A Guide to Adding Quantities to Products of All Types

The system lets you increase product quantities in stock in more than one way: an opening quantity when creating the product, a manual adjustment, a stock addition requisition, or automatically from purchase invoices, sales returns, stocktaking, manufacturing orders, and imports. This guide explains each method step by step, which method suits each product type, and how the inventory settings affect the quantity entering stock.

Before You Start

• The Track Stock option must be enabled on the product; products whose stock isn’t tracked (such as services) have no quantity.
• The product status must be Active; stock movements cannot be created for a suspended or inactive product.
• You need the permission to edit product stock counts, and the permission to edit stock on the warehouse you’ll add the quantity to.
• If the option to enable stock requisitions is enabled in the inventory settings, most operations create a stock requisition, and the quantity doesn’t enter the warehouse until the requisition is accepted. Details are in the “Effect of Enabling Stock Requisitions” section.

Choose the Right Method for the Product Type

Product Type	Has Stock?	How to Increase Its Quantity
Product, tracking type: Quantity only	Yes	All the methods in this guide, including direct manual adjustment.
Product, tracking type: Serial number, lot number, expiry date, or lot number and expiry date	Yes	Through a stock addition requisition or the forms that create requisitions (purchase invoices, returns, and others), entering the numbers or dates for each quantity. Manual adjustment cannot be used, and an opening quantity cannot be entered at creation or import.
Product with variants (sizes, colors…)	Yes	Each variant is an independent product with its own balance; add the quantity to each variant separately using any method that suits its tracking type.
Bundle product, bundle type: Pre-assembled	Yes, its own balance	Manual adjustment or a stock addition requisition. When you choose to issue the components from stock, the components are deducted from stock against the added quantity (assembly).
Bundle product, bundle type: Instant	Assembled at the moment of sale	No quantity needs to be added; at sale, the system creates an addition movement for the bundle product and deducts its components automatically. To increase what can be sold, increase the components’ quantity.
Service	No	It has no stock.

Methods for Increasing Quantity in Detail

1. Opening Quantity When Creating the Product

1. From the main menu, click Inventory, then Manage Products, then click Add.
2. Fill in the product details, and make sure Track Stock is enabled.
3. Enter the quantity in the Stock Quantity field and choose the warehouse, then click Save.

The quantity is recorded as the product’s first stock movement. This field is not available for products tracked by serial number, lot number, or expiry date; use a stock addition requisition instead.

2. Manual Stock Adjustment (for products with the “Quantity only” tracking type)

1. Open the product page from Products.
2. Click Add Operation (or Add Stock Operation).
3. For the operation type, choose Addition.
4. Choose the warehouse, and enter the quantity, unit price, and movement date. The system shows the stock before and the stock after so you can double-check.
5. If the product is a bundle of the “Pre-assembled” type, enable Issue Components from Stock if you want the components deducted against the added quantity.
6. Choose the offsetting sub-account if needed, add notes or attachments, then click Save.

The movement is recorded as a manual adjustment. If you leave the unit price blank, the system uses the product’s average cost. If the product is tracked by serial number, lot number, or expiry date, the system rejects the manual adjustment and directs you to the Manage Stock Requisitions link.

3. Stock Addition Requisition (Manual)

1. From the main menu, click Inventory, then Stock Requisitions.
2. Click Add Stock Requisition and choose Stock Addition Requisition, or open the stock addition requisition directly.
3. Choose the warehouse/store the quantity will enter, and the requisition date.
4. Add the products, quantities, and unit price for each line.
5. For tracked products, enter the serial number for each piece, or the lot number and/or expiry date for each quantity.
6. Click Save. The quantity enters the warehouse when the requisition status is Approved; a requisition in Under Review status doesn’t change the balance.

This is the primary way to add a quantity manually for any tracked product, and it also works for products with the “Quantity only” tracking type.

4. Purchase Invoice

1. From the main menu, click Purchases, then Purchase Invoices, and click Add.
2. Choose the supplier and the warehouse, and add the products, quantities, and prices.
3. Set the delivery status to Received, then save the invoice.

