Configure POS to utilise its Negative Stock functionality

Introduction

Please note this is an additional feature that is not available in core PBSA POS. Please contact support to ask about this functionality, as it is not suitable for every situation and can cause issues when not used correctly.

This topic shows you what is required and how to set up your PBSA POS to begin using the Negative Stock functionality.

Before starting a key note is that while there is negative stock in your system you will not be able to do an accounting export, and you will have to correct this stock prior to doing a stock take. Negative stock is also only available for sales and not sales orders or quotes.

ClosedIntroduction to Negative Stock

The Negative Stock functionality allows products which are tracking stock to be sold when the system has zero available. In circumstances where goods arrive and there is not sufficient time to record the incomings goods, products can simply be placed on shelves and then sold as normal.

Each product that has been sold like this is kept track of as a separate "negative stock" value. This is shown in various places in the software from the Product Properties window through to the Sales Command Centre.

When you do enter the relevant Incoming Good (supplier invoice), your available stock levels will adjust automatically to account for the sales that have put stock levels into negative.

Once the negative stock functionality is enabled and configured in your system, you will continue to sell stock as usual and enter your supplier invoice / incoming goods as usual, without any extra steps.

You can determine which products are allowed to go into negative levels by checking this option on the products card. Those that aren't allowed will operate as normal.

The negative stock functionality is there to help in situations such as:

Stock arrives and there is not sufficient time to enter the incoming goods

You only process incoming goods a few days a week and you need to sell the goods before they are entered into incoming goods.

To ensure that your negative stock levels don't get too out of hand and to ensure the integrity of your data, there are some deliberate conditions to the functionality. You won't be able to do a stock take, for example, until you have entered all your supplier's invoices and your negative stock levels have been reconciled.

By using this functionality you are confirming you understand you will have limited access to stock taking, and accounting exports. You also are confirming you acknowledge negative stock may create reporting issues around stock levels until correctly balanced.

ClosedSetting up Negative Stock

To enable it in your global settings by going to File > Settings > General Settings. In here enable the setting Allow Negative Stock.

After this is ticked you will now have the option for negative stock on your product cards, and you will be able to also add this as a default for products now.

To make this a default for products simply go to Defaults in global settings, and select Product Defaults from the sub-menu. In here you will now have Allow Negative as an option to add.

If you do not have this option then please contact PBSA Support to discuss this further.

ClosedEnabling Negative Stock on a product level

Once you have enabled this functionality in settings you will be able to update it on products as well.

If you open up a product card on the general tab towards the bottom right you will now have a new option, Allow negative stock. You must be tracking stock for this to be selectable, and it can only be disabled if there is no negative stock present against this product once enabled.

 

You can also find this setting in the product bulk editor under the options tab, which will enable you to apply this to a larger group at once.

ClosedReporting on Negative Stock

In the report server, which you can access via the top menu Reports > Report Server, contains a report called Negative stock under the menu called Stock. This report will show you what products contain negative stock currently, and how much.

You can also sort by the negative column in sales command centre to see which sales contain negative stock on a per sale basis.