Negative stock balances: causes and correction methods

Negative stock balances — are a state of the inventory system in which the calculated quantity of goods in the warehouse is less than zero. This indicates a disruption in the accounting chronology or errors in product identification during transactions.

When it occurs

This situation occurs when attempting to ship (sell, write off, transfer) goods that, at the time of the transaction, are not recorded in the database as available stock.

Symptoms

In the «Stock status» form, the quantity of goods is displayed with a minus sign (for example, -5 pcs.).

The program displays a warning: «Insufficient stock in warehouse» when processing a sale (if a strict prohibition is not enabled).

Incorrect data in profit and cost reports.

Causes

Incorrect document sequence: the sale of goods was made before the «Goods receipt note» was entered.

Access settings: the «Allow selling into negative stock» option is enabled (Settings — Parameters — Accounting).

Misgrading: sale of one product instead of another due to similarity or a scanning error.

Adjustments to previous periods: deletion or unposting of goods receipt notes for which sales have already taken place.

Solution: what to do?

Method 1: Inventory count (Recommended)

Used to align the program data with the actual stock on hand.

Go to Document — Inventory statement.

Create a statement by adding goods with negative stock balances (use the «Only with negative quantity» filter).

Enter the actual quantity (if the goods are physically absent — «0»).

Close the statement. The system will automatically create a «Receipt from inventory» to cover the negative balance.

Method 2: Restore receipt chronology

Used if the goods were actually received, but the receipt note was not entered.

Create a Goods receipt note.

Set the document date to precede the first sale «into negative stock».

Add the goods and post the note.

Method 3: Correct misgrading

Used if there is a surplus of one item and a shortage of another.

Create an inventory statement by adding both goods.

Specify the actual stock balances. The program will balance the warehouse through write-off and receipt records.

Method 4: Technical adjustment (Admin method)

In the Stock status form, select the product.

Press CTRL + SHIFT + ALT + E.

Enter the correct value. A system adjustment record will be created.

How to verify the result

Open Warehouse — Stock status, apply the «Only with negative quantity» filter. The list should be empty.

Prevention (how to avoid it)

Set a prohibition: Settings — Parameters — Accounting → «What to do if there is not enough goods during sale» → Prohibit.

Follow the rule: first receipt into the program — then sale.

Regularly reconcile stock balances for problematic product groups.

Summary

Negative stock balances distort the financial result. After any stock correction, обязательно perform: Analysis — Period — Recalculate cost.

Програма обліку товару для інтернет-магазинів, крамниць, торгових точок, складів та виробництва

Inventory

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