# Stock documents · Warehouse & Inventory — Auspex

> Documents live in the Розумні об’єкти (Smart objects) section: the Складські документи (Stock documents) object with four pipelines — tabs above the kanban.

Source: https://auspex.company/en/docs/warehouse/documents/

# Stock documents

Documents live in the **Розумні об’єкти** (Smart objects) section: the **Складські документи** (Stock documents) object with four pipelines — tabs above the kanban. A document changes stock only after it is posted. You post it on the **Проведення** (Posting) tab in the document card or by moving it to the «Проведено» (“Posted”) stage.

## Four pipelines

[](#four-pipelines)

Pipeline

What it does

What to fill in

**Прихід** (Receipt)

goods arrive at the warehouse

**Склад** (Warehouse), **Вид приходу** (Receipt type): «Від постачальника» (“From supplier”; requires **Постачальник** (Supplier) — a company), «Оприбуткування» (“Stock addition”) or «Повернення від покупця» (“Customer return”; requires **Угода** (Deal))

**Переміщення** (Transfer)

goods move from one warehouse to another

**Склад** (the source) and **Склад-отримувач** (Destination warehouse) — different warehouses

**Списання** (Write-off)

goods leave the warehouse

**Склад**, **Причина списання** (Write-off reason): «Псування» (“Spoilage”), «Нестача» (“Shortage”) or «Інше» (“Other”)

**Інвентаризація** (Stocktake)

the actual stock replaces the book stock

**Склад**; in the lines — the actual quantity

Products are added on the **Products** (Продукти) tab of the document card. In a receipt, the unit price excluding VAT after discount becomes the product’s cost. Prices are in hryvnias (UAH) only: the module will not post a receipt with a price in another currency. The module skips services.

![the «Складські документи» kanban with the pipelines and the stages «Новий», «Погоджено», «Проведено», «Скасовано».](/_astro/documents-1.BnXL8rcH_Z2a60Rd.webp)

## Number, date and system fields

[](#number-date-and-system-fields)

-   The module sets **Номер** (Number) itself a few seconds after creation: ПР-000001 for a receipt, ПМ- for a transfer, СП- for a write-off, ІН- for a stocktake. Put your own number (for example, the supplier’s delivery note number) in **Коментар** (Comment).
-   **Дата документа** (Document date) — the document changes stock as of this date. If it was not filled in at creation, the module sets the moment the record was created.
-   A copy of a document (or a record created by import) gets its own number, and the module clears the **Проведено** (Posted), **Дата проведення** (Posting date) and **Анульовано** (Voided) marks: posting the copy is a separate action.
-   Only the module changes **Номер**, **Проведено**, **Дата проведення**, **Анульовано** and **Тип документа** (Document type). It reverts a value changed manually and records this in the log on the «Структура» (“Structure”) tab.

## The «Проведення» tab

[](#the-проведення-tab)

At the top are the document’s type and number and its status: «Не проведено» (“Not posted”), «Проведено» with the date and time, or «Анульовано» (“Voided”).

Button

What it does

**Провести** (Post)

posts the document. On a posted document, posts it again using its current lines

**Скасувати проведення** (Cancel posting)

removes the document’s stock movement; the document can be changed and posted again

**Анулювати** (Void)

cancels the movement and closes the document for good: it cannot be posted again

**Заповнити залишками** (Fill with stock)

only in an unposted stocktake — see below

The result is visible right away: «Документ проведено» (“Document posted”) or a list of errors. «Документ містить помилки — виправте рядки й поля» (“The document contains errors — correct the lines and fields”) means something is missing in the document itself: «Не вказано склад» (“No warehouse specified”), «Не вказано вид приходу» (“No receipt type specified”), «Немає товарних рядків» (“No product lines”), «Рядок 2: кількість має бути більшою за нуль і не точнішою за тисячні» (“Line 2: the quantity must be greater than zero and no more precise than thousandths”), and so on. «Операцію не виконано» (“The operation was not completed”) means there is not enough stock, for example: «Рядок 1: Кава зернова (Основний склад): потрібно 100, є 30 на 04.10.2026» (“Line 1: Coffee beans (Main warehouse): 100 required, 30 available on 04.10.2026”). Below that, the module lists the documents and deals that took this stock, with links.

