RockifyERP Knowledge Base
Stock
96 step-by-step RockifyERP guides on stock. Choose a guide to get started.
Guides in this section
- Stock in RockifyERPThe Stock module in RockifyERP tracks what you have, where it is and what it's worth, across every warehouse, shop and branch.
- WarehousesA warehouse in RockifyERP is any place you keep stock: a store, a shop, a branch, a vehicle or even goods in transit.
- Stock mastersStock masters are the records every stock transaction depends on in RockifyERP.
- Add a new itemItems are the products and services you buy and sell in RockifyERP.
- Item groupsItem groups organise items in RockifyERP, such as Building Materials, Beverages or Spare Parts, and can carry default accounts and taxes.
- Units of measureUnits of measure (UOM) in RockifyERP describe how items are counted, such as Nos, Kg, Litre, Box or Bag.
- Serial numbers and batchesRockifyERP can track individual units by serial number (such as phones or machines) and lots by batch (such as medicines or food with expiry dates).
- Item variantsItem variants in RockifyERP manage products that come in sizes, colours or other options, such as a T-shirt in S, M and L.
- Item attributesAttributes describe how variants differ in RockifyERP, such as Size, Colour, Volume or Grade.
- BrandsBrands in RockifyERP record the brand of each item for reporting and pricing rules.
- ManufacturersRecord who makes an item, and their part number, in RockifyERP, useful for spare parts and pharmaceuticals.
- Party-specific itemsParty-specific items limit which items a customer or supplier can be offered in RockifyERP.
- Pricing in RockifyERPRockifyERP decides an item's price from price lists, then applies pricing rules, margins and discounts.
- Item pricesItem prices in RockifyERP store each item's rate in each price list, and can vary by unit, customer or date.
- Opening stockBring your existing stock into RockifyERP with a stock reconciliation dated before your go-live.
- Stock settingsStock Settings control how stock behaves across RockifyERP, such as the valuation method, negative stock and over-delivery allowances.
- How stock accounting worksWith perpetual inventory, every stock movement in RockifyERP posts to your accounts automatically, so stock value in the books always matches the stock ledger.
- Perpetual inventoryPerpetual inventory means RockifyERP posts accounting entries for every stock transaction in real time.
- Periodic inventoryWith periodic inventory, RockifyERP tracks stock quantities but your accountant adjusts the stock value in the books at period end.
- FIFO and moving averageRockifyERP values stock using FIFO (first in, first out) or moving average.
- Standard valuation rateA standard valuation rate in RockifyERP is a fixed cost for an item, used when there's no purchase history, such as for opening stock or free samples.
- Stock transactions overviewEvery change to stock in RockifyERP goes through a transaction, so the stock ledger is always complete.
- Receive stock into a warehouseWhen goods arrive from a supplier, record a purchase receipt in RockifyERP.
- Deliver stock to customersA delivery note in RockifyERP records goods leaving the warehouse and reduces stock.
- Stock entriesStock entries in RockifyERP record stock moving in, out or between warehouses for reasons other than buying and selling.
- Product bundlesA product bundle in RockifyERP sells several items together as one, such as a gift hamper or starter kit, while stock is reduced for each item inside.
- Count stock and correct balancesAfter a physical count, record what you found with a stock reconciliation in RockifyERP.
- Reserve stock for ordersStock reservation in RockifyERP holds stock for a specific sales order so it isn't sold to another customer.
- BatchesBatches in RockifyERP track lots of an item with their own quantity and dates, essential for food, medicines and chemicals.
- Serial numbersSerial numbers in RockifyERP track each unit individually, from receipt to sale to warranty.
- Serial and batch bundlesIn RockifyERP, the serial and batch details for each transaction line are stored together in a serial and batch bundle.
- Shipping rulesShipping rules in RockifyERP add delivery charges to sales documents automatically, based on order value or weight.
- Delivery tripsDelivery trips in RockifyERP plan a vehicle's route through several deliveries and track when each stop is completed.
- Landed cost voucherA landed cost voucher in RockifyERP adds costs such as freight, clearing, duty and insurance to the value of imported stock.
- Check stock quality on receipt and deliveryQuality inspections in RockifyERP can be required on receipt and delivery for chosen items, so nothing unchecked enters or leaves your stores.
- Negative stockNegative stock happens when RockifyERP records more stock out than in, usually because a receipt hasn't been entered yet.
- Stock closing entryA stock closing entry in RockifyERP saves stock balances at a period end, which speeds up reports on large databases.
- Disassembly ordersA disassembly order in RockifyERP breaks a finished product back into its components, such as unpacking a kit.
- Inventory accountsEach warehouse in RockifyERP posts its stock value to an inventory account, set on the warehouse or the company.
- Inventory dimensionsInventory dimensions add extra tracking fields to stock in RockifyERP, such as rack, bin, pallet or owner.
- Manage stock by batchBatch-wise inventory in RockifyERP lets you see and pick stock by batch, oldest or soonest-expiring first.
- Retain samplesRockifyERP can set aside a retention sample from each batch, as many manufacturers and pharmacies must.
- Automatic material requestsRockifyERP can raise material requests automatically when stock falls below reorder levels.
- Item alternativesItem alternatives in RockifyERP let you substitute one item for another, such as an equivalent spare part or raw material.
- ShipmentsShipments in RockifyERP record parcels sent with a courier, with pickup and delivery details.
- Installation notesInstallation notes in RockifyERP record when and by whom delivered goods were installed at the customer's site.
- Pick listsPick lists in RockifyERP tell store staff exactly which items to collect, from which locations and batches, for one or more orders.
