CountServa · CountServa: Accounting and ERP Manual
Inventory and Stock Control
VYROX Wiki · Updated 23 September 2026 · https://www.vyrox.com/wiki/countserva-inventory
Inventory in CountServa tracks the quantity and cost of every stock-tracked item across your locations. Stock moves automatically when you receive goods, bill suppliers, invoice customers and sell at the POS, and the Inventory menu gives you the tools to count, adjust, transfer, assemble and value it. CountServa keeps a perpetual inventory at weighted-average cost and posts to your inventory and cost of goods sold accounts. It is used by trading, retail and light manufacturing businesses.
The Inventory sidebar group has eleven pages: Stock on Hand, Low Stock and Reorder, Stock Take, Stock Adjustments, Bill of Materials, Assemblies, Write-downs (NRV), Stock Transfers, Batch Expiry, Serial Lookup and Opening Stock.
Before You Start
You need the Inventory access right. Posting some documents needs create, approve or void level access.
On each stocked item, tick Inventory Tracking and choose the Inventory Account and COGS Account. Set a Reorder Level and Reorder Qty if you want reorder suggestions. See Contacts and Items.
For serial or batch items, set Serial / Batch Tracking to Serial Numbers (One per Unit) or Batch and Expiry Date (FEFO).
Set up your Locations in Settings > Lists & Masters if you keep stock in more than one place.
Opening Stock
Use this once, when you start using CountServa.
Go to Inventory > Opening Stock.
Choose the As At Date, usually the day before you start using CountServa.
For each item enter the Opening Qty and Unit Cost (RM). On Hand Now is shown for reference.
For tracked items, enter the serial numbers, or batches in the form LOT5@2027-03-31=10.
Press Post Opening Stock.
Stock on Hand
Go to Inventory > Stock on Hand to see Qty on Hand, Avg Cost and Value per item, with the Total Inventory Value. Choose an As At date and press Apply to see figures reconstructed from the stock ledger on that date. Press Export CSV or Export PDF to keep a copy.
Open an item's Stock Card to see every movement in and out, with Balance Qty and Balance Value, for a chosen date range.
Low Stock and Reorder
Go to Inventory > Low Stock and Reorder. Items at or below their Reorder Level are listed with On Hand, a Suggested Supplier and a suggested Order Qty.
Adjust the Order Qty and Unit Cost if needed.
Choose the Supplier for this Purchase Order.
Press Create Purchase Order.
Items with a blank reorder level are not monitored. When Reorder Qty is blank, CountServa suggests topping up to twice the reorder level.
Stock Take
Go to Inventory > Stock Take and choose the Date.
Count each item and enter the Counted Qty. System Qty and Avg Cost are shown for comparison.
For serial items, list the serials for any count increase.
Add a Note, for example "Year-end physical count, Main warehouse".
Press Post Stock Take. CountServa posts the differences as gains or losses.
Stock Adjustments
For breakage, samples, theft or found stock:
Go to Inventory > Stock Adjustments and press New Adjustment.
Choose the Date, Location and Reason.
For each line pick the Item (on Hand) and enter the quantity, positive to add or negative to remove. For increases, enter the Unit Cost (for Increase).
Enter the Serial / Batch for tracked items.
Choose the Offset Account (Gain/Loss) and press Post Adjustment.
Where segregation of duties applies, the adjustment waits for a different user to press Approve & Post or Reject before it reaches the ledger. A posted adjustment can be reversed with Void Adjustment.
Stock Transfers
Go to Inventory > Stock Transfers and press New Transfer.
Choose the From Location and To Location. You need at least two locations.
Add each item with its Qty to Transfer. Leave Serial / Batch blank to move the oldest serials or the earliest-expiring batches first.
Press Post Transfer.
Transfers move stock between locations with no effect on the general ledger. Use Void Transfer to reverse one.
Bill of Materials
A bill of materials lists the components used to build one unit of a finished item.
Go to Inventory > Bill of Materials and pick an item, or press Define BOM on an existing row.
Add each Component with its Qty per Unit.
Enter an optional Conversion Cost per Unit for labour or overheads.
Press Save Bill of Materials.
The list shows each item's Components, On Hand and Unit Build Cost.
Assemblies
Go to Inventory > Assemblies and press New Assembly.
Choose the Item to Build, the Location, the Date and the Quantity to Build.
Press Post Assembly.
Components are consumed and the finished item is received at their combined cost plus conversion cost. The assembly shows the Total Build Cost. Use Void Assembly to reverse it.
Write-downs to Net Realisable Value
When stock is worth less than it cost, for example damaged or obsolete goods:
Go to Inventory > Write-downs (NRV) and press New Write-down.
Choose the Date, Reason and Write-down Expense Account.
For each item, compare Cost / Unit with the price you can realise and enter the NRV / Unit (New) and a Line Reason. The Total Write-down is calculated.
Press Post Write-down.
A write-down may show Pending Approval until approved. If the value recovers later, use Reverse, NRV Recovered with a Recovery Date. Void Write-down cancels one posted in error.
Batch Expiry
Go to Inventory > Batch Expiry and choose Expiring Within a number of days, or All Batches, then press Apply. Each batch shows Expiry, Days Left, Qty on Hand and Value (Avg Cost). Batch-tracked items are issued earliest expiry first (FEFO).
Serial Lookup
Go to Inventory > Serial Lookup and search by serial number or item. Each serial shows Received, Issued, Location and Status: In Stock, Sold or Returned/Removed. Open a serial to see its Movement History with each Document Ref and the recorded cost.
Frequently Asked Questions
How Is Stock Valued?
At weighted-average cost. Each receipt updates the average, and sales are costed at the current average.
Can Stock Go Negative?
Not by default. A sale that exceeds stock on hand is blocked unless the owner allows negative stock in Company Settings. Negative stock distorts average cost, so record goods received first wherever possible.
How Do I Enter Stock When I First Start?
Use Inventory > Opening Stock with the quantity and cost at your go-live date.
Why Can I Not Transfer Stock?
You need at least two locations. Add a second location in Lists & Masters first.