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How stock is tracked in Pashkateb
Only five operations move stock in Pashkateb. Understand them and a surprising number will never surprise you again.
How is stock tracked in Pashkateb?
Every item has a balance in each warehouse and a total stock that is the sum of them. Any movement updates both together and writes a row to the stock ledger. Valuation is by weighted average.
Three numbers worth telling apart
| Number | What it means | Where you see it |
|---|---|---|
| Item balance in a warehouse | One warehouse's share | Stock by Warehouse report |
| Current Stock | The sum across all warehouses | Items screen |
| Stock ledger | Every movement in order | Stock Ledger report |
The first two update together in the same instant; the third is the record that tells you why.
This is the single most important distinction here: if your store says out of stock while the Items screen says 500, both are telling the truth — the store looks at one warehouse, the Items screen looks at the total.
The five things that move stock
There are no others. If a number changed, it was one of these:
| Movement | Effect | When |
|---|---|---|
| Submitting a sales invoice | Deduct | At submit only, not at save |
| Submitting a purchase invoice | Add | At submit only |
| Submitting a return invoice | The reverse | Sales return adds · purchase return deducts |
| Stock adjustment | The difference | Immediately on save |
| Warehouse transfer | Deduct + add | Immediately on save |
Draft invoices move no stock whatsoever. This is the most common reason behind "why has my stock not changed?"
Every movement does the same things
Whatever the movement, the system performs these steps in one transaction:
- Locks the item row so two movements cannot collide.
- Checks the item maintains stock — if not, it passes through with no effect.
- Locks (or creates) the item's balance row for that warehouse.
- Calculates the delta = quantity in − quantity out.
- Rejects the movement if the result would make the warehouse balance or the item total negative.
- Updates the warehouse balance and the item's total stock together.
- Writes a stock ledger row recording the balance after the movement.
Every movement goes through this same path. That is why the numbers stay consistent and why there is always a trail.
Items that do not maintain stock
The Maintain Stock switch on the item screen turns all of this off. An item with it switched off:
- Has no tracked balance.
- Is not quantity-checked on invoices.
- Does not appear in the stock ledger or in stock reports.
That suits services and fitting fees. It also means there is no protection against overselling it.
Weighted-average valuation
Pashkateb values stock using a weighted average.
Every time you submit a purchase invoice, the system recalculates the item's average cost:
new average = (old balance x old cost + new quantity x new purchase price)
/ (old balance + new quantity)
What does not change average cost:
- Sales invoices
- Return invoices
- Stock adjustments
- Warehouse transfers
So average cost is driven by purchasing alone. Which means buying at a wrong price pollutes your cost — check purchase prices before you submit.
In reports, the valuation rate is the average cost, falling back to the item's purchase price when there is no average yet.
An accounting note
A sales invoice in Pashkateb posts no cost-of-goods-sold entry. So you will not see your margin from sales postings alone.
What touches inventory accounts in the ledger:
- Purchase invoices — post cost, VAT and payables.
- Stock adjustments — post the adjustment difference.
Warehouse transfers post no journal entry at all, because they are not a valuation event — the goods are still inside the same company.
The reports to watch
| Report | Answers |
|---|---|
| Stock Evaluation | How much money is tied up in stock |
| Stock Ledger | What happened to this item, in order |
| Stock by Warehouse | How the goods are distributed |
| Low Stock per Warehouse | What is running out, and where |
| Items Need Reorder | What to order now |
If a number looks wrong
Work through this in order:
- Is the invoice a draft? Drafts move no stock.
- Which number are you reading? A warehouse balance is not the item total.
- Does the item maintain stock? If the switch is off, there were never any movements.
- Open the stock ledger for that item. Every movement is recorded with its reference number, which will show you where the difference came from.
Frequently Asked Questions
Why does Current Stock on the Items screen differ from the warehouse balance?
They are two different numbers. Current Stock on the Items screen is the item's total across every warehouse. The warehouse balance is one warehouse's share. Both are correct — they answer different questions.
What exactly moves stock?
Only five things: submitting a sales invoice (deduct), submitting a purchase invoice (add), submitting a return (the reverse), a stock adjustment (the difference, positive or negative), and a warehouse transfer (out of one, into another). Nothing else moves stock.
How is stock cost calculated?
By weighted average. Every time you submit a purchase invoice the system recalculates: (old balance x old cost + new quantity x new cost) divided by the total quantity. Sales, adjustments and transfers do not change average cost.
Can a balance go negative?
No. The system rejects any movement that would make a warehouse balance or an item total negative. The only exception is items configured as not maintaining stock — those pass through with no check at all.
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