A wholesaler's stock is rarely in one place. Bulk goods arrive at the godown, some move to the shop, and customers buy from either. When the movement is not written down, the godown count and the shop count slowly stop agreeing, and nobody can say what the business really holds. This guide shows how to keep both locations in step in eKhata.
Key points
- Record every supplier purchase so stock rises when goods arrive
- Use stock transfers to move goods between godown and shop
- Read each product's movement ledger to trace any difference
- Average costing keeps your margin honest when rates change
Start with an honest count in each place
Count what is in the godown and what is in the shop, and add each product with its opening quantity, unit and cost. Wholesalers deal in big units, so use the one you trade in: bag, carton, maund, quintal, dozen or box.
From this point on, stock moves by entries, not by guesswork.
Record supplier purchases
When goods arrive, record a purchase bill. It raises the stock and raises what you owe the supplier, and if you pay part of it today, you enter that part payment. The bill shows as paid, partly paid or unpaid.
- Quantity and unit received
- Buying price
- Amount paid now and the balance owed
Move stock with transfers
When goods go from the godown to the shop, use a stock transfer rather than editing quantities by hand. The transfer records the movement, so the history of where the stock went is kept, and both counts change together.
The stock screen has a Stock Transfer button for exactly this.
Trace a difference with the movement ledger
Every product has a movement ledger with stock in, stock out and the balance on each line. If a count looks wrong, read the ledger from the top. You will see each purchase, sale and transfer in order, and the line where things stopped agreeing is usually obvious.
Keep your cost honest
Supplier rates in the mandi change often. eKhata uses weighted average costing, so each purchase updates a product's average cost, and the profit on a sale reflects what the stock really cost. The stock screen also shows the inventory value, which is the stock you hold priced at cost.
Tie stock to parties and recovery
Wholesale runs on credit. Every sale bill adds to a buyer's balance, and the parties screen lists your top outstanding accounts so you know whom to chase first. Send a PDF statement on WhatsApp before you meet a buyer to settle.
When stock, bills and balances all come from the same entries, a question like what moved, who bought it and who still owes for it has one clear answer.