Current Stock

Find stock and reset the view

If you know the Stock number, type all or part of it in Find stock. This is the lasting label you gave that item or lot. If you only know what kind of stock you want, search for its Stock type or Product name instead.

You can narrow the list by choosing a Use status or Location. A location choice is useful when you are preparing to work in one area.

Use Add or receive stock, Produce or harvest or Add a stock note above the results to start an entry. Each link opens the next unused line on the relevant tab. Choose the stock number or source there; the link does not fill it in for you. To finish an entry you have already started, return to its original line.

Choose which stock to show

Use Show stock to decide whether to include records whose quantity has been used up. All stock is the starting choice. It includes those exhausted stock records, so you can still find their numbers and read their history.

Choose Stock on hand when you want to concentrate on stock with an On hand amount greater than zero. This includes stock that is On hold, Not ready or Past use-by if it is still physically present. Read Available to use and Use status separately when deciding whether it is ready for a job.

The number shown with the filters counts the stock records left in the view after all your choices have been applied. It does not add their quantities together. A lot containing twenty items still counts as one stock record.

After changing a search or filter, click the result count, such as 1 result →, to bring the matching rows into view. This is especially useful if you had scrolled farther down the list: the results can be above the part you are looking at. The link keeps your search and filter choices.

These choices change which rows you see. They do not erase records or change stock balances. To return to the full view, choose All stock under Show stock, clear Find stock, and choose All in both Use status and Location.

The coloured input cells are the places to enter these choices. The rows underneath show results worked out from your other entries, so leave those rows for the spreadsheet to fill.

To record an arrival, click Add or receive stock → near the top of Current Stock. It opens the next unused receipt row on Add Stock, after the last row you have used. Complete an unfinished receipt on its original row instead of starting it again. Use Produce or harvest for something your farm has produced.

To add an observation or record an amount leaving stock, first click the item’s Stock number and copy it. Then click Add a stock note or Record use or loss near the top of Current Stock. The link opens the next unused entry row. In the destination Stock number box, use Edit → Paste special → Values only, or choose the number from its list. Check that it is the item you intended. Pasting values only brings across the number rather than the calculation behind the stock view.

A note needs its text and recording date. A use or loss also needs to be submitted on Post entries and show Accepted. After checking that result, click View Current Stock → near the top of Post entries to return. From the notes page, use the Current Stock tab. Your Find stock, Use status, Location and Show stock choices stay in place, so you can continue from the same view. Use the original row to finish an entry you already started rather than creating another one.

If expected stock is missing, first choose All stock under Show stock, clear Find stock, and choose All in both Use status and Location. An exhausted record can be hidden when Stock on hand is selected. If you still cannot find it, check its entry on Post entries. A result of Accepted means it has been added to the stock figures; an unfinished or rejected entry has not. Check that result before entering the same arrival again.

On hand: how much is still there

On hand is the amount your records say is still physically present. It starts with what you received or produced. Amounts recorded as used or lost are taken away, including material used to produce other stock. A saved quantity correction puts an incorrect earlier amount right.

Stock can still occupy space while it is growing, awaiting a decision or being held back from use. It therefore stays on hand when marked Not ready or On hold, and when its usable-until date has passed. Read Available to use alongside this amount to see whether it is also marked ready for the next job.

Producing something does not always use up the stock it came from. That original stock is called the source. If the recorded source quantity is unchanged, the production entry uses zero Quantity used from it. The source can then remain on hand for later production.

If an earlier amount was typed incorrectly, use Correct quantity. If some stock really was used or lost later, record what happened on Use or loss. These entries explain different reasons for a changed amount.

Available to use: what you have marked ready

Available to use helps you decide what is recorded as ready for use. It matches the on-hand amount when the whole item or lot is marked Available and its usable-until date has not passed. Otherwise it shows zero, even though the stock may still be on the farm.

Read Use status to understand the reason. Not assessed means you have not yet recorded a decision. Not ready means it is still waiting to reach a usable condition. On hold means you have deliberately withheld it while deciding what to do.

Record a later decision about the whole item or lot on Assessment & holds. A note can explain a concern, but you still need to enter the decision if you want its use status to change. This version does not record partial quantities promised to customers, so those promises are not deducted from Available to use.

