Stock Entry
Overview
Below is a clear, business‑focused explanation of the Stock Entry document in Dafater.
What is Stock Entry used for?
Stock Entry is used to record and control the physical movement of inventory within your organization.
It captures situations where items are moved, consumed, produced, adjusted, or transferred, without involving a customer or supplier invoice.
In simple terms, Stock Entry ensures that what happens in the warehouse is accurately reflected in inventory records. It helps businesses maintain correct stock levels, costs, and accountability across locations.
Prerequisites before using Stock Entry
Before using Stock Entry, the following should be in place:
- Items defined: Products or materials must be set up in Dafater.
- Warehouses identified: Storage locations such as stores, production floors, or transit warehouses should be created.
- Basic stock policies: Clear rules on who can move stock and under what circumstances.
- Units of measure and costing rules: To ensure accurate valuation of inventory.
Without these basics, stock movements can become confusing or inaccurate.
Typical workflow and how it fits into business processes
A standard Stock Entry workflow looks like this:
Identify the need for stock movement
Example: raw materials issued to production, goods transferred between warehouses, or damaged items written off.Create a Stock Entry
The user records:- Type of stock movement
- Items and quantities
- Source and destination locations
Review and submit
The entry is checked for accuracy and approved.Inventory updated automatically
Stock balances and values are adjusted immediately.
This process ensures that inventory records stay aligned with day‑to‑day operational activities.
Key business scenarios where Stock Entry is essential
Stock Entry plays a critical role in several core business situations:
Internal stock transfers
Moving items between warehouses, branches, or storage areas.Manufacturing and production
- Issuing raw materials to production
- Receiving finished or semi‑finished goods back into stock
Inventory adjustments
Correcting stock levels due to damage, loss, expiry, or counting differences.Repacking or assembly
Converting bulk items into smaller units or combining multiple items into one product.Opening stock or corrections
Setting initial inventory balances or fixing historical errors.
Without Stock Entry, these activities would leave inventory records incomplete or unreliable.
Important considerations for users
When working with Stock Entry, users should keep the following in mind:
- Accuracy is critical: Incorrect quantities or warehouses can disrupt purchasing, sales, and production.
- Timely entry matters: Delays can lead to stock mismatches and poor decision‑making.
- Clear documentation: Always mention the reason for the stock movement for audit and tracking purposes.
- Authorization and control: Only authorized users should perform stock movements to prevent misuse.
- Regular review: Periodic checks help ensure stock records match physical inventory.
Summary
In Dafater, Stock Entry is a core document that manages internal inventory movements.
It ensures transparency, accuracy, and control over stock, supporting smooth warehouse operations, reliable production planning, and informed business decisions.
Basic Information
- Module: Stock
- Document Type: Document
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| naming_series | Series | Select | ✓ | MAT-STE-.YYYY.- | Defines Dafater-generated numbering pattern for stock entry records |
| stockentrytype | Stock Entry Type | Link | ✓ | Stock Entry Type | Classifies stock entry behavior and accounting rules in Dafater |
| outgoingstockentry | Stock Entry (Outward GIT) | Link | Stock Entry | References outward stock entry for goods in transit tracking | |
| purpose | Purpose | Select | Material Issue, Material Receipt, Material Tran... | Specifies business purpose of stock movement transaction | |
| addtotransit | Add to Transit | Check | - | Marks items as in transit between warehouses | |
| work_order | Work Order | Link | Work Order | Links stock movement to related manufacturing work order | |
| purchase_order | Purchase Order | Link | Purchase Order | Associates stock entry with a specific purchase order | |
| subcontracting_order | Subcontracting Order | Link | Subcontracting Order | Links stock movement to subcontracting process order | |
| deliverynoteno | Delivery Note No | Link | Delivery Note | References delivery note related to this stock transaction | |
| salesinvoiceno | Sales Invoice No | Link | Sales Invoice | Links stock movement with corresponding sales invoice | |
| pick_list | Pick List | Link | Pick List | Connects stock entry with warehouse picking document | |
| purchasereceiptno | Purchase Receipt No | Link | Purchase Receipt | References purchase receipt for received materials | |
| asset_repair | Asset Repair | Link | Asset Repair | Associates stock usage with asset repair activity | |
| company | Company | Link | ✓ | Company | Company under which this stock entry is recorded |
| posting_date | Posting Date | Date | - | Date when stock transaction impacts inventory and accounts | |
| posting_time | Posting Time | Time | - | Exact time of stock transaction posting | |
| inspection_required | Inspection Required | Check | - | Indicates whether quality inspection is mandatory | |
| setpostingtime | Edit Posting Date and Time | Check | - | Allows manual editing of posting date and time | |
| applyputawayrule | Apply Putaway Rule | Check | - | Applies warehouse putaway rules for received items | |
| from_bom | From BOM | Check | - | Fetches items automatically from selected BOM | |
