Keeping the numbers right
Record and read stock movements
Stock Movements is the running list of goods coming in, going out and moving between branches. It is also where you add the ones no sale makes.
Stock Movements shows every time goods came into your business, left it, or moved from one place to another. Most of the rows write themselves. When an order goes through, Outlyz writes a "Stock Out" for you and puts the order number on it, so most of what you see here nobody typed.
You add one by hand when no sale covers it. A delivery from your supplier. Crates sent from the main store to a branch. A count you fixed after checking the shelves and finding the books wrong. Empties a customer brought back outside an order.
You also come here to look back. Filter by type, item, date and branch, open a row to see the exact lines that moved, or send the whole filtered list to Excel.
Step by step
1. Open the page
In the sidebar, open "Inventory" and click "Stock Movements". The list shows the type, how many items, the quantity, "What moved", "Done by", "From", "To" and the date. Newest is on top.
2. Start a new entry
Click "Add Movement" at the top right, next to the refresh button. A form called "Add Stock Movement" opens.
3. Choose the "Movement Type"
There are four. "Stock In" for goods coming in. "Stock Out" for goods going out with no sale. "Transfer" for moving stock between your own branches. "Adjustment" for fixing a count. The form starts on "Stock In" because taking in deliveries is the daily job.
4. Say where it came from and where it went
For "Stock In" the "From" box starts on "New stock (supplier)". Pick a customer there instead when goods are coming back to you. "Transfer" needs two different branches. "Adjustment" only needs the branch that holds the stock. "Stock Out" adds "From Type" and "To Type", so each side can be a place or a customer.
5. List the counted stock
Under "Batches & loose items", click "Add item" and pick the "Item". Then pick a crate under "Batch", or leave it on "Loose (no batch)". Type how much moved in "Quantity". If you pick a crate that stock is leaving, the app fills in the whole crate amount, so lower it if only part moved.
6. Or pick the serial numbers
Cylinders and other things tracked one by one work another way. Turn on the "Serialised items" switch and type in "Serial Numbers" to search. Pick every unit that moved. On a transfer or a stock out the box stays locked until you say where the stock comes from, because it can only show what is really there.
7. Fill in "Reference" and "Notes"
Put the delivery note or receipt number in "Reference" so you can search for it later. "Notes" is free text for anything worth remembering. An "Adjustment" will not save without one.
8. Click "Create Movement"
The form closes and the entry shows at the top of the list. Stock counts change right away. A delivery lands in the branch you named, and a transfer leaves one branch and arrives at the other.
9. Read it back later
The list starts on this month, so change "From Date" and "To Date" to look further back. Narrow it with the search box, the "Movement Type" filter and the "Item" filter. Click "View" on a row to see every line with its batch or serial number, or click "Export" to send the filtered list to Excel.
Worth knowing
The list follows the branch you are viewing
The branch picker in the top bar filters this page. If a movement you expect is missing, switch to all locations before you go hunting. The three cards at the top count the whole filtered list, not just the page you can see.
"Adjustment" asks for a different number
The quantity box becomes "Actual count". Type what is really on the shelf, not the difference. Outlyz works out the gap and writes it into the entry. It says no if your number is what the books already say.
Fix a mistake by reversing it, not editing it
Nothing here can be changed after you save. Use the undo arrow on the row instead. It warns you that "The stock will move back the way it came, and both movements stay in the list. This cannot be undone." The arrow is not there on adjustments, or on an entry that was already reversed.
A supplier delivery will not take serial numbers
When "From" is "New stock (supplier)", only counted items are allowed. Brand new cylinders get their serial numbers on the product's "Units" tab. Use the "Single Unit" button for one, or "Bulk Units" for many at a go. After that they move around here like anything else.
Questions
Do I have to record every sale here?
No. Selling already does it. Each order writes a "Stock Out" with the order number in the "Reference" column, and empties brought back on that same order come in as a "Stock In". Type entries by hand only for stock that moved outside a sale.
A customer returned empty cylinders. Which type do I use?
"Stock In". Pick the customer in the "From" box instead of "New stock (supplier)". That brings the goods back into your branch and cuts what the customer is holding. The "State" box sets itself to "Empty", and you can change it to "Filled", "Damaged" or "Unknown".
Why is there a "State" box on some entries and not others?
It only shows for goods that come back to you, like cylinders, crates and kegs. Things you sell and never see again never ask. It is how Outlyz knows if what moved was full, empty or broken.
Outlyz does this
Outlyz tracks your stock, orders and deliveries, and every container you expect back. UGX 20,000 per person per month. The first month is free and no card is needed.
Or call 0780 784870 and we will set it up with you.