Inventory & Stock Management
Overview
The Inventory section provides tools to monitor stock levels across multiple warehouses, adjust stock quantities, track all stock movements, manage low stock alerts, and transfer products between warehouse locations.
Stock Levels
Navigate to Stock > Stock Levels in the sidebar.
Summary Cards
4 key metrics are displayed at the top:
| Metric | Description |
|---|---|
| Total Products | Distinct products with warehouse stock records |
| Total Value | Sum of (cost price x quantity) across all warehouse products |
| Low Stock | Products at or below their minimum stock level |
| Out of Stock | Products with zero or negative quantity |
Stock Table
A searchable, sortable data table showing all warehouse-product combinations with columns for product name, SKU, warehouse, quantity, minimum level, reorder quantity, stock value, and status.
Export
Click Export CSV to download a CSV file containing all stock data with the current date in the filename.
Stock Adjustments
Navigate to Stock > Adjustments in the sidebar.
Adjustment List
Displays all stock adjustments in a sortable data table.
Create Stock Adjustment
Navigate to Stock > Adjustments and click Create (or use the sidebar link to the create page).
Step 1: Configure Adjustment
| Field | Required | Description |
|---|---|---|
| Warehouse | Yes | Select the target warehouse |
| Adjustment Type | Yes | Add Stock, Subtract Stock, or Set Quantity |
Step 2: Add Products
Once a warehouse is selected, search for products by name or SKU. Click a product to add it to the adjustment list.
Step 3: Set Quantities
For each product in the adjustment:
| Column | Description |
|---|---|
| Product | Product name and SKU |
| Current Stock | Existing quantity in the selected warehouse |
| Quantity | Amount to add, subtract, or set |
| Action | Remove the product from the adjustment |
Step 4: Add Notes and Apply
| Field | Required | Description |
|---|---|---|
| Reason / Notes | No | Explanation for the adjustment (max 1000 characters) |
The Adjustment Summary sidebar shows the type, number of products, and total quantity.
Click Apply Adjustment to process. The system will:
- Update warehouse stock quantities
- Record stock movements for audit trail
- Create accounting journal entries (if product has a cost price)
Stock Alerts
Navigate to Stock > Stock Alerts in the sidebar.
Displays all active low stock alerts in a data table. Alerts are triggered automatically when a product's warehouse quantity falls at or below its configured minimum stock level.
Stock Movements
Navigate to Stock > Movements in the sidebar.
A comprehensive audit log of all stock changes displayed in a data table. Each movement records:
- Product name
- Movement type (e.g., Purchase, Sale, Adjustment, Transfer)
- Quantity changed (positive for incoming, negative for outgoing)
- Quantity before and after the movement
- Warehouse
- User who performed the action
- Date and time
Movement types are colour-coded: green for incoming stock, red for outgoing stock.
Warehouses
Navigate to Warehouses > All Warehouses in the sidebar.
Warehouse List
Warehouses are displayed as cards (not a table) showing:
- Warehouse name, code, and status badges (Active/Inactive, Default)
- Address
- Product count and total stock value
- Action buttons: View Details, Edit, Delete
Available Actions
| Action | Description |
|---|---|
| Add Warehouse | Open the warehouse creation slide panel |
| Import | Bulk import warehouses from CSV/Excel file |
| Edit | Open the warehouse edit slide panel |
| View Details | Navigate to the warehouse detail page |
| Delete | Remove a warehouse (only if it has no stock) |
Warehouse Form Fields
| Field | Required | Description |
|---|---|---|
| Warehouse Name | Yes | Name of the warehouse |
| Code | No | Short code identifier (e.g., WH-001) |
| Address | No | Physical address (max 500 characters) |
| Contact Person | No | Name of the warehouse contact |
| Phone | No | Phone number |
| No | Email address | |
| Default Warehouse | No | Set as the default for new products |
| Active | No | Toggle warehouse active/inactive status |
Import Warehouses
Click Import to bulk import warehouses from a CSV or Excel file. A template file is available for download.
Warehouse Detail Page
Click View Details on a warehouse card to open the detail page.
Statistics Cards
| Metric | Description |
|---|---|
| Total Products | Number of products stocked in this warehouse |
| Total Stock Value | Sum of (cost price x quantity) for this warehouse |
| Low Stock Items | Products below minimum stock level in this warehouse |
Warehouse Info
Displays contact person, phone, email, and address.
Products Table
Searchable table of all products in the warehouse showing:
| Column | Description |
|---|---|
| Product | Product name |
| SKU | Stock Keeping Unit |
| Quantity | Current stock quantity |
| Min Level | Minimum stock level |
| Reorder Qty | Reorder quantity |
| Location | Storage location within the warehouse |
| Status | In Stock / Low Stock / Out of Stock |
Recent Stock Movements
Last 15 stock movements for this warehouse showing date, product, movement type, quantity change (before/after), and user.
Quick Actions
| Action | Description |
|---|---|
| Edit | Open the warehouse edit form |
| Create Transfer | Navigate to create a transfer from/to this warehouse |
| Delete | Remove the warehouse (only if no stock exists) |
Warehouse Transfers
Navigate to Warehouses > Transfers in the sidebar.
Transfer List
Displays all warehouse transfers in a data table.
Create Transfer
Navigate to Warehouses > Transfers and click Create Transfer.
Transfer Form Fields
| Field | Required | Description |
|---|---|---|
| From Warehouse | Yes | Source warehouse |
| To Warehouse | Yes | Destination warehouse (must differ from source) |
| Transfer Date | Yes | Date of the transfer (defaults to today) |
| Notes | No | Additional notes about the transfer (max 1000 characters) |
Adding Products
- Select the source warehouse first.
- Search for products by name or SKU.
- Click a product to add it to the transfer list.
- Set the transfer quantity for each product (limited by available stock).
Transfer Summary
The sidebar shows total items and total quantity. Two save options are available:
| Action | Description |
|---|---|
| Submit for Approval | Creates the transfer and sets status to Pending |
| Save as Draft | Creates the transfer as a Draft for later submission |
Transfer Status Workflow
Draft --> Pending --> In Transit --> Completed
\--> Cancelled
| Status | Colour | Description |
|---|---|---|
| Draft | Grey | Transfer created but not submitted |
| Pending | Yellow | Awaiting approval |
| In Transit | Blue | Stock is being moved between warehouses |
| Completed | Green | Transfer finished and stock updated |
| Cancelled | Red | Transfer was cancelled |
Transfer Detail Page
Displays transfer information including:
- Source and destination warehouse
- Status progress indicator (Draft > Pending > In Transit > Completed)
- Transfer items with product name, quantity, and status
- Ability to approve, initiate transit, receive, or cancel the transfer depending on current status