| usemultilevel_bom | Use Multi-Level BOM | Check | - | Includes sub-assemblies using multi-level BOM structure | |
| bom_no | BOM No | Link | BOM | Specifies bill of materials for manufacturing transaction | |
| fgcompletedqty | Finished Good Quantity | Float | - | Quantity of finished goods produced in this entry | |
| get_items | Get Items | Button | - | Fetches required items based on selected references | |
| processlosspercentage | % Process Loss | Percent | - | Defines expected process loss percentage during manufacturing | |
| processlossqty | Process Loss Qty | Float | - | Calculated quantity lost during manufacturing process | |
| from_warehouse | Default Source Warehouse | Link | Warehouse | Default source warehouse for issuing materials | |
| sourcewarehouseaddress | Source Warehouse Address Link | Link | Address | Address reference of source warehouse location | |
| sourceaddressdisplay | Source Warehouse Address | Small Text | - | Displays formatted address of source warehouse | |
| to_warehouse | Default Target Warehouse | Link | Warehouse | Default target warehouse for receiving materials | |
| targetwarehouseaddress | Target Warehouse Address Link | Link | Address | Address reference of target warehouse location | |
| targetaddressdisplay | Target Warehouse Address | Small Text | - | Displays formatted address of target warehouse | |
| scan_barcode | Scan Barcode | Data | Barcode | Scan item barcode to add materials quickly | |
| items | Items | Table | ✓ | Stock Entry Detail | Line items detailing materials and quantities moved |
| getstockand_rate | Update Rate and Availability | Button | getstockand_rate | Updates item valuation rate and stock availability | |
| totaloutgoingvalue | Total Outgoing Value (Consumption) | Currency | Company:company:default_currency | Total value of materials issued or consumed | |
| totalincomingvalue | Total Incoming Value (Receipt) | Currency | Company:company:default_currency | Total value of materials received | |
| value_difference | Total Value Difference (Incoming - Outgoing) | Currency | Company:company:default_currency | Difference between incoming and outgoing stock values | |
| additional_costs | Additional Costs | Table | Landed Cost Taxes and Charges | Lists landed and additional costs applied to stock | |
| totaladditionalcosts | Total Additional Costs | Currency | Company:company:default_currency | Sum of all additional costs allocated | |
| supplier | Supplier | Link | Supplier | Supplier involved in this stock transaction | |
| supplier_name | Supplier Name | Data | - | Displays supplier name for reference | |
| supplier_address | Supplier Address | Link | Address | Supplier address linked for documentation | |
| address_display | Address | Small Text | - | Formatted display of supplier address | |
| project | Project | Link | Project | Associates stock entry with a specific project | |
| selectprintheading | Print Heading | Link | Print Heading | Defines print heading for generated documents | |
| letter_head | Letter Head | Link | Letter Head | Specifies letterhead used in print formats | |
| is_opening | Is Opening | Select | No, Yes | Marks entry as opening stock balance | |
| remarks | Remarks | Text | - | Additional notes or business comments | |
| per_transferred | Per Transferred | Percent | - | Percentage of total quantity already transferred | |
| total_amount | Total Amount | Currency | Company:company:default_currency | Total monetary value of this stock entry | |
| job_card | Job Card | Link | Job Card | Links stock usage to specific job card | |
| amended_from | Amended From | Link | Stock Entry | References original stock entry being amended | |
| credit_note | Credit Note | Link | Journal Entry | Links related accounting credit note entry | |
| is_return | Is Return | Check | - | Indicates whether this stock entry is a return |
Child Tables
Items (Stock Entry Detail)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| barcode | Barcode | Data | - | Scannable barcode for identifying items during Dafater stock operations | |
| hasitemscanned | Has Item Scanned | Check | - | Indicates whether item was scanned using barcode in Dafater | |
| s_warehouse | Source Warehouse | Link | Warehouse | Warehouse from which the item is issued or moved | |
| t_warehouse | Target Warehouse | Link | Warehouse | Warehouse where the item is received or stored | |
| item_code | Item Code | Link | ✓ | Item | Unique Dafater item identifier for stock transaction |
| item_name | Item Name | Data | - | Readable name of the selected item | |
| isfinisheditem | Is Finished Item | Check | - | Marks item as finished goods in manufacturing entry | |
| isscrapitem | Is Scrap Item | Check | - | Identifies item as scrap generated during production | |
| quality_inspection | Quality Inspection | Link | Quality Inspection | Linked quality inspection record for received or produced item | |
| subcontracted_item | Subcontracted Item | Link | Item | Item provided to or received from subcontractor | |
| description | Description | Text Editor | - | Detailed item description for internal and operational reference | |
| item_group | Item Group | Data | - | Category classification of the item for reporting | |
| image | Image | Attach | - | Attached image of the item for visual reference | |
| image_view | Image View | Image | image | Displays the attached item image | |
| qty | Qty | Float | ✓ | - | Transaction quantity in selected unit of measure |
| transfer_qty | Qty as per Stock UOM | Float | ✓ | - | Quantity converted to stock unit of measure |
| retain_sample | Retain Sample | Check | - | Indicates whether quality sample is retained | |
