ABSS Books · Inventory

Item Batches

Item Batches lists the batches that make up your stock. Each row is one lot of one item in one warehouse, with what it held, what is left and where it came from. Open a batch to see its purchase details and every document that took stock from it. It is a screen you read and filter: nothing is created or changed here.

Who it's for: Anyone who needs to trace where an item's stock came from, what it cost and where it went
Where to find it: InventoryItem Batches
What you need: The View permission for Item Batches

Item Batches walkthrough

Coming soon

What you can do here

See every stock batch of every item, across all your warehouses, newest first.
Check how much of a batch was received and how much of it is left.
See where a batch came from, such as a GRPO, a Bill, opening stock or a production order.
Search and filter by item, source type, division, branch and warehouse.
Open a batch to see its purchase details, its quantity in the item's other units and its vendor batch number and expiry.
See every document that took stock from a batch, and open that document.

The most common paths. A GRPO or Bill, opening stock or a production order creates a batch. An Invoice or Delivery Challan, or a production order using raw materials, takes stock from it. The full lists are further down this page.

Note: There is no Add, Edit or Delete on this screen. A batch is created and updated by the documents that move stock.

Before you start

A few things decide which batches exist and whether you can see them.

Permissions: You need the View permission for Item Batches to open the list and a batch. It is separate from the permission for View Inventory.
Track inventory on the item: Batches are kept only for items with Track inventory switched on in All Master → Item. Service items, and goods with Track inventory off, never get a batch.
Batches come from other screens: You do not add a batch here. Books creates one each time a document adds stock, and updates it each time a document takes stock out.
Which purchase and sales documents move stock: Inventory Config decides this. Stock Add Source sets whether the GRPO or the Bill creates the batch. Stock Deduct Source sets whether the Invoice or the Delivery Challan takes stock from it.

Understand what a batch is

Every time stock of an item comes into a warehouse, Books records it as a batch. These are the terms you will see on the list and on a batch.

Batch: One lot of one item, received into one warehouse at one price. An item's stock in a warehouse is the total of what is left on its batches there.
Batch No: A number Books gives the batch. Numbering runs 1, 2, 3 and so on for each item in each warehouse, so the same item can have a Batch 1 in two different warehouses.
Quantity: What the batch held when it was created, in the item's main unit.
Remaining Qty: What is still on the batch, in the item's main unit. It goes down each time a document takes stock from the batch. A batch with nothing left stays on the list.
Purchase Price: The price the batch came in at. When stock from the batch is used, this price is its cost.
Vendor Batch No and Vendor Batch Expiry: The vendor's own batch number and expiry date, entered on the GRPO or Bill line. They are optional unless the item is set to need them in All Master → Item. They are blank when none was recorded.

See where batches come from

The Source Type on a batch tells you what created it. These are the source types and when each one creates a batch.

Source Type	A batch is created when
GRPO	A GRPO adds stock, when Stock Add Source is GRPO. Each line with stock gets a batch.
Bill	A Bill adds stock, when Stock Add Source is Bill.
Opening Stock	You enter opening stock for a warehouse on the item in All Master → Item.
Production Order	A production order adds finished goods or scrap to stock when you submit it.
Credit Note	A Credit Note of the type Goods Return puts returned stock back into the warehouse.
Inventory Adjustment	An Inventory Adjustment that increases stock is approved.
Manual Stock Transfer	An Inventory Transfer is approved. The moved stock arrives as new batches in the destination warehouse.
Production Order Transfer	A raw material transfer raised from a production order is approved. The materials arrive as new batches in the destination warehouse.
Delivery Challan Transfer	An internal stock transfer on a Delivery Challan is marked as Sent. The stock arrives as new batches in the receiving warehouse.

Note: A Purchase Order or a Sales Order never creates or uses a batch. Only documents that actually move stock do.

Read the batch list

The list shows one row for each batch, for every item and warehouse you have.

Item Batches and a number: The heading shows how many batches match your current search and filters.
Order: The newest batches are at the top.
The menu at the top right: The button with three dots has Manage Custom Fields, to choose which columns show, Refresh List, and Reset Columns Width, which puts the columns back to their defaults and clears your filters.

Column	What it shows
Batch No	The batch number. Choose it to open the batch.
Item and Item No	The item the batch belongs to.
Warehouse, Branch and Division	Where the batch is held. A batch belongs to one warehouse.
Quantity	What the batch held when it was created, with the item's main unit.
Remaining Qty	What is left on the batch, with the item's main unit. It shows in red when nothing is left.
Purchase Price	The price the batch came in at.
Source Type	The kind of document or entry that created the batch, such as GRPO, Bill or Opening Stock.
Vendor Batch No and Vendor Batch Expiry	The vendor's batch number and expiry date, when they were entered.
Created At	The date the batch was created.
Action	A View icon, which does the same as choosing the row.

Search and filter the list

Narrow the list to the item, the kind of batch or the warehouses you care about.

Search: Matches the item name, the warehouse, branch or division name, and the vendor batch number.
Filters: Opens a panel with two groups, What and Where. Choose Apply Filters to use your choices, or Reset to clear them.
What: Source Type and Item.
Where: Division, then Branch, then Warehouse. Branch opens once a division is chosen, and Warehouse once a branch is chosen.
Lock: Saves the filters you have applied, so the list opens with them next time. Unlock clears the saved filters.

