Goods issue

Goods issue takes goods off stock without an order: write-offs, breakages, samples, materials handed out, goods sent back to a supplier. You build a list by scanning labels or by choosing from what is in stock. When you confirm the list, the quantity on hand goes down. The menu item is Goods issue. The screen it opens is titled Issue from stock.

Where to find it: Warehouse → Operations → Goods issue

When you'll use it

• Writing off goods that were damaged, spoiled or lost.
• Taking stock for samples, a showroom or internal use.
• Handing out components outside a production order.
• Sending goods back to a supplier.

Do not use this screen for goods that leave for a customer. Pack the order and hand its boxes over on Shipment handover or Loading.

Key concepts

• Nothing leaves until you confirm. The list on the screen is a plan. Stock goes down only when you confirm the list.
• You can only issue what is available. Available is on hand minus reserved. Goods reserved for orders are protected and cannot be issued here.
• Two ways to add an item. Scan labels is for goods that carry a code. Pick from the list lets you choose from what is actually in stock. Both fill the same list.
• Labels decide which parcels leave. When you scan a package label, exactly that parcel is taken off. When you scan a product's own code, or choose the product from the list, Complaia takes the labelled parcels that were received first.
• Only a parcel that is on stock can be issued. A label that was never received into stock is refused.
• A product that ships in several parcels leaves in whole pieces. Scan one label from each of its parcels. The row tells you which parcel numbers are still missing. An incomplete piece blocks the issue.
• Products and components share the list. A Product or Component badge on each row tells them apart.
• Location only with the advanced warehouse type. There you choose the Warehouse and Segment the goods leave from. Once the list has items, the place is locked, so that every row leaves from the place it was added from.
• An item that reaches zero disappears from Stock levels. Its movement history stays.

The screen

📷 Screenshot to add: Issue from stock with the Pick from the list tab active, an item selected showing its available quantity, and two rows in the list.

From top to bottom:

Header buttons

• A button that shows the scanner's state: Ready to scan, Enable scanning (click it to put the cursor back in the scan field) or Scanning…
• Clear — empties the list after you confirm.

Issue location (advanced warehouse type only)

• Warehouse and Segment — both required. The screen starts with your default warehouse. They also limit what Pick from the list offers.
• While the list has items, a note under the fields says that the place is locked.

Add panel

• Two tabs: Scan labels and Pick from the list.
• Document reference — a link at the right of the panel. It opens a field for free text that is saved with the issue, for example a document number.
• With Scan labels: one large scan field. A note under it reports the last scan.
• With Pick from the list: a field where you search the items in stock by name or code. Each item shows how much is available. Next to it are the quantity with − and + buttons and Add to list. The quantity cannot be higher than what is available.

The list

One row per item: photo, name, code, the variant's attributes, a Product or Component badge, the number of labels and the quantity, with ✕ to remove the row. A product in several parcels shows Complete: N pcs. or the missing parcel numbers.

Footer

• N items ready and Leaves stock: … — with the Confirm issue button;
• a warning instead, for example Select a warehouse and segment to submit. or the name of a product with missing parcels;
• Issue saved with the time — after a successful issue, with the link Download PDF document.

Common tasks

Issue goods by scanning

1. Open Warehouse → Operations → Goods issue.
2. With the advanced type, check the Warehouse and Segment at the top.
3. Make sure Scan labels is selected and the header button reads Ready to scan.
4. Scan the goods. Scanning the same item again adds to its row.
5. If you want a note saved with the issue, click Document reference and type it.
6. Click Confirm issue.
7. In the window Confirm issue?, check the number of items and labels, and click Issue.

You see Issued N items. Each line is recorded as a Release in the item's movement history.

Issue goods without a label

1. Click the Pick from the list tab.
2. Search the item by name or code and choose it. The field shows how much is available.
3. Set the quantity with the field or the − and + buttons.
4. Click Add to list.
5. Confirm the issue as in the task above.

Complaia takes the oldest labelled parcels of the product from stock.

Issue a product that ships in several parcels

1. Click the Scan labels tab.
2. Scan one label from each parcel of every piece you issue.
3. Check the row. It shows Complete: N pcs. when every set is whole, or the parcel numbers that are still missing.
4. Confirm the issue.

With the advanced warehouse type, such products are not offered in Pick from the list. They are kept in the warehouse without a segment, because the parcels of one piece may lie in different segments. Scan their labels instead.

Set the issue location

This applies to the advanced warehouse type only.

1. Under Issue location, choose the Warehouse.
2. Choose the Segment.

Do this before you add the first item. Once the list has items, the fields are locked. To change the place, confirm or clear the list first.

Take something off the list

1. To remove one item, click ✕ on its row.
2. To empty the whole list, click Clear in the header and confirm.

Download the issue document

1. After a successful issue, look at the footer. It reads Issue saved.
2. Click Download PDF document. The file covers the products of this issue.

Every product issue also has its own PDF in the item's movement history.

Issue goods on a POS (point of sale) terminal

On a POS terminal, open Warehouse and the tab Issue from stock. You can scan labels or pick from the list, as in the browser.

When it doesn't work

What you see	Why	What to do
There is not enough available stock to issue this quantity.	Part of the stock is reserved for orders.	Check the reserved quantity on Stock levels.
The product has no stock at the selected location.	The item is not kept in the warehouse and segment you chose.	Clear the list, correct Issue location and add the item again. Check where the item is on Stock levels.
This label was never received into stock	The label you scanned is not on stock.	Check that it is the right label and the right goods. Only a parcel received into stock can be issued.
The scan is refused as a duplicate	You scanned the same label twice.	Nothing. The first scan counted.
The footer names a product and its missing parcels	You scanned some, but not all, parcels of a piece.	Scan the missing parcels, or remove the row.
This label belongs to an old or unknown package layout.	The label was printed before the product's parcels were changed.	Relabel the goods with current labels, see Packaging.
Packages are assigned to packing.	The parcel is already packed in a box for an order.	Hand the box over on Shipment handover, or unpack it first.
Not enough stock of …: … available, … to issue. No components were issued.	One component on the list does not have enough stock. In that case no component is issued.	Lower that quantity and confirm again.
A message that names the component, the quantity available and a list of production orders	The rest of the component is reserved by those production orders.	Lower the quantity, or release the reservation in the production order.
Select a warehouse and segment to submit.	With the advanced type both are required.	Fill in Issue location.
Partially saved, and some rows stay on the list	Items are issued one by one. What left stock was removed from the list. What failed stays.	Fix the cause shown and confirm again. Nothing is issued twice.
The banner Warehouse frozen: stocktake … in progress	A stocktaking session is open. Issuing is blocked for everyone.	Wait until the session is posted or cancelled.

Permissions

To do this	You need
See Goods issue in the menu and issue products and components	Warehouse: Stock movements (the role editor ticks Warehouse: View with it)
Download the issue document	Warehouse: Stock movements

Related

• Shipment handover and Loading — the way goods leave for a customer
• Goods receipt — the same screen in the opposite direction
• Stock transfer — move goods instead of taking them off stock
• Stock levels — availability, reservations and the movement history
• Stocktaking — the right tool when the shelf and Complaia disagree
• Glossary