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Orbit Finance
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App guides · Stock

How to record stock in and out in Orbit

The Stock module tracks goods on your shelves as an asset. It records every unit coming in and going out, and values what remains. You use it to adjust stock levels, count shelves and plan re-orders. While the Stock in P&L switch is on, the default, the change in stock value posts to your accounts, so your Profit and Loss shows what you used, not just what you bought.

Checked against Orbit Finance · 6 November 2026

What is the Stock module for?

Stock represents goods you own and intend to sell. It is an asset on your balance sheet. This module records every unit that arrives and leaves, and the value the app assigns to what is left. While the Stock in P&L switch is on, which is the default, it posts to your accounts, moving value between cost of sales and the balance sheet as stock levels change.

How do I record stock coming in?

  1. Press Adjust stock at the top right.
  2. Pick the Product and the Location if you keep more than one.
  3. Set Type to Stock in.
  4. Type the Qty and the Unit cost in RM.
  5. Set the Date to the day the goods arrived and add a Reference.
  6. Press Save to update quantity, value, and average cost.

How do I record stock going out by hand?

  1. Press Adjust stock and pick the Product and Location.
  2. Set Type to Stock out. The Unit cost box greys out automatically.
  3. Type the Qty going out and set the Date.
  4. Put the reason in Reference, such as breakage or own use.
  5. Press Save to show the line with a COGS figure on the Movements tab.

How do I count shelves and post differences?

  1. Open the Stock take tab and pick the Location in the toolbar.
  2. Set the Count date to the day you walked the shelves.
  3. Type what is really there in the Counted box for each item. Leave a row blank only if you did not count it; type 0 for an empty shelf.
  4. Watch the Difference column for matches or plus or minus figures.
  5. Press Post count to write only the rows that differ.

How do I choose how stock is costed?

  1. Find Costing in the toolbar and pick Average or FIFO.
  2. Average values leaving stock at the average cost of what is on it.
  3. FIFO uses the cost of your oldest stock first.
  4. Pick one at the start and leave it alone to avoid mixed bases.

How do I plan re-orders and write down obsolete stock?

  1. Open Re-order and calculate EOQ from annual demand, order cost, and holding cost.
  2. Open Obsolete, choose the item and classification, and enter its recoverable value.
  3. Choose the inventory and write-down expense accounts, review Journal Preview, then post.

What this does to your books

Only while Stock in P&L is on (the default), and for periods on or after the date the feature started applying to your company: a rise in stock value posts Dr Inventory / Stock (1300) / Cr Purchases (5000), and a fall posts Dr Purchases (5000) / Cr Inventory / Stock (1300). Paying the supplier is a separate entry in Cash In and Out under Purchase / Stock. A count that agrees with the book posts nothing. A confirmed obsolete write-down posts as shown in Journal Preview. Do not record a manual stock out for sales already made through the till or a delivery order, or the cost comes off twice.
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Questions, answered

Does the Stock module post to my accounts?

Yes, while the Stock in P&L switch is on, which is the default. When stock grows over a period, value moves out of cost of sales and onto the balance sheet; when it shrinks, it moves back. Turn the switch off and that entry is not made, but movements are still recorded.

What is the difference between Average and FIFO costing?

Average values everything leaving the shelf at the average cost of what is on it. FIFO uses the cost of your oldest stock first. Neither changes what you paid, but they change how that cost is spread across the units you sell.

What happens if I count stock and it matches the book?

A count that agrees with the book posts nothing at all. Every row that differs posts one adjustment movement. Missing stock lowers your profit, which is exactly what shrinkage is. A balanced shelf is not an event.