Stock — the complete guide
In Invoq the stock is formed from your documents. A supplier's received goods invoice is a receipt; a goods invoice you issue is an issue. What the documents do not say — a count's difference, or goods that came without an invoice — you record in the stock ledger.
No stock figure is stored apart: every time, it is counted from the documents and the ledger. So if an invoice is cancelled at the tax service, a receipt is corrected or a name is matched, the stock comes right by itself. Nothing needs fixing by hand.
Units. Units of measure are the tax service's, and Invoq shows them in Armenian as the invoices carry them: «հատ» is a piece, «տուփ» a box, «կգ» a kilogram, «լ» a litre.
Contents
- Who can do what
- How the stock is counted
- Goods and services
- Matching goods
- Units and packages
- Confirm received goods
- Correcting a received line
- The «Stock» list
- A good's page
- Receipts, counts and corrections
- Several warehouses
- Prices
- The cost method and the movement history
- Categories and the main supplier
- Product list import
- Merging goods
- Remove, empty, refill, reset
- Rules and the stock
- Negative stock
- Frequently asked questions
Who can do what
| Role | In the stock |
|---|---|
| Administrator | Everything, including emptying and refilling the catalogue and resetting the stock |
| Maker | Manages the stock: matches names, confirms and corrects receipts, records receipts and counts, moves goods, sets prices and units, imports the product list |
| Signer, Receiver, Viewer | See the stock, but do not change it |
| Courier | Does not see the stock |
The «Receiver» role does not have the right to manage the stock at present: it is meant for scanning goods in and checking marking codes.
How the stock is counted
For each good, in each unit and in each warehouse:
On hand = From received invoices + Received and counted − Out on invoices| Source | What is counted |
|---|---|
| From received invoices | The lines of your suppliers' goods documents (goods accounting document, goods tax invoice, excise, traceable goods waybill): the document is in force at the tax service, its name is matched to a good, and the goods are confirmed (or count without confirmation). If less arrived, what arrived is counted |
| Received and counted | The stock ledger's records: receipts by hand, counts' differences, corrections, moves, merges, records made by rules |
| Out on invoices | The lines of your own goods documents, if the document is in force (issued, issued with errors, approved, awaiting invalidation) or held on Invoq and not sent yet. A reducing correcting invoice (a return) brings the goods back |
Example
| Quantity | |
|---|---|
| From received invoices (confirmed) | 100 |
| Receipt by hand | +5 |
| A count's difference | −3 |
| Out on invoices | 60 |
| Return (a reducing correcting invoice) | −2 |
| On hand | 100 + (5 − 3) − (60 − 2) = 44 |
What is not counted
- A received line whose name is not matched yet to any good. The top of the page says how many names wait to be matched («{N} names to match»).
- A received invoice awaiting confirmation.
- A draft, and a deleted, cancelled or invalidated document.
- A line whose unit does not convert to the good's base unit: it waits for you to state how the units relate.
Goods and services
A good is an item in your company's catalogue. It is known by:
| Known by | When |
|---|---|
| Barcode (GTIN) | The good has a barcode: scan it, or type it |
| Own code | The good has no barcode (something you make, a service). Letters, digits, -, _, ., at most 35 characters, for example LAV-500 |
Platform code (G-000001) | The good was made from invoice names: Invoq gives it a code of its own, which you never need to type |
A service has no stock: no receipt or count is recorded for it, and a service has no commodity code (ԱՏԳ ԱԱ). A good with a barcode cannot be a service.
You can add a good with the «Add a product» button on the «Stock» page — «Has a barcode» or «No barcode». But goods usually appear by themselves:
- when a line you issue carries a barcode or your own code,
- when you match the names on received or issued invoices,
- when you import a product list.
A name in three languages. A good can have a name in Armenian, Russian and English. The Armenian one is required, because it is the one that goes on tax invoices. The others are shown to people reading in those languages.
