How to Enter Per-Warehouse Opening Stock in CrmLeaf

Overview

Opening stock is the quantity you already hold when you start using CrmLeaf for inventory. Because stock is tracked per warehouse and product, opening stock is entered per warehouse. It is entered for a product in one form covering all warehouses, and the product's overall opening stock is the sum of the per-warehouse quantities.

How It Works

You open the product, enter the opening quantity it holds in each warehouse, and save. That creates the stock row for each warehouse and product pair, which then carries quantity, reserved and stock-out figures, a derived available quantity, and minimum and maximum levels. Every later movement, whether a purchase order delivery, a requisition, a transfer, an adjustment or an order dispatch, works from that starting point.

Create warehouses → Add products → Enter opening stock per warehouse → Set min and max levels → Verify totals

• Opening stock for one product is entered per warehouse in a single form.
• The product's overall opening stock is the sum across warehouses, so you do not enter a separate company-wide figure.
• Each warehouse and product row keeps quantity, reserved and stock-out figures plus a derived available quantity.
• Minimum and maximum levels on the row drive the low stock, out of stock and over stock flags.
• Later corrections to a counted quantity are made with an inventory adjustment, not by re-entering opening stock.

Who Can Use This Feature?

Administrator

• Enter each product's opening stock per warehouse.
• Set the minimum and maximum levels used for stock flags.
• Verify the per-warehouse figures against the physical count before going live.

This functionality is available only to Administrators.

Prerequisites

• The Purchase add-on module enabled for the account.
• Every stocking location created as a warehouse.
• Every stocked item present in the products catalogue with its unit.
• A completed physical stock count per location, as at the date you are opening the books.

For Administrators

Step 1: Confirm warehouses and products exist

Go to: Operations → Warehouses

What to do: Check that every location you counted has a warehouse record, and that every counted item is in the products catalogue.

What to verify: A missing warehouse or product means its opening quantity cannot be entered, so fix both before you start.

Step 2: Open the product and enter opening stock per warehouse

Go to: Operations → Products

What to do: Open the product and enter its opening stock for each warehouse in the one form, leaving warehouses that hold none of that item at zero. Save when the whole row is complete.

What to verify: The product's overall opening stock equals the sum of the per-warehouse quantities you entered.

Step 3: Set minimum and maximum levels

What to do: Set the minimum and maximum level for the warehouse and product rows that matter to you, so the low stock, out of stock and over stock flags are meaningful.

What to verify: A test item with a quantity below its minimum is flagged as low stock.

Step 4: Repeat and reconcile

What to do: Work through the catalogue product by product, then compare the per-warehouse figures with your count sheets.

What to verify: Each warehouse's totals match its count sheet. Correct any difference with an inventory adjustment and a reason once you are live.

Field and Option Reference