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Inventory · Ownership and losses
On your shelf is not the same as on your books.
Mark an item as a customer’s material or a supplier’s consignment and it is received, counted, transferred and issued like everything else, but it stays out of your stock valuation and out of the ledger. Two more leaks are closed in the same place: a check-out that quietly books a sale, and a transfer that arrives short with nobody saying why.
Main store · Bay CStock valuation
C-01Steel bolts M10400 pcsOurs
C-02Cotton drill fabric40 rollsCustomer · Kitengela Garments
C-03Primer paint 20 L60 tinsOurs
C-04Gear oil 208 L120 drumsConsignment · Pwani Lubricants
C-05Armoured cable30 drumsOurs
C-06Safety boots46 pairsOurs
At cost · KES
Steel bolts48,000
Cotton drill—
Primer paint252,000
Gear oil—
Cable195,000
Safety boots46,000
Total541,000
Counted on the shelf, left out of the total and the ledger.
Ours Held for someone else
Ownership on the itemours, a customer’s, or a supplier’s on consignment, with the owner’s name
Revenue reasons markeda check-out that books a sale says so on the form and needs a second approver
Shortfalls explainedunits that did not arrive carry a reason, who is accountable, and their value
Item ownership
Three answers to one question: whose is it?
Ownership is a field on the item, set when you create it or edit it, on the web or through the API. A garment maker holding a client’s fabric, a workshop holding parts for repair, a distributor holding a supplier’s goods until they sell — each sets the item once and every movement after that follows the rule.
Default
Ours
Everything you bought or made. Valued at its cost, journaled on every receipt and issue, and averaged into its moving cost. Existing items are all ours until you say otherwise.
Customer
A customer’s
Material held for processing or safekeeping: cloth to be cut, equipment in for repair, goods in storage. The owner’s name is kept on the item.
Consignment
A supplier’s
Goods a supplier has placed with you that remain theirs. Name the supplier on the item, and the stock is tracked without being treated as an asset you own.
| What happens | Ours | A customer’s or a supplier’s |
|---|---|---|
| Received, issued, transferred, counted | Yes | Yes, by the same screens and approvals |
| Inventory Valuation report | Valued at cost and retail | Left out of the rows and the total |
| Stock value on the inventory overview | Included | Left out |
| Journal entries for its movements | Posted | Skipped, on every receipt, issue, transfer and count write-back |
| Moving average cost | Updated on receipt | Untouched |
Changing ownership with stock on hand Cotton drill fabric has 40 on hand, booked as a customer’s (held for processing or safekeeping) stock. Issue or count it out first, or create a separate item for the other owner’s stock.
Stock on hand was booked under the ownership it had when it arrived — valued, or not. Flipping the flag would make forty rolls of a client’s cloth appear on your balance sheet with no receipt behind them, or make your own stock vanish from it. So ownership changes only on an item with nothing on hand, on the web and the API alike, and the journal check reads the item itself, so no path can forget it.
Check-outs that post revenue
A reason that books a sale says so before anyone picks it.
A check-out reason can be set to post revenue, so an approved issue under it also books a sale — debit accounts receivable, credit sales revenue — with no invoice, customer or tax behind it. That suits a trader recording a counter sale. It is risky when a storekeeper choosing from a list of names cannot tell which one creates revenue, so for an issue with no invoice behind it, three things now hold.
New check-out · Main store
Item
Primer paint 20 L
Quantity
4
Reason
Counter sale — posts revenue
Sale value (KES)
What was actually charged. Left blank, the sale is quantity × the item’s selling price. 16,400.00
1
Marked on the form
Every reason that posts revenue reads “posts revenue” in the reason list, and the sale value field appears only for those reasons. The detail page of the check-out says it too.
2
A second person approves it
The person who raised the check-out cannot approve it. When nobody else in the workspace can approve adjustments, the sole approver may — and the audit log records that they approved their own revenue-posting issue.
3
Reported apart from invoiced sales
Reports → Revenue from Stock Issues lists every sale booked this way for a period, with the reason, the value and whether a sale value was entered, kept apart from invoiced revenue and exportable to PDF.
DrAccounts receivable16,400 CrSales revenue16,400
Transfer shortfalls
Twelve sent, nine received. The missing three need an explanation.
A transfer that arrives short used to be the one stock loss nobody had to account for. Now the receiving warehouse states why on the web before it can confirm the receipt, and the value of what went missing is fixed at that moment.
TR-2291Receiving · Mombasa depot
Dispatched from Nairobi12
Arrived9
3 of 12 did not arrive. Say why, so the loss is accounted for.
