You can easily fill a stock journal with products by searching for and selecting them in a search dialog and transferring them to the journal in a single operation. This is faster than creating each line manually when you need to include many products.
You find the stock journals under Financial -> Stock journals. Click a journal and select View to open the entries in the journal.
If you cannot see the menu item Stock journals, you are probably missing permissions — contact support.
When you are on the entries in the stock journal, you can open the search dialog in two ways:
Click the Add button (the plus icon) in the toolbar.
Or open the More menu and select Add....
Both routes open the same search dialog. The dialog is the same as the product overview and therefore supports the same columns and filters: a search field, column configuration, and filters on, among others, Enabled, Product type and Sales price type. You can also show columns for the stock quantity in the current department, total stock, reserved quantity, and your product attributes — all controlled via the column configuration.
For help finding the right products, see How to search in lists.
Tick the checkbox next to the products you want to transfer. The number of selected products is shown at the bottom of the dialog. If you have not selected anything, the transfer button is disabled and the count is shown in red.
Once you have selected the desired products, you can transfer them in two different ways, depending on whether you already know the quantity or not:
Add transfers the products without a stock quantity. The quantity on each line is left blank and marked in red, so that you enter the correct quantity yourself afterwards. Use this when you need to count the items, for example.
Add with stock quantity transfers the products and at the same time fills each line with the product's current stock quantity. Use this when the journal should be based on what the system already believes is in stock.
You can also press Enter to trigger the last button when at least one product is selected. Press Cancel or Esc to close without adding anything.
After the transfer, the list is reloaded, and the added products appear as new entries in the journal.
Note that the Quantity column is highlighted in red on the lines where you have not yet entered a specific quantity. This is a prompt to update the field with the correct quantity — even if the correct quantity is 0. Sapera does in fact allow posting with 0 without you having to make manual corrections.
The red highlight is linked to the two transfer buttons: if you choose Add, the quantity is deliberately left blank and red until you confirm it yourself, whereas Add with stock quantity fills it in from the start.
You can add an extra column, Quantity not confirmed, via the column configuration. With that column you can sort and filter on exactly the lines that do not yet have a confirmed quantity, so you can easily review them and confirm the correct quantities.
If the stock journal is a write-down journal, a slightly different version of the search dialog opens. Here an extra date field is shown, Available as of date, where you select the date the stock should be calculated as of. The search is also limited to stock items.
In the write-down journal there is only one transfer button, Add with stock quantity, which transfers the selected products with the stock as of the selected date.
The stock journal is the starting point for recording changes to your stock — for example counting, adjustment, delivery, or write-down. The products are defined in the product overview, linked to the stock journal via this search dialog, and the quantity you enter on each line is used when the journal is posted and thereby updates the actual stock level. Until the journal is posted, the lines do not affect the stock.
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.
Stock journal entries
How to use the entry list in a stock journal in Financial: add, edit, and post stock movements, use the More menu, and understand all the columns in the grid.