Matching goods
A line received from the tax service names the good in words only: it has neither a barcode nor your code. Different suppliers can write the same good differently: «*166 Coca-Cola 0.5L» and «Coca-Cola 0.5L» are the same good. So a line counts in the stock only once its name is matched to a good.
How to open it. «Stock» → «Match names» (the «Matching goods» page).
- Names are compared ignoring spaces at the start and the end, double spaces, and upper and lower case. A name you have matched once never needs matching again: all its past and future lines count.
- Any number of names can be matched to one good.
What you see
- Show: «Not matched», «Matched», «Matched automatically», «All».
- Where it is written: «On received invoices», «On your own invoices», or both.
- Beside each name: how much was received and issued under it, and when it was last seen.
How to match
| Action | What it does |
|---|---|
| Suggestions | Invoq suggests names that look like the same good («These names look like the same product.»), or like a good you already have («Add to «…»») |
| Accept all | If a name has exactly the same words and numbers as a good, Invoq proposes it as a sure match. Check a few, then accept them all in one click |
| Add to a good… | Adds the chosen names to the good you pick |
| New good | The chosen names become one new good. Invoq gives it its own code |
| Unmatch | The name is unmatched again, and its lines stop counting in that good |
Nothing is matched without you. Similar names are never accepted on their own: «Coca-Cola 0.5L» and «Coca-Cola 1.5L» are similar too. Names marked «Auto» were matched earlier, while the automatic sync still ran. You can move or undo them like any other match.
On a received invoice's page you also see, for each unmatched line, which good it would be matched to, and you can match it right there.
Barcodes from marking codes
Every marking code on a supplier's marked goods holds the good's barcode. In the «Barcodes from marking codes» section, Invoq shows them:
- «the invoice says which line»: it is sure the code belongs to that line,
- «matched by the count — check it»: only a suggestion.
Once you click «Use this barcode», the good is kept with its barcode, and scanning finds it.
Counts written in names
A name can carry a count: «x12», «X27», «12 հատ». But different suppliers mean different things by the same form. «Ջուր x12» (water x12), 24 pieces, can mean 24 packs of 12 each, while «Հյութ 200մլ X27» (juice 200 ml X27) can be a single 200 ml carton, where 27 is the case size.
So a count in a name is not applied until you confirm it. Until then one unit on the line counts as one. The «Counts written in names» section shows both readings for each name, at the price of one piece. Choose the one whose price for one piece is real.
A size (a weight or a volume) — «Պանիր 400գ» (cheese 400 g) for a good kept in kilograms, for example — is converted by itself: there is nothing ambiguous there.
Units and packages
A good has a base unit, in which its stock is kept — «հատ», for example. Any other unit is a set amount of the base unit:
- a package: «1 տուփ = 12 հատ» (a box of 12 pieces),
- a fractional ratio: «1 կգ = 2.5 հատ», when you buy the good by the piece and sell it by the kilogram.
Units are set on the good's page («Units and packages» → «Edit units»). A package cannot be the base unit, the same package cannot be stated twice, and at most 20 packages can be stated.
How a line is converted to the base unit
What one unit on a line is worth is decided in this order:
- The size a person stated: for this line (a received line's correction), for this name in that unit, or the count written in the name, if you confirmed it,
- a unit of the same kind, by definition: for a good kept in kilograms, 500 g is 0.5 kg,
- for a good kept by weight or volume, one piece's size written in the name, whatever unit the line is in: 3 pieces of «Պանիր 400գ» are 1.2 kg. If the good's package says another size for that unit, the line waits for you to decide,
- if the line's unit is the base unit, one,
- the good's package, if the line's unit is one of its packages.
If nothing says, the line does not count and is shown on the good's page: «Not counted in «հատ»». There you can state right in place «1 կգ is … հատ», and the line is added to the stock.
If the good has no base unit and has moved in different units, each unit's stock is counted apart and not added up. Set a base unit so that the stock is one figure.
Example
24 pieces arrived under the name «Ջուր x12».
