A stock movement records goods that enter a warehouse, leave a warehouse, or go from one warehouse to another. Beelocity writes most movements itself, when a document moves stock. You write one by hand when no document covers the move.
On a movement that you write by hand, the stock changes only when somebody presses Complete. Until then, you can still cancel it and nothing has moved.
A movement cannot carry goods between two locations of one warehouse. Beelocity refuses the same warehouse on both sides, and it has no document for that move today.
To record a move inside a warehouse, press Edit on the stock record and change Location. The whole record moves, and the stock journal records nothing, because On hand does not change. The save fails if the same stock already has a record in that location. To move only part of a record, lower On hand there and raise it on the record of the new location. If that record does not exist, create it with New. The stock journal records both changes, with no reason and no cost.
Not every change has a movement. If somebody edits a stock record by hand, the quantity changes with no movement, and the stock journal still records the change.
Movement Types
Each movement has a reference type that says what kind of document caused it:
| Reference type | What it represents |
|---|---|
| Purchase order | Goods that a goods receipt brought in on a purchase order, or took back out when somebody cancelled the receipt. |
| Sales order | A serial number sold on a sales order. A delivery has the type Delivery note instead. |
| Transfer order | Goods that left or reached a warehouse on a transfer (see Transfer Orders). Components sent to a subcontractor have this type too. |
| Adjustment | A posted correction (see Inventory Adjustments). A serial number found defective, or sold with no order, has this type too. |
| Count | Beelocity never sets this type itself, because a count changes stock through an adjustment. You can choose it on a movement that you write by hand. |
| Return | Goods that a client returned, or that you sent back to a supplier. Goods that a credit note took back. A serial number put back in stock. |
| Production | Beelocity never sets this type itself. Finished goods from a work order have the type Work order receipt. You can choose Production on a movement that you write by hand. |
| Consumption | Beelocity never sets this type itself. Materials issued to a work order have the type Work order issue. You can choose Consumption on a movement that you write by hand. |
The list holds more types, one for each kind of document that moves goods. Examples are Delivery note, Maintenance issue and POS sale.
Transaction Lifecycle
A movement that you write by hand runs Draft → Pending → In progress → Completed. You can cancel it at any step before Completed. A movement that Beelocity writes for a document is Completed from the start.
| Status | What it means |
|---|---|
| Draft | You are still writing it, and you can change its details and its lines. The stock does not change. |
| Pending | Somebody pressed Submit, and it waits for somebody to press Start. The stock does not change. |
| In progress | Somebody pressed Start. The stock does not change until somebody presses Complete. |
| Completed | Beelocity changed the stock and recorded this in the stock journal. You cannot edit this movement after that. |
| Cancelled | Somebody cancelled this movement before it completed. The stock did not change. |
A movement has no road. You move it with the buttons at the top of its page, and only the button for its current step appears:
- Submit appears at Draft. It changes the status only, and it tells nobody.
- Start appears at Pending. It changes the status only.
- Complete appears at In progress. This is the step that moves the stock.
- Cancel appears at all three steps.
Each button asks you to confirm in a dialog. Cancel opens the dialog Drop this movement?, and its confirm button reads Drop movement. You cannot undo that. Cancel in that same dialog only closes the dialog, and the movement stays as it was.
The owner of your organization can press these buttons. Any other person needs a role that your business gives them (Roles and Permissions).
Finding Movements
The movements list shows the latest Date first. Use the search bar to find a movement by the number of its document. That can be a register ticket, a delivery note, a purchase order or a goods receipt. You can also search by the code or name of either warehouse, or by the notes that somebody typed.
The filter button beside it narrows the list by Type, Status, Source, Destination or a Date range (Working with lists). Type lists every kind of document that moves stock, including register sales and maintenance.
The Paper Behind the Move
The reference type says what kind of document caused the move. The Reference beside it says which one, such as the purchase order, the transfer or the customer return, by the number printed on it.
Pick it from the list when you write the movement. The list offers only documents of the type that you chose. If you change the type, Beelocity clears the reference and offers a new list. This stops a movement from naming a transfer order as a customer return.
After you save, the reference is a link. Click it to open the document. This is the quickest way to answer “why did this stock move?”. The same link appears on each stock journal entry that the movement wrote.
Two cases show no reference, and both are normal:
- A movement made by hand, with no document behind it. Leave the reference empty.
- A document that you are not allowed to open. The movement still shows its reference type. Only a person who can see that kind of document sees its number. If you type the number in the search bar, you still find the movement, but its page does not show the number.
