This guide describes how to create a new stock transaction in Netvisor and how the system automatically or manually processes stock transactions. Stock transactions affect product stock balances and stock value depending on the type of transaction recorded.

To create a new stock transaction, go to: Products > Stock > New stock transaction.

If the company has stock management enabled, the system makes automatic stock entries for products defined as stockable. Creating an invoice reduces products from stock, creating an order reserves products, and when a purchase order is marked as delivered, it makes a purchase entry in the stock. An offer does not make entries in the stock.

Transactions can also be recorded manually. This is done via the New stock transaction link. First, select the type of transaction for the entry.

CONTENTS

Stock entry

When you create a stock entry, first fill in the basic data of the stock transaction and then the transaction rows.

Fill in the basic data of the stock entry as follows:

  • Reference: Enter a reference visible in stock management entries and reports. You can drill down into the specific stock entry from the reference information. Reference is mandatory.
  • Specification: Enter the desired specification for the transaction.
  • Vendor: Select a vendor from the vendor register. This affects the product's unit price (purchase price) if a vendor-specific purchase price is set for the product. If a product is already added to the stock transaction row and the vendor is changed for the stock entry, Netvisor asks: Update vendor-specific or product-specific unit price for purchase rows? If the transaction is not targeted to any vendor, select Unallocated as the vendor.

Select whether to update the vendor-specific or product-specific unit price as follows:

  • OK button: Updates the price.
  • Cancel button: Does not update the price.
  • Delivery method: The list includes delivery methods established for the company. These can be added from Sales basic data and settings > Delivery method tab.

Add stock transaction rows as follows:

  • Stock transactions: Creating a stock transaction starts by selecting a product from the product list. The product must be established in Netvisor and must be a stockable product. The product can be searched by selecting from the list or searching by code or name. If a default stock and possible shelf location are defined for the product, these appear directly on the stock transaction row. The stock can also be manually defined on the product row.
  • Specification: You can provide a desired row specification for the specific transaction row.
  • Quantity: Enter the desired quantity of products, for example how many products have arrived in stock. Netvisor can automatically fetch a value for this field, but it can be manually changed. In the example row, the value 7 has automatically appeared: the product's stock quantity was -1 and 6 products were reserved for it, so the value is based on this information.

  • Purchase price: The product's purchase price appears in the field. If a vendor-specific purchase price is defined for the product and the specific vendor is selected as the stock entry vendor, then the vendor-specific purchase price is used. If the company does not have freight handling enabled, the Purchase price field does not appear, and the product's purchase price appears in the Unit price field. Purchase price affects the product's stock value, average price calculation, and further sales margin calculation. Remember to provide the correct price for the product to avoid future issues.
  • Freight cost: If the company has added the freight cost feature, the field shows the freight cost price for the specific product.
  • Unit price: Calculated using the formula Purchase price + freight. Unit price is the value taken to the stock report. If the company does not have freight handling enabled, only one input field named Unit price appears on the stock row.
  • Sum: The value is calculated using the formula Unit price * product quantity.
  • Status: The field has the following options:
    • Processed: The stock row affects the stock quantity.
    • Open: The row does not affect the stock quantity. For example, an order sets the status to Open, which reserves the specific product. Also, a purchase order that has not yet been delivered will have the status Open.
  • Transaction type: Transaction types include Sales, Purchase, Inventory, Correction, and Stock transfer. If necessary, transaction types can be added to the company from Stock > Stock transaction types. Detailed instructions on transaction types can be found in the Stock transaction types guide. Below is a general definition of different types:
    • Purchase: Used when stock transactions are created in connection with a purchase invoice or manual stock entry. This transaction type increases stock value and quantity.
    • Sales: Used when stock transactions are created in connection with a sales order or sales invoice. The transaction reduces stock quantity and value.
    • Inventory: Used when stock transactions are created, for example, during inventory. Inventory affects stock quantity.
    • Correction: Used when you want to correct stock value without affecting stock quantities.
    • Stock transfer: Used when you want to transfer goods from one stock to another.
  • Delivery date: Provide the date when the stock entry arrived/left the stock.