Tip: Search does not look at the Batch No or the Item No. To see one item's batches, use the Item filter, or choose View Batch on the item's Batches tab in View Inventory, which opens this list already filtered to that item.

Note: There is no date filter on this list.

Open a batch

A batch's own page shows everything about it: where it is, what it cost, how much is left and what used it.

Choose the batch's row on the list
The Batch No and the View icon in the Action column do the same thing. You can also open a batch from an item's Batches tab in View Inventory.
Read the Overview tab
It is the only tab. It starts with three figures, then the item and batch details, and ends with the Deductions table.
Use the back arrow to return
The arrow is beside the Batch Details title.

Header: The title Batch Details, with the batch number, the item name and the item number under it. A back arrow takes you back, and a refresh button reloads the batch.
Quantity, Remaining Qty and Document Unit Price: Three figures at the top of the Overview tab. Document Unit Price is the Cost Price that was set on the item when the batch was created. It can differ from the batch's Purchase Price.
Item Information: Item Name, Item No, Main Unit and Purchase Unit. Choose the Item No to open the item.
Batch Information: Batch No, Division, Branch, Warehouse, Purchase Price, Purchase Quantity, Conversion Factor, Vendor Batch No, User Batch No, Vendor Expiry, Source Type and Document No.
Purchase Unit, Purchase Quantity and Conversion Factor: The unit and quantity the stock was entered in, and how many main units one Purchase Unit equals. Purchase Price is the price for one Purchase Unit. The batch's Quantity is always kept in the main unit.
Document No: The number of the document that created the batch. Choose it to open that document. A batch from opening stock has no document, so nothing is shown.
Converted Stock: The batch's Quantity and Remaining Qty in each of the item's other units. It reads No converted stock when the item has no unit conversions.
Reference Batches: For a batch that arrived by a transfer, the batch in the sending warehouse that the stock was taken from, with its Batch No, Quantity and Purchase Price. Choose the Batch No to open that batch. Other batches read No reference batches.
Deductions: Every document that took stock from this batch. See See what took stock from a batch.
Record details: Beside the Overview tab you can see who created the batch and who last updated it, with the dates.

See what took stock from a batch

The Deductions table on a batch lists each document that used it, one line for each time stock left the batch. It reads No deductions while the batch is untouched.

Document No: The number of the document that took the stock. Choose it to open that document.
Source Type: The kind of document that took the stock.
Quantity Deducted: How much left the batch, in the item's main unit.
Selling Qty: The same quantity in the unit used on the document. It differs from Quantity Deducted only when the document used one of the item's other units.
Selling Price: The price on the document line for a sale. For a movement that is not a sale, such as a transfer or an adjustment, it is the batch's own cost.
Deducted At: The date the stock left the batch.

These documents take stock from batches.

Document	It takes stock when
Invoice	An invoice takes stock, when Stock Deduct Source is Invoice.
Delivery Challan	A Delivery Challan takes stock, when Stock Deduct Source is Delivery Challan.
Debit Note	A Debit Note of the type Goods Return takes the returned stock out of the warehouse.
Production Order	A production order uses the batch as raw material when you submit it.
Inventory Transfer	An approved transfer takes stock from the source warehouse. This covers transfers you raise yourself and raw material transfers raised from a production order.
Delivery Challan Transfer	An internal stock transfer on a Delivery Challan takes stock from the sending warehouse when it is marked as Sent.
Inventory Adjustment	An Inventory Adjustment that reduces stock is approved.

Note: Stock always leaves the oldest batch first. If one batch does not hold enough, the rest comes from the next batch, so one document line can appear in the Deductions of several batches.

Rules to know

The rules behind this screen, in one place.

Topic	Rule
Nothing is created or edited here	Item Batches is for viewing. There is no Add, Edit, Delete or Export. Batches change only through the documents that add or take stock.
One batch, one warehouse	A batch belongs to one item in one warehouse. Batch numbers run 1, 2, 3 and so on for each item in each warehouse.
Oldest batch first	When a document takes stock of an item from a warehouse, Books uses the batch with the lowest Batch No that still has stock, then the next one, until the quantity is covered. You do not choose the batch.
Stock must be on a batch	A document cannot take more of an item than its batches in that warehouse still hold. Books stops it and reports insufficient stock.
Quantities are in the main unit	Quantity, Remaining Qty and Quantity Deducted are always in the item's main unit. Purchase Quantity and Selling Qty show the unit used on the document.
Empty batches stay	A batch with a Remaining Qty of 0 is not removed. It stays on the list, with its Deductions, as a record of where the stock went.
Undoing a document updates the batch	When a document's stock deduction is undone, its line leaves the Deductions table and the Remaining Qty goes back up.
A used batch protects its document	A batch is removed when the stock its document added is taken back. Books does not allow that once stock from the batch has been used by another document.
Batch number and expiry on purchases	The vendor batch number and expiry date are entered on the GRPO or Bill line. They are required only for items set to need them in All Master → Item.
Tracked inventory items only	Service items, and goods with Track inventory off, never get a batch and never appear here.