- Until you confirm the count, 24 pieces come into stock.
- If you confirm that «x12» means 12 in one unit, 24 × 12 = 288 pieces come into stock, and the price of one piece is 12 times smaller.
Confirm received goods
A received goods invoice does not count in the stock until whoever keeps the stock confirms it. Until then the invoice is marked «Awaiting confirmation», and its goods:
- are not in the stock,
- are not in the cost,
- do not change the good's last purchase price.
Why: a supplier can write the wrong unit («հատ» instead of a package), or less can arrive than the invoice says. You put that right before confirming, and the stock shows what is on the shelf.
On for every company
- Confirmation is on for every company. You can switch it off in «Settings» → «Warehouses» → «Confirm received goods». With it off, received goods count at once.
- Old invoices do not wait. An invoice issued before confirmation was switched on (or before the company joined Invoq) counts without confirmation. Its page says: «Its goods count without confirmation». The setting says from which day confirmation applies, and how many invoices are waiting.
- The number of waiting invoices shows beside «Received» in the side menu, and in the «Received» list you can show only the waiting ones.
How to confirm
- Open the received invoice. In the «Its goods are not in stock yet» section, compare the lines with what arrived.
- If the unit or the quantity is wrong, correct the line (see below).
- If a line is not matched to a good, match it («Name it»). Unmatched lines count nowhere.
- Choose which warehouse the goods came into (if you have several).
- Click «Confirm the goods».
After confirming, it says «Goods confirmed by {who} on {date}». To undo it, click «Return to awaiting»: the goods stop counting until you confirm again. Every confirmation, return and correction is written in the organisation's activity log.
This is not an approval at the tax service. «Confirm the goods» is Invoq's own record and has no tax consequence. You approve or reject the supplier's tax invoice at the tax service in the «Your answer» section of the same page, with a signature.
To confirm, the invoice's lines must already have been read from the tax service.
Correcting a received line
A supplier's invoice cannot be changed at the tax service. In Invoq you can record beside the line what really arrived. The correction is kept beside the supplier's line: the supplier's invoice and its VAT stay unchanged.
- Any received line can be corrected at any time: waiting, confirmed, or counted without confirmation.
- A correction applies from the invoice's date. The stock, the last purchase price and the cost of what was sold after that day are worked out again. The analysis of past periods changes too. The invoice and the good's page say who corrected it, and when.
- A correction is undone by a new correction («Undo the correction»).
- A price is never typed by hand. One unit's price is always the line's value (before VAT) divided by the corrected quantity. If you agreed a new price with the supplier, it must come on the supplier's correcting invoice.
a. «What one «…» on this line is» — the wrong unit
The supplier wrote «հատ», but it was really a package. State how many base units one «հատ» is:
- «As invoiced, uncorrected»,
- «Exactly 1 {base unit}»,
- one of the good's packages,
- «Another count».
The amount does not change: the quantity on the shelf and the price of one piece do. Before you save, the price of one piece is shown both ways.
«The same for every line of «…» in «…»» (off by default) makes the size the size of that name in that unit on all your suppliers' invoices, past and future. It says how many other lines will change. The invoices you issue are not changed by it. To take the size back, choose «As invoiced, uncorrected» and tick «Also remove the size said for «…» in «…» from every supplier's line».
To correct a line, its name must be matched to a good, and the good must have a base unit.
Example. On the line: 10 «հատ», 15 000 drams before VAT (1 500 drams each). In fact each «հատ» was a pack of 6 bottles, and the good's base unit is the bottle. The correction: «Another count: 6». 60 bottles come into stock, at 15 000 ÷ 60 = 250 drams a bottle. The amount is the same: 15 000.
b. «What arrived» — a short receipt
Type the quantity that arrived (no more than the invoice says) and the reason: «Short», «Damaged», «Refused at the door» or «Other».
- What arrived is worth what the invoice charges for it: one unit's price × the quantity that arrived.
- The rest the supplier owes («The rest, {N}, is owed by the supplier»).
