Why Aren’t Purchases Added to Stock? Causes and Solutions
This guide covers the cases in which a purchase invoice is recorded without increasing the quantity of products in stock, and explains the reason for each case and how to handle it. It is recommended to review the cases in the order given below, since the first cases are the most common causes.
Quick Checklist
| # | Question | If the Answer Is “No” |
|---|---|---|
| 1 | Is the purchase invoice issued and not a draft? | Case One |
| 2 | Is the invoice Received? | Case Two |
| 3 | Was the Stock Addition Requisition confirmed (if stock requisitions are enabled)? | Case Three |
| 4 | Is the Track Stock option enabled for the product? | Case Four |
| 5 | Is the line linked to a product and not a service? | Case Five |
| 6 | Are you reviewing the balance in the same warehouse chosen in the invoice? | Case Six |
Case One: The Purchase Invoice Is Saved as a Draft
An invoice saved as a draft doesn’t create any stock movement or accounting entry.
- Open the invoice from Purchase Invoices.
- Click Issue Purchase Invoice.
Case Two: The Invoice Isn’t Received
If stock requisitions for purchase invoices aren’t enabled, the Received box appears in the invoice. And if this box isn’t selected, the invoice is saved with the status Not Received, and the quantity isn’t added to stock until the receipt is confirmed.
- Open the invoice.
- Click Confirm Receipt.
- The quantity is added to stock, and the receipt date is recorded as today’s date.
🛈
Note: Invoices can be made received by default from Purchase Invoice Settings by enabling the Make Purchase Invoices Already Received by Default option.
Case Three: The Stock Addition Requisition Wasn’t Confirmed
If the Stock Requisitions for Purchase Invoices option is enabled from Inventory & Products Settings, the quantity isn’t added directly when the invoice is saved, but a stock addition requisition is created with the status Under Delivery, and the quantity isn’t added until it is confirmed.
- Open Stock Requisitions, or the stock requisitions tab in the invoice page.
- Open the requisition linked to the invoice.
- Click Confirm to receive the full quantity, or edit the requisition with the quantity actually received to record a partial receipt.
🛈
Note: Confirming the requisition requires the permission to edit stock requisitions. And if the requisition is rejected, the quantity isn’t added to stock.
Case Four: The Track Stock Option Isn’t Enabled for the Product
The system doesn’t keep a stock balance for the product unless the Track Stock option is enabled for it. And buying an untracked product is treated as an expense, with no effect on the quantities.
- Open the product from Products, then click Edit.
- In the Inventory Management section, enable the Track Stock option, then save.
- Enabling isn’t applied to previous invoices automatically; so re-save the invoice or record the quantity with a manual addition requisition.
🛈
Note: Services aren’t tracked in stock. And if the product was defined as a service by mistake, it must be edited to a product.
Case Five: The Line Isn’t Linked to a Product
If the item name is written manually in the invoice without choosing it from the products list, the line is recorded as free text not linked to any product, and it doesn’t affect stock.
- Open the invoice and edit it.
- Delete the manually written line, and choose the product from the dropdown list.
- Save the invoice.
Case Six: Reviewing the Balance in a Different Warehouse
The quantity is added only to the warehouse specified in the purchase invoice. If the balance is reviewed in another warehouse, or if branches are enabled and a different branch’s data is displayed, the quantity won’t appear.
- Check the warehouse specified in the invoice.
- Review the balance from the Inventory Balances Summary report while choosing all warehouses.
Other Cases
| Case | Explanation |
|---|---|
| Products tracked by serial number, lot number, or expiry date | The tracking data must be entered for each line, and the receipt cannot be saved without entering it. And if stock requisitions are enabled, this data is entered in the addition requisition. |
| Multiple units | The quantity may appear in a unit different from the purchase unit (such as buying by the carton and displaying the balance by the piece). |
| The invoice or report date | If the balance is displayed with a date earlier than the receipt date, the quantity doesn’t appear. |
| A deleted invoice | The stock movement is canceled when the invoice is deleted. |
| A purchase return | Purchase returns and debit notes reduce the quantity. |
| A bundle product (pre-assembled) | The bundle product’s quantity is added and its components are deducted automatically. |
Verifying the Quantity Registration
- Open the product page and review the Stock Movement tab; the purchase movement appears in it if it was recorded.
- Review the receipt status in the purchase invoice page (Received, Partially Received, or Under Delivery).
Frequently Asked Questions
Why doesn’t the “Received” box appear in the purchase invoice?
Because the stock requisitions option for purchase invoices is enabled, and receipt is done through the stock addition requisition.
I confirmed receipt and the quantity still doesn’t appear. What is the cause?
It is likely that the Track Stock option isn’t enabled for the product, or that the balance is being reviewed in a different warehouse.
Can only part of the quantity be received?
Yes, if stock requisitions for purchase invoices are enabled, by editing the addition requisition with the received quantity.