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Use Stock In to record goods arriving at one of your warehouses. The most common scenario is logging stock received against a purchase order, but you can use it for any stock receipt — initial stock setup, free samples, goods returned by a customer, or any other occasion where physical stock enters a warehouse. Each Stock In record increases on-hand quantities for the items and warehouse you specify once it is submitted and reconciled.

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Creating a Stock In Record

1

Open Stock In

Go to Inventory → Stock In and select Add Stock In.
2

Choose a warehouse

Select the Warehouse the goods are being received into. This field is required — only active warehouses appear in the picker.
3

Add supplier details (optional)

If this receipt is from a supplier, select the Supplier and enter a Supplier Reference such as their delivery note number or invoice number. These fields are optional but useful for cross-referencing paperwork.
4

Set the date

Set the Date received. This defaults to today, but you can backdate it to match the actual receipt date.
5

Add line items

Search for and add each item you are receiving, then enter the Quantity received for each one. Only items with stock tracking enabled appear in the search results.
6

Add notes

Enter any relevant Notes — for example, condition of the goods, partial delivery information, or internal references.
7

Save Draft or Submit

  • Select Save Draft if you want to review or amend the record before it affects stock.
  • Select Submit when you are satisfied the record is correct. Submitting changes the status to Recorded and locks the record.

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Draft vs. Recorded

Understanding the difference between the two statuses is important before you submit:
  • Draft — the record is still in progress. You can edit any field, add or remove line items, or delete the record entirely. No stock quantities are affected while a record is in Draft.
  • Recorded — the record has been submitted and is now locked.
Once a Stock In record is set to Recorded, it cannot be edited or deleted — only reversed. Take the time to review your warehouse selection, quantities, and line items carefully before you click Submit. Reversals create an audit trail entry and cannot themselves be undone.
Recorded quantities are added to the warehouse’s on-hand stock during the next reconciliation pass.
Reconciliation runs automatically in the background approximately every minute. If you have just submitted a Stock In record and do not see the updated quantities on the Stock page yet, wait up to a minute and then refresh.

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Reversing a Stock In

If a recorded Stock In turns out to be wrong — wrong quantity, wrong warehouse, goods that were subsequently returned to the supplier — you can reverse it rather than trying to edit it.
1

Open the record

Locate the Stock In record in the list and open it.
2

Select Reverse

Click the Reverse action.
3

Enter a reason

Provide a reason for the reversal. This is required and becomes part of the permanent record.
4

Confirm

Confirm the reversal. Grow CRM sets the record’s status to Reversed and schedules the quantity removal for the next reconciliation pass.
When a reversal is processed, the previously received quantities are removed from the warehouse’s on-hand stock. The original record remains visible in the list with a Reversed status so your history stays intact.
Reversals cannot be undone. Only records with a Recorded status can be reversed — Draft records should simply be edited or deleted instead.

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Viewing a Stock In Record

Opening a Stock In record from the list shows you everything about it in one place:
  • Status — Draft, Recorded, or Reversed
  • Warehouse — the location the goods were received into
  • Supplier — the supplier the goods came from (if entered)
  • Supplier Reference — the supplier’s own delivery or invoice number (if entered)
  • Recorded By — the user who submitted the record
  • Date — the date the goods were received
  • Line Items — each item and the quantity received
  • Notes — any free-text notes added at the time of creation
  • Reversal Details — if the record has been reversed, this section shows when the reversal was made, who made it, and the reason given