Stock

The ERPNext Stock module maintains the item master and stock levels. Every movement from purchasing, sales or manufacturing updates stock and is posted to accounting at its value. This keeps stock quantity and stock value on the balance sheet in line.

Items, units and variants

Items are managed with groups, units of measure and conversions, e.g. buying in cartons and selling in pieces. Variants such as size or colour are generated from a template. Manufacturer part numbers and barcodes are stored on the item. Packaging units such as cartons or pallets can be set as well, for example as the basis for labels.

Warehouses, movements and barcodes

Multiple warehouses, halls and storage bins can be organised in a hierarchy, if needed with fixed bins per item and a priority for which bin to pick from first. Transfers, issues and receipts run through stock entries. Barcodes can be scanned directly in purchase receipts, delivery notes and stock entries, also on the go with a smartphone or handheld scanner.

Labels and mobile warehouse work

Item labels, labels from the sales order or pallet notes can be printed directly from ERPNext, including on label printers. A mobile interface lets staff check stock, search items and record stock entries right at the shelf. Permissions define who may issue material or correct stock.

Batches, serial numbers and expiry

Batches and serial numbers make every unit traceable – from supplier to customer. Batches carry manufacturing and expiry dates. Expired or damaged goods can be moved to a blocked warehouse or written off. Serial numbers can be unique and use their own prefix, and available serial numbers can be selected directly on the delivery note.

Reservations and special cases

Stock can be reserved for specific sales orders or blanket orders so it is not allocated to other customers. Individual processes can be covered too, for example goods owned by customers that are kept separate from your own stock, or lending tools to employees.

Valuation, stock counts and reports

Stock value is calculated by FIFO or moving average. Stock reconciliations match book stock with counted stock and post the differences. Reports show stock balance, stock ledger, ageing and stock value per warehouse.

How it connects to other modules

1. Buying and Selling: Receipts and deliveries update stock.
2. Manufacturing: Materials are issued to work orders, finished goods received.
3. Quality: Inspections at goods receipt and delivery.
4. Accounting: Every movement is posted at its value.

Frequently asked questions

Can ERPNext work with barcodes? Yes. Barcodes are stored on the item and scanned in purchase receipts, delivery notes, stock entries and the point of sale.

Can I track an expiry date without a batch? No. In ERPNext, the expiry date belongs to the batch. Items with shelf life are therefore batch-tracked; batch numbers can be generated automatically.

How are damaged or expired goods handled? They are moved to a separate warehouse (e.g. blocked or scrap) or written off via a material issue. The loss in value is posted accordingly.

How do I move goods between warehouses? With a stock entry of type material transfer. For sites with transport time, goods can pass through a transit warehouse.

Does ERPNext allow negative stock? Not by default, as stock value would be wrong. The setting can be enabled but is not recommended.

Which valuation methods are available? FIFO and moving average, set per item or system-wide.

Can storage bins within a warehouse be mapped? Yes. Warehouses can be structured hierarchically, for example by site, hall, rack and bin. Each bin keeps its own stock.

Is there a mobile solution for the warehouse? Yes. Checking stock, searching items and recording stock entries also work on a smartphone or handheld scanner, right at the shelf.

Can stock be reserved for a specific order? Yes. Stock can be reserved for a sales order or a blanket order. Reserved quantities are then no longer available to other orders.

Can labels be printed? Yes. Item labels, labels from the sales order or pallet notes can be set up as print formats and also printed on label printers.

How are items handled that are not kept in stock? Services or consumables are set up as non-stock items. They can be bought and sold as usual without keeping stock.