How invoices move stock: inventory exits

Learn how invoices automatically reduce your warehouse inventory and post the cost of goods sold.

11 يوليو 2026

inventory concept invoices cost-of-goods-sold warehouse stock

When you sell products on an invoice and your system is set up to track inventory, Usystems automatically records two financial events: the sale itself (as described in What an invoice posts to the general ledger) and the movement of stock out of your warehouse. Understanding this two-part posting helps you track inventory accurately and measure profit correctly.

How inventory exits when you invoice

When you create an invoice with inventory items, Usystems makes these postings:

Debit (بدهکار) Cost of Goods Sold (COGS) (هزینۀ اجناس فروخته‌شده) — records the cost of the items you sold.
Credit (بستانکار) Inventory (موجودی / گدام) — reduces the quantity in your warehouse.

The cost posted to COGS is the last cost (آخرین قیمت تمام‌شد) at which you received or produced that item, not the selling price.

Example: You invoice customer Fatima for 10 bottles of insulin. Your records show you last purchased insulin at 50 AFN per bottle (cost), but you sell it for 100 AFN per bottle (price).

Debit: Cost of Goods Sold — 500 AFN (10 bottles × 50 AFN cost)
Credit: Inventory — 500 AFN
The invoice also records: Debit Accounts Receivable, Credit Sales Revenue — 1,000 AFN

Your profit on this sale is 500 AFN (1,000 AFN revenue − 500 AFN cost).

Why cost is posted, not selling price

COGS is posted at your cost (what you paid), not at the selling price (what the customer paid). This is accounting best practice: COGS shows the true material cost of delivering the sale, allowing your profit & loss statement to show gross profit (revenue minus cost of goods).

Inventory accounts and locations

If your warehouse is organized into multiple locations (e.g., main store, branch clinic), Usystems can post inventory exits to location-specific accounts. This lets you see stock levels by location on your balance sheet.

Before inventory exits automatically

Ensure your settings are configured:

Your invoice must include items flagged as inventory products (tracked in your warehouse).
Your company must have inventory tracking enabled in settings.
Products must have a cost recorded (else the posting cannot be calculated).

If an invoice contains non-inventory items (like services), they are not counted in inventory postings—only products with inventory tracking are affected.

Where to verify postings

To confirm that inventory was posted when you invoiced, go to Reports → Journal or Transactions
Open in Usystems

Filter by the invoice number to see both the COGS posting (inventory exit) and the revenue posting (sale). You should see two main entries: one debiting COGS and crediting Inventory, and another debiting Accounts Receivable and crediting Sales Revenue.