MÁS KARDEX WINDOW (MANUAL INVENTORY RECEIPT)

GENERAL DESCRIPTION

The window More Kardex is the system tool designed to perform manual receipts of stock on hand into inventory. It allows increasing the number of units of a specific product in the current warehouse, automatically generating the corresponding accounting entry in the Kardex history.

This window is used mainly to load the initial inventory when implementing the program, to record surpluses found during a physical count, or to make manual adjustments of merchandise that did not enter through the standard commercial flow (Purchase Orders).

WINDOW STRUCTURE

1. Upper Zone: Product Information

When opening the window (usually from the button "+ Kardex" in the main Kardex window), the upper part shows in a informational and read-only the data of the item to be affected:

  • Product code: Unique identifier of the item.
  • Current stock on hand: The quantity of units in the warehouse before after applying the receipt.
  • Product name: Description of the item.

Note: These fields allow you to quickly confirm that you are adjusting the correct product.

2. Central Area: Receipt Form

Under the title "Add products to inventory", you will find the fields you must fill in to record the movement:

Field

Description

Example / Recommendation

Increase by

Numeric field where the quantity of units that you want to add to the inventory.

50 (to add 50 units).

Reference

Free text field to detail the reason, cause or circumstance of the receipt. It is vital for auditing and future traceability.

"Initial Inventory", "Surplus in physical count", "Delivery Note #4040 without invoice".

Value

Unit value at which the merchandise is being received.
⚠️ Important: In Kardex Tauro, all prices are recorded with VAT included.

15000 (if the total cost per unit is 15.000).

Supplier

Selector (magnifier or list) to choose the Third Party (Supplier) that brought, delivered, or supplied the merchandise. It will be recorded in the Kardex as the origin of this receipt.

"Distribuidora El Sol S.A."

3. Lower Zone: Action Buttons

  • Cancel: Closes the window without applying any change. The inventory and the Kardex remain intact.
  • Save: Executes the operation. Creates the entry in the Kardex (with a concept of manual receipt or adjustment), adds the units to the current stock on hand, and updates the warehouse inventory.

⚠️ CRITICAL CONSIDERATIONS AND GOLDEN RULES

1. The Immutability of the Kardex (It cannot be deleted)

Once you click on Save, the movement is recorded in the Kardex history in a permanent and immutable. The system does not allow deleting, voiding, or editing an already saved Kardex entry, since this would break the accounting integrity and the traceability of the inventory.

2. What to do if I make a mistake when saving?

If you entered an incorrect quantity, a wrong value, or selected the wrong supplier and already pressed "Save", do not try to find a delete option.

  • The Solution: You must immediately open the window Less Kardex on the same product and perform the manual issue for the wrong quantity or value, using in the Reference a text such as: "Reversal of error in manual receipt dated X". In this way, the inventory returns to its correct state and the audit history reflects both the error and its transparent correction.

3. Más Kardex vs. Inbound Module (Purchasing)

It is essential to understand the purpose of this window compared to the normal flow of the system:

  • The Correct Way (Commercial Flow): If the merchandise enters because you bought it from a supplier, You must NOT use this window. The correct way is to go to the Inbound Module -> Purchase Orders / Warehouse Receipts. When completing a purchase, the system will automatically generate the "Más Kardex", discount the Account Payable, and update the average cost correctly.
  • The Use of this Window: This window is for exceptions and adjustments. Use it for initial inventories, employee returns that were not registered, surpluses not justified by documents, or received donations that do not go through the purchasing module.

AUDIT RECOMMENDATIONS

  • Be descriptive in the Reference: Since the Kardex is an audit book, write clear references. A text such as "Adjustment" says nothing for the future; a text such as "Adjustment for surplus in cycle count of warehouse 2" will save your accountant or auditor hours of research.
  • Be careful with the Unit Value: Remember to enter the value with IVA included. If you enter the value without VAT, the system will calculate its stock on hand and averages with a cost lower than the real one, affecting the profitability shown in your future sales reports.
  • Restricted Permissions: Due to its ability to alter inventory without a supporting commercial document (such as a purchase invoice), the permission to use the window More Kardex must be restricted exclusively to Administrators, Accountants, or highly trusted Warehouse Managers.

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