Overview:

In N3 AI Accounting (formerly QNE AI Cloud Accounting), the Stock In and Stock Out modules are designed to record inventory movements that occur outside the standard purchasing and sales cycle. 

• Stock In is used to record inventory received without a Purchase Invoice, such as internal transfers or promotional goods.

• Stock Out is used to record inventory issued without a Sales Invoice, such as internal usage or inter-location transfers.

By accurately documenting these transactions, you ensure that your inventory records stay up-to-date and reflect actual stock movements across your organization.

Scenario: 

Your company manages inventory across multiple warehouses or departments. There are instances when items need to be transferred internally or received into inventory not through a purchase, or issued out not through a sale. These scenarios are best managed using the Stock In and Stock Out modules.

Example:

• Stock In: Receiving stock from another branch or department as part of an internal transfer

• Stock Out: Issuing stock to another warehouse or department for internal operations

Note:  For adjustments due to damage, loss, or physical count discrepancies, use the Stock Adjustment module, which follows standard accounting practices for quantity and value corrections.

Procedure:

A. Recording a Stock In Transaction

1. Open the Stock In Module

• Navigate to Stock > Stock Ins, then click Add to create a new transaction.

2.  Enter Header Information

• Description – Enter a short, descriptive reason for the stock entry (e.g., "Transfer from Branch A", "Received display items")

• Date – Indicate the date the stock was received

• Project (optional) – Tag the relevant project, if applicable

• Stock Location – Select the warehouse or location where the stock is being received

• Reference No. (optional) – Follow internal referencing formats (e.g., TRF-20Jun for transfers)

3. Add Inventory Items

• Under the Details tab, select the inventory item(s). If the item is not yet listed, click Add New to create it.

• Enter the quantity received. The system will compute the total based on the unit cost.

• To include more items, click Add Lines and repeat the process.

• Once all items are updated, choose a saving option (e.g., Save, Save and Close) to record the transaction.

B. Recording a Stock Out Transaction

The steps for recording a Stock Out transaction mirror those of Stock In, with the key

difference being that the items are leaving the warehouse.

1. Go to Stock > Stock Outs, then click Add

2. Enter Header Information

• Description – e.g., "Transfer to Branch B", "Issued to Admin Department"

• Date – Date the stock was issued

• Stock Location – The location from which stock is being removed

• Reference No. (optional) – e.g., TRFOUT-20Jun

3.  Add Inventory Items

• Select item(s) being issued

• Enter quantity. The system will compute the total based on the unit cost.

• Once all items are updated, choose a saving option (e.g., Save, Save and Close) to record the transaction.

Application:

Use Stock In for:

• Receiving stock from another branch (as part of internal stock transfers)

• Receiving promotional or sample stock for marketing use

• Receiving stock from production units or consignment returns

Use Stock Out for:

• Transferring inventory to another branch or warehouse

• Issuing stock to departments for operational purposes (non-sales)

• Sending inventory to consignment locations

System Scope: QNE AI Cloud Accounting / N3 AI Accounting