Inventory Management

Inventory Management provides a complete system for managing warehouses, tracking stock levels, processing adjustments and transfers, managing vendors, and generating inventory reports. This guide covers all features available from the admin/manager perspective.

Dashboard

Navigate to Inventory Management > Dashboard to access the inventory dashboard.

The dashboard provides an at-a-glance overview of your inventory:

• Key Statistics: Total products, total warehouses, total stock value, total stock items, pending adjustments, and pending transfers
• Inventory Value by Warehouse: A chart showing the total stock value held in each warehouse
• Monthly Transactions: A chart showing the number of adjustments and transfers processed each month over the past 6 months
• Recent Transactions: A list of the most recent inventory transactions (adjustments and transfers)
• Low Stock Products: Products that have fallen at or below their reorder level

Units

Navigate to Inventory Management > Units to manage units of measure.

Units of measure define how product quantities are tracked (e.g., pieces, kilograms, liters, boxes).

Viewing Units

The unit list displays:

• Unit name
• Unit code
• Description

Creating Units

1. Click Create or Add Unit
2. Enter the unit name, code, and description
3. Save

Editing and Deleting Units

• Edit: Click Edit to modify a unit's details
• Delete: Click Delete to remove a unit

Warehouses

Navigate to Inventory Management > Warehouses to manage warehouse locations.

Viewing Warehouses

The warehouse list displays:

• Warehouse name and code
• Address
• Contact name
• Contact email and phone
• Active status

Creating a Warehouse

1. Click Create or Add Warehouse
2. Fill in the warehouse details:

Field	Description
Name	Warehouse name
Code	Unique warehouse code
Address	Physical address
Contact Name	Primary contact person
Contact Email	Contact email address
Contact Phone	Contact phone number
Is Active	Whether the warehouse is active

3. Save the warehouse

Warehouse Zones

Each warehouse can be divided into zones for more granular stock organization:

1. Open a warehouse's detail page
2. Navigate to the zones section
3. Click Add Zone
4. Enter the zone name, code, and description
5. Save

Zones help organize inventory within large warehouses (e.g., Receiving, Storage, Shipping, Cold Storage).

Warehouse Inventory

The warehouse detail page shows all products stored in that warehouse with:

• Product name
• Current stock level
• Minimum stock level
• Maximum stock level

This view helps you quickly assess stock status within a specific warehouse.

Deletion Restrictions

A warehouse that contains inventory cannot be deleted. You must transfer or adjust all stock out of the warehouse before removing it.

Vendors

Navigate to Inventory Management > Vendors to manage suppliers and vendors.

Viewing Vendors

The vendor list displays:

• Vendor name
• Company name
• Email and phone
• Status (Active, Inactive)

Creating a Vendor

1. Click Create or Add Vendor
2. Fill in the vendor details:

Field	Description
Name	Vendor/contact name
Email	Email address
Phone Number	Phone number
Company Name	Company or business name
Address	Street address
City	City
State	State or province
Country	Country
Postal Code	Postal/ZIP code
Tax Number	Tax identification number
Website	Vendor website URL
Status	Active or Inactive
Notes	Additional notes
Payment Term	Payment terms for this vendor
Lead Time Days	Average delivery lead time in days
Minimum Order Value	Minimum order amount for this vendor

3. Save the vendor

Vendor Details

The vendor detail page includes:

• Full contact and address information
• Purchase history with the vendor
• Outstanding balance
• Monthly purchase statistics

Editing and Deleting Vendors

• Edit: Click Edit to modify a vendor's details
• Delete: Click Delete to remove a vendor

Stock Adjustments

Navigate to Inventory Management > Stock Adjustments to manage inventory adjustments.

Stock adjustments are used to increase or decrease inventory quantities to correct discrepancies, account for damage, or record other changes that are not part of a transfer.

Viewing Adjustments

The adjustment list displays:

• Adjustment code (auto-generated, e.g., ADJ-000001)
• Date
• Reference number
• Warehouse
• Adjustment type
• Status (Pending, Approved, Cancelled)

Creating an Adjustment

1. Click Create or Add Adjustment
2. Fill in the adjustment details:

Field	Description
Date	Adjustment date
Reference No	Optional external reference number
Warehouse	The warehouse where the adjustment applies
Adjustment Type	The type/category of adjustment
Reason	Reason for the adjustment
Notes	Additional notes

3. Add products to the adjustment:
   • Select a product
   • Enter the quantity (positive to increase, negative to decrease)
   • Provide a reason for each product adjustment
4. Submit the adjustment

Adjustment Codes

Adjustment codes are automatically generated in the format ADJ-XXXXXX. Each new adjustment receives the next sequential code.

