Managing Stock Across a Store and a Godown: Branch Transfers Done Right

The moment a shop gets a godown, stock gets confusing. The system says 200 pieces — but are they on the counter or in the warehouse across the road? Customers wait while someone phones the godown. The fix is simple: treat the godown as its own branch and move stock with transfers.

One business, many locations

In OneLedger Inventory, every location is a branch:

• Store branches sell to customers.
• Warehouse branches (godowns) hold stock and send it to stores.

Each branch has its own stock quantity, its own average cost and its own bill numbering (for example INV-MAIN/26-27/001 and INV-CITY/26-27/001). Owners can switch branches from the sidebar or look at All branches together.

Why not just one stock figure?

Because the questions you need answered are location questions:

• Can I sell 10 pieces from the counter right now? — needs store stock.
• Should I reorder or just bring stock from the godown? — needs godown stock.
• Which outlet sells this item fastest? — needs branch-wise sales.

Transfers: the right way to move stock

When goods leave the godown for the store, make a Branch Transfer:

1. Choose the source branch (godown) and the destination (store).
2. Scan or add items and quantities. Batches and serial numbers travel with the goods.
3. Save. Stock leaves the godown immediately and is shown as in transit.
4. When the goods arrive, the store receives the transfer. Only then is stock added to the store.

The "in transit" step matters. If a carton goes missing on the way, the transfer stays unreceived and shows up — instead of silently disappearing.

For locations next door you can also use an instant transfer.

Purchases: receive where goods arrive

Enter each purchase bill in the branch where the goods physically arrive — usually the godown. Then transfer to stores as needed. This keeps cost and supplier records in one place.

Staff: see only their branch

• Counter staff can be limited to their store. They bill and see stock only there.
• A godown keeper can be limited to the warehouse.
• Owners and admins see everything.

Permissions are separate from branches — a store manager can be allowed to make transfers while counter staff are not.

Reports that help a multi-location business

• Stock Summary & Valuation — per branch or all branches, at cost, sale price or MRP.
• Branch-wise Sales — compare outlets.
• Branch Transfers — what moved, when, and what is still in transit.
• Low Stock / Reorder List — run it for a store to see what to pull from the godown, or for the godown to see what to buy.

A simple weekly routine

1. Monday: run the reorder list for each store; make transfers from the godown.
2. Daily: stores receive incoming transfers when goods arrive.
3. Weekly: check the transfers report for anything still in transit for more than a day or two.
4. Monthly: cycle-count fast items in each branch.

GST note

If your branches are in different states, each can have its own GSTIN and state, and bills use the right branch details. Transfers between branches of the same GSTIN are stock movements, not sales.

FAQ

Is a godown counted as a branch in my plan? Yes — plan limits count active stores and godowns together.

Can I sell directly from the godown? Yes. A warehouse branch can also make bills if you want, for example for wholesale customers.

What if the store receives fewer pieces than sent? Receive what arrived and record the difference with a stock adjustment or write-off with the reason, so the gap is visible in reports.