We purchase supplies in boxes but record usage in individual pieces, and the number of pieces per box varies by item. When setting this up in Busabase, should all quantities be stored in a single base unit, or should each transaction retain its original quantity and unit as well? I want stock checks to remain understandable without confusing three boxes with three pieces.
Store both the original transaction and its quantity in one base unit. In a Busabase Items Base, define the stock unit (piece) and usual pack size. In a Stock Movements Base, keep item, movement type, date, original quantity and unit, the pieces-per-box used for that movement, and the calculated signed quantity in pieces. Three boxes of 24 become an incoming movement of 72 pieces; using five pieces is an outgoing movement of 5. The balance is opening stock plus incoming pieces minus outgoing pieces.
The conversion factor must be a snapshot on each movement. If a supplier later changes a box from 24 to 20 pieces, changing the Item's current pack size must not recalculate the old purchase as 60 pieces. Keep invoice or receiving-note links for purchases and the job or person for usage. If partially opened boxes matter operationally, also track unopened boxes separately or show the piece balance alongside an estimated box equivalent; do not call 25 pieces “one box” without stating the pack size.
Start with one item, a purchase in boxes and two usage entries, then reconcile the computed balance with a physical count. Would you also need to track different suppliers' box sizes for the same item?
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