Reason for shortfall
Lost or stolen in transit
Accountable
Driver: J. Otieno
Value of the missing units, at cost when receivedKES 2,700.00
- A fixed list of reasons. Damaged in transit; lost or stolen in transit; less was sent than recorded; a counting error at dispatch or receipt; or other, which needs a written note.
- Who answers for it. An optional accountable field names the driver, carrier or person, and appears with the reason on the transfer.
- Its value, fixed at receipt. The missing units are priced at the item’s cost when they were received, so a later price change does not rewrite the loss.
- Through the API too. A receipt posted through the API with no reason is accepted and recorded as “Not stated”, so the gap stays visible rather than blocking an integration.
What AWRA OpsHub does today
- Ownership on every item — ours, a customer’s, or a supplier’s on consignment — with the owner’s name, set on the web or through the API.
- Stock held for others counted and moved by the same receipt, issue, transfer and count screens as your own.
- Held stock left out of Inventory Valuation and the stock value on the inventory overview.
- Held stock kept off the ledger, checked once for every movement line rather than path by path.
- Moving average cost untouched by receipts of stock that is not yours.
- Ownership locked while stock is on hand, with a message saying how to move it.
- Check-out reasons marked “posts revenue” on the form, with an optional sale value.
- A second approver for a revenue-posting check-out, and an audit entry when the sole approver signs their own.
- A Revenue from Stock Issues report, kept apart from invoiced revenue, with PDF export.
- A required shortfall reason on web transfer receipts, a note for “Other”, an accountable person, and the value fixed at receipt.
- Transfers in transit over seven days flagged on the transfers list, with a filter.
More we can add to your workspace
- An owner record with balances, so each customer or consignor has a page of what you hold for them.
- Processing and storage fees charged against a customer’s material.
- Client material statements showing what came in, what was used and what is left.
- Consignment settlement on sale, raising the supplier’s bill when their goods sell at the till instead of posting cost of sales.
- Third-party locations, for stock of yours held at a customer’s or partner’s site.
- A held-for-others total printed on the valuation report, beside the owned total.
- Partial receipt of a transfer line, leaving the balance in transit instead of completing the line.
- A shortfall reason prompt in the mobile app, matching the web receipt.
Where we point you to a specialist
- We will not move stock between owners by changing a flag. Stock booked as a customer’s leaves as a customer’s; a new owner means a new item.
- We will not decide whether a revenue-posting issue is a taxable supply. It books the sale you approve; how it is invoiced and taxed is for you and your adviser.
- We will not write off a shortfall for you. The reason and value are recorded; who bears the loss is your decision.
Consignment settlement on sale and client material statements are the two items in that middle column most often asked for together. Tell us how you hold other people’s stock today and we will come back with a written spec, a timeline and a price.
Around the store
Where ownership meets the rest of inventory.
Inventory managementStock levels across warehouses, the module these rules live in. Stock transfers and approvalsDispatch, transit and receipt between warehouses. Check-ins and check-outsEvery movement with its reason, approval and evidence. Status and quality holdsKeep damaged or quarantined stock from being issued. Inventory traceabilityFollow a batch or serial through every movement. Inventory countsCount held stock alongside your own, with variances routed for approval.
Frequently asked questions
Can we track consignment stock or a customer’s material?
Yes. Set the item’s ownership to a customer’s or a supplier’s on consignment and name the owner. It is received, issued, transferred and counted like any other stock, but it is left out of Inventory Valuation and no journal entries are posted for its movements.
Can we change an item from consignment to ours?
Only when it has nothing on hand. Stock was booked under its ownership when it arrived, so with stock on hand the change is refused and you are told to issue or count it out first, or create a separate item for the other owner’s stock.
What happens when consignment stock sells at the till?
Today the point of sale posts cost of sales as it does for any item. Raising the supplier’s bill when their consigned goods sell is something we can add to your workspace.
What is a check-out reason that posts revenue?
A reason set to generate revenue makes an approved check-out with no invoice behind it also book a sale, debiting accounts receivable and crediting sales revenue. The form marks such reasons, takes an optional sale value, and the issue needs a different person to approve it.
Where do we see revenue booked from stock issues?
In the Revenue from Stock Issues report, which lists each such sale for a period apart from invoiced revenue and exports to PDF.
What happens when a transfer arrives short?
On the web the receiver must choose a reason for the missing units, add a note for Other, and may name who is accountable. The value of the missing units is fixed at the item’s cost when received. A receipt through the API with no reason is recorded as Not stated.
How are slow transfers caught?
Any transfer line still in transit after seven days is flagged on the transfers list, with a filter to show just those lines.
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