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Damaged stock and goods sold beyond stock

Move damaged goods to quarantine with Report damage and then decide what happens to them, and follow under Sold beyond stock what was sold beyond its balance in Sahab.

Who this is for: Owner Manager
Last reviewed:

Here are two cases where the shelf doesn't match Sahab. The first is goods that got damaged: you move them to quarantine until you decide what happens to them. The second is an item sold beyond its balance in Sahab: the sale is recorded so you can correct it later.

Before you start

  • The owner and the manager report damage and request what happens to it. The owner and the manager approve decisions, as does anyone whose role holds the Approve damage decisions permission.
  • Each branch has a damaged stock quarantine that Sahab creates. What is in it can't be sold, moved or counted.

Report damaged goods

  1. Open Inventory → Damaged stock and press Report damage. You can also press it on the item's row in Stock levels.
  2. Found at shows On the shelf when you start here. Sahab fills in Receipt inspection, Customer return or Transfer discrepancy when you report damage from the goods receipt, the return or the transfer.
  3. Choose the Location that holds the goods.
  4. Press Add item for each damaged item and enter the quantity.
  5. Choose the Reason: Damaged, Expired, Theft / loss or Other. With Other, describe What happened.
  6. Under Evidence, describe what proves the damage, such as who saw it or the supplier's reference.
  7. Press Move to quarantine. The units leave the location at their cost, and a damage report opens with the status Waiting for decision.

To attach photos or documents of the damage, open the report, scroll to Attachments and press Add file.

Decide what happens to the units

  1. Open the report from the Damaged stock list and press Decide what to do on the item.
  2. Choose the Decision: Write off / destroy, Donate, Return to supplier, Repaired — back to sellable stock, Sell as second grade or Reduce value (keep in quarantine).
  3. Enter the quantity and whatever the decision asks for, such as the supplier or the location the units go back to.
  4. Press Record decision.

Note: The Approval-free limit for damaged stock decisions in Configuration Studio → Damage & claims is 0 by default. So every decision stays Waiting for approval until an approver presses Approve, and the units don't move before that. Nobody approves a decision they requested while the company has another approver: the owner or another manager approves a manager's decision, and a manager approves the owner's. The person who requested it sees You requested this decision, so another approver decides it. next to it. If the company has no other approver, their own decision is carried out at once.

Your company chooses in the Studio which decisions are offered; if one is missing, the company has switched it off.

Selling beyond stock

Sometimes a cashier sells a piece from the shelf that Sahab shows at zero, because a receipt wasn't recorded or opening stock was short. What happens then is set by Selling beyond stock in Configuration Studio → Tracking and stock limits:

  • Allow and record (recommended): the default. The sale goes through, and the balance goes below zero at a provisional cost, the item's average cost.
  • Allow with approval: the cashier sees the Selling below zero stock window. A manager enters their email, password and a reason on the same screen, and must hold the Approve selling below zero stock permission.
  • Do not allow: the sale is refused until the stock is there.

The setting doesn't apply to transfers, or to items tracked by batch or serial number; their balance never goes below zero.

Follow goods sold beyond stock

Open Inventory → Sold beyond stock. For each case you see Sold beyond stock, Still open, the document and Sold by. When the next purchase receipt at that location is posted, it settles the cost and the case shows Cost settled.

Tip: Many open cases usually mean missing opening stock or an unrecorded receipt. Count the location or record the receipt.

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