To choose the stock system in Holded, follow these steps:
Click on your account, top left, and go to Settings.
In the "Inventory" section, click Logistics Settings.
Select Stock System.
Choose between automatic stock system (default) and simple stock system.
Check the box below if you want to manage the stock of new products by default (default).
Click "Save" in the top right.
💎 Activate the Inventory gem to use stock systems and other advanced Inventory features.
Differences between the two stock systems
In the automatic system, all documents can move stock (under certain conditions), while in the simple system, sales orders, purchase orders and delivery notes cannot move stock unless you convert them into other documents.
Automatic stock system
It is the default system in Holded and smartly subtracts stock from your invoices, orders, and delivery notes, giving preference to its creation date.
Below we show you the documents that move stock automatically, that is, that modify the number of product units in your warehouses:
Sales invoices and sales tickets:
If you create them from scratch or from a document that did not move stock (such as a quote or proforma), they will subtract the stock.
If you generate them from a delivery note, they will not subtract stock because the delivery note already did so before.
Corrective invoices:
They return stock only if the original invoice subtracted it when it was created. If the original invoice did not move stock (for example, because it was generated from a delivery note that already did so), the amendment will not affect it either.
Purchases:
They increase stock when you create them from scratch.
If you convert a purchase order to a purchase, the purchase will not move stock.
Sales orders and purchase orders:
They do not move stock when creating them.
They only move stock if you click on “Send units”. But if in configuration you have activated the option “Complete order by default”, the order will be created automatically with the units sent, and in that case they will also move stock.
Shipments:
They move stock when you create them from scratch, or when you create them by clicking on the “Ship units” button, from an order.
They do not move stock if you generate them from an invoice, since the invoice already made the adjustment.
Simple stock system
The simple stock system allows you to manage simpler stock operations, without automatically subtracting from orders and delivery notes. This is the behavior of the different documents:
Sales invoices, sales tickets, corrective invoices, and purchases: move stock when created or converted from another document.
Sales orders, purchase orders, and shipments: they do not move stock unless they are converted into other documents.