Inventory

duplo keeps operational inventory records for items of type goods, material and product: how much of what you have, at what average purchase price and through which documents the stock level changed. (Services are not tracked in inventory; stock bookkeeping — the KEPU book, calculations, price levelling — remains the accountant’s job.)

How goods come in

• By importing line items from an approved received invoice — along with the import to the item list the +quantity is posted too (the option is on by default).
• Through the „Quantity in stock“ field when manually creating goods, material or a product — for goods you already have or buy outside SEF (e.g. from import): one screen records the item, the purchase price and the stock-in.
• By a manual adjustment on the item card — the „Stock adjustment“ button (increase/decrease + note): for a stocktake, write-off, return. With an increase you can also enter the purchase price per unit (in any currency) — it is then posted as a real stock-in with a value: for purchasing goods outside SEF or your own production.

The inventory ledger is kept in dinars. A purchase price in a foreign currency (imported goods — EUR/USD/CHF) is converted automatically at the NBS middle rate on the day when the stock-in is posted, with the calculation visible in the inventory movements — so imported goods get an accurate inventory value and average cost.

How goods go out

By issuing a delivery note, a work order or an invoice whose line items are linked to goods, material or products from the item list. The chain rule applies: the goods are taken off by the first document that carries them — if you create an invoice from a delivery note, the delivery note has already taken the goods off and the invoice does not take them off again. Drafts take nothing off; issuing a draft does.

The stock-out is also posted: with the Accounting add-on the invoice’s journal entry, besides revenue and VAT, also carries the cost of goods sold at average cost (goods and material on 501 against 131/101, your own product on 631 against 120); a delivery note and a work order get their own inventory journal entry. An item without an average cost has nothing to post, so its stock-out is skipped — value the goods before selling them. Details and accounts in automatic postings.

A line item takes stock off only if it was selected from the item list (not typed in freely) — selecting from the drop-down search creates the link, editing the name by hand breaks it.

Negative stock

If you issue a document for goods you do not have enough of, the programme warns you („In stock: X — issuing takes the stock level negative“) but does not prevent issuing — it is common for goods to arrive before the received invoice is posted. Negative stock is coloured red in the lists.

Where you can see the stock level

• The „Inventory“ page (menu) — the whole warehouse in one place: inventory value at average cost, the number of items in stock and in the negative, filters (in stock / at zero / in the negative) and search.
• The item list — the „Stock level“ column.
• The item card — stock level, average cost, stock value, and „Inventory movements“: every stock-in, stock-out and adjustment with a link to the source document.
• Overview (the programme’s home page) — the „Inventory value“ card as soon as you have at least one product.

The average cost is recalculated on every stock-in (weighted) and is used to value the stock.

Stocktake

The Inventory page also has a bulk stocktake: in the „Counted“ column enter the actual counted stock for the products you have counted (empty fields are left alone) and click „Post stocktake“ — the button is always visible at the bottom of the screen, and Enter in any field posts the entered changes immediately. For every changed product an adjustment is posted for the difference, with the note „Popis“ (stocktake) — visible in the item’s inventory movements. Entering the same stock level as the current one posts nothing, so an accidental double click does no harm. With the Accounting add-on the stocktake and stock adjustments are also posted automatically (shortfall/surplus, consumption, own production), and issuing an invoice, delivery note or work order posts the cost of the goods sold or consumed at average cost. A stocktake or adjustment of an item that has no purchase value at that moment is not posted: it is the first entry of the stock level, not a difference. The opening stock of an item and purchases outside an invoice are not posted from inventory — enter the purchase as a manually entered received invoice (purpose goods or material), and the opening stock is posted by the accountant.