Stock counts, transfers and wastage, with a reason for every difference
1flux stock control software counts, moves and writes off stock through numbered documents, and posts every difference to the ledger at cost.
In short
1flux stock control software gives every stock change a document, and every loss or difference a reason and a journal. Stock counts take a snapshot of a whole warehouse, can be blind, require every line and stop if stock moves mid-count. Transfers move stock and its cost between warehouses. Write-offs need a reason and post at cost. A movements ledger traces every change to its source, and a reconciliation checks each balance against its movements.
The problem
Stock control usually breaks in the same places.
“The count ran while a delivery was being unloaded, so the variance was wrong before anyone looked at it.”
“Damaged goods were thrown away and never recorded.”
“A van got loaded from the main store and nobody moved the stock.”
“At year-end the accountant booked one large adjustment, and nobody could say where it came from.”
The fix isn’t more spreadsheets. It’s making every change go through a document that carries a reason and posts its own value.
Count a whole warehouse against a snapshot
A stock count in 1flux follows four steps: New count → Start count → enter counted quantities → Post count. The controls that make the result trustworthy:
- Blind count. An optional setting hides system quantities, so counters record what they see, not what they expect.
- Every line counted. Posting needs a quantity on every line; enter 0 when none was found.
- Stale-stock block. If stock moved after the count started, posting stops with “Stock changed since this count started”, so a mid-count delivery is never booked as a gain or loss.
- One posting at cost. Differences post as one adjustment with the reason “Count variance”. A loss posts Dr Inventory adjustment / Cr Inventory; a gain posts the reverse.
Counts run Draft → In progress → Posted, numbered CNT-2026-0001 and so on.
New count
Choose the warehouse and date. The count sheet lists every item the warehouse holds.
Start count
1flux records the system quantity for every line at that moment.
Count
Enter what's on the shelf, with Save progress as you go. The side panel shows a progress meter, the differences and the estimated impact.
Post count
One posting books every difference.
Move stock between warehouses
A stock transfer moves stock between two warehouses of the same legal entity. Choose From, To and the transfer date, add lines, then Save draft or Post transfer.
- Stores and vans are set up as locations like any warehouse, so loading a van from the main store is a transfer too.
- Each line shows “N available” or “Only N available” as you type.
- Reserved stock can’t be transferred, so a transfer never takes goods promised to a sales order.
- Stock moves at its cost, so the value follows it and no journal is needed within one entity.
- Transfers run Draft → Posted → Reversed (TRF-). “Once posted, it can only be undone by reversing the transfer”, and 1flux blocks the reversal if the moved stock has since been used.
Write off stock with a reason, at cost
An inventory write-off in 1flux lives in the Wastage register. Record wastage starts one; Write off stock posts it.
- A reason is required, picked from chips: Spoilage, Expiry, Damage, Theft, Shrinkage, Evaporation, Sample, Quality reject or Other.
- Choose Other and a note is required too.
- The form shows an Estimated write-off. Posting values the stock at cost and posts Dr Inventory adjustment / Cr Inventory.
- Write-offs run Draft → Posted → Reversed.
- Writing off stock needs its own permission, which employees don’t get by default.
Trace every change in the movements ledger
The Movements page is 1flux’s stock ledger: “Every receipt, transfer, issue and adjustment in the warehouses you can access, traced back to its source document.”
- Movement types: goods receipt, opening stock, transfer, wastage, adjustment, issue, return, reversal and revaluation.
- An “In and out” chart, search by document, item or warehouse, and type and date filters.
- CSV export.
Reconcile stock against its movements
Run reconciliation compares each stored stock balance with the sum of its movements, by quantity and by value, for every item in every warehouse. Tiles show To investigate, Net value difference and Findings recorded, and each finding names the item and warehouse. The check reports only: balances are never changed. Export findings to CSV.
The Accounting overview adds a Stock vs ledger check, and “Reconcile inventory with the ledger” is a step on the month-end close checklist. For why the two fall out of step in many businesses, read why stock reports and accounts disagree.
How does stock control software handle negative stock?
Good stock control software decides what happens when a movement takes more than you hold. In 1flux each legal entity sets a negative stock policy in its ledger policies. The default, Block when stock is insufficient, refuses any dispatch, transfer or write-off that would take more than is available, and every outgoing movement is valued from stock received at a cost.
