Stock transformation & yield

Stock Transformation records how measured bulk stock is distributed into sellable outputs, by-products, and process loss. It keeps the input quantity, output quantities, yield, stock movements, batches, and allocated costs in one auditable operation.

Who can use it¶

Stock transformations require Manager, Back Office, or administrator access. Managers and Back Office users can work only with inventories assigned to their warehouse. If the menu or an inventory is unavailable, ask an administrator to check your role and branch assignment.

Understand the workflow¶

1. Receive or record the bulk stock in its inventory.
2. Configure the source and output items for transformations.
3. Measure the input, outputs, and genuine process loss.
4. Save a draft or complete the transformation.
5. QuickTill consumes the input and adds the outputs when completion is confirmed.

Important: A draft does not change stock. Stock changes only when a transformation is completed.

Prepare the inventory items¶

The bulk source and every possible output must exist as stock items in the same inventory or branch.

For each source or output item:

1. Open Inventory Management > Inventories.
2. Create the item or open it for editing.
3. Confirm it is a Stock Item, not a service.
4. Turn on Use in stock transformations.
5. Select the Transformation unit: KG, G, L, or EA.
6. Turn on Variable weight when the quantity is measured separately for each batch.
7. If the item always has a fixed weight, leave Variable weight off and enter Fixed weight per item where appropriate.
8. Save the item.

Use the same transformation unit for the source and all outputs in one operation. Mixed units must be converted before entering quantities.

The source item must already have enough available stock. Receive it through the normal purchasing/GRV process or another authorised stock-entry process before completing the transformation.

Open Stock Transformation¶

1. Open the QuickTill dashboard.
2. Go to Inventory Management.
3. Select Stock Transformation & Yield.

The page shows transformation totals, weighted yield, inventory and status filters, and the transformation batch history.

Create a stock transformation¶

1. Start the operation¶

1. Select New transformation.
2. Choose the Inventory / branch where the stock is held.
3. Confirm or enter a unique Batch / reference number.
4. Select the Unit used for every quantity in this operation.
5. Select the Operation date.
6. Optionally select a Template for frequently used outputs.

The reference number identifies the operation in its history and stock movements. Use a consistent reference based on your organisation's process, receipt, production run, or source batch.

2. Enter the inputs¶

Inputs are the stock quantities that QuickTill will consume.

1. Under Inputs, select the bulk Input item.
2. Check the available quantity displayed beside the item.
3. Enter the measured Quantity.
4. Select a Source batch when the stock must be consumed from a specific batch. Leave it as Any stock when batch selection is unnecessary.
5. Use Add input when more than one source item contributes to the operation.

Every input quantity must be greater than zero. The combined input cannot exceed the available item stock or the selected source batch quantity.

3. Enter the outputs¶

Outputs are the stock quantities produced by the operation.

For each part or output:

1. Select the Output item.
2. Enter its measured Quantity.
3. Select its Type: - Saleable for normal stock that may be sold. - By-product for a secondary output that must still be recorded as stock.
4. Enter a Cost weight.
5. Optionally enter an Output batch and Expiry date.
6. Select Add output to record another output.

Every output quantity and cost weight must be greater than zero. Expiry dates must use YYYY-MM-DD format.

4. Understand cost weight¶

QuickTill distributes the total cost of the consumed input across outputs using each output's quantity and cost weight.

• Use a cost weight of 1 for every output when cost should be allocated mainly according to quantity.
• Give a higher-value output a higher cost weight when it should receive more cost per unit.
• Use your organisation's approved costing rules consistently.

Changing cost weights does not change physical quantities. It changes how the input cost is allocated to the outputs.

5. Record yield and process loss¶

Enter genuine, measured loss in Process loss. Examples include trimming, evaporation, spillage, or unusable material.

If process loss is greater than zero, Loss reason / note is required. Use Operation notes for any additional explanation.

The screen calculates:

The operation must satisfy:

Input = Outputs + Process loss

The displayed difference must be within 0.010 of the selected unit. Correct the measurements if the difference is outside this tolerance.

6. Save or complete¶

Choose one of the following:

• Save draft records the operation without changing any stock.
• Save & complete validates the operation and immediately posts its stock movements.

When a transformation is completed, QuickTill performs the whole posting as a single operation:

• input stock is reduced;
• source-batch stock is reduced when one was selected;
• output stock is increased;
• output batches are created or updated when batch numbers were entered;
• input cost is allocated to the outputs;
• stock movements and an audit entry are recorded.

If validation or stock posting fails, the transformation is not partially posted.

Complete a saved draft¶

1. Find the draft under Transformation batches.
2. Open its action menu.
3. Select Complete and post stock.
4. Review the quantities in Complete transformation?.
5. Select Complete.