| uom | UOM | Link | ✓ | UOM | Unit of measure used for transaction entry |
| stock_uom | Stock UOM | Link | ✓ | UOM | Base unit of measure used in Dafater stock |
| conversion_factor | Conversion Factor | Float | ✓ | - | Multiplier to convert transaction UOM to stock UOM |
| sample_quantity | Sample Quantity | Int | - | Quantity retained as sample for quality purposes | |
| basic_rate | Basic Rate (as per Stock UOM) | Currency | Company:company:default_currency | Item rate per stock UOM before additional costs | |
| additional_cost | Additional Cost | Currency | Company:company:default_currency | Extra landed or operational costs applied to item | |
| valuation_rate | Valuation Rate | Currency | Company:company:default_currency | Final valuation rate used for inventory accounting | |
| allowzerovaluation_rate | Allow Zero Valuation Rate | Check | - | Allows item valuation rate to be zero | |
| setbasicrate_manually | Set Basic Rate Manually | Check | - | Enables manual override of system calculated basic rate | |
| basic_amount | Basic Amount | Currency | Company:company:default_currency | Item amount based on basic rate and quantity | |
| amount | Amount | Currency | Company:company:default_currency | Total item value including additional costs | |
| addserialbatch_bundle | Add Serial / Batch No | Button | - | Opens dialog to add serial or batch numbers | |
| useserialbatch_fields | Use Serial No / Batch Fields | Check | - | Enables serial and batch entry fields | |
| serialandbatch_bundle | Serial and Batch Bundle | Link | Serial and Batch Bundle | Linked serial and batch bundle record | |
| serial_no | Serial No | Text | - | Serial numbers associated with the item | |
| batch_no | Batch No | Link | Batch | Batch number linked to the item quantity | |
| expense_account | Difference Account | Link | Account | Account used for valuation or adjustment differences | |
| cost_center | Cost Center | Link | Cost Center | Cost center impacted by this stock transaction | |
| project | Project | Link | Project | Project against which stock is issued or received | |
| actual_qty | Actual Qty (at source/target) | Float | - | Available quantity at source or target warehouse | |
| transferred_qty | Transferred Qty | Float | - | Quantity already transferred through this entry | |
| bom_no | BOM No | Link | BOM | Bill of Materials used for manufacturing transaction | |
| allowalternativeitem | Allow Alternative Item | Check | - | Permits use of approved alternative items | |
| material_request | Material Request | Link | Material Request | Related material request driving this stock movement | |
| materialrequestitem | Material Request Item | Link | Material Request Item | Specific material request line linked to item | |
| original_item | Original Item | Link | Item | Original requested item when alternative is used | |
| againststockentry | Against Stock Entry | Link | Stock Entry | Reference stock entry linked for adjustment or reversal | |
| ste_detail | Stock Entry Child | Data | - | Internal reference to stock entry child record | |
| po_detail | PO Supplied Item | Data | - | Purchase order supplied item reference | |
| scormdetail | SCO Supplied Item | Data | - | Subcontract order supplied raw material reference | |
| putaway_rule | Putaway Rule | Link | Putaway Rule | Putaway rule applied for warehouse placement | |
| referencepurchasereceipt | Reference Purchase Receipt | Link | Purchase Receipt | Purchase receipt linked to this stock entry | |
| jobcarditem | Job Card Item | Data | - | Job card item reference for manufacturing operations |
Additional Costs (Landed Cost Taxes and Charges)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| expense_account | Expense Account | Link | Account | Expense account used to record landed cost charges in Dafater. | |
| account_currency | Account Currency | Link | Currency | Currency of selected expense account for landed cost calculation. | |
| exchange_rate | Exchange Rate | Float | - | Conversion rate between account currency and company currency. | |
| description | Description | Small Text | ✓ | - | Additional details describing the landed cost tax or charge. |
| amount | Amount | Currency | ✓ | account_currency | Landed cost amount in the expense account currency. |
| base_amount | Amount (Company Currency) | Currency | Company:company:default_currency | Landed cost amount converted into company default currency. | |
| hascorrectivecost | Has Corrective Cost | Check | - | Indicates whether this charge adjusts previously applied landed costs. |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| Stock Manager | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Manufacturing User | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Stock User | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Manufacturing Manager | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| Journal Entry | Linked from | Accounts |
| Address | Links to | Contacts |
| Asset Repair | Links to | Assets |
| BOM | Links to | Manufacturing |
| Company | Links to | Setup |
| Delivery Note | Links to | Stock |
| Job Card | Links to | Manufacturing |
| Journal Entry | Links to | Accounts |
| Letter Head | Links to | Printing |
| Pick List | Links to | Stock |
| Print Heading | Links to | Setup |
| Project | Links to | Projects |
| Purchase Order | Links to | Buying |
| Purchase Receipt | Links to | Stock |
| Sales Invoice | Links to | Accounts |
| Stock Entry | Links to | Stock |
| Stock Entry Type | Links to | Stock |
| Subcontracting Order | Links to | Subcontracting |
| Supplier | Links to | Buying |
| Warehouse | Links to | Stock |
| Work Order | Links to | Manufacturing |