Approval Workflow

When approval is required (configurable in settings):

1. New adjustments are created in Pending status
2. A manager reviews the adjustment and clicks Approve or Cancel
3. When approved:
   • Inventory levels are updated in the specified warehouse
   • An inventory transaction record is created for each product
   • The adjustment is marked as approved with a timestamp

Negative Stock

By default, adjustments that would result in negative stock levels are blocked. This behavior can be changed in the settings if your workflow requires negative stock.

Cancelling Adjustments

To cancel a pending adjustment:

1. Open the adjustment
2. Click Cancel
3. Confirm the cancellation

Only pending adjustments can be cancelled. Approved adjustments cannot be reversed through cancellation.

Stock Transfers

Navigate to Inventory Management > Stock Transfers to manage inventory transfers between warehouses.

Stock transfers move products from one warehouse to another, following a multi-step lifecycle.

Viewing Transfers

The transfer list displays:

• Transfer code (auto-generated, e.g., TRF-000001)
• Date
• Reference number
• Source warehouse
• Destination warehouse
• Shipping cost
• Status (Draft, Approved, In Transit, Completed, Cancelled)

Creating a Transfer

1. Click Create or Add Transfer
2. Fill in the transfer details:

Field	Description
Date	Transfer date
Reference No	Optional external reference number
Source Warehouse	The warehouse products are shipped from
Destination Warehouse	The warehouse products are shipped to
Shipping Cost	Cost of shipping (optional)
Notes	Additional notes

3. Add products to the transfer:
   • Select a product
   • Enter the quantity to transfer
4. Submit the transfer

Transfer Codes

Transfer codes are automatically generated using the prefix defined in settings (default: TRN-) followed by a sequential number.

Transfer Lifecycle

Stock transfers follow a defined lifecycle:

Status	Description
Draft	Initial state. The transfer can be edited.
Approved	The transfer has been reviewed and approved (when approval is required in settings).
In Transit	Products have been shipped from the source warehouse. Stock is deducted from the source.
Completed	Products have been received at the destination warehouse. Stock is added to the destination.
Cancelled	The transfer has been cancelled. If it was in transit, stock is restored to the source warehouse.

Step-by-step workflow:

1. Create: A new transfer starts in Draft status
2. Approve (if required): A manager approves the transfer
3. Ship: Click Ship to mark the transfer as in transit. Stock is deducted from the source warehouse at this point.
4. Receive: Click Receive at the destination to mark the transfer as completed. Stock is added to the destination warehouse.

Cancelling Transfers

To cancel a transfer:

1. Open the transfer
2. Click Cancel
3. Confirm the cancellation

If the transfer was already in transit (stock was deducted from the source), cancelling it restores the stock to the source warehouse.

Print Transfer Document

Click Print on any transfer to generate a printable transfer document for shipping and receiving purposes.

Reports

Navigate to Inventory Management > Reports to access inventory analytics.

Inventory Valuation

Navigate to Reports > Inventory Valuation.

View the total value of inventory across all products and warehouses:

• Product name
• Warehouse
• Stock quantity
• Unit cost
• Total value

This report shows the financial value of your current inventory holdings.

Stock Movement

Navigate to Reports > Stock Movement.

Track the movement history of a specific product:

• Transaction date
• Transaction type (adjustment or transfer)
• Quantity change
• Reference document
• Warehouse

Filter by:

• Product: Select a specific product to view its movement history
• Date Range: Filter by start and end date

Low Stock Alert

Navigate to Reports > Low Stock Alert.

Identify products that have reached or fallen below their reorder level:

• Product name
• Current stock quantity
• Reorder level
• Shortage amount

Use this report to proactively reorder products before stock runs out.

Settings

Navigate to Inventory Management > Settings to configure module settings.

Transfer Settings

Setting	Description	Default
Transfer Code Prefix	Prefix for transfer codes (e.g., TRN-, TR-)	TRN-
Require Approval for Transfers	All inventory transfers must be approved before shipping	No

Adjustment Settings

Setting	Description	Default
Require Approval for Adjustments	All inventory adjustments must be approved	Yes
Require Reason for Adjustments	Make reason mandatory for inventory adjustments	Yes

Stock Control Settings

Setting	Description	Default
Allow Negative Stock	Allow stock levels to go below zero during adjustments and transfers	No

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Next: Learn about Payroll to manage employee salary processing, or explore Project Management to manage projects and resources.