Introduction
The Stock Receipts/Issues module contains all stock movements created in your company. It can record standard stock movements, but it is also used to record stock transfers, production-related movements, and more.
Stock receipt/issue items are always price list items. When you add them to the items of a receipt/issue and save it, the status of the stock card is affected.
The price of a receipt must always be specified; Flexi only suggests the last price used. The price of an issue, on the other hand, is determined automatically according to the inventory valuation method.
Stock movements are closely related to stock document types. Take a look at the available settings options.
We also provide documentation for the desktop application, which explains the meaning of all the fields in stock receipts and issues.
You can find stock receipts/issues using the search in the top bar;
or in the All modules overview in the left menu.
You can add Stock Receipts/Issues to your favorite modules in the left menu (the star next to the module name).
How can a stock receipt or issue be created?
Manually, from the Stock Receipts/Issues module.
By creating it from another document: an issued invoice or received invoice; a received order or issued order.
By import: this can be an import from Excel or an import via the API.
When generating stocktaking differences.
Through the production process or by creating a stock transfer.
We will now describe each of the options above in more detail.
Creating a stock receipt/issue manually
When you open the Stock Receipts/Issues module, you can create a new record using the New button in the top right, just as in almost all other modules.
The new record form opens. It contains a wide range of fields; we will describe the most important ones. The fields displayed in the form can be freely customized in the form settings.
Document type
The document type, or template for the individual documents you issue, is used to populate data that repeats across documents of the same kind. You can find all the details about document types in our documentation on document types in general or directly on stock documents.
Movement type
Specifies whether the document is a receipt or an issue.
Movement type + specification
A more precise specification of the movement type. It can be a receipt intended for invoicing or, conversely, an issue serving as a stocktaking difference.
Warehouse
The warehouse to which the goods should be received (for a receipt) or from which the goods should be issued (for an issue).
Issue date
The date as of which the stock movement should be issued. Note that the stock level is always affected as of the actual date the receipt is created, not necessarily the issue date (if you create the document retroactively).
Company
Unless the document is an internal stock document, you need to enter the customer (for an issue) or the supplier (for a receipt). If the document is generated from another document, the company is filled in automatically.
Posting template, Warehouse account/Offset account, Cost center, Project, Activity
The accounting for the given stock document. It can be defined already at the level of the document type and the warehouse. However, it can always be filled in individually at the level of a specific document. You can find the warehouse account and offset account under the More options button on the Accounting tab.
Receipt/issue items
Adding items to a receipt or issue can be considered the most important part of creating a stock document. Unless you fill in the individual items, nothing will be received into the relevant warehouse, or issued from it.
The items table is always located at the bottom of the stock document form.
When creating a document manually, the simplest way to identify an item is to enter its code in the Price list code column. However, items can also be identified using other identifiers, such as an EAN code or PLU code.
When you add an item, the data recorded on its price list card is loaded automatically: name, unit of measure, VAT rate, or price. You can add another item using the New button below the items table; the number of items on a single document is not limited.
ℹ️ Item price. On a receipt, the price is editable: Flexi only suggests the most recently used purchase price, and you can overwrite it. However, if the receipt was created from a received invoice, the price cannot be overwritten on the receipt itself, and you need to make the correction on the invoice. On an issue, the price cannot be changed manually; it is filled in automatically from the warehouse according to the configured inventory valuation method.
The price entered on the receipt is used to calculate the average price on the relevant stock card. If you use the FIFO method, a so-called FIFO link is created between the receipt and the subsequent issue, which fills in the issue with the price corresponding to the specific receipt.
Once all items are filled in, you can save the document using the Save and close button. When the document is saved, the goods are added to the warehouse or, conversely, issued from it, depending on whether you are creating a receipt or an issue.
Saving also changes the stock level on the stock card.
You can monitor the current inventory level directly on the stock cards, and the level as of any given day in the Stock Level as of Date module.
Creating a stock receipt/issue from another document
As mentioned at the beginning of this guide, a stock document can be created from another document. When this happens, the items of the source document are inserted into the stock document.
These are essentially the following processes:
Creating an issue from a received order.
Creating an issue from an issued invoice.
Creating an issue from a cash disbursement document.
Creating a receipt from an issued order.
Creating a receipt from a received invoice.
