A stock request note is an internal request that one location needs stock. You record which location wants the goods and how much of each item, so a storekeeper or branch can ask head office (or another warehouse) to send stock over. It is a request only: the actual stock is moved later by a Stock Transfer, which is where the source location is chosen and the goods change hands.
A stock request note is optional and posts nothing: no ledger entry, no cost, and no stock movement. It records the requested quantities and nothing else. Raise one when you want a documented request to work from before the stock is transferred, and to track how much of each request has been transferred so far. You can also skip it and raise a Stock Transfer directly.
Find stock request notes under Inventory → Stock Request Note.
A stock request note is a request, not a movement
Nothing in your accounts or your stock changes when you save a stock request note. It does not move any goods, does not change any location's on-hand quantity, and has no cost or ledger effect. Stock actually moves only when you raise a Stock Transfer against the request.
Before you start
- The location that needs the stock (its To Location) must exist in Warehouses & Locations. The request names only this destination; the location the stock comes from is picked later, on the transfer.
- Each line requests a product. Only Inventory-type products can be requested. Service and Non-Inventory items are not allowed, because there is no stock to move. At least one product line is required to save.
- You need the Create Stock Request Notes permission, granted per user under Permissions. List Stock Request Notes lets you open the screen, and Edit, View, Delete, and Print Stock Request Notes cover the rest. To turn a request into a transfer you also need Create Stock Transfers. See Users, seats & permissions.
Raise a stock request note
Open a new stock request note
Go to Inventory → Stock Request Note and select New Stock Request Note. The form opens full screen.
Check the template
The Template picker sits in the toolbar at the top of the form. ZyncLedger pre-selects your default stock request note template, so you can usually leave it. The template decides which fields the form shows and how the printed request looks; switch it here if you keep more than one layout. See Print templates for how these are set up.
Choose the To Location
Select the To Location (required). This is the location that needs the stock, the place the goods should end up. There is no source location on the request; you choose where the stock comes from when you raise the transfer.
Set the request date
Enter the Request Date (required). This is the date of the request.
Set the transaction number
The SRN Number identifies the request. How you fill it depends on the number mode for stock request notes:
- Automatic (the default): the field shows Auto-generated and ZyncLedger assigns the next number when you save. Leave it alone.
- Manual: you type the number yourself. It is required and must be unique across all transactions.
See Document numbering to change the mode or set up a multi-series numbering scheme.
Add the request lines
For each item you are requesting, fill a row in the items table:
Column What it does Product (required) The item you are requesting. Must be an Inventory-type product. Selecting it fills the description and sets the quantity to 1. Description The line text, prefilled from the product. Edit it for this request if needed. Quantity (required) How many units you are requesting. Must be greater than zero, in whole units. A blank row waits at the bottom of the table, so a new line appears as you start filling the last one. To remove a line, select the trash icon at the end of its row. The Summary on the right totals the Total Items and Total Quantity as you type. There is no price, cost, or tax on a stock request note; it deals in quantities only.
Add notes (optional)
Use the Description notes area at the foot of the form for any message about the request, if your template shows it. If you keep standard wording, pick it from the note selector to autofill; a note marked default fills in on its own for a new request.
Save
Select Save & New to save and start another request, or Save & Print to save and print this one. Use Print to print without saving and Reset to clear the form. The request saves with a status of Open.
What it records (and what it does not post)
Saving a stock request note stores the request and its lines. It does not post to the ledger, does not change any location's stock, and moves no goods. There is no accounting or inventory effect at this stage by design: it is a request to be filled, not a movement.
The request feeds the transfer that fulfils it:
- You raise a Stock Transfer against the request. The transfer picks the source location and moves the stock into the To Location.
- Each transfer fills in the transferred quantity on the matching request line and moves the request's status forward automatically (see below). You can see the running transferred quantity per line in the request's Transferred column when you open it.
Request status
A stock request note shows one status, and ZyncLedger sets it for you as the request is transferred. You never set it by hand.
| Status | What it means |
|---|---|
| Open | The request is placed and nothing has been transferred yet. This is the status of every new request. |
| Partial | Some of the requested quantity has been transferred, but not all of it. |
| Closed | Every line has been fully transferred. The request is complete. |
| Deleted | The request has been deleted (see below). It is kept for the record. |
Fulfil a request with a stock transfer
When you are ready to send the stock, raise the transfer from the stock request notes list:
Select the requests to fulfil
On the Stock Request Notes list, tick the checkbox on each request you are fulfilling. You can select more than one only if they share the same To Location, since one transfer delivers to one destination.
Create the stock transfer
Select Create Stock Transfer. The transfer form opens pre-filled with the destination and the outstanding lines from the requests you picked. Choose the source location, enter the quantities you are actually sending, then save. See Stock Transfer for the full steps.
Each line is capped at its outstanding quantity, which is the requested quantity minus what has already been transferred, so you cannot transfer more than was requested on a line. You do not have to fulfil a request in one go: transfer part now and the rest later, and the request's status tracks the progress. A request that is fully transferred (Closed) drops out of the list of requests you can transfer against.
Tips & gotchas
Only inventory products can be requested
A stock request note is for stock you can physically move, so its lines accept Inventory-type products only. Service and Non-Inventory items are rejected on save. See Products & Items for how the inventory type is set.
A line cannot be shrunk below what has been transferred
Once a request line has a transferred quantity, you cannot reduce that line's quantity below what has already been transferred. Edit the request before you transfer against it, or adjust the Stock Transfer first.
Deleting a request
Deleting a stock request note sets its status to Deleted; the record is kept so its history and number stay intact. Deleting the request does not undo any stock that has already been transferred against it, since those transfers moved the stock on their own. You cannot delete or edit a request whose date falls in a period closed by the Ledger close date, even though the request posts nothing.
Related
- Warehouses & Locations are the destinations you request stock into.
- Products & Items are the lines you request. Only Inventory-type products qualify.
- Stock Transfer moves the requested stock in from a source location and fills the request. It is the next step after a stock request note.
- Document numbering controls the request's transaction number.
