Stock movements

Record deliveries, stocktake differences, corrections, losses and write-offs, and read a product's stock ledger.

2 min read Updated 04.10.2026 Requires: Products & stock tracking

Every change to a product's stock is a movement in its stock ledger. Invoices add movements automatically; this article is about the ones you record yourself, for example a delivery from a supplier or a broken item.

Record a movement

Interactive walkthrough Record a stock movement Step 1 of 6
Step 1: The stock summary shows how many units are on hand right now. Step 2: Click Record movement. Adjustment is selected, the usual choice for deliveries and stocktakes. Step 3: Enter the quantity. Positive adds stock, negative takes it out. Step 4: Enter the reason. It is required and stays in the ledger for good. Step 5: Click Save. The quantity on hand updates straight away. Step 6: The new movement is at the top of the stock ledger with its balance. Movements cannot be edited.

The stock summary shows how many units are on hand right now.

Click Record movement. Adjustment is selected, the usual choice for deliveries and stocktakes.

Enter the quantity. Positive adds stock, negative takes it out.

Enter the reason. It is required and stays in the ledger for good.

Click Save. The quantity on hand updates straight away.

The new movement is at the top of the stock ledger with its balance. Movements cannot be edited.

  1. Step 1: The stock summary shows how many units are on hand right now.
  2. Step 2: Click Record movement. Adjustment is selected, the usual choice for deliveries and stocktakes.
  3. Step 3: Enter the quantity. Positive adds stock, negative takes it out.
  4. Step 4: Enter the reason. It is required and stays in the ledger for good.
  5. Step 5: Click Save. The quantity on hand updates straight away.
  6. Step 6: The new movement is at the top of the stock ledger with its balance. Movements cannot be edited.
  1. Open the product from Products & services.
  2. In Stock summary, click Record movement.
  3. Choose the kind of movement: Adjustment, Correction, Loss or Write-off.
  4. Enter the Quantity. Use a positive number for stock coming in and a negative number (for example -5) for stock going out.
  5. Enter a Reason, for example "Delivery from supplier, invoice 123" or "Stocktake 31 March". The reason is required.
  6. Click Save. The On hand quantity and the ledger update at once.

You need the stock permission (owners, admins and accountants have it). The button appears only on products that have Track stock on and already have a stock history; for a product with an empty history, use Set opening stock first. See Track stock.

Which kind to choose

Kind Use it for Sign
Adjustment Deliveries, returns from clients, stocktake differences The sign you enter
Correction Fixing an earlier wrong entry The sign you enter
Loss Damage, spoilage, theft Always taken out
Write-off Expired or scrapped stock removed on purpose Always taken out

Loss and write-off always reduce stock

For Loss and Write-off Bilify always records stock leaving, whatever sign you type. Entering 3 or -3 both remove three units.

The stock ledger

The Stock ledger card on the product page lists every movement, newest first, 20 per page:

Column Shows
Date When the movement was recorded
Type Opening stock, Adjustment, Sale, Sale reversal, Correction, Loss or Write-off
Quantity Green for stock in, red for stock out
Balance The quantity on hand right after this movement
Document For sales and sale reversals, a link to the invoice
Reason The reason you typed
By Who recorded it, or System for automatic reversals

Movements cannot be edited or deleted

The ledger is append-only, like a paper stock card. If you made a mistake, record a Correction with the opposite quantity and a reason that explains it. Both entries stay visible, which keeps an honest audit trail.

Report on movements

To see movements across all products or for a period, use the Stock movements report. It can filter by movement type, by product, and show losses only. See Report types.

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Track stock Turn on stock tracking for a product, set its opening quantity and low stock threshold, and read the stock summary. Stock on invoices Which documents take stock out when issued, how cancellation puts it back, and how to warn or block when stock would go below zero. Report types What the five report types contain, which filters each one uses, and how they read your issued documents, expenses and stock.

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