Stock journals are working tools for recording stock movements before they are finally posted. A journal collects entries for a specific type of movement — for example a delivery from a supplier, a shrinkage registration, an internal transfer or a reconciliation of the physical stock. When the entries are ready, the journal is posted, and stock figures and any finance entries are updated.
You can have several journals running at the same time, and each journal can be configured with its own posting preferences, organizational unit and warehouse location.
Open Financial and select Stock journals in the menu. You get an overview of all existing journals. If you cannot see the menu item, you most likely do not have permission for it. Contact support.
The journal list shows all available stock journals in a table. Journals that have entries are shown in bold — the legend "Journals with entries" is shown at the bottom of the screen.
Administrators can see and manage hidden journals via the function Toggle hidden (see below).
The columns give a quick overview of the configuration and status of each journal. The most important are:
Name: The journal's display name.
Description: A short explanation of the journal's purpose.
Journal type: The type of stock movement the journal is created for — e.g. Delivery, Shrinkage, Reconciliation, Write-off or Internal transfer.
Create finance entries: Shows Yes/No/N/A. N/A is shown for journal types that do not support posting.
Org. unit: The organizational unit (store, department, etc.) the journal belongs to.
Automatic posting: Whether the journal is set up to be posted automatically.
Hide: Only shown for administrators and indicates whether the journal is marked as hidden.
Number of entries: Number of unposted entries on the journal. The column can be filtered on number range.
You can filter the list via text search in Name and Description, dropdown on Journal type, OU filter and number range on Number of entries.
Create (+ button): Creates a new journal. Opens the create/edit form. Always active.
Edit (pencil icon): Edits the selected journal. Requires a journal to be selected.
Delete (cross): Deletes the selected journal. Requires a journal to be selected. The system checks whether the journal is in use — either because it has unposted entries, or because it is associated with a stock setup. If the journal is in use, an error description is shown instead of a delete confirmation dialog. In that case, you cannot delete the journal until the entries are posted or deleted.
View (button with list icon): Navigates to the entry list for the selected journal. Requires a journal to be selected. You can also double-click a journal row or press Enter to open the entry list.
Toggle hidden (administrator only): Toggles the visibility status of the selected journal. Hidden journals are only shown for administrators. Requires a journal to be selected.
Report export: Exports the journal list to a report. Always available in the top bar.
The form for creating or editing a journal is split into two columns: basic fields on the left and posting configuration on the right (the right column is only visible for journal types that support finance posting).
At the top of the edit view's toolbar you find a button for Change log (clock icon). It opens a dialog with a full history of changes to the journal and is only available when you are editing an existing journal.
Journal type: Required. Specifies the type of stock movement. The options include, among others, Delivery, Shrinkage, Internal transfer, Reconciliation, Write-off and Adjustment. The journal type cannot be changed after the journal is created — choose carefully.
Name: Required. A unique name that identifies the journal in the list and in the entry overview.
Description: Required. A short explanation of what the journal is used for.
Start date: Optional date for when the journal begins to be active.
End date: Optional date for when the journal stops being active.
Number series: Required for appendix types. Determines the number series used for the journal entries' appendix numbers.
Org. unit: Specifies which organizational unit the journal is associated with — typically a store or department with a stock setup.
Warehouse location: Specifies the default location for items included in the journal. The field is read-only if the journal is configured to force the default location.
Automatic posting: Checkbox. Enables the option for the journal to be posted automatically (e.g. via a scheduled task). The field controls whether automatic posting is possible at all for the journal.
Allow negative stock: Checkbox. Specifies whether entries on the journal may result in a negative stock count after posting. The field is read-only for journal types of the Reconciliation type.
Hide (administrator only): Checkbox. Marks the journal as hidden, so it is not shown for normal users.
Allow resetting even if products are counted in another journal: Checkbox. Relevant for reconciliation journals with the "Reset - not counted" function. When this is enabled, the journal can reset products even if they are already registered as counted in another journal.
The posting panel is only shown for journal types that support finance posting (Delivery, Shrinkage, Stock adjustment, Write-off, etc.).
Create finance entries: Checkbox. Specifies whether posting of the journal should generate finance entries. Enabling is only possible for supported journal types.
Journal: Required dropdown. Select which accounting journal the finance entries should be created in — e.g. Daily bookkeeping, Purchase invoice, Invoice, Manual corrections, etc. The field is read-only if Create finance entries is disabled.
Override contra account: Checkbox. Specifies whether a specific contra account should override the automatically selected one. Always enabled for the Stock adjustment journal type. The field is read-only if Create finance entries is disabled.
