Registering Stock Operations: Entries, Exits, and Everything In Between
Every change in your stock — a delivery arriving, a medication used in a consultation, a count correction — is registered as a stock operation. Registering operations correctly is what keeps your balances trustworthy and your inventory ledger complete.
This guide explains each operation type, when to use it, and every field on the form.
Opening the Stock Operations Screen​
From the main dashboard:
- Click on Product Management in the left-hand sidebar.
- Select Inventory, then Operations.
You can also click Register stock operation on the Inventory dashboard.
Stock operations work with live data to keep balances accurate, so they require an internet connection. If you are offline, Veetz will show a warning and the save button will be disabled until your connection returns.
Choosing the Operation Type​
The first field, Operation Type, defines what the operation does and which fields appear. Veetz offers seven types:
| Operation | When to use it |
|---|---|
| Entry | Products arrive or stock increases from purchasing. |
| Exit | Products leave stock for use or sale. |
| Adjustment | Fix inventory differences found during a count. A reason is required. |
| Transfer | Move stock between two storage locations. |
| Return | Stock comes back after a sale or use. |
| Exchange | One item leaves and another item enters in one linked operation. |
| Reservation | Hold quantity for an order before billing. |
A short helper text below the field reminds you what the selected operation is for.
The Common Fields​
Whatever the operation, you will always fill in:
- Product: Search and select the catalog item being moved.
- Storage Location: Where the stock is coming from (or arriving, for entries). Only active locations appear here.
- Quantity: How many units are moving.
And, optionally, you can link the operation to a document:
- Source Document Type: What originated this movement — Purchase Order, Invoice, Sales Order, Prescription, Internal Request, Stock Count, Transfer Order, Return Authorization, Exchange, Reservation, or Other.
- Source Document: The number or identifier of that document.
Months from now, when you look at the inventory ledger and wonder "why did 40 units leave on that day?", the source document is your answer. It takes seconds to fill in and saves hours of detective work.
Fields Specific to Each Operation​
Entry: Batch Details​
When registering an Entry (and the incoming side of an Exchange), a Batch Details section appears:
- Batch Number: The lot number printed on the product packaging.
- Manufacture Date and Expiration Date: Essential for the expiration tracking tools. Fill them in whenever the product has them — your future self will thank you.
- Supplier: Search and select the supplier the products came from.
- Unit Cost: What you paid per unit in this batch. This keeps your cost records accurate even when prices change between purchases.
Adjustment: A Required Reason​
Adjustments correct differences between the system and reality — for example, after a physical stock count. Two things are special here:
- The quantity accepts positive and negative values: use a positive value to add stock and a negative value to remove stock.
- A Reason is required. Describe why the adjustment is needed (e.g., "Annual stock count — 2 broken vials discarded"). This text is saved in the ledger for full traceability.
Transfer: Source and Destination​
Transfers move stock between locations. Besides the Source Storage Location, you select a Destination Storage Location. The two must be different — Veetz validates this for you.
Exchange: What Leaves, What Enters​
Exchanges show two panels side by side:
- What leaves stock: The product, location, and quantity going out.
- What enters stock: The product, location, and quantity coming in, with its own batch details.
Both movements are registered together as one linked operation, so the swap is always traceable as a single event.
Reservation: Order and Expiry​
Reservations hold quantity for a specific order:
- Order: The order identifier this reservation belongs to. Required.
- Expires At: Optionally, set a date and time for the reservation to expire automatically if it is never confirmed.
To confirm or cancel reservations later, use the Reservations screen.
Saving the Operation​
The save button offers convenient variations for a fast-paced routine:
- Confirm and register another: Saves and clears the form, keeping the same operation type — perfect for receiving a large delivery.
- Confirm and see stock balance: Saves and takes you straight to the updated balance.
- Confirm and see inventory ledger: Saves and shows the movement in the ledger.
After a successful save, a confirmation message summarizes what was registered.
Next Steps​
Learn how to organize the places your stock lives in: Managing Storage Locations.
If you encounter any difficulties during this process, do not hesitate to contact our support.