Stock on hand

What you see

Inventory > Stock on Hand lists every stock line: one item, in one warehouse, from one lot. Each row shows:

• Available: what you can use now (on hand minus anything reserved for a transfer).
• Status: In stock, Low stock (at or below the item's alert level), Out of stock, or Expired.
• Lot Number and Expiry Date, with the days left when it expires within 30 days.
• The shelf or bin under the warehouse name when one was recorded.

More columns (On Hand, Reserved, Unit Cost, Value) can be shown from the column menu.

Use the tabs Low Stock, Out of Stock, Expiring Soon, and Expired for quick checks, and the filters for one warehouse or category.

Actions at the top

• Use stock: record stock used in lab work, expired, or damaged. Pick the item, warehouse, and quantity; Kashef shows how much is available and takes it from the lots that expire first.
• Receive delivery: open a new delivery receipt from a supplier.
• Add stock: add an opening balance, returned items, or stock found during a count. Use Receive delivery instead for supplier deliveries so the invoice reaches Finance.
• Reorder low stock: create draft supply requests for everything that is low (see Supply requests).

Actions on a row

• Use / write off: take stock out of this exact lot. Choose the reason Used in lab work, Expired, or Damaged or lost. For expired lots the full quantity is filled in for you.
• Count stock: enter the quantity you counted on the shelf and a short reason, such as Monthly stock count. Kashef records the difference.
• Transfer: start a transfer of this item from this warehouse.

Good to know

• You cannot use more than is available. If you try, Kashef shows how much is there and changes nothing.
• Every change is saved in the item's Stock Movement Ledger with the user, time, quantity (+ or −), and reason.
• Stock reserved for a transfer is still on the shelf but is not available, so other staff do not use it by mistake.

Common questions

The item page total is different from what I see on one shelf. The item total adds up every warehouse and lot. Filter Stock on Hand by warehouse to see each place separately.

Why can I not use stock that is on the shelf? It may be reserved for a transfer that was approved but not sent yet, or the lot has expired. Expired lots can only be written off.

When should I use Count instead of Use stock? Use Use stock when you know why stock went down (used, expired, damaged). Use Count stock when you find a difference between the system and the shelf and do not know why.