• If stock requisitions for purchase invoices are not enabled: the quantity enters the warehouse directly when the invoice is saved as received. If it isn’t received, the quantity enters when receipt is confirmed later.
• If they are enabled: the system creates an addition requisition linked to the invoice, and the quantity enters when the requisition is received and accepted from Stock Requisitions. Partial receipt is possible.
• The product’s cost (average cost) is updated with the purchase price on the invoice.

5. Sales Returns

• A refund invoice or credit note on a sales invoice: returns the returned quantity to the warehouse.
• Returns from Point of Sale: the quantity is returned in the same way, or through an addition requisition for the point of sale when stock requisitions are enabled.
• For tracked products, choose the returned serial number or lot.

6. Transferring Stock Between Warehouses

1. Open the product page and click Transfer Stock, or create a transfer requisition from Stock Requisitions.
2. Choose the from warehouse, the to warehouse, and the quantity, then save.

The transfer increases the quantity in the receiving warehouse and deducts it from the sending warehouse; the product’s total stock doesn’t change.

7. Stocktaking and Reconciliation

1. From Inventory, open Stocktaking Sheets and click Add.
2. Choose the warehouse and the products, and enter the actual quantity found for each product.
3. Save the stocktaking, then click Reconcile.

If the actual quantity is greater than the system balance, the system creates an incoming stocktaking sheet requisition for the difference and increases the balance. If it is less, it creates an issue requisition for the shortage.

8. Manufacturing Orders

• When you complete a manufacturing order, the system creates an addition requisition for the finished product with the produced quantity.
• If the order has waste or by-products (Scrap), a separate addition requisition is created for them.
• Raw materials returned from the manufacturing order also go back to the warehouse.

9. Importing Products from Excel

1. From the products list, click the Import Products button at the top of the list, or open the import products screen directly.
2. Map the quantity column in your file to the stock quantity field, and to the track stock field if present, then click Import.

The value in the file is the required final balance, not a quantity to be added: the system calculates the difference between the number written and the current balance, and adds (or deducts) the difference. For example: the current balance is 10 and the file has 25, so 15 is added. When stock requisitions are enabled, the difference is recorded as an addition requisition from the import.

Effect of Enabling Stock Requisitions

Method	Requisitions Not Enabled	Requisitions Enabled
Opening quantity and manual adjustment	The quantity enters immediately	The quantity enters immediately (for products with the “Quantity only” type)
Stock addition requisition	—	The quantity enters when the requisition is accepted
Purchase invoice	Enters when the invoice is delivered	Enters when the invoice’s stock requisition is received (depending on the requisitions setting for purchase invoices)
Returns, Point of Sale, and transfers	Enter immediately	Enter when the linked requisition is accepted
Stocktaking and manufacturing	—	Through requisitions created automatically

Tracking Movements and Verifying the Quantity

• Open the product page and click Stock Movement to see every movement and its source (manual adjustment, purchase invoice, stock requisition, stocktaking…) and the balance after each movement.
• The balance of each warehouse appears separately on the product page.
• When there are multiple units, enter the quantity in the chosen unit, and the system automatically converts it to the base unit.

Frequently Asked Questions

• I can’t find the manual adjustment button, or I see a link to Manage Stock Requisitions. Why? Because the product is tracked by serial number, lot number, or expiry date. Add the quantity from Stock Requisitions using a stock addition requisition.
• I created a purchase invoice and the quantity didn’t increase. Why? Either the invoice isn’t received, or stock requisitions for purchase invoices are enabled and the linked requisition hasn’t been received yet. Check the invoice status and the requisition status in Stock Requisitions.
• I created an addition requisition and the balance didn’t change. Why? Because the requisition status is still Under Review; the quantity enters when it is approved.
• How do I increase the quantity of a bundle product? If the bundle is Pre-assembled, add its quantity manually or with an addition requisition (issuing the components if you want). If it is Instant, you don’t need to; increase the quantity of its components.
• A message appeared saying the components’ quantities are insufficient when adding a bundle product. Because you chose to issue the components from stock and one of the components has an insufficient balance. Increase the component’s quantity first, or add the quantity without issuing the components.
• I imported a file and the quantity changed by a different value than I wrote. Because the import treats the number as a final balance and adds only the difference; it doesn’t add the number itself on top of the current balance.
• A message appeared saying stock movements cannot be created for the product. Because the product’s status isn’t Active. Activate the product first from its page.