- Putaway rulesPutaway rules in RockifyERP decide where received stock is stored, based on warehouse capacity and priority.
- Packing slipsPacking slips in RockifyERP list what's in each package of a delivery, with weights.
- Projected quantityProjected quantity in RockifyERP shows what you will have after open orders and requests are fulfilled.
- Weekly automatic repostingWhen back-dated stock transactions are entered, RockifyERP reposts later entries so valuations stay correct.
- Inline serial and batch editorThe inline editor in RockifyERP lets you type or scan serial and batch numbers directly on a transaction line.
- Value stock by serial numberFor high-value items, RockifyERP can value each serial number at its own purchase cost, instead of an average.
- Stock reposting settingsReposting settings in RockifyERP control when and how stock valuations are recalculated after back-dated entries.
- Repost item valuationIf stock values look wrong, RockifyERP can recalculate valuations from a given date with Repost Item Valuation.
- Stock ledger reportThe stock ledger in RockifyERP lists every stock movement with quantities, rates and running balances.
- Stock level reportThe stock level report in RockifyERP shows actual, reserved, ordered and projected stock per item and warehouse.
- Quick stock balanceQuick Stock Balance in RockifyERP shows one item's stock in one warehouse instantly, without running a report.
- Closing stock balanceThe closing stock balance in RockifyERP saves stock balances at a date so year-end reports load fast.
- Stock value vs account valueThis RockifyERP report compares the stock ledger value with the stock account balance, which should match under perpetual inventory.
- Stock ledger varianceThe stock ledger variance report in RockifyERP finds entries where the running quantity or value doesn't add up, usually after back-dated changes.
- Serial and batch traceabilityTraceability in RockifyERP follows a serial number or batch from supplier to customer, essential for recalls.
- Negative batch reportThe negative batch report in RockifyERP lists batches with negative quantities, which point to data errors.
- Where is this item used?The Item Where Used report in RockifyERP shows every bill of materials that uses an item.
- Stock entries of cancelled documentsWhen a stock document is cancelled in RockifyERP, its stock ledger entries are reversed.
- Stock value comparisonCompare stock values between dates or warehouses in RockifyERP to see where value grew or shrank.
- Change the valuation methodChanging between FIFO and moving average in RockifyERP is possible but must be planned with your accountant.
- Fractions in unitsSome units can be split, such as Kg or Litre, and some can't, such as Nos.
- Serial number namingRockifyERP can create serial numbers automatically using a pattern, such as LAP-2026-0001.
- Delivery note says not enough stockIf a delivery note in RockifyERP is blocked for insufficient stock, the stock isn't recorded where you're delivering from.
- Maintain Stock can't be changedOnce an item has stock transactions in RockifyERP, the Maintain Stock setting is locked to protect your records.
- Can't turn on serial or batch trackingRockifyERP won't let you turn on serial or batch tracking for an item that already has stock movements.
- Stock and accounts out of syncIf RockifyERP shows a mismatch between stock value and the stock account, entries have been posted to the stock account outside stock transactions.
- Link warehouses and accountsIn RockifyERP, each warehouse is linked to a stock account so its movements post correctly.
- Allow over-delivery or over-billingRockifyERP can allow deliveries or invoices to exceed the order slightly, such as for goods sold by weight.
- Item codes that workA good item code system in RockifyERP makes searching, reporting and picking faster.
- BarcodesAdd barcodes to items in RockifyERP so staff can scan instead of search, at the till and in the store.
- How item valuation worksRockifyERP calculates each item's valuation rate from receipts, using FIFO or moving average, so cost of sales is accurate.
- FIFO vs moving average: an exampleHere's how the two valuation methods in RockifyERP give different costs for the same purchases.
- Non-stock itemsNon-stock items in RockifyERP are services or consumables you buy or sell without tracking stock, such as delivery charges, consulting or stationery.
- Transfers from deliveries and receiptsRockifyERP can move stock between your own companies or warehouses using delivery notes and purchase receipts, keeping both sides recorded.
- Move to perpetual inventoryIf you started RockifyERP with periodic inventory, you can switch to perpetual inventory from a clean date.
- Stock received but not billedStock Received But Not Billed is a temporary account in RockifyERP for goods received before the supplier's invoice is entered.
- Opening stock with serial and batch numbersTracked items need their serial or batch numbers in the opening stock entry in RockifyERP.
- Stock entry purposesEach stock entry in RockifyERP has a purpose that decides how stock moves.
- Repack stockRepack in RockifyERP turns one item into another, such as a 50 kg bag into 50 one-kilo packs.
- Deliver directly from a sales invoiceFor counter sales, deliver goods straight from the sales invoice in RockifyERP without a separate delivery note.
- Return rejected items to the supplierItems rejected on receipt in RockifyERP go to a rejected warehouse, and can be returned to the supplier from there.
- Stock delivered but not billedWhen goods are delivered before the invoice, RockifyERP can track them in a Stock Delivered But Not Billed account.
- Goods in transit between branchesTrack stock on the road between branches in RockifyERP with a transit warehouse.
- Valuation looks negative or too highAn odd valuation rate in RockifyERP usually comes from one of a few causes.
- Item dashboard doesn't match reportsIf an item's dashboard shows different stock from the stock ledger in RockifyERP, a background update may be pending.
- Stock FAQsQuick answers to common RockifyERP stock questions.
- Stock reconciliation differencesIf a stock reconciliation in RockifyERP shows an unexpected difference amount, check the valuation rates used.
- Material request item details are blankIf unit and item details don't fill in when you add an item to a material request in RockifyERP, the item setup is usually incomplete.
- Large stock entries timing outVery large stock entries or reconciliations in RockifyERP can take a long time to save.
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