Sales Item Branch Quantities

When the Branches module is enabled, HirePOS can maintain separate sales-stock quantities for each physical branch.

Each branch has its own stocktake baseline. HirePOS then calculates the current stock on hand using the transactions recorded for that branch, including sales, received purchase orders, maintenance consumption, adjustments and branch transfers.

For accurate results, every future sales-stock transaction must use the correct branch.

Create all required branches before establishing their opening sales-stock quantities.

If branches are being enabled for the first time, physically count the sales stock held at each location. Do not assume that the previous business-wide stock quantity will be automatically divided between the new branches.

When setting up branches for the first time:

1. Go to Setup > Branches.

2. Open a branch.

3. Enable Populate Branch Last Stocktake Dates/Qty’s on Save.

4. Save the branch.

This option creates missing branch-level stocktake records across the configured branches. It is normally used once during initial setup.

It does not copy or distribute the previous business-wide stock quantity. Missing records are initialised with a zero quantity, so a physical stocktake is still required.

The option can also be used after adding many new sales items that do not yet have branch stocktake records. Existing stocktake records are not replaced.

1. Go to Setup > Items.

2. Open or create a stocked sales item.

3. Open the Stock Control tab.

4. Select Branch Quantities.

5. Enter the Last Stocktake Date and Last Stocktake Quantity for each branch.

6. Save the changes.

These values establish the branch’s stocktake baseline. They are not necessarily the current quantity because later stock movements are included in the stock-on-hand calculation.

Use the history icon beside a branch row to review its stock movements.

For a full branch stocktake:

1. Physically count the sales stock held at the branch.

2. Go to Setup > Sales Stocktake.

3. Select the branch.

4. Create a new stocktake.

5. Enter, scan or import the counted quantities.

6. Preview the stocktake.

7. Check the branch and quantities.

8. Select Commit All.

Repeat the process for every branch.

When importing a stocktake CSV, map the item Code, Last Stocktake Date and Last Stocktake Quantity. Always preview and verify the import before committing it.

• Assign invoices to the branch supplying the sales stock.

• Assign purchase orders to the branch receiving the stock.

• Use stock adjustments against the correct branch.

• Use Branch Transfers when stock physically moves between branches.

Changing the branch on a purchase order that already contains received sales items also moves the calculated received-stock effect to the new branch. Confirm the physical destination before changing a received purchase order.

If sales stock is not physically separated by branch, go to Setup > Preferences > Misc > Other and enable Disable Sales Stock Control At Branch Level.

Do not enable this setting when each branch needs its own stocktake and stock-on-hand quantities. It deliberately returns sales-stock control to one business-wide quantity.

Use the sales-stock-on-hand and sales-stock-value reports by branch to verify the results. Compare the reports with the quantities physically held at each location.

When viewing sales items in Setup > Items, a selected branch filter displays the quantity in stock for that branch.