Inventory

Inventory Overview

The Inventory module is the central hub for managing your company's physical items. It allows you to track where your products are, monitor current stock levels, move items between different locations or warehouses, and view the financial value of the inventory you hold.

When Do I Use This?

• When receiving new stock into a warehouse or clinic location.
• When transferring supplies from the main warehouse to a specific department.
• When checking if an item is running low and needs to be reordered.
• When performing stock counts or adjusting inventory levels due to damage or loss.
• When accounting needs an end-of-month report on the total financial value of all goods in storage.

How To Use

1. Setting Up a Warehouse

Before you can track stock, you need physical locations to store them.

1. Go to Inventory → Warehouse from the main menu.
2. Click + New.
3. Enter a Name (e.g., "Main Supply Room") and a short Code.
4. Select the Type and link an Address if needed.
5. Click Save.

2. Checking Current Stock Levels

You can view how much of a product you have at any given time.

1. Go to Inventory → Stock.
2. Search or filter by Product or Warehouse.
3. You will see the current available quantity in the Level field. Note: You cannot manually type a new stock level here; the system calculates it automatically based on your transactions.

3. Moving Stock Between Locations

Use this when physically moving items from one warehouse to another.

1. Go to Inventory → Move and click + New.
2. Select the Source warehouse (where it's coming from) and the Destination warehouse (where it's going).
3. Save the header, then add lines for each product you are moving, including the Quantity.
4. Once the goods are physically moved, open the record and click Move Reconcile. This finalizes the transfer and updates the stock levels.

4. Manual Inventory Transactions (Adjustments)

Use this for stock-takes, recording damaged goods, or adding starting inventory balances.

1. Go to Inventory → Transaction and click + New.
2. Enter a Date and Note explaining the adjustment.
3. Add lines for the products. Specify the Quantity and the Source (to reduce stock) or Destination (to increase stock).
4. Click Post Inventory Transaction. The transaction is now locked (Posted) and stock levels are officially updated.
5. Mistake made? Open a posted transaction and click Reverse Inventory Transaction to undo it.

5. Generating Reports

Accountants and managers can generate real-time inventory insights.

1. Go to Inventory → Report → Dashboard.
2. Select either Inventory Movement Report (to see what came in and went out over a date range) or Inventory Valuation Report (to see the financial worth of stock on a specific date).
3. Fill in the filters. Tip: Leave the Product and Warehouse fields empty to see a report for ALL items and locations.
4. Click Submit or View Report.

Field Descriptions

Warehouses & Locations

Stock Levels & Lots

Moves & Transactions

Reports