Purchasing and stock control

This guide covers suppliers, purchase orders, receiving stock, transfers, stock availability, and movement investigation.

Recommended stock workflow¶

Use this sequence for purchased goods:

1. Create or confirm the supplier.
2. Create a purchase order.
3. Receive delivered items with a GRV.
4. Confirm quantities in Available Stock.
5. Transfer stock when another location needs it.
6. Use stock adjustment only for a justified correction.

Suppliers¶

Open Inventory Management > Suppliers.

1. Select Add supplier.
2. Enter the supplier's legal or trading name and contact details.
3. Enter purchasing-account information when required.
4. Save the supplier.
5. Use the supplier directory to edit details or review supplier payments.

Create one reliable supplier record instead of variations of the same name.

Create a purchase order¶

1. Open Purchase Orders (POs).
2. Select New PO.
3. Select the supplier.
4. Add each product and ordered quantity.
5. Enter prices, payment mode, dates, and references when shown.
6. Review the total.
7. Generate or save the purchase order.
8. Export PDF or Excel if it must be sent externally.

A purchase order records the intention to buy. It does not add delivered stock by itself.

Receive a purchase order¶

1. Open Purchase Orders (POs).
2. Find the relevant order.
3. Select Receive.
4. Confirm the delivery details.
5. Enter the quantity actually received for each line.
6. Record delivery expenses if applicable.
7. Select the destination inventory.
8. Complete Receive stock.

For partial deliveries, enter only the quantity physically received and retain the remaining purchase-order balance.

Create a GRV directly¶

Open Goods Received Voucher (GRV) when receiving stock that is not being opened from a purchase order.

1. Select the supplier and destination inventory.
2. Complete Delivery details.
3. Under Items received, select Add item.
4. Search for the product and enter received quantity and cost.
5. Add batch or expiry details when required.
6. Under Delivery expenses, select Add expense when freight or handling must affect costing.
7. Review every line.
8. Select Receive stock.

If a product is unavailable, create the product and inventory item before receiving it.

Available Stock¶

Open Available Stock to confirm current quantities.

• Filter by inventory or facility.
• Search by product, SKU, or barcode.
• Use in-stock filters to hide zero quantities when appropriate.
• Export CSV for controlled review.
• Refresh after a GRV, transfer, adjustment, or synchronization.

Available Stock is the current position. Use Stock Movement to understand how the quantity was produced.

Transfer stock¶

1. Open Transfer Stock.
2. Select the source inventory.
3. Select a different destination inventory.
4. Select a product and enter the transfer quantity.
5. Select Add Item for each line.
6. Review the transfer list.
7. Save or submit the transfer.
8. Update the status according to the physical dispatch and receipt process.

Never transfer more than the confirmed source quantity. Do not use transfer to correct an unknown discrepancy.

Offline transfers¶

Offline transfers appear in Offline Transfers.

1. Restore connectivity.
2. Select Sync.
3. Review failures and their status.
4. Do not recreate a transfer until you know the original was not accepted.

Stock movement investigation¶

Open Reports & Analytics > Stock Movement.

1. Select the warehouse or inventory.
2. Optionally select a product.
3. Choose the date range.
4. Apply the filters.
5. Trace receipts, sales, transfers, adjustments, transformations, and reversals.

When investigating a difference, begin with the last known correct quantity and follow movements in chronological order.

Choosing the correct stock action¶

Common problems¶

Product cannot be selected on a GRV¶

• Confirm the product and inventory item exist.
• Confirm the destination inventory is selected.
• Search by SKU or barcode.
• Refresh stock items.

Received quantity does not appear¶

• Confirm Receive stock completed successfully.
• Check the selected destination inventory.
• Synchronize pending GRVs.
• Review Stock Movement using the GRV date and product.

Transfer is duplicated¶

• Stop further retries.
• Compare local and server transfer references.
• Review source and destination movement records.
• Ask an administrator to correct the duplicate using an auditable operation.

Control checklist¶

• [ ] Supplier is correct.
• [ ] Destination inventory is correct.
• [ ] Quantities match the physical delivery.
• [ ] Costs and delivery expenses are supported by documents.
• [ ] Batch and expiry information is recorded.
• [ ] Transfers have different source and destination locations.
• [ ] Offline records are synchronized once.
• [ ] Available Stock and Stock Movement agree.