We create a new warehouse in the Warehouse List agenda (Settings, Records section, Goods and Warehouses group) by clicking the New button and creating the individual warehouses. For more details on working with warehouses, see the article Warehouse List.

In the new warehouse form, we fill in the name and the abbreviation. The Receipt series and Issue series fields define the number series of stock documents. Without a receipt series, Flexi has no source from which to assign an internal number to the stock receipt (when saving, it reports that the Internal number field must be filled in), so fill in both series. The Automatic warehouse option ensures that the stock card of new price list items is also created automatically in this warehouse.

Stock cards are created at the moment we create a stock item in the price list, in all warehouses that have the Automatic warehouse option enabled. However, a newly created stock card has zero quantity in stock, so we now need to create stock documents – stock receipts. We can create them manually or use Excel imports. This gives us the stock inventory status in terms of both quantity and financial value. We enter stock receipts in the previous accounting period; running the initialization (Period Initialization) ensures that stock cards are created in the new accounting period.

We can create a single stock receipt with a large number of items, or several stock receipts. We create a stock receipt in the Receipts/Issues agenda (for more details, see the article Stock Receipts and Issues) by clicking the New button:

We fill in the document type, movement type, warehouse, date, and any other details as needed.

We select items from the price list and enter the quantity to be received into stock. Note: The goods must be marked as Stock item in the price list, otherwise they cannot be received.

After we have completed all stock receipts, we switch to the Period Initialization agenda (you can find it, for example, by searching) and transfer the closing stock balance in the warehouses as the opening balance in the warehouses of the following year.

Due to the way stock prices are calculated, the opening balance of the warehouse in the new accounting period must be filled in before stock items are first used in documents. You can then refine the unit prices and run the initialization again. The stock quantity on documents that have already been created cannot be changed.

We perform the Excel import in the Stock Cards agenda: in the bottom bar of the list, we open the More functions menu (three dots) and select Import from Excel.

The required fields are:

To enter opening balances, we also use the columns from the Opening balance group:

and other values as needed. You can find a detailed description of all columns and the import procedure in the article Excel Imports - Stock Cards.

The import creates stock receipts with the issue date you specify in the Opening balance - issue date column (usually the first day of the accounting period; we can change it to December 31). The average unit price is calculated from the quantity and price per unit of measure values. Stock receipts have the document status "Non-invoiceable". As the contra account, we again use the clearing account 395xxx.