Read the note preview

The short note shown here helps you notice something worth reading before you work with the stock. You might need the context even when its amount and location look ordinary.

A note marked Important is shown ahead of routine notes. When notes have the same priority, the one recorded most recently is shown. If their recording dates and times match, the later entry in the notes list is shown. You can leave a time blank when you do not know it. An older important incident can therefore stay in view after you add an everyday observation.

Open Notes & History to read the full note and its dates. If you decide to move stock, put it on hold or remove an amount, record that action on its own page as well. This lets you see what you noticed and what you did about it.

Understand the note count

This number counts the completed individual notes and saved batch notes linked to this stock number. An unfinished individual note is not counted until it passes the note page’s checks.

Open Notes & History to read these notes together. A saved batch note counts for each stock member it affected. The original Receipt detail is separate and is not included in this count.

Stock number

The Stock number is the lasting label for this particular item or lot. Several lots can have the same Product name, so the number tells you which one a note, movement or production entry belongs to.

Keep the number when the same stock moves or reaches another stage. Give a separately recorded new item or lot its own number. Stock numbers helps you organize those labels before entering new stock. Current Stock shows the number you entered; it does not create one for you.

Stock: its type and product together

The Stock column shows the Stock type and Product / variety together, making it easier to recognize the item without scrolling between columns. The type describes the form you handle, while the Product tells you what it is.

Your original Add Stock or Produce or harvest entry keeps these as separate choices. Open that entry if you need to read the full description or the explanation entered with it.

Product / variety

Product / variety identifies the crop, plant, animal or other product you recorded. A variety, strain or breed gives a more specific description when you know it and need that detail.

Two lots can share this description and still have different arrival dates or origins. Use the stock number to find the particular lot. To see where produced stock came from, follow its recorded sources on Lineage; a shared variety name alone does not establish that relationship.

Unit

The Unit tells you what the amount measures. Ten could mean ten plants, ten containers or ten kilograms, so read the unit with the number before deciding what remains.

The spreadsheet uses the measure recorded for that stock number. It does not turn a container count into the weight of its contents automatically. Check that quantities use the same kind of measure before comparing or adding them.

Use status

Use status tells you what has been decided about the whole item or lot. Available means it has been marked ready. Not assessed means no decision has been recorded; a blank starting status is treated this way too.

Not ready means it needs more time or work before use. On hold means it has been withheld pending a decision. Both keep the stock physically on hand while showing zero available. Use Assessment & holds when you make a later decision.

Location

Location tells you where the stock is currently recorded as being kept. It begins with the place entered when the stock arrived or was produced. A completed move changes that place once the movement entry has passed its checks and its Include change box is ticked.

Use Move or change stage for a later move. If only its stage changes, the place stays the same. The location filter also keeps places already used by the stock shown here, even when you have stopped offering those places for new entries.

Process : stage

Process : stage describes how far the stock has reached in a sequence of growing or handling steps. The process names the sequence; the stage is the step it has reached. Location answers the separate question of where it is kept.

The starting stage comes from the arrival or production entry. Later completed stage changes update it when their checks pass and Include change is ticked. Moving stock to another place without changing its stage leaves the stage as it was.

The expected days in Stage plans help with planning. A number of days passing does not confirm that the stock is ready or move it to the next stage for you.

Usable until

Usable until is the last-use date entered for stock with a fixed limit. A blank means no fixed date was recorded; you still need to judge and record its condition when necessary.

Once that date is before today, Current Stock shows Past use-by and zero available. The physical amount stays on hand until you record what actually happened to it, such as a use or loss.

You enter the date yourself. This field does not calculate a shelf life or set a cutoff time during the day. Use a work task if you want to plan an inspection before deciding whether to keep using the stock.

Supplier / origin

Supplier / origin helps you find the entry explaining how this stock came onto your farm. For an arrival, it shows the outside source you entered on Add Stock. For something produced on the farm, it points to the production entry.

Open that entry for its full details. When the stock was produced from earlier stock, its source stock numbers show the actual connections. Writing a supplier’s name is useful background, but it does not create those connections between stock numbers.

Receipt detail

Receipt detail is the explanation entered with the original arrival or production. It can clarify the packaging, condition on arrival or what was included in the starting count.

Put later observations on Stock notes. Each can have its own date, so someone reading later can distinguish what was known at arrival from something noticed afterward.