How to Load Opening Stock for Batch Inventory Items

Created by Level 1 Support Team, Modified on Tue, 9 Sep at 7:25 PM by Level 1 Support Team

Step-by-Step Guide: Inventory Adjustment in HAL ERP

Note: This video is for loading Opening Stock Qty i.e., increasing Qty. These steps should be followed, before starting to make any inventory related transactions in ERP.

1. Navigate to Inventory Adjustment

Go to Inventory Adjustment Module.
Click Create New.

2. Select Header Information

Branch (Division) → e.g., Electromechanical Company Limited – MNE Division.
Date → Select the adjustment date (e.g., 31-12-2024 or 30-06-2025). This date is one day before Go live date i.e.,
Location → Select the correct store/location.
Adjustment Type → Choose the type of adjustment (e.g., NA).
Mode → Select Quantity (since we are loading opening balances).
Memo → Enter description (e.g., Opening Balance 2024).

3. Add Items

Copy the Item Codes from your Excel sheet.
Paste them one by one into the system using Add Items.
For Batch Inventory, avoid bulk copy-paste (as same item repeats with multiple batches).

4. Enter Quantities

For each item:
- Enter Quantity.
- Paste/copy quantities like in Excel.

5. Enter Pricing

Enter Unit Cost Price for each item.
Ensure Final Price = Quantity × Cost.

6. Enter Batch Details

For each item, enter:
- Batch Number (paste carefully, no spaces or line breaks).
- Manufacturing Date (e.g., 01-01-2024).
- Expiry Date (optional or same as manufacturing date if not required).

7. Verify Data

Check:
- Total Quantity matches your file.
- Batch Numbers are correct.
- Prices are correct.
- Memo field is filled.

Important: Before saving, set Approved = No.
Once verified, change to Approved = Yes. After approval, data cannot be edited nor deleted.

8. Save the Adjustment

Click Add → Inventory Adjustment will be created.
Since Mode = Quantity, no automatic Journal Entry is passed.

9. Validate Stock

Go to Stock by Location Report.
Select Division and Store → Confirm that stocks are loaded correctly.
Example: 12 tons loaded against Serial No. 4000.

10. Post Accounting Entry

After loading all months (e.g., Jan 2023, 2024, Jan 2025, etc.):
- Take Total Inventory Value (e.g., SAR 946,000).
- Pass a Journal Entry on 30-June-2025:
  - Debit → Coil Inventory Ledger.
  - Credit → Opening Balance/Adjustment Account.

✅ Now your opening balances are fully loaded and accounted for.