Track Stock In & Out

Understand how Khata Tracker automatically adjusts inventory levels as you record sales, purchases, and manual stock adjustments.

Step-by-step guide

1. 1

   Set opening stock for each item

   Go to Inventory > Items, open each product, and enter the current stock quantity as the opening balance. This is the baseline Khata Tracker uses to calculate all future movements. You can update opening stock any time before recording your first transaction.

2. 2

   Understand automatic stock deduction on sales

   Every time you save a sales invoice or POS bill, the quantities in that invoice are automatically deducted from your stock. You do not need to manually adjust inventory after each sale — it happens in the background in real time.

3. 3

   Record stock inflow on purchases

   Go to Purchases > Purchase Invoice and record your supplier bill. Each item on the purchase invoice is added back to your stock automatically. This ensures your inventory reflects what is physically in your warehouse or store.

4. 4

   Make manual stock adjustments

   For damaged goods, write-offs, or physical count corrections, go to Inventory > Items and open the relevant item. Use the Stock In or Stock Out action to add or reduce stock manually. Enter the reason (damage, theft, counting error) and the quantity. Each adjustment is logged with a timestamp.

5. 5

   Check current stock levels

   In Reports, select the Inventory category to find the Stock Summary report. It shows the current quantity, value, and movement history for every item. You can filter by category, date range, or low-stock status to quickly identify items that need restocking.

6. 6

   Review the stock details report

   In Reports, select the Inventory category to find the Stock details report. It shows a complete audit trail of every addition and deduction for any item over any time period. Use this to reconcile physical stock with digital records during audits.