Stock Day Book — Daily Production, Waste & Count Fixes

Why it exists

Every other way stock enters Qvian assumes it arrives: a purchase order is raised, a supplier delivers, someone receives it, and the cost comes attached to the delivery. A kitchen or a manufacturer breaks that — there is no supplier for a finished good and no invoice to take a cost from, and it happens every day rather than once at setup.

The day book is the surface for that. It also recognises that production and waste are usually the same event — you made 240 bottles and broke 12 filling them — so they sit on one sheet about one product on one day, rather than being two separate errands through a wizard.

The three columns

Common Tasks

How to Record a Day's Production and Waste (daily production, record waste, log output)

The normal daily routine: fill the sheet as you go, post it once at the end.

Required permission: Inventory adjust

1. Go to Inventory & Products → Stock Day Book in the left sidebar
2. Check the date at the top is the day you are recording
3. Find the product row, or add the product to the sheet
4. Enter the quantity under Made for what you produced
5. Enter the quantity under Wasted for what was lost, and pick the reason
6. Enter a Count fix only where the physical shelf disagrees with the system
7. Your work saves as you type — Draft saved confirms it
8. When the day is done, click Post the day

Result: Stock moves for every entry on the sheet, the accounting is posted, and the sheet is marked POSTED.

Note: You do not have to post at the end of the day. Posting mid-shift and adding more later is safe — see the next task.

How to Correct a Day That Has Already Been Posted (fix posted day, change day book after posting, double counted)

Posted days stay editable. The system moves only the difference, so correcting is safe.

1. Go to Inventory & Products → Stock Day Book
2. Navigate to the posted date
3. Change the quantity that was wrong
4. Click Post changes

Result: Only the difference between the new and the already-posted quantity moves. Nothing is double-counted.

Note: This is the load-bearing behaviour of the day book. If you recorded 240 made and it should have been 260, posting again moves 20 — not 260. Re-posting an unchanged sheet does nothing at all.

How to Copy Yesterday's Sheet (same as yesterday, repeat production, copy previous day)

Most production days look like the last one. Start from yesterday's rows rather than rebuilding the sheet.

1. Go to Inventory & Products → Stock Day Book and select today
2. Click Copy previous day
3. Adjust the quantities to match what actually happened today
4. Click Post the day

Result: Yesterday's product rows are brought onto today's sheet so you only edit the numbers that changed.

Note: Copying brings the rows, not the quantities as final — always check the numbers before posting.

How to Set What a Batch Makes (the Recipe) (production recipe, bill of materials, BOM, what a batch consumes)

Tell the day book what one batch of a product consumes, so producing it also relieves the raw materials.

1. Go to Inventory & Products → Stock Day Book
2. On the product row, open the recipe editor. A product with none shows No recipe yet
3. Set One batch makes — the finished quantity a single batch yields
4. Add each ingredient the batch consumes and its quantity per batch
5. Click Save recipe

Result: Recording production of that product now also consumes the ingredients in proportion, so raw materials are relieved as finished goods are created.

Note: Without a recipe, production adds the finished good but does not reduce any raw material — your ingredient stock will drift upward over time.

How to Fix a Product With No Cost (set cost, missing cost, go back and set a cost)

A produced item needs a cost, or the value of what you made cannot be capitalised.

1. On the day book row, use Set cost
2. Enter the cost for the product
3. Save, then post the sheet

Result: The product carries a cost and production can be valued correctly.

Note: If you see Go back and set a cost, the sheet is telling you a row cannot be valued yet. Post anyway will move the quantity but leaves the valuation incomplete — prefer setting the cost first.

How to Write Off Expired Stock (expiry, expired stock, shelf life, write off batch)

Use the expiry panel to clear stock that has passed its date without hunting for it in the adjustment wizard.

Required permission: Inventory adjust

1. Go to Inventory & Products → Stock Day Book
2. Open the expiry panel and set the Window in days to look ahead
3. Review the batches listed — items due are flagged, including Expires today
4. Enter the quantity to remove on the batch
5. Click Write off

Result: The expired quantity is written off as spoilage and stock is reduced. A confirmation reads Expired stock written off.

Note: A product showing No expiry has no shelf life configured. Set its shelf life if you want it to appear in this panel in future.

Waste reasons

The reason you choose decides how the loss is classified in your accounts, so it is worth choosing accurately rather than defaulting:

• Spoilage and similar reasons post as waste — the normal cost of doing business with perishable stock
• Breakage, transit damage and water damage post as damage
• Theft posts as a loss

How production reaches your accounts

Producing a finished good capitalises its cost — the value moves into inventory as an asset rather than being treated as an expense reduction. This matters: before the day book existed, the only way to add stock outside a purchase order was a stock correction, which credited an operating expense. Run daily, that inflates the profit and loss with a phantom cost reduction, never relieves raw materials, and makes gross margin meaningless.

Waste and count corrections reuse the existing write-off behaviour unchanged, so they post exactly as they always did. For the wider picture of how stock is valued, see Inventory Management.