- If more arrived than the invoice says, record the surplus as a receipt by hand.
c. «Split into goods» — several goods on one line
A supplier can write several goods on one line — «Հյութ տարբեր, 24 հատ» (assorted juice, 24 pieces), for example — which are really 12 apple and 12 orange juices.
- State each good (one of yours, or a new name) and how much of it arrived, in the good's base unit. There must be at least two goods and at most 50.
- The amount is shared by quantity. You can state the amounts yourself («Set the amounts myself»), if they add up to the line's amount.
- The line's VAT is shared in the same proportion.
- With «The same for every line of «…»» ticked, the split applies to all your suppliers' lines of that name in that unit, unless someone has corrected the line by hand. A line whose quantity does not split into whole pieces waits for you. To stop it: «Stop splitting this name».
Example. 24 pieces, 12 000 drams → 12 apple juices (6 000 drams) and 12 orange juices (6 000 drams).
The «Stock» list
The «Goods» → «Stock» page shows all your goods and their stock.
Columns
| Column | What it means |
|---|---|
| Good, Code, Kind, Unit | The good, its barcode or code, goods or service, its base unit |
| On hand | What there is now, as described above. With packages, in whole packages too |
| Sold, last 30 days | What was sold in the last 30 days, less returns |
| Received | From received invoices |
| Sold or issued | What went out on your invoices |
| Entered by hand | The sum of the ledger's records |
| Last movement | The date of the last movement |
| In stock | Whether there is stock or not |
| Commodity code (ԱՏԳ ԱԱ) | The good's code, required to issue a goods invoice |
| VAT | The good's VAT regime |
| Cost method | The good's method, or «The company's …» |
| Purchase price, Selling price | See Prices |
| Category | The good's category |
| Name (Armenian, Russian, English) | The names in three languages |
Every column is shown at first. You can hide or widen any of them, sort by any, and export to Excel or CSV.
Filters and sorting
- Search products: by name or barcode. «Scan»: with the camera.
- Availability: «All», «In stock», «Out of stock», «With a picture».
- Goods or service.
- Product list: «In the product list» / «Not in the product list» (in the imported product list).
- Warehouse: «All warehouses» or one. With one warehouse chosen, the stock is that warehouse's.
- More filters: supplier, buyer, unit, known by (barcode, own code, made from invoice names), cost method, category:
- Invoice names: «Matched from invoice names» (at least one name), «Several names merged into one» (two or more), «Never matched to an invoice name» (none — a good from the product list or from a barcode, for example, that no name is linked to yet),
- Needs attention: «Below zero», «Units not counted yet», «No base unit», «No commodity code»,
- Not moved for: the last {N} days,
- Sales, last 30 days: «Sold» / «Not sold».
- Sort: «By name», «By unit», «Most on hand», «Latest moved», «Best selling».
- Group: by supplier, category, warehouse or kind. Grouped by warehouse, a good shows in each warehouse where it has stock.
Working with several goods at once
Tick the goods (Shift for a range) and choose an action. The ticked goods stay ticked when you search, or change the filter, the grouping, the warehouse or the «Product list» choice: so you can tick one good, search for another, tick it too, and merge the two. The ticks are cleared by the «Clear the selection» button, or after an action:
- Merge…: see Merging goods,
- Set cost method…,
- Set selling price…: a markup over the last purchase price (with VAT); a fixed price is set on a good's own page,
- Set category…,
- Set commodity code… or Fill commodity codes from invoices,
- Remove selected.
Services are skipped by the actions that need stock.
Commodity codes from invoices
If a good has no code, Invoq proposes the code on your latest line, and, failing that, the code all your suppliers agree on. If your suppliers state different codes, the choice is yours. A good that has a code keeps it.
