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Stock Out records are created entirely automatically by Grow CRM — there is no Add Stock Out button, and nothing on the Stock Out page can be edited or deleted directly. Every time you publish an invoice that contains stock-tracked items, the Purchasing module creates the corresponding Stock Out record on your behalf and keeps it in sync as the invoice changes. Think of the Stock Out list as a read-only ledger of everything your invoices have consumed from your warehouses, and why.

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How Stock Out Records Are Created

When you create an invoice in Grow CRM, you are asked to choose a Warehouse to issue stock from. From that point, the Purchasing module manages stock changes automatically in response to three events:
1

Publishing an invoice

When you publish an invoice that contains one or more stock-tracked line items, Grow CRM creates a Stock Out record for those items. The quantities are deducted from the chosen warehouse during the next reconciliation pass.
2

Editing a published invoice's line items

If you later edit the line items on an already-published invoice — changing quantities, adding new tracked items, or removing existing ones — Grow CRM automatically reverses the previous Stock Out and creates a new one that reflects the updated line items. The net effect on warehouse stock is recalculated on the next reconciliation pass.
3

Deleting an invoice

Deleting a published invoice automatically reverses its Stock Out record. The quantities that were deducted are restored to the warehouse on the next reconciliation pass.
Only changes to line items on an invoice trigger a stock change. Editing non-item fields — such as the invoice date, due date, payment terms, or notes — does not create, update, or reverse any Stock Out record. Stock only moves when the items or quantities on the invoice change.

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Stock Validation on Invoice Updates

Before Grow CRM saves any update to a published invoice, it runs a pre-save stock check against the assigned warehouse. If the warehouse does not currently hold enough stock to fulfil the updated line items, the save is blocked. You will see a message listing exactly which items are short and by how much, so you know what needs to be resolved before the update can go through. This means you may need to either:
  • Adjust the quantities on the invoice to match what is actually available, or
  • Record a Stock In or Stock Transfer to bring the warehouse’s stock up to the required level before retrying the invoice update.

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Statuses

Each Stock Out record carries one of two statuses:

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Viewing a Stock Out Record

Opening a Stock Out record from the list shows you a full summary of that stock movement:
  • Warehouse — the location the stock was drawn from
  • Linked Invoice — a direct link to the invoice that generated this record
  • Created By — the user who created or published the invoice
  • Date — the date the invoice was published
  • Line Items — each tracked item and the quantity deducted
  • Status — whether the record is Recorded or Reversed