Issuing stock out of a warehouse

When you sell goods or use inventory for operations, you need to record the stock leaving your warehouse. This is called an "inventory exit" or "stock issue." Usystems lets you record exits manually or automatically from sales documents.

Before you start

• You must have permission to manage inventory exits.
• You need stock on hand in your warehouse (items that were previously received).
• You should have an Invoice, Sales Receipt, or Sales Order already created, or you can issue stock manually without a document.

Steps

1. Go to Inventory → Issue Stock and click New Exit. Open in Usystems

2. Choose your Warehouse from which the stock is leaving.

3. In the Items section, add each product you are issuing:

   • Enter the Product name (or search for it).
   • Enter the Quantity leaving the warehouse.

4. If the goods were sold via an invoice or sales receipt, click Link to sales document and select the document. Usystems will auto-fill the items and quantities.

5. Check the Date is correct (it defaults to today).

6. Review the items and quantities to make sure they match your delivery or use.

7. Click Save to record the exit.

Once saved, the stock quantity decreases immediately in your warehouse, and your inventory balance and reports update.

Accounting impact

When you issue stock, Usystems records the cost as a debit to Cost of Goods Sold (an expense) and a credit to Inventory (an asset). The exact account depends on your chart of accounts and the type of stock (saleable goods, materials, etc.).

Tips & common mistakes

• Link to sales documents: If the exit is from an invoice or sales receipt, always link it so you don't accidentally double-record quantities or lose track of deliveries.
• Check available quantity: Usystems will warn you if you try to issue more stock than you have on hand. Make sure your received quantities are correct before issuing.
• Batch/lot tracking: If your inventory uses batch or lot numbers, record the specific lot being issued so you can trace expiry or quality issues later.
• Manual issues: Use manual exits only for non-sale usage (scrap, shrinkage, breakage, or internal use)—make a note in the description for clarity.