Custody Stock (Van Stock) — SanadiqCloud

Product version: 1.0.0+1
Last updated: 2026-10-07
Audience: Tenant Owners, Tenant Employees, Sales Representatives

A. What is custody stock?

Custody stock is stock that one employee — usually a sales representative with a van — physically holds and sells from. It is an ordinary stock pool with a custodian: the one employee responsible for it. A van is normally a warehouse of type Vehicle with one stock pool.

• A stock pool has at most one custodian.
• A custody pool never allows negative stock: a representative cannot sell what is not on hand. Assigning a custodian switches Allow negative stock off, and it cannot be switched back on while the pool has a custodian.
• An item's minimum stock level does not apply in a custody pool. A representative can always sell or return everything they hold, down to zero. A stock line that a load creates in the pool carries no minimum, maximum or reorder levels, and automatic reorder never runs for custody pools.
• Loading and unloading the van are ordinary transfers. Loading has no accounting effect; stock simply moves between pools.
• Discrepancies are found with a normal count of the van pool.

B. Representatives (owners and managers)

Open Custody → Representatives (also linked from the Inventory hub). It lists every employee who holds custody:

Totals at the top add up on hand, loads awaiting receipt, returns in progress, cash not handed over and open hand-overs; counts that wait on someone are highlighted. Search by name, van or warehouse. Employees with something waiting are listed first. On a phone each employee is a card.

Select an employee to open a read-only view of their stock (on hand, loads, items, returns, movements) with Manage van stock for loads and unloads, and View cash for their custody cash and settlements. Only the employee can receive a load into their pool; finance confirms hand-overs on Cash settlements.

Permission: inventory:inventory:read and inventory:custody:read for the stock columns (Owner, Administrator, Inventory Manager, Sales Manager); finance:settlement:read for the cash columns (Finance Manager, Accountant). You see only the columns your role allows.

If you hold van stock or custody cash yourself, My stock and My cash also appear on the Custody page, below Representatives.

C. Setting up representative stock (supervisors)

From Representatives, choose Add representative stock:

1. Representative — the list shows members whose role is a sales representative. Turn on Show all members to pick someone else; that member must be an active member whose role grants inventory:custody:read, otherwise creation is refused.
2. Vehicle — choose New vehicle (name and code; a warehouse of type Vehicle is created) or Existing vehicle (only active vehicle warehouses with no representative stock are offered).
3. Stock pool — name and code default from the representative; edit them if needed.
4. Choose Create representative stock. The pool starts empty.
5. On the success screen choose Load stock now to open a new transfer with the pool already set as destination, or Done.

Permission: inventory:inventory:read, inventory:inventory:create and inventory:inventory:update; creating a new vehicle also needs inventory:warehouse:create. Listing members needs tenant:user:read. Load stock now needs inventory:transfer:create.

On the stock pool page

• A custody pool shows Custody stock — held by <name> at the top. Change custodian appears only when the pool is empty with no open transfers; otherwise the card shows what it holds, with Open transfers and Unload to warehouse. Operations offer Load stock and Unload to warehouse instead of a generic transfer, and Add item is hidden.
• An empty pool in a vehicle warehouse with no holder offers Use as representative stock.
• Any other pool points to Add representative stock.
• In Change custodian, choose an eligible member, or None to turn the pool back into warehouse stock.

Permission: inventory:inventory:update to change or clear the custodian.

The custodian can only be changed while the pool is empty and has no open transfers (pending, approved or in transit, in either direction). Unload or transfer the stock first so nothing is left with the previous holder. A member who still holds custody stock (or custody cash) cannot be deactivated or removed from the organization, and cannot delete their own account. A custody pool cannot be deleted while it holds stock or has an open transfer, and neither can the warehouse that contains it.

D. My stock (sales representatives)

Open Custody → My stock (/custody/stock). It always shows only the van stock you hold, even if your role can read every pool. The Custody page already shows your on-hand total and how many loads wait for you.

Sections appear in this order; a section with nothing in it is hidden.

Returning stock to the warehouse

1. Choose Return to warehouse.
2. Pick the destination warehouse pool.
3. Enter quantities (or Return all). You cannot return more than is available.
4. Choose Send return. The return starts as a pending transfer and the quantities are reserved, so you cannot sell them. The warehouse approves and ships it — the stock leaves your pool at that moment — and adds it to the warehouse pool when it receives it.

Permission: inventory:custody:read to view; inventory:custody:update to receive loads and return stock. You only ever see pools you hold.

When stock becomes yours

A load follows the normal transfer lifecycle: pending → approved → in transit → completed.

Stock in transit is never counted as your on hand. It does, however, block a custodian change until the transfer is received or reversed.

Only you can receive a load into your pool — not the warehouse, a supervisor or an administrator. On the transfer page others see Awaiting receipt by <name> instead of Receive. A return to the warehouse is received by the warehouse as usual.

What cannot touch custody stock

Stock enters or leaves a custody pool only by a load you receive, a sale, a customer return, an unload, a count, or an approved adjustment. The system refuses manual stock transactions, opening stock on a new item, manual stock-level edits, manual reservations, pick lists (including pick list lines taken from a custody pool) and requisitions on a custody pool, and automatic reorder skips it. A custody item that still holds stock cannot be deleted.

E. Typical day

1. Once, a supervisor sets up the representative's stock (Add representative stock).
2. The warehouse creates a transfer from the warehouse pool to the van pool (Load stock now or Load stock) and ships it.
3. The representative opens the load in My stock and chooses Receive load.
4. The representative sells from the van — see Sales representatives.
5. Unsold stock is returned with Return to warehouse; the warehouse receives it.
6. A supervisor counts the van pool when needed; differences post like any other count.
7. Managers follow every representative's stock and cash in Representatives.

See also: Stock & Inventory | Transfers | Counts | Sales representatives | Cash settlements