Creating a receipt from a cash receipt document.
When creating a stock document from orders, the process can be performed manually using the services available in the application. From an order, you can always perform a so-called realization, either into a stock document or into an invoice. The other option is to realize orders via the API; you can find more information in the documentation.
From invoices or cash documents, a stock document is always created automatically based on the settings of the type of the relevant document (invoice, cash register). You can learn more about this setting in our documentation.
Creating a stock receipt/issue by import
The most common type of import is an import from Excel. Excel import is available for every document module. If you are interested in this option, see our documentation.
In the web interface, you no longer need to import the items and the header of a stock receipt/issue separately. Find out how to do such an import.
However, it does not have to be only an import from Excel. Stock receipts/issues can also be created via the API (XML/JSON). If you wish to proceed this way, the API documentation, sample files, and the so-called evidence list will help you.
Generating stocktaking differences
A stock receipt or issue can be created from a stocktaking. It is created when the system quantity in the stocktaking differs from the actual quantity and you generate documents (stocktaking differences) at that point.
You can learn how to generate such documents and how to create the stocktaking itself in our documentation.
Production and stock transfers
The last of the standard ways a stock document can be created is during production (that is, using a bill of materials and the corresponding stock movements) and when creating a stock transfer.
How such production works is described in our documentation on the bill of materials in the web interface. The same process can also be handled in the desktop application.
A stock transfer is created from the same Stock Receipts/Issues module: it is an issue from the source warehouse with a subsequent receipt into the target warehouse. The key fields are Transfer document type (which determines the document type used for the receipt into the target warehouse) and Target warehouse. A detailed procedure, including the setup of the required document types, is described in our documentation on stock transfers.
Cancelling and deleting a stock document
An incorrectly created stock document can be either cancelled or deleted. In terms of stock, both approaches have the same effect: the inventory returns to its state before the document was created. They differ, however, in what remains in the records afterward:
Cancelling keeps the document in the list, only striking it through and marking it in the Cancelled column. The document remains searchable and is printed with the CANCELLED label.
Deleting removes the document from the records. After that, it can only be found in the journal.
Only a document with no dependent documents can be deleted:
You can delete a receipt only if none of the received goods have been issued yet. As soon as an issue follows it, a FIFO link holds it in place and Flexi will not allow deletion. For how to proceed in such a situation, see the guide for the case when an incorrectly created receipt cannot be deleted.
Nothing blocks the deletion of an issue from a stock perspective. However, if it was created by an invoice, you must delete the invoice first. For details, see the article on deleting an issue together with an invoice.
⚠️ Only documents from the current year that are not locked can be cancelled. The complete rules, including the behavior for dependent documents, are described in the article on document cancellation.
How can I customize the Stock Receipts and Issues module?
You can customize the overview of stock documents using two tools: views and the preview panel (split view).
Views
Views over stock receipts and issues allow user-defined displays of stock documents using filters, sorting, and a selection of the information shown. They help you manage stock movements efficiently, track the flow of goods, and quickly get an overview of goods received and issued, without having to modify the document data itself. You can switch or save a view in the menu on the left above the list (Default by default).
Usage examples for receipts:
Receipts by supplier: an overview of goods received from a specific company
Overdue receipts: delayed deliveries
Awaiting posting: documents that are not yet closed in accounting
Receipts by warehouse: goods received split by storage location
Complaints and returns: receipts related to returned goods
Usage examples for issues:
Overdue issues: delayed shipments
Issues to be invoiced: source documents for issuing invoices
Issues by project: tracking issues for a specific business case
Priority issues: urgent shipments marked with a priority
💡 Tip: If you are unsure how to enter filtering criteria, you can use the AI filtering feature.
Split view
Split view (preview panel) lets you display the list of receipts and issues together with related information in an adjacent part of the window. This way, users can work with the overview of stock documents while viewing detailed or related data, without having to open additional windows or modules.
FAQ
It may happen that a receipt cannot be deleted. You can find out why in our guide.
Two inventory valuation methods are available. If you are interested in which ones, see our guide.
You can find the inventory level as of any given day in the Stock Level as of Date module.
Stock records can be kept using either Method A or Method B; you can create the warehouse itself by following the guide.
Stock movements are closely related to stock document types. See how to set them up.