Inventory purchases, breakdowns and closing stock — what actually moves your books

AkountFly inventory is GL-centric and periodic: bills posted to the inventory GL are purchases; at month-end you save the closing stock (Month-End tab — type the value or upload a count sheet) and AkountFly posts COGS = opening + purchases + transfers in − transfers out − closing.

A purchase breakdown (item lines for a bill) updates product quantities and weighted-average cost. It posts nothing to the ledger. It matters for per-item stock levels, aging and the automatic COGS on invoices while a month is still open.

Once a closing stock is saved, every purchase dated on or before it shows Optional · month closed by count: no task is raised and it no longer counts as awaiting breakdown. You can still provide it for catalogue detail. Opening-balance breakdowns and closing-stock counts are still required.

Sold before the breakdown existed? The invoice's automatic COGS was skipped (cost unknown). When the breakdown later arrives, AkountFly posts a cost-of-sales catch-up on that invoice — but only if both are true: (1) you have not yet saved closing stock for that month (once closing stock is saved, that month's cost of sales is already fixed by opening + purchases − closing, so a catch-up would double-count), and (2) the month is not locked. Invoices that fail either test are left alone and the save confirmation tells you how many were skipped and why — closing stock already saved, month locked, or both. For those months, the month-end closing has already charged the missing COGS so the period total is right; only that invoice's own margin is not restated.