Any position below zero appears on the Inventory overview (“N stock positions are below zero”) and in the Valuation report’s Below zero tile and filter.
How does stock control work in 1flux?
Set the policies once, then let documents do the controlling.
Shortcuts in the command palette (⌘K or Ctrl K) open Transfer stock, Record wastage and Start count from anywhere.
Set the policies
Choose negative stock and backdating rules per entity, and switch blind counts on if you want them.
Give people the right permissions
Transfer, write off, count and reverse are separate permissions.
Move stock with transfers
As warehouses need it.
Record losses as they happen
With a write-off and a reason.
Count
Each warehouse against a snapshot, then post the variance.
Reconcile
Before you close the month.
Connected to the rest of 1flux
Every count, write-off and reversal posts through the same gateway as the rest of the books, which checks that the period is open and the accounts are mapped.
- Stock controlCounts and write-offs → journals
- Automated postingValues from the costing method
- Costing and valuation
See automated posting. Values come from the entity’s costing method, covered in inventory costing and valuation. All of this sits inside 1flux Inventory.
Who uses stock control in 1flux?
The people who count, move and write off stock, and the people who answer for its value.
Inventory controllers
Run counts and explain every variance.
Storekeepers
Move and write off stock as part of the day.
Finance managers
Stock losses in the ledger with a reason, not a year-end lump.
Can counters work without seeing the system quantity?
Yes. Switch on blind counts in Inventory settings and 1flux hides the system quantity on the count sheet. Counters enter what they find; the differences appear only after the count is posted. Every line still has to be counted, with 0 for items not found, so nothing is skipped.
What happens if stock moves during a count?
1flux lets receiving and dispatch carry on while a count is open. When you post, it compares each line's snapshot with live stock. If anything moved, posting stops with “Stock changed since this count started”, so a delivery during the count is never booked as a gain or a loss.
Do stock count differences post to the ledger automatically?
Yes. When you post a stock count, 1flux books every difference in one posting at cost, with the reason “Count variance”. A shortfall posts Dr Inventory adjustment / Cr Inventory and a surplus posts the reverse, through the same posting gateway as the rest of the books, which checks that the period is open and the accounts are mapped.
Which reasons can a stock write-off carry?
1flux asks for a reason on every write-off: spoilage, expiry, damage, theft, shrinkage, evaporation, sample, quality reject or other, with a note required for other. The form shows an estimated write-off, and posting values the stock at cost and posts it to the ledger. The reason stays on the write-off document, so every loss can be explained later.
Who can transfer, write off or count stock?
1flux controls stock documents with permissions. Transferring, writing off, counting and reversing are separate permissions, so each role gets only what its job needs, and writing off stock needs its own permission, which employees don't get by default. Every transfer, write-off and count carries a number, a status and a trail.
Can we undo a transfer or a write-off?
Yes. Someone with the reverse permission can reverse a posted transfer or write-off. 1flux restores the stock, mirrors any journal it posted and marks the document Reversed, and the movements ledger records the reversal. A transfer can be reversed while the moved stock is still unused, which keeps later movements and their costs intact.
How do we check stock balances against their movements?
1flux compares each stored stock balance with the sum of its movements when you choose Run reconciliation, by quantity and by value, for every item in every warehouse. Each finding names the item and warehouse, and findings export to CSV. The Accounting overview adds a Stock vs ledger check, and reconciling inventory with the ledger is a step on the month-end close checklist.
Inventory
One catalogue, live stock per warehouse and company, and every stock posting in the ledger.
Multi-warehouse
Stock per warehouse and company, reservations, a price-free pick board and delivery notes.
Costing and valuation
Weighted average, FIFO or standard cost per company, with cost layers you can audit.
Automated posting
Receipts, deliveries, invoices and payments post balanced journals through one gateway.
Roles, permissions and audit
Custom roles, record visibility along reporting lines, entity access and row-level security.
Why your stock report and your accounts never agree
The five reasons stock and the ledger drift apart, a step-by-step reconciliation and a worked template.
Book a demo
Make every stock difference explainable
See a blind count, a write-off and a reconciliation run end to end in a 1flux demo.
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