QuickTill checks the balance, permissions, eligible items, and available stock again before posting.

The current screen does not provide a draft-edit action. If a saved draft has incorrect details, cancel it with a reason and create a corrected transformation.

Cancel a draft¶

1. Open the draft's action menu.
2. Select Cancel draft.
3. Enter the required audit reason.
4. Select Confirm.

Cancelling a draft does not change stock. Completed transformations cannot be cancelled.

Reverse a completed transformation¶

Use reversal only to undo a completed posting that was entered incorrectly.

1. Find the completed transformation.
2. Open its action menu.
3. Select Reverse posting.
4. Enter a clear reason for the audit history.
5. Select Confirm.

A successful reversal removes the generated outputs and restores the original inputs and source-batch quantities.

Automatic reversal is blocked when generated outputs have already been sold, transferred, consumed, adjusted out, or otherwise moved after completion. It is also blocked when an output batch no longer has enough quantity. In that case, use a controlled stock adjustment under your organisation's correction procedure instead of trying to force a reversal.

View transformation details and history¶

Open a transformation's action menu and select View details to see:

• input and output items;
• measured quantities;
• output classifications;
• process loss and yield;
• total input cost; and
• operation notes.

Use the Inventory and Status filters to find relevant batches. Statuses include:

The summary cards show transformation count, completed input, completed output, and weighted yield for the selected inventory filter.

Create and use a transformation template¶

Templates save the expected output structure for a repeated process.

Create a template¶

1. Select New template.
2. Choose the Inventory.
3. Enter a Template name.
4. Choose the Unit.
5. Enter the Expected loss %.
6. Add each expected Output item.
7. For each output, enter its expected Yield %, Cost weight, and Type.
8. Select Save template.

The output yield percentages plus expected loss must total 100% within 0.01%.

Apply a template¶

1. Start a new transformation and select its inventory.
2. Enter the actual input quantity.
3. Select the template. If it was selected before entering the input, select it again so the expected output quantities are recalculated.
4. Replace the suggested output quantities and loss with the actual measured values.
5. Confirm that the difference is balanced before saving.

A template is a starting estimate, not a substitute for physical measurement.

Worked example¶

A received bulk item has an actual input weight of 100.000 KG. It is distributed as follows:

The operation balances because 60 + 30 + 5 + 5 = 100. Total output is 95.000 KG, process loss is 5.000 KG, and yield is 95%.

Troubleshooting¶

No eligible items appear¶

• Confirm the correct inventory is selected.
• Open each source and output item under Inventories.
• Confirm it is a stock item and Use in stock transformations is enabled.
• Confirm all items belong to the selected inventory.

“Input must equal outputs plus process loss”¶

• Recheck every measured input and output.
• Confirm loss was entered in the same unit.
• Check that an output has not been omitted or entered twice.
• Reduce the absolute Difference to 0.010 or less.

Insufficient stock¶

• Check the available quantity shown for the input item.
• If a source batch was selected, check that batch's available quantity.
• Confirm receipts, sales, transfers, or other work did not change the stock after the measurements were entered.

A loss reason is required¶

Enter a meaningful Loss reason / note whenever process loss is greater than zero.

The batch/reference number already exists¶

Enter a new reference. A transformation reference must be unique within the selected inventory.

Completion fails because the operation is no longer balanced¶

If this is a saved draft, cancel it with a reason and create a corrected transformation using the verified measurements.

Reversal is blocked¶

Generated outputs have probably moved or no longer have enough remaining stock. Do not create artificial receipts to force the reversal. Follow the controlled stock-adjustment process and retain the transformation reference in the correction notes.

Network or session error¶

Stock transformations are not queued for offline posting. Reconnect or sign in again, refresh the transformation list, and check its status before retrying. Do not create a duplicate transformation while the original status is uncertain.

Recommended controls¶

• Use calibrated scales and record actual measured quantities.
• Stop or tightly control stock movement while measuring and posting.
• Use a unique, traceable reference for every operation.
• Separate counting from review for material or high-value transformations.
• Investigate unusual loss or yield before completion.
• Restrict cost-weight changes to authorised users and documented costing rules.
• Review the completed batch details and stock movements before outputs are sold or transferred.
• Record expiry and output batch numbers when traceability is required.

Quick checklist¶

• [ ] Bulk source stock received and available
• [ ] Correct inventory selected
• [ ] Source and output items enabled for transformations
• [ ] One unit used consistently
• [ ] Actual input quantity entered
• [ ] Every output and by-product measured
• [ ] Cost weights reviewed
• [ ] Output batch and expiry recorded where required
• [ ] Process loss entered with a reason
• [ ] Difference within 0.010
• [ ] Yield reviewed
• [ ] Draft saved or posting deliberately completed
• [ ] Completed quantities and status checked