How to issue and return Asset Stock

Stock moves in and out through the ledger. You say how many units moved; UniAsset works out the direction and the new balance.

When to use this

• Issue when stock leaves the store — handed to a person, sent to a site, taken for a job.
• Return when previously issued stock comes back unused or is handed in.

For a stock count that does not match the system, use Adjust Quantity instead.

Requirements

• Available on: Nova, Orbit, Odyssey, Cosmos
• Roles: Owner, Admin, Manager

How to issue stock

1. Go to Dashboard → Asset Stock and open the item.
2. Click Issue Stock.
3. Enter:

1. Confirm.

How to return stock

1. Open the item.
2. Click Return Stock.
3. Enter the quantity to return, an optional reason, and optional notes.
4. Confirm.

Returns do not require a reason — stock coming back needs less explanation than stock going out — but a short one is still worth adding.

What happens next

Each movement, in a single step that either fully happens or does not happen at all:

1. Writes a ledger row with the quantity moved and the resulting balance.
2. Updates the item's quantity.
3. Writes an event to the asset timeline.

You can read the full movement history on the item, newest first, with the running balance on every row.

If the new balance is at or below the minimum threshold, a low-stock alert is raised.

Important You never enter a negative number. Direction comes from the movement type you chose, so an issue can never be posted by accident as an increase.

Writing a useful reason

The reason is what makes the ledger worth keeping. Compare:

• Poor: "Used"
• Good: "Issued to J. Okafor, replacement for failed unit, ticket 4471"

Six months later, only one of those answers the question being asked.

Common mistakes

Issuing stock without recording who got it. The reason field is where that goes. Without it you know the balance dropped but not where the units are.

Using Issue to correct a miscount. Issue means stock left. A miscount is an Adjustment, and the distinction matters — one is normal operation, the other is a discrepancy someone should look at.

Batching a week of issues into one entry. One movement per event keeps the trail readable.

Forgetting to record returns. Stock that came back but was never returned in the system shows a lower balance than you actually hold, and triggers reorders you do not need.

Troubleshooting

The Issue button isn't there. Moving stock needs Manager or above.

I can't issue more than the balance. You cannot issue stock you do not hold. If the physical count is higher than the system, record an Adjustment first.

I made a mistake on a movement. Ledger rows are permanent. Post a correcting movement — a Return to reverse an over-issue, or an Adjustment with a reason explaining the correction. The original stays, which is what keeps the history honest.

The balance doesn't match my count. That is what Adjust Quantity is for.

I'm not getting low-stock alerts. Check the minimum threshold is set above zero on the item.

Related articles

• What is Asset Stock?
• How to create an Asset Stock item
• How to adjust stock after a count
• Low stock alerts
• Viewing asset history