The Inventory module shows what stock you hold, how it moved, what is about to expire and what is overstocked, and records stock corrections, transfers between branches and barcode labels. Stock is held per branch, and each warehouse is set up as a branch; racks and shelves (locators) are recorded on goods receipts.
2 sections7 screens47 fields explained
Stock
Check stock on hand, on order, reserved and available for every item, follow each item's movements with a running balance, watch lots by expiry date, and find items held above their maximum stock.
Stock Summary
Menu path: /inventory/stock-summaryItem-wise view of stock on order, on hand, reserved and available, with value at cost and batch, lot, expiry and serial details. Used to check stock and plan re-ordering.
How to use it
- Open Stock Summary to see every item with its quantities and value.
- Use Search or Advanced Filters to find items by name, category, SKU, HSN, batch, lot, dates, available quantity or value.
- Click Needs Re-ordering to show only items at or below their reorder level; click again to show all.
- Click a product name to open the product.
- To ask for stock, tick items and click WhatsApp Purchase Alert, check the message, enter the mobile number and click Send Alert.
Fields on this screen (2)
| Field | Type | What to enter |
|---|
| WhatsApp Purchase Alert |
| Items to be ordered | textarea | Read-only preview: each ticked item with a suggested order quantity (three times the reorder level, less what is available), its stock and reorder level. |
| Send to mobile (with country code)Required | text | The WhatsApp number to send the alert to, starting with the country code (91 is filled in). At least 10 digits. |
Columns in the list
ProductCategorySKUHSNOn OrderOn HandReservedAvailableUnit CostStock ValueBatch NoLot NoMfg DateExpiry DateSerial No
Filters and search
Search box: product, SKU, HSN, category, batch, lotNeeds Re-ordering toggleAdvanced Filters: Product, Category, SKU, HSN, Batch No, Lot No, Mfg Date between, Expiry Date between, Available between, Stock Value ₹ between
Buttons and actions
DownloadDownloads the list as Excel (.xls), CSV or PDF.
Stock AdjustmentOpens a new stock adjustment.
New Purchase OrderOpens a new purchase order.
WhatsApp Purchase AlertPrepares a purchase planning message for the ticked items and opens WhatsApp with it; the alert is logged.
Good to know
On Order is the quantity on purchase bills still pending; Reserved is the quantity on sales invoices still pending; Available is on hand less reserved.
Items with no reorder level set are treated as having a reorder level of 10; Available at or below it shows as Low stock, and zero or less as Out of stock.
Serial No shows how many serial numbers of the item are still in stock.
The WhatsApp alert opens in your own WhatsApp; you send it from there.
Stock Movement
Menu path: /inventory/movementAn item ledger: every inward and outward movement with a running balance, covering purchases, goods receipts, sales, shipments, returns, adjustments, transfers and opening stock.
How to use it
- Open Stock Movement to see movements of all products.
- Type or pick a product in the Product box to see only that item's ledger, or click a product name in the list. Click All products to go back.
- Use Search or Advanced Filters to find movements by reference, type, product, branch, party, date or quantity.
- Read the totals row at the bottom for total in, total out and the movement count.
Fields on this screen (1)
| Field | Type | What to enter |
|---|
| Toolbar |
| Product | lookup | Shows the ledger of one product. Search by name, SKU or HSN, or open the list. Leave empty for all products. |
Columns in the list
Date & TimeRef No.TypeProductHSNParty / DescriptionBranchIn (+)Out (−)Balance
Filters and search
Product picker (one product or all)Search box: ref no., party, product, branchAdvanced Filters: Ref No., Type, Product, Branch, Party / Description, Date & Time between, In between, Out between
Buttons and actions
ExportDownloads the list as Excel (.xls), CSV or PDF.
Stock SummaryOpens Stock Summary.
New AdjustmentOpens a new stock adjustment.
