A stock journal contains a list of entries — one line per product with a quantity and a cost price. It is these entries that form the basis for the actual stock movement when the journal is posted. The "Stock journal entries" screen is the place where you create, edit and post the entries on a selected journal.
The title bar shows the format "Stock journal [journal name] – Entries", so you can always see which journal you are working in.
Go to Financial via the hamburger menu in the top-left of Sapera. Then click Stock journals in the menu. Find the desired journal in the overview and double-click it — or select it and click the button View (list icon) — to open the entry list. You can also press Enter when a journal is selected.
If you cannot see the menu item, you most likely do not have permission for it. Contact support.
The button Stock journals (back arrow) at the top of the entry view takes you back to the journal list.
If a posting is in progress for the journal, a yellow warning banner is shown with the text "There is a posting action in progress. Parallel posting is not allowed". New posting is blocked until the one in progress is finished.
The button "+" (tooltip: Add) at the top of the entry list adds a new empty entry line. Shortcut: the Insert key. You can add a line directly below the selected row with the button "+" (tooltip: Create) next to the row.
The button Add… under the More menu opens a product selector dialog where you can search and select several products at a time and add them to the journal. Here you have the option to click Add with stock count to insert the products with the current stock count as the quantity.
The journal supports live barcode scanning via SignalR. When a barcode is scanned, a new entry line is added automatically — without you having to click Add.
The dropdown button Select contains two items: Select all and Deselect all. The selection (checkboxes on the left side of the rows) is used to limit which entries the subsequent bulk operations (Post, Delete, Move, Edit stock date, cost price resets) operate on. If no rows are selected, the actions operate on all entries (or all in the current filtering).
The button Post is active when there is at least one entry. Posting runs as an asynchronous operation and typically goes through these steps, depending on the journal type and setup:
1. Warning about 0 cost price or 0 sales price — The system checks the entries and shows a warning dialog if any appendixes have entries with cost price = 0 or sales price = 0. You can choose to continue anyway.
2. Label journal (delivery only) — The system asks whether posted/ready entries should be added to a label journal afterwards. If there are several label journals, a selection dialog is shown.
3. Future reconciliation entries (Reconciliation journal only) — The system asks whether future reconciliation entries should be deleted.
4. Update of product card — A dialog shows whether cost price, sales price and product location should be transferred to the product card on posting. You can mark exceptions for individual entries.
5. Location replacement (admin only) — If the setup requires a default location, and there are entries with other locations, the admin is asked whether they should be replaced with the default location or posted as they are.
If posting fails, an error description with a specific cause is shown — for example negative stock, locked periods or other validation errors.
The button Clear journal removes all entries in the journal. A confirmation dialog is shown before the action is carried out. The button is active when there is at least one entry.
The button Merge merges entries for the same product and same appendix number into one line. A confirmation dialog is shown. The button is active when there is at least one entry. Not available for the Write-off journal type.
The button Write-off % (only visible for journals of the Write-off type) opens a dialog where you can specify a write-off percentage (−100 to 100). The percentage is used to calculate a new cost price for the selected entries.
The button shows the active appendix number for the selected entry. Under the dropdown menu are two choices:
Delete appendix — Removes all entries with the relevant appendix number (confirmation is shown).
Post appendix — Posts only the entries belonging to the active appendix number, instead of the entire journal.
The appendix dropdown is not available for the Write-off journal type.
The button Add to label journal (barcode icon) opens a dialog where you select and add posted/ready entries to an existing label journal. Not available for the Write-off journal type.
The button Reset – not counted is only visible for journals of the Reconciliation type. The action resets stock for products that have not been counted in the journal. The process is two-step:
Step 1 – Select type: A dialog asks whether the count is a Partial count or a Complete count.
Step 2 – Select products: A dialog shows products with the option to filter by date, and you confirm which products should be reset.
The cross (tooltip: Delete) deletes the selected entry. Shortcut: the Delete key. Not available for the Write-off journal type.
The button Add [Serial items] (the list icon) opens a dedicated view for editing product instances (serial numbers) for the selected entry. The button is only visible and active when the selected entry has serial item support and product instances.
A report export button at the top of the entry list allows you to export the entries to a report.
A right-click (or long press on touch devices) on an entry row opens a context menu with the item Open product, which opens the product card for the relevant product.
The More menu contains a series of actions that are available when the journal is not of the Write-off type:
Move — Opens a dialog where you select a destination journal and confirm moving the selected entries to the selected journal.
Show stock appendix — Opens a popup with stock appendix details for the selected entry.
Add reservations (Reconciliation journal only) — Opens a dialog for adding reservations from the reconciliation journal.
Edit stock date — Opens a simple dialog for bulk updating the stock date on the selected entries.
Use std. cost price — Resets the cost price for the selected entries to the product's standard cost price.
Use avg. cost price — Resets the cost price to the average cost price.
Use FIFO avg. cost price — Resets the cost price to the FIFO-based average cost price.
Use latest purchase price — Resets the cost price to the latest purchase price from the supplier.
Add… — Opens the product selector dialog to add several products to the journal at once.
Add product location… — Adds a warehouse location to the selected products.
Reverse status (Reconciliation journal only) — Opens a dialog with a date filter and entry list for reversing reconciliation entries.
Reject transfer — Rejects an ongoing transfer operation for the selected entry.
Unlock journal (admin only, locked line only) — Makes a locked entry line editable again.
