Use this page to record an inspection or a deliberate decision about whether stock is ready for use. An assessment describes what you found. A decision such as placing stock on hold or releasing it changes how its availability is shown.
The physical stock remains counted through those decisions. This helps you distinguish “we still have it” from “we can use it,” while keeping the finding and the reason for the decision together.
Record an assessment or a decision
Find the stock in Current Stock first. A decision here applies to the whole item or lot under that stock number, so make sure that is the stock you intend to assess.
On the next empty Assessment & holds row, enter a new event number, select the stock and record the actual date and time.
Choose What happened. Select Assessment only for an inspection that makes no status decision, or choose the deliberate hold, release or other readiness decision you actually made.
Write the finding or reason so that someone else can understand the event. Read Entry check and tick Include entry when it says Ready and the facts are correct.
Check Current Stock for the present result and Assessment history for the explanation. An assessment alone leaves availability unchanged; a hold makes the remaining physical stock unavailable.
This works directly in Google Sheets and uses its own Include entry box. The development preview has 200 assessment entries. Let one person enter work at a time.
Include entry
Leave Include entry unticked while you are filling in the row. Once Entry check says Ready and the facts are right, tick it. The assessment appears in Assessment history, and any chosen hold or release changes how the stock’s readiness is shown. Use this box rather than Post entries for an assessment.
If you close the workbook before finishing, return to the same row. Google Sheets keeps what you entered. Leave completed decisions ticked: unticking one removes its effect from this preview’s results.
Entry number
Give each assessment or decision a number or short label that has not already been used for another event. Type it directly into the cell and keep it unchanged. The Entry number labels this occasion, while Stock number identifies what you assessed. You can use a suggested number as a guide.
If a duplicate is reported, leave the unfinished row unticked while choosing an unused number. Two included rows with the same number are both blocked until it is corrected. Have one person enter work at a time.
Stock number
Choose the item or lot you assessed, using the stock number it already has. Its entry on Add Stock or Produce or harvest must already have an Accepted result. The decision concerns the whole quantity followed under this number; this preview cannot hold only part of a lot.
A hold leaves the quantity, place, stage and earlier history together. It does not automatically hold stock that came from it, its own source or other batch members. Lineage helps you find related stock if it needs review, but record any decisions for that stock separately.
Happened on
Record the date the assessment or decision actually happened, even if you are entering it afterward. Use the date picker or type the date. It cannot be before the stock existed or in the future.
Current Stock follows the latest included status decision by its actual date and time. An older decision entered later does not become the newest decision merely because it was typed last. An assessment-only entry records a finding without replacing a hold or release.
Time happened
A time is required here so that decisions on the same day can be put in order. Choose a suggestion or type the actual time, reading it in the workbook’s timezone. Two included status-changing decisions for the same stock cannot share a date and time.
If the sequence is uncertain, resolve the facts rather than inventing a time to clear the check. When you have an observation but do not yet know the decision details, Stock notes can record the observation without pretending a decision has been completed.
What happened
Choose the action that matches what actually happened. An inspection can provide useful information without changing whether the stock is available. A status decision is the separate step that tells the workbook how the remaining stock may be used.
Assessment only records the finding and leaves availability unchanged.
Place on hold keeps the stock physically counted while making it unavailable.
Release for use records a deliberate decision that the stock is available for its intended use.
Mark not ready records that the stock is present but has not reached the condition needed for its next use.
Mark not assessed records that readiness has not been established.
A release does not extend a use-by date, and this page cannot release stock already past that date. Your farm’s checks still determine whether a release is appropriate; the spreadsheet records the decision you make.
Finding or reason
Explain what you found or why you made the decision in a sentence someone else can understand. This is required because a label such as On hold does not explain the concern or the reason for release.
The sheet does not take stock away merely because the finding mentions damage or disposal. Record an actual removed amount separately on Use or loss. Use a correction if an earlier starting count or weight was wrong.
Recorded by — optional
Choose the person or team making the record, or type a name that is not in the suggestions. General settings and People or teams supply the names you can choose from. The field is optional, but it gives colleagues someone to ask about the finding. Google sign-in does not fill it for you.
Entry check
The sheet fills in this message to show anything that needs attention before you include the entry. It can point out missing information, a stock number that cannot be found, a repeated Entry number, conflicting times or an attempted release after use-by. Correct the entry boxes while leaving the sheet’s results unchanged.
A status shown on an unfinished or blocked row has not taken effect. Entry check must say Ready and Include entry must be ticked. Then use Current Stock to check the present result.
Status change
The sheet fills this in to explain what the action you chose will do. Assessment only shows No change. The other actions show On hold, Available, Not ready or Not assessed.
While you are preparing the row, this tells you the intended effect. The change takes effect only after Entry check says Ready and Include entry is ticked.
Previous status
This shows whether the stock was available, held, unready or unassessed before this event. Compare it with Status change to understand the decision. An assessment-only entry leaves that readiness unchanged.
The spreadsheet uses the starting status and earlier included decisions to work this out. Changing an earlier decision in the practice workbook can therefore change the previous status shown here.
Current status
This shows the stock’s status now, following the latest included status decision and the use-by date. It can differ from the decision on an earlier row because something happened afterward.
Stock that is On hold, Not ready, Not assessed or Past use-by still has a physical quantity. Current Stock keeps that amount visible while showing none of it as Available to use. A status decision alone does not record a physical disposal.