A good's page
Clicking a good opens its page.
| Section | What is there |
|---|---|
| The heading | Picture, name, code. «Give it a barcode», to give the good a barcode. A picture can be added, changed or removed (JPEG or PNG, up to 8 MB) |
| On hand | Each unit's stock, broken down into «From received invoices», «Received and counted», «Out on invoices», in packages, with the last movement. Buttons: «Record receipt» and «Stock count» |
| In each warehouse / Where it is kept | The stock in each warehouse, where the good is kept, its default warehouse, and the «Move» button (with several warehouses) |
| Units and packages | The base unit and the packages |
| Prices and Price history | The purchase and selling prices, the product list's cost, every price change |
| Your details | The name in three languages, the selling unit («հատ», «կգ», not «0,5 լ»), goods or service, the VAT, the commodity code. When you fill in an invoice, the editor proposes these first |
| In the product database | Open data by barcode (name, brand, net quantity, maker, the GS1 code's country), to view only |
| Cost method | The good's own method, or «The company's method» |
| Category | The good's category |
| Main supplier | See below |
| This good's names on invoices | The names matched to this good (by hand or automatically), their number of lines and their invoices. «Take off this good». «Match names»: a list of the names waiting for a match, with search; those proposed for this good come first, marked «Proposed». The ticked ones become this good's at once, and their lines count in its stock |
| Movements | Every movement, newest first: see below |
| Remove from the catalogue | See Remove |
The «Movements» list
For each movement it says:
- what happened: a sale, a return, a receipt, a receipt by hand, a count, a correction, a move, a merge, a rule,
- from whom to whom: «supplier → company» or «company → buyer», with the name and the TIN. For a record made by hand, who recorded it and why,
- the document: the invoice's number and status,
- the warehouse,
- the quantity, one unit's price and the value with VAT, and the VAT («Price with VAT 5 520 ֏ · Value with VAT 55 200 ֏ · VAT 9 200 ֏»), and under it the price and the value before VAT. The price with VAT is the line's total divided by the quantity. For a line where less arrived, the share that arrived,
- the cost by the good's method, with VAT, and before VAT beside it. If the purchases gave no price with VAT, it says «Cost before VAT». For example, with FIFO, if 10 pieces were bought at 120 with VAT (01.09), 4 were sold, 6 more pieces were bought at 144 (03.09), and then 8 were sold, the last sale says: «Cost with VAT: 126 / հատ (105 before VAT) · taken: 6 × 120 (01.09.2026) + 2 × 144 (03.09.2026)», and after it «Left: 4 × 144 (03.09.2026)». The first four batches are shown, the rest by their number.
The list can be exported to Excel or CSV: every movement is exported, with the good and the matched name, the price and the value with VAT and before VAT, the cost method, and the batches taken and left.
Receipts, counts and corrections
The stock ledger is for a good's movements that no document states. Nothing in the ledger is deleted or edited: a mistake is put right by a record the other way. So you can always say what the stock was on any day, and who changed it, when and why.
| Record | When | What it does |
|---|---|---|
| Record receipt | Goods came without an invoice, or more came than the invoice says | Adds the quantity to the stock. State the reason, for example «Supplier LLC, invoice 17» |
| Stock count | You counted the shelf | You type the quantity counted. Invoq records the difference, and the stock becomes what was counted. The record keeps both the count and what was on record |
| Correct | A receipt or a count was recorded wrongly | Records an entry the other way. Both records stay in the history |
- The quantity is a number with at most 6 decimal places. The reason is required: it stays in the record.
- A count is for one warehouse. If you count in packages (2 boxes, for example), it is recorded in the base unit (24 pieces).
- A count that found no difference is recorded too, with a difference of zero.
- A correction cannot itself be corrected: correct the original record. A record of zero has nothing to correct.
- No receipt or count is recorded for a service.
A count, for example
7 pieces are on record, and you counted 5 on the shelf. «Stock count» → «Counted: 5». The form shows: «On record now: 7 հատ», «The difference booked: −2 հատ». Once recorded, the stock is 5, and the «Movements» list says «Counted 5; on record 7».
Records made by hand have no price of their own. In the costing they are valued at the good's cost at that moment. See the Analysis guide.
