FAQ: Issuing Stock

Q: What happens if I try to issue more stock than I have?

A: Usystems will warn you that you don't have enough inventory on hand. Check your received quantities and make sure your warehouse stock count is accurate. If you believe the count is wrong, you may need to do a physical inventory count or issue a stock adjustment first.

Q: Can I issue stock without linking it to a sale?

A: Yes. You can create a manual Exit for stock that leaves the warehouse for reasons other than sales—such as breakage, spoilage, shrinkage, or internal use. Go to Inventory → Issue Stock, create a new exit, and enter the details manually. Add a clear description so it's clear why the stock left.

Q: How do I know which warehouse stock should be issued from?

A: Usystems shows you the current balance in each warehouse. When creating an Exit, choose the warehouse where the stock is physically located. If you have multiple warehouses and need to ship from a specific one, make sure to select the correct location.

Q: Can I edit an exit after it is saved?

A: Yes. You can edit an Exit before it is finalized. Click the Exit record, make your changes, and save again. If the exit is already locked or finalized, you may need to create a reversal or adjustment—ask your system administrator.

Q: Does issuing stock affect my cost of goods sold (COGS)?

A: Yes. When you issue stock, Usystems removes the inventory cost from your balance sheet and records it as an expense under Cost of Goods Sold. This cost affects your profit-and-loss reports, so make sure the original received cost is accurate.

Q: What is the difference between issuing from an invoice and issuing from a sales receipt?

A: An Invoice is a formal sales document that may be issued before or after delivery—you confirm delivery separately (which triggers the Exit). A Sales Receipt is an immediate, informal record of a sale—you can set it to automatically issue stock when created. Both get you to the same result: sales reduce inventory.