Entering initial warehouse inventory

Updated: 25 July 2024

If the company has inventory stock when adopting new software, it is necessary to enter the initial stock balance into the program.

● Does the company use one warehouse or multiple warehouses? By default, 2 warehouses are added, which can be found in the menu Warehouse -> Warehouses. If necessary, you can add more warehouses.

● Moving to new software is a good time to review previously created item codes to see if they still meet the needs or need to be changed. Items can be added one by one or imported from a file.

● The initial stock balance can be entered manually or imported from a CSV file.

Entering the initial stock balance manually

Warehouse -> Warehouses

Click on the warehouse line in the list for which you want to enter the initial stock. Once you have opened the warehouse, you will see the option “Enter initial stock” in the Actions menu.

Set the initial stock date and click the “Add line” button to start adding items.

If the purchase price was indicated on the item card during the item addition process, the unit cost will be automatically added to the item line upon selection. If the price was not added, it must be manually entered in the initial stock. The unit cost is necessary to ensure correct write-off entries during item sales.

Check the warehouse total in the “Warehouse -> Stock” view and compare it with the amount reflected in the balance sheet; they should be equal.

Importing initial stock from a file

Warehouse -> Warehouses, right cloud icon “Import initial stock”

To import, a CSV formatted file is required. Mandatory data includes:

  • code
  • name
  • unit
  • unit purchase price
  • initial stock

You need to specify the initial stock date and the warehouse where the goods will be recorded. If goods need to be recorded in multiple warehouses, they must be imported from separate files. The columns in the file need to be mapped to the fields in the program.

An entry regarding the initial warehouse balance is not prepared and the total value of the initial warehouse balance must also be in the initial accounting balances.

If the import is successful, check the total warehouse amount in the Warehouse -> Inventory view and compare it with the amount reflected in the balance sheet; they must be equal.

● Entering the initial stock does not create an entry. The financial initial value of the warehouse must be reflected in the initial balances on the appropriate account.

For additional questions, please contact us at support@simplbooks.ee

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