Good to know
Movement types are colour-coded: inward types such as Purchase, GRN, Sales Return, Opening Stock and Transfer In in green; outward types such as Sales, Shipment, Purchase Return and Transfer Out in red; adjustments in amber.
Expiry & Lots
Menu path: /inventory/expiryLists every lot, batch and serial in stock with its expiry: what has expired, what expires within 30 and 90 days, and what is safe. Invoices and shipments pick from these lots, earliest expiry first.
How to use it
- Read the boxes at the top: expired lots, lots expiring within 30 days and within 31 to 90 days, lots with later or no expiry, and the value at risk.
- Click a band (All, Expired, 30 days, 90 days, Later, No expiry) to show only those lots.
- Choose a branch to see only that branch's lots, or All branches.
- Search by product, SKU, lot, batch or serial, and click Export to save the list.
Fields on this screen (2)
| Field | Type | What to enter |
|---|
| Toolbar |
| Band (All, Expired, 30 days, 90 days, Later, No expiry) | toggle | Shows only lots in that expiry band. |
| Branch | dropdown | All branches, or one branch. The list reloads when you change it. |
Columns in the list
ProductLot / batch / serialBranchMfgExpiryDays leftOn handValue at cost
Filters and search
Expiry bands: All, Expired, 30 days, 90 days, Later, No expiryBranch dropdownSearch box: product, SKU, lot, batch, serial
Buttons and actions
ExportDownloads the list as a CSV file.
Stock Summary / Goods ReceiptsOpen Stock Summary or the goods receipts list.
Good to know
Lots appear here once goods are received with batch, serial or expiry details on a goods receipt.
Value at risk counts expired lots and lots expiring within 30 days, at cost.
Overstock
Menu path: /inventory/overstockShows items holding more than their maximum stock, items near it and items with no maximum set, with what the excess is worth at cost. You set the maximum for each item here.
How to use it
- Read the boxes at the top: items above maximum, excess units, excess value at cost, items near maximum and items with no maximum set. Click a box to filter.
- Use the quick filters (Above maximum, Near maximum, Within limit, No maximum, All items) or Search.
- Compare In stock with Maximum, Sold in the last 90 days and Days of cover.
- Click Set max (or Change) on a row, enter the Maximum stock and click Save. Use the suggested figure if it fits.
Fields on this screen (4)
| Field | Type | What to enter |
|---|
| Maximum stock |
| Item | text | Read-only. The item being set. |
| In stock | number | Read-only. Current stock of the item. |
| Reorder level | number | Read-only. The item's reorder level. |
| Maximum stockRequired | number | Whole number. Starts with the current maximum or the suggestion from recent sales. Enter 0 to remove the maximum. It cannot be below the reorder level. |
Columns in the list
ItemCategoryIn stockMaximumExcessExcess valueSold (90d)Days of coverLast saleSuggested maxStatus
Filters and search
Search box: item, SKU, categoryQuick filters: Above maximum, Near maximum, Within limit, No maximum, All itemsClicking a box at the top filters the list
Buttons and actions
DownloadDownloads the list as Excel (.xls), CSV or PDF.
Stock Summary / Purchase OrdersOpen Stock Summary or the purchase orders list.
Set max / ChangeOpens the Maximum stock window for the item. Needs Write permission on this page.
SaveSaves the item's maximum stock (0 removes it).
Good to know
An item is Near maximum when its stock reaches 90% of the maximum.
Sold and Days of cover use the last 90 days of invoices; the suggested maximum allows 60 days of cover and is never less than twice the reorder level.
Each morning, people who can open this page get a notification when the set of items above maximum changes.
Stock Transactions
Correct stock after a count or a loss with a stock adjustment, move stock from one branch to another with a stock transfer, and print barcode or QR labels for your products.
Stock Adjustment
Menu path: /inventory/adjustmentCorrects stock on hand at a branch: opening stock, physical count differences, wastage, damage, expiry write-offs, shrinkage and data corrections.
How to use it
- Click New Adjustment. The Header Details window opens.
