Stock Export (Goods Delivery) — User Guide
Module: Warehouse
Audience: Warehouse staff, dispatchers, inventory controllers
Version: 1.0.0
Last updated: 2026-07-22
Overview
Stock export (goods delivery) is how you record inventory leaving a warehouse: sales shipments, invoice fulfillments, purchase-order issues, or other outbound stock. Each approved delivery decreases available quantity for the items and warehouses you specify.
Prerequisites
- Permission: Stock export → View (to open the list) and Create / Edit (to save deliveries). Delete is required to remove records.
- Setup: Items (commodities) and at least one warehouse must exist under Warehouse settings.
- Invoice integration: If auto-delivery is enabled in Warehouse settings, deliveries may be created automatically when invoices are saved.
- Serial numbers: If your organization tracks products by serial number, you may need the Change serial numbers on delivery permission.
Step-by-step: Create a goods delivery
- Go to Warehouse → Stock export.
- Click New to open the goods delivery form.
- Enter header details: date, customer (if applicable), and link to an invoice or purchase order when required by your process.
- Add line items: select commodity/item, source warehouse, quantity, and pricing/tax as needed.
- Review totals, notes, and delivery reason.
- Click Save.
- Optionally use Save and send request if your process requires approval notification.
- You return to the delivery detail/list with a success message.
Expected result: After approval (if your organization uses approval workflows), on-hand stock for the selected warehouse decreases for each line item.
Step-by-step: Edit a goods delivery
- Open Warehouse → Stock export.
- Open the existing delivery from the list.
- Click Edit, change header or lines, then Save.
Note: Once a delivery is approved, only limited fields can be changed. Contact an administrator if you need to reverse or fully rework an approved delivery.
Step-by-step: View delivery and approval
- From the stock export list, open a delivery by its document code.
- Review line items, linked invoice/PO, packing lists, and activity log.
- If you are an approver, use the approval actions shown on the detail page.
- Export or print the delivery PDF when available.
Delivery from invoices
When auto-create goods delivery is enabled:
- Saving a new invoice may automatically create a linked delivery note.
- Updating an invoice may refresh linked delivery lines.
- On the invoice record, use the Goods delivery tab to view linked deliveries.
Common issues
| Symptom | Likely cause | What to do |
|---|---|---|
| Cannot open Stock export | Missing View permission | Request Stock export → View |
| Cannot save | Missing Create/Edit permission | Request appropriate permission |
| Insufficient stock warning | Quantity exceeds on-hand | Reduce quantity or receive stock first (Stock import) |
| Cannot edit lines | Delivery already approved | Use revert workflow (if permitted) or create a new delivery |
| PO required error | Setting mandates purchase order | Select a PO on the delivery form |
| Save failed warning | Validation or inventory rule | Check required fields, warehouses, and quantities |
| Serial number locked | Missing serial permission | Request Change serial numbers on delivery |
Related features
- Warehouse → Stock import (inbound / goods receipt)
- Warehouse → Packing lists
- Warehouse → Items (commodity master)
- Sales → Invoices (auto-delivery and fulfillment tracking)
- Purchase → Purchase order (when issuing against POs)