Inventory Module: User Guide

Welcome to the new and modernized Inventory module! This guide covers the end-to-end workflows for managing your stock operations, items, and organizational configurations seamlessly.

1. System Setup & Configuration

Before tracking stock, you must configure the basic operational parameters. Navigate to Inventory > Settings. Here you will find a multi-tab interface for all global rules:

• Units of Measure: Define standard UOMs (e.g., Kg, Liters, Pieces) used across the system.
• Item Groups: Categorize your products hierarchically for better reporting and tax defaults.
• Warehouses: Create physical and virtual locations where stock is stored.
• Company Defaults: Set the default inventory valuation method (Moving Average or FIFO), map standard GL accounts (Inventory Account, Cost of Goods Sold), and configure stock alert preferences.

2. Item Master (SKUs)

The Item Master is the central repository for all products and services. Navigate to Inventory > Items.

Creating an Item

1. Click New Item to open the creation drawer.
2. Provide a unique SKU and Item Name.
3. Configure reorder levels and default accounting overrides if this item diverges from its parent Item Group.
4. eTIMS / Taxation Compliance: For statutory tax compliance, you must define the Taxation Type, Classification Code, and Country of Origin within the item's settings.

Opening Stock

If you are transitioning to this system, you can initialize balances directly from the Item profile:

1. Click Opening Stock on the item page.
2. Select the target Warehouse, enter the on-hand quantity, and the unit cost.
3. Submit the transaction. The system automatically creates a background Adjustment to securely post this balance to the ledger.

3. Stock Adjustments & Movements

We support adding positive stock (Material Receipt) and deducting negative stock (Material Issue) to maintain accurate ledger balances. Navigate to Inventory > Adjustments.

Creating an Adjustment

1. Click New Adjustment.
2. Select your Adjustment Type (Add Stock (+ve) or Deduct Stock (-ve)).
3. Set the Posting Date and click Create & Add Lines.
4. In the Line Items grid, click Add Line.
5. Search and select the SKU. The system will automatically fetch and populate the current moving Average Valuation Rate (or standard rate) for the item.
6. Input the Qty and select the Warehouse.
7. Click Save Lines.

Approval Workflows

Adjustments follow standard organizational workflows before they can post to the ledger.

• Send for Approval: Once your line items are confirmed, click Send for Approval. The document transitions to Pending Approval.
• Workflow Logs: Click the Workflow Logs button in the action bar. A slide-over drawer will appear displaying the comprehensive timeline, current active step, required roles, and past approval comments.

Approving and Posting

If you have the appropriate Authorization Role:

1. Review the line items (which are strictly read-only in pending states).
2. Click Approve or Reject in the action bar.
3. Once fully approved, click Post to Ledger to finalize the stock movement and update the General Ledger.

Reversing Documents

To ensure financial integrity, you cannot delete posted adjustments. Instead, we use "negating journals".

1. Open a posted Adjustment and click Reverse Document.
2. Provide a mandatory Reversal Reason.
3. The system automatically creates a brand new Stock Entry with perfect negative (inverse) quantities.
4. The new Reversal Document is clearly flagged with a red REVERSAL badge and outlines exactly which original document it reversed.