Stock

In Rowdx

1. Sidebar
2. Stock

The Stock module knows at any moment how much of each item you have, in which warehouse, and at what cost. Most movements happen automatically: the sales invoice takes goods out, the purchase invoice or receipt brings them in, and the cashier deducts with every sale. What you record by hand is what happens inside the business: transfers between warehouses, internal issues, damaged goods, and stock counts.

Key concepts

Concept	Meaning
Stock item	An item whose quantity you track (goods). Maintain stock is ticked on it
Non-stock item	A service or expense with no quantity (delivery, maintenance, consulting)
Warehouse	A storage place: main warehouse, branch, showroom, a sales rep's van
Valuation	Moving average by default: each new purchase recalculates the item's average cost
Projected qty	Current stock + incoming on purchase orders − reserved for sales orders

Setting up items

In Rowdx

1. Stock
2. Items
3. Add item

1. Item name and item code (leave the code blank to auto-generate).
2. Item group: a category such as Drinks or Spare parts. Used in reports and on the cashier buttons.
3. Default unit of measure: piece, carton, kg. If you buy by the carton and sell by the piece, add the carton in the UOM conversion table (e.g. 1 carton = 24 pieces).
4. Tick Maintain stock for goods; untick it for services.
5. Default selling rate and buying rate (details in price lists).
6. Barcode: in the barcodes table, for the cashier and scanners.
7. Reorder level (optional): the minimum per warehouse, so the item shows up in shortage alerts.
8. Save.

Many items

Don't type hundreds of items by hand. Use the Excel item template from Items → Import, or the "Items" step in Your first day.

Items with sizes and colours (variants)

For clothing and shoes: create a template item and tick Has variants, then set the attributes (size, colour) from Stock → Setup → Item attributes. Click Make variants and an item is created for each combination (blue shirt L, blue shirt XL…), each with its own stock and barcode.

Serial numbers and batches

• Serial number per unit (phones, devices): tick Has serial no on the item. Purchases and sales then ask for the serial, and you track warranty per unit.
• Batch with an expiry date (medicines, food): tick Has batch no. The Batch expiry status report warns you before expiry.

Warehouses

In Rowdx

1. Stock
2. Setup
3. Warehouses

Rowdx creates a main warehouse for each company. Add a warehouse per branch or separate storage place. Each cashier device has its own warehouse to deduct from, and each sales rep can have one (their van).

Stock entries

In Rowdx

1. Stock
2. Stock entries
3. Add

Choose the purpose first:

Purpose	When	Effect
Material transfer	From the main warehouse to a branch	Out of the source, into the target, no profit effect
Material issue	Internal use, samples, damaged	Reduces quantity and books the cost as an expense
Material receipt	Stock in without a supplier invoice (gift, manual production)	Increases quantity
Manufacture	From a work order	Consumes raw materials and adds the finished product. See Manufacturing

Transfer between two warehouses:

1. Purpose: Material transfer.
2. Source warehouse and target warehouse at the top (apply to all lines).
3. Add items and quantities. The scanner works in the item field.
4. Save and submit.

Damaged goods

Record damage as a Material issue with a suitable expense account (e.g. "Damaged stock"), not by adjusting quantities in a stock count. The count hides the reason; the issue shows it in reports.

Stock reconciliation (counting)

In Rowdx

1. Stock
2. Tools
3. Stock reconciliation

Used twice: entering opening quantities the first time, and periodic counts.

1. Choose the warehouse and click Fetch items to list all items with their system quantities.
2. Enter the actual quantity you counted. Unchanged lines can be removed.
3. For opening stock, enter the valuation rate (unit cost). For periodic counts, leave it.
4. Submit. The difference is posted automatically to the stock adjustment account.

Count in batches

You don't have to count the whole warehouse in one day. Create a reconciliation per shelf or item group and submit it right after counting.

Delivery notes and pick lists

• Delivery notes (Stock → Delivery notes): ship goods to the customer before or without the invoice (partial deliveries). Create it from the sales order via Create → Delivery note, then the invoice from it.
• Pick lists: a list for the warehouse worker of what to pick from each shelf across several orders.

Landed costs

In Rowdx

1. Stock
2. Tools
3. Landed cost voucher

When importing, the cost of goods isn't just the supplier price: freight, customs and clearance are part of it. Choose the purchase receipt or invoice, add the extra costs and how to distribute them (by value or quantity). Rowdx recalculates each item's cost, so your real profit shows when you sell.

Reports

Report	Answers
Stock balance	Quantity and value per item per warehouse, with in/out in the period
Stock ledger	Every movement of an item: when, which document, balance after
Quick stock balance	Scan a barcode, see the stock instantly
Projected qty	What will remain after receiving POs and delivering SOs
Stock ageing	How long each item hasn't moved, and its frozen value
Item shortage	What to buy to cover orders
Batch expiry status	What's close to expiring

Common mistakes

• Negative stock: selling more than the stock is blocked by default. "Insufficient quantity" usually means the purchase invoice isn't recorded yet, or the goods are in another warehouse.
• Zero cost: an item entered by stock count without a valuation rate shows 100% profit. Fix with a new reconciliation at the right rate.
• UOM conversion: if you sell by the carton without a conversion factor, one piece is deducted instead of 24.

Menu map

In Rowdx

1. Sidebar
2. Stock

Main items

• ItemList
• Stock EntryList
• Purchase ReceiptList
• Delivery NoteList
• Material RequestList
• Pick ListList

Tools6

• Stock ReconciliationList
• Landed Cost VoucherList
• Repost Item ValuationList
• Packing SlipList
• Quality InspectionList
• Delivery TripList

Setup13

• Item GroupList
• Item AttributeList
• BrandList
• WarehouseList
• UOMList
• UOM Conversion FactorList
• Serial NoList
• BatchList
• Serial and Batch BundleList
• Inventory DimensionList
• Item AlternativeList
• Quality Inspection TemplateList
• Shipping RuleList

Reports20

• Stock BalanceReport
• Stock LedgerReport
• Quick Stock BalanceList
• Stock Projected QtyReport
• Stock AnalyticsReport
• Stock AgeingReport
• Warehouse Wise Stock BalanceReport
• Item Price StockReport
• Item Shortage ReportReport
• Itemwise Recommended Reorder LevelReport
• Requested Items To Be TransferredReport
• Purchase Receipt TrendsReport
• Delivery Note TrendsReport
• Serial No and Batch TraceabilityReport
• Serial No StatusReport
• Serial No LedgerReport
• Serial No Warranty ExpiryReport
• Batch-Wise Balance HistoryReport
• Batch Item Expiry StatusReport
• Item Variant DetailsReport

Settings4

• Stock SettingsList
• Item Variant SettingsList
• Stock Reposting SettingsList
• Delivery SettingsList

Items you have no permission for, or that are not in your plan, are hidden from your menu automatically.