Contra account: Financial account to post against. Only editable when Override contra account is enabled.
Contra account for used product: A separate financial account used as the contra account when an entry concerns a used/refurbished product. Only editable when Override contra account is enabled.
Suppress VAT: Checkbox. Specifies that VAT handling is skipped when posting the finance entries. Relevant in scenarios where VAT should not be calculated on the stock movements. The field is read-only if Create finance entries is disabled.
The entry list is opened by double-clicking a journal in the journal list, pressing Enter, or clicking the button View. The page title shows the format "Stock journal [name] – Entries".
In the top-left you find the button Stock journals (with a back-arrow icon), which navigates back to the journal list.
If the warning banner "There is a posting action in progress. Parallel posting is not allowed" is shown at the top of the page, there is already an active posting running on the journal. Wait until it is finished before you try to post again.
Add (+ button): Opens a product selector dialog from which you can search and select products to add as entries. Supports "Add with stock count", so you can fetch the current stock count directly. Always active.
Select (dropdown button): Contains two items — "Select all" and "Deselect all" — for bulk selection of rows via the checkboxes in the grid. Selecting rows affects which entries the subsequent actions (Post, Delete, Move, Edit stock date, cost price resets) operate on. If no rows are selected, the operations apply to all entries.
Post: Starts the posting process for the journal. Active when there is at least one entry. Depending on the journal type and configuration, several dialog steps are stepped through:
The system validates the entries and warns if there are 0 cost prices or 0 sales prices. After this, you may be asked whether posted entries should be added to a label journal (for Delivery). If there are future reconciliation entries, you are asked whether these should be deleted or kept. If there are products with changed properties (e.g. prices), you are asked whether the product cards should be updated. Administrators may also be presented with a dialog about handling product locations during posting.
Clear journal: Deletes all entries on the journal after confirmation. Active when there is at least one entry.
Add [serial items] (list icon, hidden when inactive): Opens editing of product instances for the selected entry. Requires that the selected entry has serial item support.
Write-off % (Write-off journals only): Opens a dialog where you specify a write-off percentage that is applied to the entries' cost price.
Appendix (dropdown button, not for Write-off): The button shows the active appendix number. The submenu contains:
Delete appendix: Deletes all entries associated with the current appendix.
Post appendix: Posts only the entries for the selected appendix.
Merge: Merges duplicate entries (same product, location, etc.) into one line. Active when there is at least one entry. Requires confirmation. Not available for Write-off journals.
Reset - not counted (Reconciliation journals only): Starts a two-step reset process. First, the reset type is selected — "Partial count" only resets products that have not been counted in the period, "Complete count" resets all uncounted products. After this, a product list with a date filter is shown, where you select which products should be reset.
Add to label journal (not for Write-off): Adds selected (or all) posted/ready entries to a label journal. If there is only one label journal, it happens directly. If there are several, a selection dialog is shown.
New entry below selected (+ with icon, Insert shortcut, not for Write-off): Adds a new empty entry below the currently selected row.
Delete entry (cross, Delete shortcut): Deletes the selected entry. Requires an entry to be selected.
Report export: Exports the entry list for the current journal.
More menu (not for Write-off): Contains additional actions:
Move: Opens a dialog where you select a destination journal to move the selected entries to. Allows confirmation before moving.
Show stock appendix: Opens the stock appendix popup with details about appendixes on the journal.
Add reservations (Reconciliation only): Opens a reservation dialog from which you can add reservations from the reconciliation journal.
Edit stock date: Opens a dialog for bulk updating the stock date on the selected entries.
Use std. cost price: Resets the cost prices on the entries to the products' standard cost price.
Use avg. cost price: Resets the cost prices to the average cost price.
Use FIFO avg. cost price: Resets the cost prices to the FIFO-calculated average cost price.
Use latest purchase price: Resets the cost prices to the latest purchase price for the products.
Add...: Opens the same product selector dialog as the Add button.
Add product location: Opens a dialog for adding a product location to the selected products.
Reverse status (Reconciliation only): Opens a dialog with a date filter and entry list, from which you can reverse reconciliation entries back to journal state.
Reject transfer: Rejects an internal stock transfer on the selected entry.
Unlock journal (administrator only, locked lines only): Releases a locked entry, so it can be edited again.
Context menu (right-click / long press): A right-click or long press on an entry row opens a context menu with the action Open product, which navigates directly to the relevant product.
The entry list supports barcode scanning via SignalR. When a barcode is scanned, the product is automatically added as a new entry in the journal without manual action.
