How to Record Internal Consumption, Step by Step

Not everything that leaves the warehouse leaves through a sale. Office stationery, workshop tools, packaging material and maintenance supplies are used up by the operation itself and nobody invoices them: they are internal consumption. Left unrecorded, the quantity the system shows drifts away from what is actually on the shelf, and the next purchase is planned against a wrong figure.

This guide follows the whole process on the application, from the «Stock Out» module to the print view, with one screenshot per screen and the meaning of every numbered red box. The example consumes 2 units of the ergonomic chair MAN-EN01 in cost center 01 - Bodega Central, with 003 — Default Employee as the person who consumes and as the person who delivers: «Stock» drops from 25.0 to 23.0.

Before you start

Permission to record stock-out documents in the inventory module.
The right cost center active: «Change Cost Center» shows 01 - Bodega Central.
The code of the person who consumes and the one of the person who delivers the goods (003 — Default Employee in the example).
The item already created and in stock at that cost center (MAN-EN01, 25.0 units in the example).

Step by step

Step 1 — The main window

KardexTauro V3 opens in this window. The modules are on the left and the active cost center is at the top («Change Cost Center» changes it). This consumption is registered in cost center 01 - Bodega Central.

In the image:

1) Button «Stock Out»: stock-out module (sales, consumptions, waste).
2) «Change Cost Center»: active cost center (01 - Bodega Central).

Texts on screen: «Stock Out», «Inventory», «Stock In», «Finance», «Change Cost Center»

Action: The side buttons open each module; these steps are done in «Stock Out».

Step 2 — The stock-out menu

Pressing «Stock Out» opens the menu of stock-out operations. «Warehouse Consumption» is the warehouse consumption option: it writes off what is used internally (stationery, tools, supplies for a department).

In the image:

1) Button «Warehouse Consumption»: opens warehouse consumptions.
2) «Shrinkage»: another stock-out document (waste).

Texts on screen: «Warehouse Consumption», «Sales Invoices», «Internal Transfers», «Shrinkage»

Action: Press «Warehouse Consumption» to open the consumption list.

Step 3 — The warehouse consumption list

«Document List» opens. The master grid on top lists every document with its reference, who consumes, the STATUS (closed) and the total (01-CNM-14 | 003 | Empleado Genérico | CLOSED | 700,000.00 | 22/September/2026); below, the detail grid shows the lines of the selected consumption. The search box and the buttons are on the right.

In the image:

1) Button «New Consumption»: opens a blank consumption.
2) «View Consumption»: opens the selected document.
3) «Search»: refreshes the list.

Texts on screen: «New Consumption», «View Consumption», «Delete», «Search»

Action: Press «New Consumption» to register a new consumption.

Step 4 — The document: who consumes and who delivers

The document «Warehouse Consumption» opens. In the header, «Consumes» is the person who consumes (003 — Default Employee) and «Delivery» the person who delivers the product. «Document» shows the number («NEW»: it is assigned when saving) and the date is on the right (22/09/2026).

In the image:

1) «Consumes»: code of who consumes (003).
2) Name (Default Employee).
3) «Delivery»: who delivers (003).
4) «Document»: consumption number (NEW).

Texts on screen: «Consumes», «Delivery», «Document», «Consumes»

Action: Type the code of the person who consumes in «Consumes» (or look it up with the magnifier).

Step 5 — The document: the product and the units

The body of the document holds what is being consumed: «Product» is the product code and «Units» the quantity written off. Next to them are the product search and the button that adds the line.

In the image:

1) «Product»: product code (MAN-EN01).
2) «Units»: consumed quantity (2).

Texts on screen: «Product», «Units»

Action: Type the product («MAN-EN01») and the units («2») and press the add button: the line enters the grid.

Step 6 — The line added and the total

The grid shows the line with the product, the units, the unit price, the tax and the subtotal. «Total Consumo» (Total Consumo) summarises the value consumed: 700,000.00.

In the image:

1) Grid: the consumed line (MAN-EN01 | ERGONOMIC CHAIR USER MANUAL EN | 2.00 | 350,000.00 | 19.00 | 111,764.71 | 588,235.29 | 700,000.00).

Texts on screen: «SubTotal», «Total Consumo»

Action: Check the line and the total before saving.

Step 7 — Saving: the finish dialog

When you press «Save Document» the program asks to finish the consumption: it asks «Do you want to finish now? Or would you prefer to leave the document open to finish later?» and offers «Finish Now» (saves and closes it so it can be printed) or «Finish Later» (leaves it open to keep editing). «Consumption Total» is shown above: 700,000.00. This dialog does not ask for a payment method: a consumption is not charged, it only writes stock off.

In the image:

1) «Do you want to finish now? Or would you prefer to leave the document open to finish later?»
2) Option «Finish Now».
3) Button «OK»: applies the chosen option and saves.

Texts on screen: «OK», «Finish Now», «Finish Later», «Cancel», «Consumption Total»

Action: Choose «Finish Now» and press «OK»: without «OK» the consumption is not saved.

Step 8 — The saved consumption, ready to print

The program reports «Document processed successfully»: the consumption was registered as «01-CNM-15» and the stock of MAN-EN01 went down from 25.0 to 23.0; the stock ledger posted «-INTERNAL ISSUE 01-CNM-15 · entra=0.0 · sale=2.0 · saldo=23.0». The document is still open, now in read-only mode, and its save button is labelled «Imprimir Documento».

In the image:

1) Button «Imprimir Documento»: opens the print view of the consumption.

Texts on screen: «Imprimir Documento»

Action: Press «Imprimir Documento» to open the print view.

Step 9 — The print view

The «Report Viewer» opens with the consumption exactly as it would be printed: header, who consumes, the written-off line and the totals. Its top bar offers «Print, Export PDF, Save Report».

Action: Check the document and use those buttons if you want to print it, export it to PDF or save the report.

Result

The consumption was saved as 01-CNM-15 and «Stock» for MAN-EN01 dropped from 25.0 to 23.0; the stock ledger posted «-INTERNAL ISSUE 01-CNM-15 · entra=0.0 · sale=2.0 · saldo=23.0». The document stays open, now in read-only mode, and its button is relabelled «Imprimir Documento». The figures were checked by reading the program database (kardex.db), not just the screen.

Best practices

Keep internal consumption apart from sales from the very first movement: a consumption is never charged and asks for no payment method, so recording it under «Warehouse Consumption» leaves your invoicing and receivables figures untouched.
Choose «Finish Now» once the consumption has been checked: it saves and closes the document so it can be printed, while «Finish Later» leaves it open for further editing.
Read the grid line and «Consumption Total» before saving: units, unit price, tax and subtotal are what the write-off deducts, and once finished the document turns read-only.
Fill in who consumes and who delivers with the real codes: that is the data that later lets you charge the supply to the department that used it and trace the withdrawal.

Frequently asked questions

Does a consumption ask for a payment method or raise a charge?

No. The finish dialog never asks for a payment method: a consumption is not charged, it only writes stock off.

What is the difference between «Finish Now» and «Finish Later»?

«Finish Now» saves and closes the document so it can be printed; «Finish Later» leaves it open to finish editing later. Without pressing «OK», the consumption is not saved.

Can I print or export the consumption after saving it?

Yes. Once saved the document stays open in read-only mode and the button becomes «Imprimir Documento», which opens the «Report Viewer» with «Print, Export PDF, Save Report».

This article is part of the Kardex Tauro V3 User Manual, which gathers every process in the system, explained step by step.

Labels:

#internal consumption #stock out #user manual