Stock that matches the accounts
Every stock movement has its own document: a goods receipt note when goods arrive, a goods issue note when they are sold or used up, a warehouse transfer when they move from one warehouse to another. Receipt and issue notes are generated automatically from purchase and sales invoices, and you can require approval before they are posted. That way the quantity in the warehouse and the value in the accounts come from the same documents.
If an item has a main warehouse on its record, the stock is issued from that warehouse even when the invoice was made from another one. Reserved goods do not show as available on other documents, and you allow or block negative stock according to your policy. When you buy by the box and sell by the piece, the conversion factor keeps the stock in the base unit.
The year-end stock count
Law 25/2018 requires a stock count at least once in each reporting period, and the General Directorate of Taxes (DPT) asks for the detailed inventory position at 31 December, with unit, quantity, price and value. The movement card of each item gives the quantity and cost at any moment, so you record the differences from the physical count before closing, with an inventory revaluation and a full accounting trail. The other steps are in the year-end closing checklist (in Albanian).
For shops with many items, barcodes are scanned as you work and imported in bulk; see software for shops and markets.