- Choose the Document Type, Adjustment Date, Branch and Reason, add Remarks and click Apply.
- On each line, search the item. Its SKU and current stock (System Qty) fill in, and Physical Qty starts at the same figure.
- Enter the counted Physical Qty. The Difference and the Net Adjustment are worked out for you.
- Click Add another line for more items (each item only once).
- Click Save & Post and confirm. Stock on hand is corrected straight away, unless an approval rule holds it.
Fields on this screen (12)
| Field | Type | What to enter |
|---|
| Document |
| Document TypeRequired | dropdown | What this adjustment is, and the number series its number comes from. The default type is selected first. It is fixed once the document has its number. |
| Document No. | text | Read-only. Shows the next free number of the chosen type; the number is given when you save. |
| Branch & Date |
| Adjustment DateRequired | date | Date of the count or correction. Defaults to today. |
| BranchRequired | dropdown | The branch whose stock is corrected. Defaults to your chosen stock location or working branch. Every line uses this branch. |
| Reason / Remarks |
| ReasonRequired | dropdown | Opening Stock (initial quantities), Physical Count / Audit (default), Wastage / Spoilage, Damage, Expiry / Write-off, Shrinkage / Theft, Data Correction or Other. Wastage, damage, expiry and shrinkage feed the wastage report. |
| Remarks | textarea | For example: opening balance as on 1 April, damaged carton. |
| Lines |
| ItemRequired | lookup | Search the item (the list shows Product, SKU and Stock on hand). The same item cannot appear on two lines. |
| Branch | text | Read-only. The branch from the header. |
| SKU | text | Read-only. Filled from the item. |
| System Qty | number | Read-only. The stock on hand the app holds for the item. |
| Physical QtyRequired | number | The quantity actually counted. Starts at the system quantity. |
| Difference | number | Physical less system: green when stock goes up, red when it goes down. |
Columns in the list
BranchAdjustment No.DateDoc TypeReason / RemarksItemsQty In (+)Qty Out (−)Net QtyStatusActions
Filters and search
Search box: adjustment no., branch, reasonAdvanced Filters: Adjustment No., Branch, Reason / Remarks, Date betweenExpand a row to see System Qty, Physical Qty and Difference for each item
Buttons and actions
New AdjustmentOpens a blank adjustment.
ExportDownloads the list as Excel (.xls), CSV or PDF.
View (row menu)Opens the adjustment, which shows each line's unit cost and value impact.
Save & PostGives the adjustment its number and adds or removes the difference from stock on hand at once. If an approval rule for stock adjustments applies, it is saved as Awaiting approval and stock moves only when approved.
PrintPrints the adjustment from the browser.
CancelLeaves the form without saving.
Good to know
When strict stock control is on (Settings > Stock Control), an adjustment that would take an item below zero is refused.
Lines are valued at the item's cost price, for the approval limit and the wastage report.
A branch is required; if none exists the form asks you to create one first.
Stock Transfer
Menu path: /inventory/transferMoves stock from one branch to another, for example to replenish an outlet from the main store.
How to use it
- Click New Transfer. The Header Details window opens.
- Choose the Document Type, the From Branch (defaults to your stock location) and the To Branch, check the Transfer Date, add Remarks and click Apply.
- On each line, search the item. Its SKU and In Stock fill in.
- Enter the Qty to move. It cannot be more than the stock in hand.
- Click Add another line for more items.
- Click Save & Transfer. The transfer is recorded as completed and gets its number.
