Create a Stock

Creating a stock records a piece of land or a building as inventory. The form is organized into sections (A–G) so you can capture the basics first and add ownership, seller, and payment detail as you go. Only the stock name and category are required to save — everything else can be filled in later by editing the stock.

Before you start: make sure the stock category and subcategory you need already exist in Masters, and that the partners who own this stock and the seller/vendor you bought it from are already in the system. If they're missing, create them first.

Opening the form

1. Go to Stock Management in the main navigation.
2. Click Add Stock (visible only if your role has the create stock permission).
3. The multi-section form opens with a new, blank stock.

Section A — Basic details

Field	Notes
Stock Code	Auto-generated and read-only. See Code auto-generation below.
Stock Name	Required. 2–255 characters. A friendly name you'll recognize (for example, "Periyapalayam 5-acre parcel").
Stock Category	Required. Choose the top-level classification (Land, Building, etc.).
Stock Subcategory	Optional, but must belong to the chosen category. Selecting a subcategory loads its configured custom fields (see below).

Code auto-generation

You never type the stock code. When you save, the system generates one for you using the prefix configured in Settings → Naming Conventions (the default prefix is STK-). Codes run in sequence per organization: STK-001, STK-002, STK-003, and so on. The code is unique and can't be edited afterward.

Subcategory-driven custom fields

When you pick a subcategory, any custom fields configured for it appear on the form (for example, Soil Type, Survey Number, Water Available). Mandatory custom fields are marked, and you can't save until they're filled.

If you change the subcategory after entering values, the custom fields reset — the previous values are cleared because they belonged to the old subcategory's configuration. You'll be re-prompted for the new subcategory's fields.

You can also add your own dynamic custom fields — free-form name/value pairs for anything the subcategory template doesn't cover. Both the name and the value are required; you can't add an empty pair.

Section B — Location

Record where the stock physically is, using the location hierarchy:

Country → State → District → Taluk → Village

Each level filters the next, so picking a state narrows the district list, and so on. Add the survey number and any other location-identifying detail in the custom fields.

Area measurement

Land is measured three ways, and the form captures each independently so you never lose track of which figure came from where:

Area	Where it comes from
Paper area	The value written in the legal deed / documents. Treated as the primary area used for downstream allocation.
Calculation area	The area derived from survey calculations.
Field area	The area physically measured on the ground.

For each area you can record the value and its unit. For non-product stocks where you enter length and width, the total area is calculated automatically and shown in both square feet and square metres — you don't have to do the arithmetic.

tip

These three values rarely match. That's expected. Keeping them separate is the point — when a discrepancy matters (a boundary dispute, a re-survey), you can see exactly which figure is which.

Regulatory / approval numbers

Real-estate stock often carries statutory approval numbers. The form has optional fields for each, with a matching date:

Field	Meaning
RERA Number	Real Estate Regulatory Authority registration number + date.
DTCP Number	Directorate of Town and Country Planning approval number + date.
CMDA Number	Chennai Metropolitan Development Authority approval number + date.

All three are optional, but recording them here keeps your compliance paperwork attached to the asset.

Usage tags

A usage tag marks how the stock is being used in your operation:

• Planned — earmarked for future development.
• Active — currently in use / under development.
• Historical / Closed — retired or completed inventory.

Tags help you filter the stock list (for example, hide closed stock).

Section — Partner holdings

Stock is rarely owned by a single party. The holdings table records which partners own the stock and in what proportion. The rule is firm:

Holdings must sum to exactly 100%, and at least one managing partner is required.

• Add a row per partner and enter each partner's percentage (two decimal places).
• No partner can appear twice.
• The total must equal 100.00% exactly — the system blocks the save if it doesn't, with the message "Holdings must sum to exactly 100.00%."

You can record holdings while creating the stock, or set them later from the stock's detail page. Changing holdings afterward requires a reason for the audit trail. See Validation rules for the precise arithmetic rules.

Seller / vendor details

Every stock needs a source — the party you acquired it from. Which party type the form requires depends on the stock category:

Stock type	Required party
Land / Building	Seller (the original owner). Multiple sellers allowed, each with a split percentage.
Other types	Vendor (the supplier).

For multi-seller land, mark one seller as primary and record each seller's split percentage. The seller's bank details are pulled through for use in the payment timeline.

Cost & payment tracking

Record the commercial side of the acquisition:

• Total cost — the agreed purchase price.
• Paid amount and due amount — kept in sync automatically as you record payments.

You track money paid to the seller/vendor on the payment timeline. Each payment entry captures:

• Payment date, amount, and payment mode (Cash, Cheque, Bank Transfer, RTGS, NEFT, IMPS, UPI, DD, Other).
• Which partner paid and which seller/vendor received it.
• The bank account used, plus reference / cheque numbers.

Each payment gets an auto-generated number (STK-001-PAY-001, STK-001-PAY-002, …). When you add, edit, or remove a payment, the stock's paid and due amounts recalculate automatically (due = total cost − paid).

Documents

Attach supporting files (deeds, approvals, survey sketches). Allowed types are PDF, DOC/DOCX, and JPG/PNG, up to 10 MB each. Some statuses require specific documents before you can transition into them — see the lifecycle guide.

Saving

When you click Save:

1. Validation runs on submit (not while you type). If anything's wrong, the form scrolls to the first error and shows the message inline.
2. The whole stock — header, holdings, seller mapping, custom fields, payments, documents — saves atomically: either everything is saved, or nothing is. You'll never end up with a half-written record.
3. On success, the stock is created with status Wishlist and its generated stock code.

What's next

• Move the stock forward — see Walking a stock through its lifecycle.
• Assign it to a project — see Allocating stock to projects.