Several warehouses
A company can have several warehouses. The stock is counted per warehouse, and the company's stock is their sum. For a company with one warehouse, no choice of warehouse is shown anywhere.
Setting up warehouses
«Settings» → «Warehouses»:
- Add a warehouse: a name (required, unique) and an address (optional).
- The main warehouse is created by itself. It holds everything recorded before you had warehouses, and everything that names no warehouse. It can be renamed, but not archived.
- Archive: only an empty warehouse can be archived. An archived warehouse stays in the records, but nothing comes into it any more. A warehouse is never deleted.
Where a good is kept
In the «Where it is kept» section of a good's page, tick the warehouses where the good is kept, and choose its default. Receipts, counts and invoice lines start from the default warehouse. A good with stock shows in its warehouse, ticked or not.
Where goods come in and go out
| Movement | The warehouse |
|---|---|
| A received invoice | The main warehouse, unless you chose another on the invoice's page («Came into»). A supplier delivers to one place, so the warehouse is the whole invoice's |
| A line on your invoice | In the invoice editor, each goods line chooses «From warehouse». At first, the good's default warehouse or the main one, with how much is there. The warehouse is not sent to the tax service |
| Receipt, count | The chosen warehouse |
| Move | Two records — out of one warehouse and into another — with one reason. Undone by a move the other way |
A line is never blocked. If a line takes a warehouse's stock below zero, the editor warns you («Only {N} there…»), but the document is issued. Count or move the goods afterwards.
The cost and the margin are worked out for the whole company, not per warehouse.
⚠️ A move's pair of records currently enters the costing as an issue and a receipt: on «Analysis» → «Consumption» a move shows as written off and as entered by hand, and with FIFO and «Last purchase price» the units moved can be revalued. The quantity on hand is right.
Prices
The «Prices» section of a good's page shows two prices: with VAT and before VAT.
Purchase price
The price on the latest received invoice, for one base unit, with the invoice's number and date. Only an invoice whose receipt counts is taken (confirmed, or counted without confirmation). The price is one unit's, as invoiced: it does not change if less arrived. If you corrected the unit, the price is worked out again.
If the good has not been bought on a received invoice yet, it says: «Not bought on a received invoice yet — the price appears with the first one.»
The purchase price is the last purchase's price. In «Analysis» the cost depends on the method, so it can differ.
Selling price
«How it sells»:
| Way | How it is worked out |
|---|---|
| Fixed price | You write the «Price before VAT» (up to 4 decimal places). The price with VAT = price × 1.2, if the good's VAT is not set |
| Own markup | Price with VAT = the purchase price with VAT × (1 + markup %). Before VAT = with VAT ÷ 1.2 (if the good's VAT is not set) |
| The company's markup | The same, with the company's markup. It is set in «Settings» → «Warehouses» → «Company markup» |
- The markup is a percentage from 0, with at most 2 decimal places. The company's markup applies to every good without a selling price of its own. An empty field means no markup.
- A markup applies only when the good has a purchase price.
- If the good's VAT is set to exempt, 0%, export or special tax system, the selling price has no VAT.
- When you choose the good on an invoice, the editor proposes its selling price before VAT, or, if there is none, the previous line's price.
Example. Purchase price 216 with VAT (180 before VAT), markup 25%. Selling price: 270 with VAT, 225 before VAT.
Mean price by supplier
Under «How it sells» is a list: for each supplier, the plain (arithmetic) mean of one unit's price, with VAT, before VAT beside it, how many lines it is worked out from, and the date of the last purchase. The supplier bought from last comes first.
- All the good's received lines whose receipt counts (confirmed, or counted without confirmation) are taken, however long ago.
- Each line takes part once, whatever its quantity: a line of 10 pieces and a line of 4 pieces weigh the same.
- The price is in the base unit, as the purchase price is: a line in boxes is divided by the box's size. If a line's unit does not convert, its mean is apart, in its own unit.