The triangle symbol means the row is not linked. This can only appear if the company has batch-based stock handling enabled.

You can delete a product row using the red X button.

You can add new transaction rows via the "Add new transaction rows" link and specify how many are added at once.

Stock entry view function

  • Show columns: By clicking this button, you can select which information is displayed on stock transaction rows. Update the view by clicking the "Update view" button. Displaying batch information requires FIFO calculation to be enabled in the company.

You can update several stock rows at once as follows:

  • Select the action to be performed on selected rows: Using the selection below the stock rows, you can update the following information for selected stock rows.
    • Change selected unit price by factor: Select desired rows and provide a factor in the adjacent field to update the unit price, and execute the change by clicking the Execute button. Remember to save changes afterward.
    • From the menu, you can also select to change the delivery date, status, stock, transaction type, or quantity.
    • Distribute freight cost to selected: Distributes the given freight cost evenly among selected rows. This requires the freight cost feature to be enabled.
    • If the company has batch handling enabled, you can remove or add existing links.
    • From the menu, you can also select an action to delete selected rows.

At the bottom of the stock entry view, you can save and use additional functions as follows:

  • Save button: Saves additions and changes made to stock entries. Next to the button is an upward triangle that opens an additional menu:
    • Go to stock management homepage: Takes you to the same view as clicking the Products tab in the main menu.
    • Go to stock transaction reports: Takes you to stock management reporting. Reports are described in more detail in the Stock management reports guide.
    • Batch-based reports: Appears if the company has batch handling enabled. The link takes you to stock management reports directly to batch-based reports.
    • Create stock order: Creates a stock order or picking list for warehouse personnel from the stock entry. The list can be printed in Finnish, English, or Swedish. You can choose to hide price information, comments, possible barcodes, and batch numbers. To display price information, you must have read or edit rights to purchase price in sales and purchase ledgers.
    • Create new stock transaction: Opens the new stock transaction creation page without prefilled data.
    • Add products: Opens the product register, where you can select desired products for the stock transaction.
    • Copy transaction: Creates a copy of an existing saved transaction.
    • Show deleted: Displays deleted stock transaction rows.
    • Save: Saves additions and changes made to stock entries.

Frequently asked questions

Question: How do I create a new stock transaction in Netvisor?
Answer: To create a new stock transaction, go to: Products > Stock > New stock transaction.

Question: Which transactions update stock automatically?
Answer: Creating an invoice reduces products from stock, creating an order reserves products, and when a purchase order is marked as delivered, it makes a purchase entry in the stock. An offer does not make entries in the stock.

Question: What is the difference between the Processed and Open statuses of a stock transaction?
Answer: The Processed status affects stock quantity. The Open status does not affect stock quantity; for example, an order reserves the product and an undelivered purchase order has the status Open.

Question: How does purchase price affect stock management?
Answer: Purchase price affects the product's stock value, average price calculation, and sales margin calculation. Therefore, it is important to provide the correct price for the product.

Question: What are the different stock transaction types used for?
Answer: Purchase increases stock value and quantity, Sales reduces stock value and quantity, Inventory changes stock quantity, Correction changes stock value without affecting quantity, and Stock transfer moves goods from one stock to another.

Question: Can I edit several stock rows at once?
Answer: Yes. Select the rows and use the "Select the action to be performed on selected rows" menu, where you can, for example, change unit price by factor, update delivery date, status, stock, transaction type, or quantity, as well as distribute freight cost or delete rows.

Question: How do I create a picking list for the warehouse from a stock entry?
Answer: Open the triangle next to the Save button and select "Create stock order". You can select the language and whether price information, comments, barcodes, and batch numbers are shown.

Keywords: Stock transaction, stock entry, stock management

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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