You can customize which columns are shown by hiding or showing them via the column configuration. All columns are described below.
Select: Checkboxes for marking individual entries. The selection controls which rows the subsequent bulk operations (Post, Delete, Move, Edit stock date, cost price resets) affect. If no rows are selected, the actions operate on all visible entries.
Org. unit: The organizational unit the entry belongs to. Editable via dropdown. Can be filtered.
Stock date: The date from which the stock change takes effect. Color-marked relative to the current finance period — a tooltip shows period information. Editable.
Created on: Time of creation of the entry. Not shown by default. Can be filtered.
Created by: The user who created the entry. Not shown by default. Can be filtered.
Appendix no.: Appendix number associated with the entry. Generated automatically, but can be changed manually. Can be filtered.
Product: Reference to the product and the variant. Lookup editor with free-text search. Can be filtered.
Product number: Shows the product's identification number instead of the display name. Not shown by default. Can be filtered.
Product display name: Shows the product's full display name. Not editable. Not shown by default.
Quantity: The quantity to be posted. Editable. For journals of the Reconciliation type, the field is color-marked green (quantity matches stock count), yellow (almost) or red (deviates significantly).
Quantity not confirmed: Shown as a read-only checkbox and indicates that the quantity has been inserted as 0 via "Add…" and not yet confirmed. Not shown by default. Can be filtered.
Cost price excl. VAT: The cost price to be posted. For outflow, the field is not editable, as the FIFO principle is used. The tooltip shows the standard currency amount for foreign currency. Can be filtered.
Product category: The category the product belongs to. For information only — not editable. Can be filtered.
Product location: The location affected by the entry. Editable via location lookup. Can be filtered. This field is used for any update of the product location on the product card and is different from the "Product locations" column (see below).
Product locations: Shows all locations registered on the product. Not editable — for information only. Not shown by default.
Customer: Actor lookup for specifying a particular customer the entry concerns.
Supplier: Actor lookup for specifying the supplier the entry concerns, e.g. for complaints. Can be filtered.
Sales price incl. VAT: The sales price from the product card. Editable — a change will result in a question about transfer to the product card on posting. The tooltip shows the standard currency amount for foreign currency.
Sales price excl. VAT: As above, but excl. VAT. Not shown by default.
Sales price type: Specifies which price type the given sales price applies to. Dropdown editor. Not shown by default.
CM DKK: Contribution margin in DKK — calculated field. Not shown by default.
CM %: Contribution margin ratio in percent — calculated field. Not shown by default.
Markup %: Markup percentage — calculated field. Not shown by default.
Description: Free-text description of the entry. Editable. Can be filtered.
Alt. appendix: External appendix number, e.g. from a supplier invoice. Editable text. Note: if this field is changed, the new value is synchronized to all rows on the same appendix.
Currency: The currency in which the cost price and sales price are specified. Dropdown editor. The cost price is converted to the standard currency on posting.
Stock count: Current stock for the product. The tooltip shows the split into serial items and base product.
Reserved: Number of reserved units. The tooltip shows the split into serial items and base product.
Available: Available quantity = Stock count minus Reserved. The tooltip shows the split.
Base product stock count: Stock count for the base product only. Not shown by default.
Serial item stock count: Stock count for serial items only. Not shown by default.
Base product available quantity: Available quantity for the base product only. Not shown by default.
Serial item available quantity: Available quantity for serial items only. Not shown by default.
Base product reserved quantity: Reserved quantity for the base product only. Not shown by default.
Serial item reserved quantity: Reserved quantity for serial items only. Not shown by default.
Movement: The calculated net change to stock for this line. For Reconciliation journals, Quantity minus Stock count is shown; for other journals, Quantity is shown. Not shown by default.
Stock count after posting: Calculated as Stock count plus Movement. Shows the expected stock after posting. Not shown by default.
Machine number / Serial number: Serial number or machine number on the serial item. Shown and editable only when the product supports serial items. Can be filtered.
Service type: Service category associated with the serial number item. Only visible with serial item support.
Chassis number/serial number: Chassis number on the serial number item. Editable. A warning marking is shown if the serial number is auto-generated from a barcode scan. Only visible with serial item support. Can be filtered.
Total: The total stock value change for the line (Quantity × Cost price). The field is directly editable and can be used as an alternative entry point for setting the cost price: if you specify a total value, the cost price is calculated automatically.
Finance date: The date registered in the finance system. Not shown by default. Read-only.
Is transfer: Boolean marking that shows whether the entry is an internal transfer. Not shown by default. Can be filtered.
Is locked: Boolean marking that shows whether the entry is locked and thus cannot be edited. Locked rows are shown in gray. Not shown by default. Can be filtered. Can be unlocked by an admin via the More menu.
In the bottom-right of the entry list, Total cost price is shown — the summed cost price for all entries in the current filtering.
If the selected entry concerns a product with serial item support, you can click the button Add [Serial items] (the list icon) to edit the associated product instances. Instead of the normal entry list, a dedicated instance edit screen opens, where you can assign and edit serial numbers, chassis numbers and the like.
If you have questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Stock journals
Stock journals are used to record and post stock movements in Sapera — deliveries, adjustments, reconciliations and much more. This article describes how to create and edit journals, what the individual fields mean, and how to work with entries.
Add products to a stock journal
How to search for and transfer products to a stock journal, with or without the current stock count filled in.
Stock journal entries
Entries in a stock journal
