Stock Management

This guide explains how to manage inventory and stock movements in C-Tax. Keeping accurate stock records is essential for business operations and tax compliance.

Note: Only users with Owner, Admin, or Accountant roles can manage stock.

Understanding Stock Management

Stock management in C-Tax tracks:

• Stock In - Items coming into your inventory
• Stock Out - Items leaving your inventory (not through sales)
• Stock Adjustments - Corrections to inventory levels

Stock Movement Types

Creating a Stock Movement

Step 1: Go to Stock Management

1. Click Stock in the sidebar
2. Click “Create Stock Adjustment” or navigate to Stock Adjustment from the Transactions menu

Step 2: Enter Movement Details

You’ll see a form with several sections to fill in.

Movement Details Card

Step 3: Add Items

Each item appears as a numbered card. For each item:

The System Automatically Calculates:

• Supply Amount = Quantity × Unit Price
• Taxable Amount = Supply Amount - Discount Amount
• Tax Amount = Taxable Amount × Tax Rate %
• Total Amount = Taxable Amount + Tax Amount

Each item card shows these calculated amounts at the bottom.

Adding More Items

Click the “Add Item” button in the Items card header to add another item card.

Removing an Item

Click the trash icon in the top-right corner of the item card. You cannot remove the last remaining item.

Step 4: Add Remarks (Optional)

In the Additional Information card:

• Add any notes or remarks about this stock movement
• Maximum 500 characters
• Example: “Monthly stock count adjustment” or “Damaged goods disposal”

Step 5: Review the Summary

On the right side of the screen, the Summary card shows:

Step 6: Submit the Movement

1. Review all information
2. Click the “Submit Stock Movement” button
3. The button will show “Processing…” while submitting
4. Wait for the confirmation message

Note: The Submit button will be disabled if:

• No branch is selected
• No items are added
• SAR Number is empty
• Any item is missing required fields (Item Class Code, Item Name)

Common Stock Movement Examples

Example: Receiving a Purchase

Scenario: You receive 100 units of Product A from your supplier.

1. Go to Stock → Create Stock Adjustment
2. Select Stock Type: Purchase (02)
3. Enter SAR number: “SAR-2025-001”
4. Enter remarks: “Supplier delivery - ABC Ltd”
5. Add item:
   • Item Class Code: Search and select the appropriate code
   • Item Name: Product A
   • Quantity: 100
   • Unit Price: 500 KES
   • Tax Type: A (VAT 16%)
6. Click Submit Stock Movement

Example: Recording a Disposal

Scenario: 5 units of Product B were damaged and cannot be sold.

1. Go to Stock → Create Stock Adjustment
2. Select Stock Type: Disposal (15)
3. Enter SAR number: “SAR-2025-002”
4. Enter remarks: “Damaged during storage - write-off”
5. Add item:
   • Item Class Code: Search and select the appropriate code
   • Item Name: Product B
   • Quantity: 5
   • Unit Price: 300 KES
   • Tax Type: B (VAT 0%)
6. Click Submit Stock Movement

Example: Inventory Adjustment

Scenario: System shows 50 units of Product C, but physical count is 48.

1. Go to Stock → Create Stock Adjustment
2. Select Stock Type: Adjustment (14)
3. Enter SAR number: “SAR-2025-003”
4. Enter remarks: “Monthly stock count adjustment - variance of 2 units”
5. Add item:
   • Item Class Code: Search and select the appropriate code
   • Item Name: Product C
   • Quantity: 2 (the variance amount)
   • Unit Price: 200 KES
   • Tax Type: B (VAT 0%)
6. Click Submit Stock Movement

Example: Transfer Between Branches

From Source Branch (Transfer Out):

1. Select Stock Type: Transfer Out (17)
2. Enter SAR number and items being transferred
3. Add remarks: “Transfer to Westlands branch”
4. Submit

At Destination Branch (Transfer In):

1. Select Stock Type: Transfer In (16)
2. Enter SAR number and items received
3. Add remarks: “Transfer from Main branch - SAR-2025-004”
4. Submit

Viewing Stock Levels

Current Stock Levels

To see how much stock you have:

1. Go to Items in the sidebar
2. View the stock quantity column
3. Or go to Stock to see movement history

Stock Movement History

1. Go to Stock in the sidebar
2. See a list of all stock movements
3. Filter by:
   • Movement type
   • Date range
   • Item
   • Status

Best Practices for Stock Management

Daily Practices

Weekly Practices

Monthly Practices

Common Stock Situations

Receiving Partial Shipment

When you receive only part of an order:

1. Create Stock In for what you received
2. Note in remarks that it’s a partial delivery
3. Create another Stock In when the rest arrives

Items Without Expiry Date

For non-perishable items:

• Leave the expiry date field empty
• Or enter a far-future date if required

High-Value Items

For expensive items:

• Double-check quantities
• Add detailed remarks
• Consider taking photos of delivery

Transferring Between Branches

From Source Branch:

1. Create Stock Out
2. Note destination branch in remarks

At Destination Branch:

1. Create Stock In
2. Note source branch in remarks

Stock Movement Status

If Stock Movement Fails

1. Check the error message
2. Common issues:
   • Invalid item codes
   • Missing required fields
   • Calculation errors
3. Correct the issue and retry

Stock Reports

C-Tax provides stock information through:

Item List

• Current stock levels per item
• Last movement date

Stock Movement History

• All movements with details
• Filterable by date, type, item

Transaction Reports

• Includes stock value information

Tips for Accurate Stock

Prevention

• Record movements immediately
• Train staff on proper procedures
• Use barcode scanning if available

Detection

• Regular spot checks
• Monthly full counts
• Compare to sales records

Correction

• Investigate variances before adjusting
• Document reasons for all adjustments
• Review with supervisor for large variances

What You Cannot Do

• Delete a completed stock movement
• Edit a movement after submission to KRA
• Backdate movements (system records actual date)

If you made an error, create a correcting movement (opposite of the mistake).

Next: Learn about Managing Branches & Customers