Fields on this screen (12)
| Field | Type | What to enter |
|---|
| Document |
| Document TypeRequired | dropdown | What this transfer is, and the number series its number comes from. The default type is selected first. It is fixed once the document has its number. |
| Document No. | text | Read-only. Shows the next free number of the chosen type; the number is given when you save. |
| Branches |
| From BranchRequired | dropdown | The branch the stock leaves. Defaults to your chosen stock location or working branch. |
| To BranchRequired | dropdown | The branch the stock goes to. Must be different from the From Branch. |
| Transfer DateRequired | date | Date of the transfer. Today is used if left empty. |
| Remarks |
| Remarks | textarea | For example: replenishment for outlet, seasonal demand. |
| Lines |
| ItemRequired | lookup | Search the item (the list shows Product, SKU and In Stock). |
| From | text | Read-only. The source branch from the header. |
| To | text | Read-only. The destination branch from the header. |
| SKU | text | Read-only. Filled from the item. |
| In Stock | number | Read-only. The item's stock in hand. |
| QtyRequired | number | Quantity to move. Starts at 1; lines with zero are skipped. Cannot exceed In Stock. |
Columns in the list
Transfer No.DateDoc TypeFrom BranchTo BranchRemarksItemsTotal QtyStatusActions
Filters and search
Search box: transfer no., branch, remarksAdvanced Filters: Transfer No., Status (Draft, Completed, Voided), From Branch, To BranchExpand a row to see each product with From, To and Qty
Buttons and actions
New TransferOpens a blank transfer.
ExportDownloads the list as Excel (.xls), CSV or PDF.
View (row menu)Opens the transfer.
Save & TransferRecords the transfer as completed with its number. It shows in Stock Movement as Transfer Out from one branch and Transfer In at the other.
PrintPrints the transfer from the browser.
Open Stock SummaryOn the transfer page: opens Stock Summary.
Good to know
At least two branches are needed; the form warns you if there are fewer.
Each warehouse is set up as a branch, so a transfer between warehouses is a transfer between branches.
Barcode Labels
Menu path: /inventory/labelsPrints shelf and price labels for your products on A4 label sheets or a thermal roll, with a barcode, a QR code or both. A product with no barcode is labelled with its SKU.
How to use it
- Choose the Label stock that matches your sheets or roll.
- Choose the Code on the label: Barcode, QR code, or Both (only on labels wide enough).
- Tick what to show: Product name, Price, Code as text and SKU.
- Find products with the search box, tick them and set how many Labels of each.
- Click Print labels to open the sheet in a new tab, or Download PDF.
- Print at 100% scale with no fit to page; try one sheet on plain paper first.
Fields on this screen (14)
| Field | Type | What to enter |
|---|
| Setup |
| Label stockRequired | dropdown | A4 sheet, 65 labels (38 x 21 mm); A4 sheet, 44 labels (46 x 25 mm); A4 sheet, 24 labels (64 x 34 mm); Thermal roll, 50 x 25 mm; or Thermal roll, 38 x 25 mm. |
| Code on the labelRequired | toggle | Barcode (default), QR code, or Both. Both is offered only on label stock wide enough for a QR code beside a barcode. |
| Find a product | text | Filters the product list by name, SKU or barcode. |
| Product name | checkbox | Show the product name on the label. On by default. |
| Price | checkbox | Show the price on the label. On by default. The offer price is used when it is lower than the selling price. |
| Code as text | checkbox | Print the code in readable text under the barcode. On by default. |
| SKU | checkbox | Show the SKU on the label. Off by default. |
| Lines |
| Select (tick box) | checkbox | Tick each product to print. The header box selects all. |
| Product | text | Read-only. Active products only. |
| SKU | text | Read-only. |
| Code to print | text | Read-only. The product's barcode with its type (Code 128 when no type is set), or the SKU when there is no barcode, or a note that there is neither. |
| In stock | number | Read-only. Current stock of the product. |
| Price | number | Read-only. The price that will print. |
| Labels | number | How many labels of this product. Starts at the product's own label copies setting, else 1. |
Columns in the list
ProductSKUCode to printIn stockPriceLabels
Filters and search
Find a product: name, SKU or barcode
Buttons and actions
Print labelsOpens the label sheet in a new tab, laid out for the chosen stock, with a Print button.
Download PDFDownloads the same labels as a PDF.
Good to know
Up to 2000 labels can be printed at a time.
The running count shows how many labels and products are selected.