Example. From supplier «A», 10 pieces were bought at 216 (with VAT) and 4 pieces at 180. The mean: (216 + 180) ÷ 2 = 198 with VAT (165 before VAT). A mean weighted by quantity would be 205.71, but it is not used here.
From the product list
If you imported a product list with a cost, it shows beside the purchase price: with VAT, if the list said so («Cost … with VAT · … before VAT»), otherwise before VAT («Cost … before VAT»). If it differs from the invoice's price, it says «Differs from the invoice's price». The list's cost is for information: the margin is worked out from invoices, and from the list only if no invoice has given a price.
Price history
Every change of the selling price and of the cost: the date, the amount (before VAT and with VAT), and who changed it (or «Product list import»).
The cost method and the movement history
The company has one cost method («Weighted average» by default), and each good can have its own: «Weighted average», «FIFO (first in, first out)», «Last purchase price». The company's method is set in «Settings» → «Warehouses» or at the top of the «Analysis» page; a good's, on its page.
The methods are explained in detail, with examples, in the Analysis guide. The «Movements» list on a good's page shows which batches each sale took from and at what price, and what was left on the shelf after it.
Categories and the main supplier
Categories
«Settings» → «Warehouses» → «Goods categories»:
- Categories belong to your organisation: one list for all its companies.
- A category can have subcategories. Any category can be renamed or moved.
- The goods of a removed category stay in stock, with no category, in every company of the organisation.
- Put a good in a category on its page, or several at once with «Set category…».
Main supplier
A good's main supplier is the one by which the stock list and the reports group goods by supplier:
- automatically: the supplier of the good's latest receipt,
- or chosen by hand on the good's page («Chosen by hand on {date}»).
Product list import
If you have a list of your goods (an export from your website or your accounting program, for example), you can import it: «Stock» → «Import a product list».
What it does. The import creates and updates only the goods' details: their names in three languages, codes, categories, units and prices. It never creates an invoice, a receipt or a stock movement. The stock stays what your suppliers' invoices and your counts say. A company never becomes its own supplier.
Steps
- Upload the file: Excel (
.xlsx) or CSV, up to 10 MB and 20 000 rows. The names can be on one sheet, or each language on its own sheet, joined by the product ID. - Which column holds what: Invoq guesses from the headings, and you check. Fields: product ID, SKU, barcode, name in Armenian/Russian/English, category, unit, sold by weight, pieces in a box, selling price, cost, active, picture address. For each price column, say whether it includes VAT (by default, it does). The choice is remembered, and next month's file of the same shape is recognised by itself.
- Preview: every row, before anything is written: «New», «Matched», «Unchanged», «Skipped», «Held back» (has a problem). The problems are spelled out: no Armenian name, a name mostly in another alphabet, an unknown unit, a price that is not a number, the same ID or SKU twice, an SKU that is another good's code.
- Matching: Invoq finds the good by ID first, then by code or SKU, then by name. A good with exactly the same words and numbers is proposed as sure («The same as…»), and they can all be accepted in one click. One that is only similar is proposed with a percentage («Like «…» (87%)»), and you choose. You can also create a new good, or skip the row. Nothing is matched without you.
- Apply: the summary says how many goods will be created, updated, left unchanged or skipped. Applying runs in the background: you can leave the page and come back.
What changes
- A matched good keeps its code, stock, counts, corrections, matched invoice names and history. It takes the list's names (in three languages), SKU, category and prices. A base unit and a package are given to it only if it has none.
- A new good's code is its SKU (if the SKU cannot be a code or is already taken, Invoq gives it its own code).
- Units: piece → հատ, kg → կգ, g → գ, l → լ, ml → մլ. A good sold by weight is kept in kilograms. The «Pieces in a box» column creates a «տուփ» package.
- Prices: the selling price is written exactly as it is in the file (700 stays 700), and, for a VAT payer's goods, before VAT too. The cost likewise. Every change is kept in the price history.
