This guide is in English for now. The tool itself works in your language.
Stock › Damaged goods and samples
Damaged goods, free samples, gifts and own use
Some goods leave without a bill. Here is how to record them so your stock register matches the shelf, and how to count stock.
Goods that leave without a bill
Most stock moves with a document: a purchase bill brings it in, an invoice takes it out. Some goods move with no bill at all. If you do not write those down, the register shows stock you no longer have. A stock adjustment records them.
How to record it here
- Press Adjust stock.
- Pick the date, then for each item type the quantity and choose the reason: Damaged, Own use, Free sample, Gift, Lost or stolen, Expired, Short on count, Found or Extra on count.
- Write a short note (for example "rats in godown" or "Diwali gifts to staff") and press Save. Going-out reasons reduce stock; Found and Extra on count add to it.
Counting the stock
Count your shelves at least once a year, at 31 March, and more often for costly or fast-moving goods. Press Count stock: every item is listed with the quantity the books show. Type what you counted; the tool saves only the differences, as "Short on count" or "Extra on count", in one adjustment.
Worked example
A stationery shop gives 5 pens as free samples, 2 notebooks get wet in the rain and the owner takes 1 calculator home. One adjustment with three lines: Pens 5 (Free sample), Notebook 2 (Damaged), Calculator 1 (Own use). All three go out of stock. If GST credit was claimed when these were bought, that credit is reversed in the GST return; see GST rules for stock.
Common mistakes
- Making a sales invoice for a free sample. No money comes in, so a zero-value invoice muddles your sales. Use an adjustment with the reason Free sample.
- Only fixing the count, never the reason. "Short on count" again and again points to theft or billing mistakes. Look into it.
- Deleting a purchase bill to correct stock. The bill is also in your accounts. Correct stock with an adjustment, and correct a wrong bill with a purchase return or a fixed bill.