A movement that Beelocity writes for a document, such as a register sale, a delivery, a goods receipt or a transfer, has no notes. The reference already names the document in your language, and Notes stay for what a person types. Two more fields appear on its page if the reference alone cannot say what happened:
- Kind: Reversal means that the move undoes an earlier move on the same document. A cancelled delivery note puts its goods back. A transfer cancelled after it left returns the goods to the warehouse that they left. A cancelled goods receipt or credit note takes its goods back out. For a serial number, this field says Defective item or Item sold.
- Goods receipt: on a move for a purchase order, the receipt that brought the goods in or took them back out. One order can arrive on several receipts, so the order alone does not say which.
Creating a Movement
- Go to Inventory → Movements. The page opens on the Movements tab. Click New.
- Choose the Reference type.
- Pick the Reference, the document that this move came from. Leave it empty for a move made by hand.
- Choose the warehouses. If you have a default warehouse, the form opens on it as the source.
- Source warehouse: the warehouse that the goods leave.
- Destination warehouse: the warehouse that the goods reach. It must differ from the source.
- You must name at least one of the two.
- Some types ask for one side only. For example, Purchase order and Production only bring goods in. Delivery note and POS sale only take them out.
- Each line’s locations follow the warehouses. A side with no warehouse has no location to name.
- Set the Movement date. It opens on now. If the goods moved earlier, set it back.
- Add any Notes.
- Click Add above the Lines, beside the details on the right. Beelocity saves the movement as Draft, and its first line opens (Adding lines before you save). To add the lines later, click Save instead.
- Add a line for each product.
- Press Submit, then Start, then Complete as the goods really move.
Note: To send goods from one warehouse to another, consider a transfer order instead. A movement changes both warehouses at one moment. A transfer changes the source when the goods leave and the destination when they arrive.
Movement Lines
The lines sit beside the movement’s details, and you can change them only while it is Draft. So add every line before you press Submit. If a line is wrong after that, cancel the movement and write a new one. A movement with no lines cannot complete.
Each line holds:
- Product: the product that moves. The list offers only products stocked as themselves. So it does not offer a virtual product, equipment or a configurable product, and you cannot add a line for a variant here. A line that Beelocity writes for a document can show a Variant instead.
- Serial number: the one unit that the line names. A serial number’s own steps fill this in, such as Put back in stock. The list offers only serial numbers of the line’s variant, so it offers none on a line that you add.
- Quantity and Unit: how much moves, in one of the product’s units. Beelocity converts it into the unit of the stock.
- Source location and Destination location: the location that the goods leave and the one that they reach. Each list offers only the locations of that side’s warehouse.
- Unit cost: what one unit is worth on this line.
- Status and Processed: Beelocity fills these in. Status follows the movement. Processed stays at 0 until somebody presses Complete, and then it equals the quantity.
- Notes: anything that you want to say about the line.
A line has no lot field. Beelocity chooses the lots when somebody presses Complete.
You can search the movements list for a serial number. You then find the movement that marked the unit defective, put it back in stock, or sold it with no order. To find a unit sold on a sales order, search for the order’s number.
How Movements Affect Stock
The stock changes when somebody presses Complete, and at no other step. Beelocity changes all the lines at once, so if one line fails, nothing moves.
When a movement reaches Completed:
- On hand falls at the source, lot by lot. Beelocity takes the stock that expires soonest, then the oldest stock. It never takes stock that another document has reserved. If the line names a Source location, only that location gives the quantity. If not, any location of the warehouse can give it.
- On hand rises at the destination, under the same lots. The goods land in the line’s Destination location. If the movement names no source warehouse, the goods land with no lot.
- The stock journal records each lot that moved, with one entry on each side. These entries leave Previous quantity and New quantity empty, and the entry’s quantity and direction say what changed.
A movement with one warehouse changes that side only. A movement with a source and no destination takes the goods out of stock.
Both sides use the Unit cost that you typed on the line: the journal entries, and the stock that reaches the destination. If a line has no unit cost, its journal entries show no value. A stock record at the destination then keeps the cost that it already had.
If the source cannot cover a line, Beelocity refuses Complete and nothing moves. The movement stays In progress. The message says how much the source has against what the line needs. For example: The source warehouse has only 5 available for a line that needs 8.
That figure counts only what nobody has reserved. If the line names a location, it is the figure for that location and not for the whole warehouse. You cannot lower the line at this step. So wait for the goods to reach the source and press Complete again, or cancel this movement and write one for what is there.
A movement in Draft, Pending, In progress or Cancelled does not change the stock.