![the «Проведення» tab with the «Операцію не виконано» error and the «Товар забрали:» (“Stock taken by:”) list.](/_astro/documents-2.ClC05U-J_Xd5fb.webp)

### The «…: перевірте наслідки» (“…: check the consequences”) window

[](#the--перевірте-наслідки--check-the-consequences-window)

Cancelling and voiding always, and posting if it changes the past, reduces deal reserves or affects stocktakes, first show a window: «Товарів зачеплено: …» (“Products affected: …”), «Документ змінює минуле: собівартість буде перерахована з …» (“The document changes the past: cost will be recalculated from …”), which reserves will be released (from the newest deals; managers get a comment) and which stocktakes will need reposting. **Підтвердити** (Confirm) carries out the action, **Закрити** (Close) changes nothing.

## Posting by moving to a stage

[](#posting-by-moving-to-a-stage)

Each pipeline has four stages: «Новий» (“New”), «Погоджено» (“Approved”), «Проведено» (“Posted”) and «Скасовано» (“Cancelled”). The module reacts to three of them — «Новий», «Проведено» and «Скасовано»; you can rename these, and the module still recognises them under the new name. You can add your own stages between «Новий» and «Проведено». It is better not to rename the «Погоджено» stage: the **Структура** tab looks for it by name and will offer to create it again.

-   Moving a document to **«Проведено»** posts it with the same checks as the button. A document created directly at the «Проведено» stage (by import or a robot) is posted the same way; if it cannot be posted, it goes to «Новий» with a comment giving the reason.
-   If it cannot be posted, the module returns the document to the previous stage and writes in the record’s comments: «Документ не проведено, етап повернуто: … Провести документ можна у вкладці «Проведення»» (“The document was not posted, the stage was reverted: … You can post the document on the «Проведення» tab”).
-   If posting would reduce deal reserves, it is not carried out by moving — post the document with the button to confirm the change to the reserves.
-   A posted document cannot simply be moved out of «Проведено»: the module returns it with the comment «Щоб змінити етап, спершу скасуйте проведення у вкладці «Проведення»» (“To change the stage, first cancel posting on the «Проведення» tab”). On a repeat attempt it no longer returns the document, it only writes the comment.
-   The buttons move the card too: **Провести** — to «Проведено», **Скасувати проведення** — to «Новий», **Анулювати** — to «Скасовано».

## Stocktake

[](#stocktake)

1.  Create a document in the **Інвентаризація** pipeline, and fill in **Склад** and **Дата документа**.
2.  On the **Проведення** tab, click **Заповнити залишками** — the module adds lines with the warehouse’s book stock on that date for the products that are not in the document yet.
3.  Refresh the **Products** tab and enter the actual quantities.
4.  Click **Провести**. The “actual − book” difference becomes a surplus or a shortage.

After posting, the tab shows the «Облікові залишки інвентаризації» (“Stocktake book stock”) table: book, actual and difference.

## Changes after posting

[](#changes-after-posting)

-   If a posted document was changed (lines, warehouse, date and so on), the tab shows «Змінено після проведення — перепроведіть» (“Changed after posting — repost”). The movement stays as it was until you click **Провести**.
-   «Потребує перепроведення: облікові залишки на дату інвентаризації змінилися» (“Needs reposting: the book stock on the stocktake date has changed”) — a document dated earlier than the stocktake was posted later. Post the stocktake again.
-   The module tries to cancel a document deleted in Uspacy by itself. If that fails, the administrator sees it in the «Документи, що потребують уваги» (“Documents that need attention”) report with the **Скасувати рух** (Cancel movement) and **Анулювати** buttons.

All such documents are collected in the [«Документи, що потребують уваги»](../reports/#documents-that-need-attention) report.

## Who can post

[](#who-can-post)

Anyone whom Uspacy allows to edit the document can post, cancel or void it. Those who can only view it see «Немає права змінювати запис в Uspacy — це може зробити користувач з правом редагування» (“No permission to change the record in Uspacy — a user with edit permission can do this”). Only a portal administrator can cancel the movement of a document that has already been deleted in Uspacy.

[Previous  
Settings](/en/docs/warehouse/settings/) [Next  
Reserve and write-off by deal](/en/docs/warehouse/deals/)