Reservation: Check if stock was reserved from sales order
• Item Configuration: Verify item has stock tracking enabled
• Return Processing: Check if sales returns are affecting stock
• Invoice Cancellation: Verify invoice wasn't cancelled (which restores stock)

2. Purchase Bill Stock Impact

If purchases aren't increasing stock:

• Bill Status: Verify purchase bill is "Confirmed" not "Draft"
• Item Type: Ensure items are "Product" type, not "Service"
• Stock Tracking: Check stock tracking is enabled for items
• Purchase Returns: Verify purchase returns aren't reducing stock incorrectly

3. Stock Adjustment Issues

If stock adjustments aren't working:

• Adjustment Status: Verify adjustment is approved/confirmed
• Adjustment Type: Check if increase/decrease is correctly selected
• Quantity Entered: Verify adjustment quantity is correct
• Item Selection: Ensure correct item is selected for adjustment
• Location: If multi-location, verify correct location is selected

4. Stock Transfer Issues

If stock transfers aren't working:

• Transfer Status: Verify transfer is completed/confirmed
• Source Location: Check source location has sufficient stock
• Destination Location: Verify destination location is correct
• Transfer Quantity: Ensure transfer quantity is correct
• Multi-location Enabled: Verify multi-location stock is enabled

Stock Valuation Method Issues

1. FIFO (First In, First Out) Issues

• Purchase Order: Verify purchases are recorded in correct order
• Cost Calculation: Understand FIFO uses oldest stock first
• Price Changes: Check if purchase prices changed incorrectly

2. LIFO (Last In, First Out) Issues

• Purchase Order: Verify purchases are recorded correctly
• Cost Calculation: Understand LIFO uses newest stock first
• Price Consistency: Check purchase prices are consistent

3. Average Cost Issues

• Average Calculation: Verify average cost is calculated correctly
• Purchase Prices: Check all purchase prices are included in average
• Opening Stock: Verify opening stock value is included
• Price Updates: Understand how new purchases affect average cost

Multi-Location Stock Issues

1. Location Stock Not Showing

• Multi-location Enabled: Verify multi-location stock is enabled
• Location Selection: Check correct location is selected
• Location Permissions: Verify user has access to view location stock
• Location Activation: Ensure location is active

2. Stock Transfer Between Locations

• Transfer Approval: Verify transfers are approved
• Source Stock: Check source location has sufficient stock
• Transfer Completion: Ensure transfer is marked as completed
• Location Settings: Verify both locations are properly configured

Stock Reports and Reconciliation

1. Stock Reports Not Matching

If stock reports don't match actual stock:

• Report Date: Verify report date matches current date
• Location Filter: Check location filter is correct
• Item Filter: Verify item filters are applied correctly
• Pending Transactions: Check if pending transactions are included
• Physical Count: Compare with physical stock count

2. Stock Reconciliation

To reconcile stock discrepancies:

1. Physical Count: Perform physical stock count
2. Compare with System: Compare physical count with system stock
3. Identify Differences: Note all discrepancies
4. Create Adjustments: Create stock adjustments for differences
5. Document Reasons: Document reasons for adjustments
6. Review Regularly: Perform regular stock reconciliation

Best Practices

• Regular Reconciliation: Perform regular stock reconciliation
• Monitor Stock Movements: Regularly review stock movement reports
• Verify Transactions: Verify all transactions are recorded correctly
• Check Settings: Regularly review stock tracking settings
• Document Adjustments: Always document reasons for stock adjustments
• Train Users: Ensure all users understand stock tracking

Still Having Issues?

If stock calculation problems persist:

1. Review Stock History: Check stock movement history for the item
2. Verify Transactions: Review all related transactions
3. Check Settings: Verify stock tracking and valuation settings
4. Compare Reports: Compare different stock reports
5. Contact Support: Provide:
   • Item code/name with stock issues
   • Expected stock vs actual stock
   • Recent transactions for the item
   • Stock valuation method being used
   • Screenshots of stock reports
   • Steps to reproduce the issue

Most stock calculation issues can be resolved by verifying stock tracking settings, transaction statuses, and stock movements. If problems continue, contact support for assistance.