# Track stock across warehouses

> Add your warehouses under Settings → Organisation → Branches & warehouses and switch on Track stock for each item. Inventory then shows what is in each warehouse and its value, updated by every bill, invoice and transfer.

In EaseDesk: Inventory → Stock summary

## Steps

1. Open Settings → Organisation → Branches & warehouses and click Add warehouse under the branch it belongs to.
2. Open each item under Items, switch on Track stock for this item, and enter its Opening stock per warehouse.
3. For medicines, food or chemicals, switch on Keep stock by batch; for electronics or machinery, switch on Each unit has a serial number.
4. Set a Reorder level and Reorder quantity for items you never want to run out of.
5. Open Inventory to see the Stock summary. Choose a warehouse or an As on date, and click an item for its stock ledger.
6. Choose your valuation method under Settings → Organisation → Inventory.

## Stock that keeps itself right

You never type a stock quantity after the opening stock. Every goods receipt, purchase bill, debit note,
invoice, credit note, transfer, adjustment and production entry moves stock, and the stock ledger of each
item lists every one of them with its document. The stock in hand shows on invoice and bill lines too.

## Reorder before you run out

The **Reorder** tab lists items at or below their [reorder level](/glossary/reorder-point), with the
quantity to order and the vendor you last bought from. Tick the items, check the vendor and quantity, and
click **Make purchase orders**: EaseDesk drafts one purchase order per vendor for you to check and issue.
Items in the stock summary at their level carry a **Reorder** badge.

## Serial numbers

For serial-tracked items, each unit's number is recorded when it comes in and chosen when it goes out. Search
a serial number on the **Serial numbers** tab to see whether it is in stock, and in which warehouse, or
already sold.

## Who can do it

Anyone whose role can see stock can open Inventory: the Owner, Admins, Accountants, Staff and the Chartered
Accountant role. Adding warehouses needs permission to edit organisation settings.

## Questions

### How is my stock valued?

By weighted average or FIFO (first in, first out), chosen for your organisation under Settings → Organisation → Inventory. The value is kept per item across its warehouses, so moving goods between warehouses never changes their cost. The same value is your closing stock in the profit and loss and balance sheet. When a bill's price differs from its goods receipt, or freight is added later as landed cost, only the share of those goods still in stock changes its value; the share already sold is part of the cost of what you sold.

### Can I stop staff billing more than is in stock?

Yes. Under Settings → Organisation → Inventory, set Selling more than is in stock to Do not allow it. The default warns but allows it. With it on, stock can't go below zero any other way either, such as cancelling a bill or a production whose goods were already sold, or lowering an opening stock.

### Do I enter opening stock in the accounts as well?

No. The Stock-in-Hand ledger's opening balance is the value of your items' opening stock, and it changes when you change an item's opening stock. Enter the other side (usually capital) in your opening balances.

### Who sets the value of goods found in a count or adjustment?

Goods that come in through an adjustment take the item's average cost. Only someone who manages the accounts can type another value. A count adjustment is made only by posting a physical count.

### How do batches and expiry dates work?

For a batch-tracked item, you enter the batch number and expiry date when goods come in. When goods go out, EaseDesk proposes the batch that expires first, and refuses a batch that has already expired. The Batches tab lists stock by batch and filters what is expired or expiring within 30 or 90 days.

### Can I print barcode labels?

Yes. On the Labels tab, add items and the number of copies, choose an A4 sheet (21 labels) or a 50 × 25 mm thermal label printer, and click Print labels. You can also print labels from an issued goods receipt or purchase bill.

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Source: https://www.easedesk.com/help/supply-chain/stock-and-warehouses · Updated 2026-10-26 · EaseDesk