- Pictures are not copied: only the picture's address is kept.
Undoing
An applied import can be undone. The goods it created are removed, and the goods it matched go back to how they were. A good that has been used meanwhile (on an invoice, a receipt, a count, a split line, or with a picture) stays.
After an import, the list's «Product list» → «Not in the product list» filter shows the goods that were not in the list. You can merge them into the goods they really are, or leave them.
Merging goods
Sometimes two goods turn out to be the same: goods made from two suppliers' names, for example, or a good made from names and the same good with a barcode. Tick them in the stock list → «Merge…» → choose the good to keep.
- All the others' names move to the good kept, so their received and issued lines count there.
- Their ledger stock moves over by a move: a pair of records — out of one and into the other — with a reason.
- Packages join, if the base unit is the same.
- The others leave the catalogue. No invoice changes.
- If one of the goods is named on your invoices by its barcode or code, keep that one and merge the others into it: an issued document never changes.
- A service is not merged: it has no stock.
When you give a good a barcode that already belongs to another good, Invoq offers to merge them.
Remove, empty, refill, reset
| Action | Where | What it does |
|---|---|---|
| Remove from the catalogue | On the good's page, or in the list («Remove selected») | The good's stock is brought to zero by a count (state the reason); past movements stay. The good's details are deleted, and it leaves the list until an invoice line or a receipt uses it again. It then comes back from zero |
| Empty the catalogue | Settings → Warehouses (administrator only) | Removes every good the same way. Matched names stay |
| Refill from invoices | The same place | Every good removed from the catalogue that is named on your invoices comes back. Its stock is the invoices': received less issued. Receipts and counts recorded by hand earlier no longer count |
| Reset stock and goods | The same place | Deletes every good, their matched names, every receipt, count and move, and every warehouse but the main one. Nothing comes back by itself: each name you match again brings its good back, to what the invoices hold |
The last three require typing the company's TIN to confirm, and are written in the organisation's activity log. None changes an invoice.
Rules and the stock
In «Settings» → «Rules» you can create rules («when this happens, if this is true, do this»). The steps that touch the stock:
- Name its good and Match it to a good: match the line to a good,
- Send it to a warehouse: send a received line to the chosen warehouse,
- Take it from another company's warehouse: the goods on one of your organisation's companies' invoices (by barcode or own code) are taken from another company's warehouse (with the warehouse name empty, from its main warehouse). When the invoice is deleted, cancelled or invalidated, the goods come back.
Before saving a rule you can try it on the last days' documents: nothing changes.
Negative stock
Negative stock means more has gone out than came in. It is not a mistake to hide. It says a receipt has not been recorded yet: perhaps the supplier's invoice is awaiting confirmation, its name is not matched, or the goods came without an invoice.
What to do:
- Check the waiting invoices in «Received» and confirm them.
- Match the unmatched names.
- Record the receipt, or count the stock.
On a good's page negative stock is shown in red, and in the list you can find them all with the «Needs attention» → «Below zero» filter.
Frequently asked questions
A supplier's invoice arrived, but nothing changed in the stock. The invoice is awaiting confirmation, or its lines' names are not matched to goods. Open the invoice in «Received».
Why is the stock 12 times bigger than it should be? Probably a count written in a name (x12), or a correction of a line's unit, applies where it should not. Check the good's «Movements» list: beside the lines whose unit was converted, it says «One {unit} counted as {N} of the base unit».
Can I delete a wrong receipt? No, but you can correct it («Correct»), which records an entry the other way.
Why does the purchase price on «Stock» not match the cost on «Analysis»? «Stock» shows the last purchase price; «Analysis», the cost by the good's method. They match only with the «Last purchase price» method.
The supplier cancelled at the tax service an invoice I had already confirmed. The invoice is no longer in force, and its goods stop counting. If the goods really are on the shelf, count them (a stock count).
Does the stock count cash-register sales? No. The stock sees only electronic invoices and your records made by hand. To reflect cash-register sales, count the stock.