How to Manage Van Stock in MYOB

With new cloud technology and applications such as ServiceM8 and MYOB’s On the Go app, the ability to make mobile sales is rapidly expanding.  Of course, managing stock out in the field is an important part of that process.

MYOB Enterprise has full multi site functionality – but is costly and may not be appropriate for many small operators.

One work around that we use is to separate the item numbers for each location (or Van).  You are then able to transfer stock from one item number (your main location) to another stock item number (second location – or van), - then, when sales are recorded using that item number, the stock on hand balance will reduce allowing you to make restocking decisions.

In our example, item 100, is separated out as:

Item No: Location:
100 Warehouse
Van1 100 Van 1
Van2 100 Van 2

Create a Custom List:

The first step in this process is to create a Custom List for each of your stock locations.  This will enable you to run reports filtering by location once you are using the system.

To create a Custom List, go to “Lists” up the top Select “Custom Lists” and then select “Items”.  Select “New” to create a new custom list for each stock location. E.G.


 (Hint: Currently our stock location shows the generic “Custom List # 1”.  The name of this list can be edited to make it clear that it is for the stock location.  To edit the name, go to Lists, from the top menu, select “Custom Lists & Field Names” Select “Items” and then change the name of Custom List # 1 to “Stock Location”).

 Create New Stock Codes:

The next step is to create the new stock codes.  You can either do this manually for each stock code, or (if you have an extensive stock list) by exporting your current stock list, editing in Excel, before re-importing your new Item list – containing the new item codes and Custom List fields for each stock location.

To manually enter the stock codes, you can “copy” the existing codes as follows:

  • Go to the Inventory Command Centre
  • Select Item List
  • Click “New”
  • Enter the New Item Number (it should reference the stock location so that it can be found)
  • Enter the Item Description (This can be the same as the existing stock description – but if you use the preference to select items by description not item number; you may want to prefix it with the stock location).
  • Then select “Copy From”



  • A prompt will appear warning that this will replace existing information – select OK.
  • Browse for the original item code (in this case – 100), and select “use Item”
  • It will now prefill with all the item code details from item 100


  • Click on the second Tab “Item Details” and select the custom List
  • Use the drop down box to select the correct stock location, or begin typing the word to bring up the closest option.


  • Click OK .
  • The stock code has now been created.  The selling details are the same as the original item.  Currently the cost information is blank as no stock history is available (costs are updated when the stock is transferred).
  • You should also edit the “buying details” section with minimum re-stocking alerts – allowing you to monitor van stock levels at more appropriate level for this stock location.


Transfer Stock to the Van (or location):

Having created all the stock codes, the next step is to update the stock quantities for all the stock held at each location. Start by performing a stock take for each location. Then prepare to transfer the stock from your main (warehouse) location to all the other locations.  This is done with the “Adjust Inventory” feature in MYOB (From the Inventory Command Centre).

In our example, Van 1 had the following stock

Qty: Item Code:
3 100
60 120
10 220
5 300
1 410

We start by reducing the stock of our main location by 3 x Item 100’s, by entering -3 in the quantity column. It automatically calculates the value of the three items, based on the items purchase history. 

The next step is to determine the “Account” to use.  To find this, drill down on the item by clicking on the arrow next to the item number.


Check the Cost of Sales Account – this will be the account code we will use (you could also use an Inventory Adjustment expense account if you have one).  Note: In this case – as we are transferring the same quantity and value to another code – the net adjustment will be zero and it will actually not affect the COGS at all.   


Now we can take the stock that has been deducted from the main stock and add it to the Van 1 stock.  Enter the Van1 Equivalent stock code, and enter 3 for the quantity.

The Unit cost and Account must both be entered as the same Unit cost and Account that was used to deduct the stock from the main stock location used. 



Continue entering by deducting stock from the main location and adding stock to the second location until the stock quantities are complete and then record the adjustment.

The Van stock will now agree with the stock take performed earlier.


