Use Stock Out Reason to create a list of reasons why stock might be removed — like "Damaged", "Expired", "Sample/Tester", or "Staff Consumption". When staff do a stock-out at the POS or backend, they must select a reason from this list, keeping your records clean.

When to use this: When you need to create or manage the list of reasons staff can select when doing a stock out.

Prerequisites

• No prerequisites — stock out reasons are independent setup

Stock Out Reason List

📝 General Description

This is a simple master data page that maintains a list of stock out reasons. These reasons appear as a mandatory dropdown when creating stock out transactions in the Inventory module.

⚙️ UI Elements

---

8.10.1 Data Grid Columns

---

8.10.2 How to Add a Stock Out Reason

1. Navigate to Master Data → Stock Out Reason.

2. Click + Add New.

3. Enter the Reason Name (e.g., "Damaged Goods", "Expired Products").

4. Optionally enter a Description explaining when to use this reason.

5. Click Save.

Expected Result: The stock out reason is saved.

Form Fields

---

8.10.3 How to Edit / Delete a Reason

Edit:

1. Click on the Reason Name in the data grid.

2. Modify the fields. 3. Click Save.

Delete:

1. Open the edit form → Click Delete.

2. The reason is safely deleted and no longer appears in the stock out dropdown. 3. To restore: Filter → Show deleted → Click the reason → Click Restore.

---

8.10.4 Common Stock Out Reasons

---

💡 Example

Scenario: A cosmetics store needs to track why products are removed from inventory.

Setup:

1. Navigate to Stock Out Reason → Click + Add New.

2. Add reasons one by one:

• "Damaged — Broken Packaging" → Save & New
• "Expired Products" → Save & New
• "Tester / Display" → Save & New
• "Staff Purchase (at cost)" → Save & New
• "Return to Supplier" → Save

3. Now when warehouse staff does a stock out, they must select one of these reasons — creating an audit trail for inventory shrinkage analysis.

[!TIP] Create specific, descriptive reasons rather than generic ones. "Damaged — Broken Packaging" is more useful for analysis than just "Damaged". This helps identify patterns (e.g., high breakage rates may indicate shipping issues).

[!IMPORTANT] Stock out reasons are required during stock out transactions. If no reasons are configured, staff cannot complete stock out operations. Always have at least 2-3 reasons set up.

---

Access & Permissions

[!NOTE] Exact permissions depend on the Privileges Setup configured for each role. Contact your administrator if you cannot access this page.

---

How to Add a New Stock Out Reason

1. Navigate to Stock Out Reason Setup from the sidebar menu.

2. Click the + Add New button (green button).

3. Fill in the required fields in the form.

4. Fill in any optional fields as needed.

5. Click Save to create the new stock out reason.

✅ Expected Result: The new stock out reason appears in the list and is available for use across the system.

---

How to Edit a Stock Out Reason

1. Navigate to Stock Out Reason Setup from the sidebar menu.

2. Click on the name or code link (blue text) of the record you want to edit.

3. The edit form opens with all current values pre-filled. Modify the fields as needed.

4. Click Save to apply your changes.

✅ Expected Result: The stock out reason is updated and changes take effect immediately.

---

How to Delete a Stock Out Reason

1. Navigate to Stock Out Reason Setup from the sidebar menu.

2. Click on the name or code link (blue text) of the record you want to delete.

3. In the edit form, scroll down to the bottom.

4. Click the Delete button (red button).
5. A confirmation dialog appears — click Yes to confirm.

✅ Expected Result: The stock out reason is soft-deleted — hidden from active lists and POS but can be restored later.

[!WARNING] Records linked to active transactions or other modules cannot be deleted. The system will display an error if deletion is not allowed.

---

FAQ

Q: Can I delete an outlet that has transaction history? A: You can soft-delete it, but it cannot be permanently removed if it has linked transactions or POS terminals.

Q: Why are changes not showing on the POS terminal? A: The POS needs to sync. Check Terminal Status for the last sync time and trigger a manual sync if needed.

Q: What happens if I change the company name? A: The change will appear on all new receipts after the next POS sync. Existing printed receipts are not affected.

---

Troubleshooting

---

Related Menus

• Product Setup > Product List — products linked to outlets
• User Setup > User List — users assigned to outlets
• Sales Setup > Payment Mode — payment methods per outlet
• Setting > Company Setup — company-wide settings

---

Open Questions / Confirmation Needed

[!NOTE] The following items may vary depending on your system version and configuration:

• Exact permission settings depend on your Privileges Setup configuration
• Sync timing to POS terminals depends on network conditions and sync schedule
• Some features may require additional licensing or module activation
• Field behavior may differ between EQuip versions

If you encounter behavior not described in this manual, contact your system administrator or EQuip support team.