The grid contains many columns. Some are hidden by default but can be enabled via the column selector. The functionally important columns are described below.
Select (checkboxes): Selection of individual lines for bulk operations such as Post, Delete, Move and Edit stock date. Operates on all entries if none are selected.
Org. unit: The organizational unit the entry belongs to. Editable.
Stock date: The date the stock movement is registered on. Color-marked depending on the finance period status — a tooltip shows period info. Editable.
Created on (initially hidden): Date and time of when the entry was created.
Created by (initially hidden): The user who created the entry.
Appendix no.: The appendix number for the entry. Editable.
Product: Product and variant for the entry. Lookup editor with search function.
Product number (initially hidden): Shows the product's internal identifier. A separate searchable column next to Product.
Product display name (initially hidden): The product's display name. Not editable.
Quantity: The quantity for the movement. Editable. For Reconciliation journals, the cell is color-marked: green when the quantity matches the stock count, yellow on deviation, red on a larger deviation.
Quantity not confirmed (initially hidden): Shown as a checkbox and indicates whether the quantity has not yet been confirmed. Read-only.
Cost price excl. VAT: The cost price per unit excluding VAT. Editable. The tooltip shows the amount in the standard currency for foreign currency. For outflow, the FIFO principle is used.
Product category: Category for the product. Can be filtered.
Warehouse location: The specific warehouse location for the item. Editable. Note the difference from the hidden column Product locations (see below).
Product locations (initially hidden): Shows all warehouse locations for the product collectively. Not editable. Differs from the Warehouse location column, which only shows and edits the primary location on the entry.
Customer: Actor lookup for associating a customer with the entry. Editable.
Supplier: Actor lookup for associating a supplier with the entry. Editable.
Sales price incl. VAT: The sales price incl. VAT. Editable. Tooltip for foreign currency.
Sales price excl. VAT (initially hidden): The sales price excluding VAT. Editable.
Sales price type (initially hidden): Specifies the type of sales price. Dropdown editor.
CM DKK (initially hidden): Contribution margin in DKK. Calculated column.
CM % (initially hidden): Contribution margin ratio in percent. Calculated column.
Markup % (initially hidden): Markup percentage. Calculated column.
Description: Free-text description for the entry. Editable.
Alt. appendix: Alternative appendix number. If the field is changed, the value is automatically synchronized to all other rows on the journal.
Currency: Currency for the entry. Affects cost price and sales price.
Stock count: The current stock count for the product at the time of posting. A tooltip shows any split into serial item and base product quantity.
Reserved: Reserved quantity. Tooltip shows the split.
Available: Available quantity (stock count minus reservations). Tooltip shows the split.
Base product stock count / Serial item stock count (initially hidden): Stock count split into base product and product instances separately.
Base product available quantity / Serial item available quantity (initially hidden): Available quantity split.
Base product reserved quantity / Serial item reserved quantity (initially hidden): Reserved quantity split.
Movement (initially hidden): Calculated. For Reconciliation journals = Quantity minus Stock count; otherwise = Quantity.
Stock count after posting (initially hidden): Calculated. Stock count plus Movement.
Machine number / Serial number: Only visible with serial item support. Shows and edits the identifiers on product instances.
Service type: Only visible with serial item support. Specifies the service type for the product instance.
Chassis number/serial number: Only visible with serial item support. Editable. Cells are marked with a warning if the serial number is automatically generated from a barcode scan instead of manually entered. A legend is shown at the bottom of the grid as long as there are such entries.
Total: The total cost price value for the line (quantity × cost price). The column is directly editable as an alternative entry point to cost price calculation — edit the total, and the cost price is calculated automatically.
Finance date (initially hidden): The date the finance entry is posted on. Read-only.
Is transfer (initially hidden): Indicates whether the entry originates from an internal stock transfer. Can be filtered.
Is locked (initially hidden): Indicates whether the entry is locked and cannot be edited. Locked rows are shown in gray. Can be filtered. An administrator can unlock an entry via "Unlock journal" in the More menu.
In the bottom-right of the entry list, Total cost price is shown — the sum of all entries' cost price value.
If the selected entry has associated product instances (serial items/machines), you can click Add [Serial items] (or the corresponding caption depending on the product type) to open a separate edit grid for product instances. Here individual serial numbers, machine numbers and service type are registered for each instance. When you are done, you return to the entry list via Save/Cancel.
If you have questions, you are welcome to contact support.
Want to know more?
You can customize how this area works under the settings:
Settings for the inventory module
Overview of the inventory-related settings in Sapera, divided into four categories: products, stock, labels and service calls.