Sell / Purchase from Stock Location

All connected apps will now synchronise with the new stock codes (check with your support partner for more information or assistance if required). 

Now, when you are selling use the Van Stock Codes to reduce the stock on hand.  In ServiceM8 you can setup Quick Picks to filter by Van, or simply start typing Van1 XXX to find the correct stock code for your location. 

When purchasing you can either enter your supplier invoices separated by stock locations (if known) or enter them all using the main stock location codes, and then transfer them to the individual locations as needed (using the same transfer procedure outlined above).

Split Purchasing Example:


Reports and Maintenance:


Regularly check your re-order list to see what restocking is required (based on the minimum stock levels set in the stock code).  Re-stocking can be by purchasing new stock, or by transferring stock from the main location (or any other location) into the low stock location using the same procedure outlined previously. 


Stock Takes:

Stock taking (Count Inventory) is one function that does not allow you to filter for the stock location (Custom Lists).  However the report displays in Item Number order, so you can easily determine the stock locations during the process.  Also, the printable inventory count sheets CAN be filtered for Stock Location – so you can give each location a sheet customised to their location which is very useful.


Once you have been using the item codes separated by stock locations there are a range of reports that can be used to analyse your items, sales and purchases, margins and other information.

Inventory Reporting:

Report Name:


Price Analysis

Allows you to check the current sale price against item costs and see the profit, margin and markup for each item.  Can be filtered for stock locations

Price Lists

Prints a price list for each item and the Sale price.  Can be filtered for stock locations

Sales History

Shows the qty and value of sales for each item sold month by month.  Can be filtered for stock locations

Inventory Count Sheet

Printable sheet for used at stock take time.  Can be filtered for stock locations.

Analyse Inventory Detail

Prints details of items that have either outstanding sales orders, or purchase orders – NO FILTER FOR LOCATION.

Analyse Inventory Summary

Prints summary of all items, shows the qty on hand, less committed (sales orders) plus On Order (purchase orders) and the “available” balance.  Can be filtered for stock locations.

Inventory Value Reconciliation

Compare the value of all stock on hand (for each item) to the value in the General Ledger.  No filter for location.

Item Transactions:

Shows all the transactions for each item (or selected item) for a selected period.  Can be Filtered for stock locations.

Item Register Detail:

Shows the stock qty and qty changes for all items (or selected items) for a selected period.  Can be filtered for stock locations.

Item Register Summary

Shows the items, qty on hand, and cost value.  Can be filtered for stock locations (similar to Inventory Value Reconciliation but does not give totals).

Item List Detail

Shows each item and the item card in detail.  Can be filtered for stock location.

Item List Summary

Shows each item, the supplier, qty on hand, total value, average cost and current price.  Can be filtered for stock location.

Sales Reports with Stock Location Filters:

Report Name:


Sales Item Summary

Shows the customer name, product sold, qty and amount.

Sales Item Detail

As above, also invoice number, date, and qty/amount per invoice.

Analyse Sales (Item)

Shows the item, sales for selected period, cost of sales, profit, margin, units sold and average cost.

Analyse Sales (Item FY Comparison)

For each item, shows Value of Sales, units, gross profit, % Margin for this year, last year, and variance, variance %

Analyse Sales (Item Spreadsheet)

Shows item and sales by month for each selected month.

Purchase Reports with Stock Location Filters:

Report Name:


Purchases Item Summary

Shows supplier, product purchased qty and amount

Purchases Item Detail

As above, also invoice number, date, and qty/amount per creditor bill.

Analyse Purchases (Item Spreadsheet)

Shows item and purchases by month for each selected month.


steph7Stephanie Lee is a Senior Bookkeeper and co-founder of Imprest Business Services.  Stephanie is an MYOB Certified Consultant and ServiceM8 Partner.  Imprest specialise in providing tailored administrative solutions for small businesses.


Telephone: 0424 299 882