Fix common stock function issues

Use this guide to diagnose and fix problems related to purchase orders, stock transfers, and audits in Cosmesoft.

If you're not sure how these processes work, start with About Stock Functions.
For setup steps, see How to use stock functions.

Problem 1 — Unable to receive a procurement order

How you recognise it

• The order is missing from the Manage tab, or the Receive button is disabled.

Most likely causes

• Wrong filters — You are filtering the Manage tab with filters that limit the display of your purchase, such as type, location, status, or dates.

• Incorrect Status — The order is still in a New or Draft status and hasn't been "Ordered" yet.

• Already received — The order has the Received status. The only available action is to View, which shows a purchase summary.

How to fix it

• Ensure your filters in the Manage tab are broad enough to match the order.

• If the order is Received, check your stock levels; the quantities should already be updated.

Problem 2 — Stock transfer quantities are incorrect

How you recognise it

• After completing a transfer, the stock levels at the destination location didn't update as expected.

Most likely causes

• Transfer not saved, filled and/or received— Transfers require three steps to update quantities: Save and Transfer, Fill, and Receive. Network errors during these steps may also interrupt the process.

• Warehouse Mode — If moving from a warehouse, the stock might require a manual "Receive" step at the destination clinic.

How to fix it

• Check the Manage tab for the transfer record. If it doesn't exist, the transfer was not recorded.

• Verify the Status and Actions of the transfer. If the status is New, select Fill under the Action column to complete order fulfillment. If the status is Filled, the destination clinic still needs to Receive the Transfer under Actions to complete the transfer.

• Refresh the page and re-enter the transfer if a network error occurred during the save.

Problem 3 — Audit stock values won't submit

How you recognise it

• An error appears: "Failed to submit audit".

Most likely causes

• Simultaneous Edits — Another staff member performed an adjustment or sale on the same products while you were auditing.

• Required Fields — Products with discrepancies still require an item note.

How to fix it

• Refresh the page and re-enter the values if a conflict occurred (simultaneous edit).

• Enter all required Item Notes.

Problem 4 — Procurement order has the wrong supplier

How to fix it

• In the Manage tab, locate the order.

• Click the options menu and select Cancel Order (if it hasn't been received yet).

• Create a new Procurement Order with the correct supplier and items.

Still not working?

If the issue persists, gather the following before contacting support:

• The Reference # of the order or transfer.

• The names of the Locations involved.

• A screenshot of the error message or row in the Manage tab.