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Inventory, Warehouse & Stock Management

The Inventory and Warehouse Management module in Innoventry ERP provides end-to-end visibility and control over stock balances across multiple warehouses, godowns, and store counters. It supports dual units of measurement, batch traceability, physical inventory audits, and barcode printing.

1. Item Master Setup with Dual Units of Measure

Used when goods are purchased in wholesale bulk packaging (e.g., Boxes, Bags, Cartons) but sold in retail units (e.g., Pieces, Kilograms).

  • Desktop Navigation: Items > Item Master > New Item
  • Web / Mobile Route: /main/master/newItem

Step-by-Step Procedure

  1. Item Identity: Enter the Item Name, SKU / Product Code, and select the Item Group.
  2. Tax & HSN: Enter the 6- or 8-digit HSN Code and select the applicable GST Tax Rate (e.g., 18%).
  3. Primary Unit: Select the base storage unit (e.g., Pcs).
  4. Alternate Unit Configuration:
    • Check Enable Alternate Unit.
    • Select the alternate unit (e.g., Box).
    • Enter the Conversion Factor: 1 Box = 12 Pcs.
  5. Pricing Tiers:
    • Enter the default Purchase Price, Selling Price (Per Pcs), and Box Price.
    • Set the MRP.
  6. Save: Click Save. During sales or purchase transactions, the billing operator can select either "Box" or "Pcs", and the system automatically calculates quantities and stock balance deductions accordingly.

2. Multi-Warehouse & Godown Management

Enables tracking stock across main warehouses, regional godowns, and individual store racks.

  • Desktop Navigation: Masters > Stock Locations (or Setup > Configuration > Godowns)
  • Web / Mobile Route: /main/master/stockLocations

Step-by-Step Procedure

  1. Click New Stock Location.
  2. Enter the Location Name (e.g., Central Godown, Retail Shop Floor, Cold Storage).
  3. Enter the warehouse address, contact person, and phone number.
  4. Save the location. When receiving purchases or creating invoices, operators can choose which godown supplies the material.

3. Inter-Godown Stock Transfer

Used to move inventory between warehouses or dispatch goods from a central godown to a retail store counter.

  • Desktop Navigation: Transactions > Stock Transfer
  • Web / Mobile Route: /main/transaction/stockTransfer

Step-by-Step Procedure

  1. Click New Stock Transfer.
  2. Source Godown: Select the dispatching warehouse (e.g., Central Warehouse).
  3. Destination Godown: Select the receiving warehouse (e.g., City Branch Store).
  4. Add Items: Select the items and enter the transfer quantities. If transferring batch-tracked items, select the specific batch numbers.
  5. Enter transport details (driver name, vehicle number, dispatch notes).
  6. Click Save:
    • Stock is immediately deducted from the Source Godown and added to the Destination Godown.
    • A Stock Transfer Delivery Slip can be printed to accompany the goods in transit.

4. Physical Stocktaking & Inventory Audits

Used during monthly, quarterly, or annual physical inventory audits to reconcile recorded software balances with actual physical stock counts.

  • Desktop Navigation: Transactions > Physical Stock Taking
  • Web / Mobile Route: /main/transaction/physicalStockTaking

Step-by-Step Procedure

  1. Select the warehouse or item group being audited.
  2. The screen displays the current System Book Quantity for each item.
  3. Count the physical items on shelves and enter the Physical Counted Quantity into the audit column.
  4. The system calculates the variance:
    • Shortage (Deficit): When counted stock is less than system stock (damage, theft, shrinkage).
    • Surplus (Excess): When counted stock exceeds system stock.
  5. Click Post Adjustment:
    • The system automatically generates a Stock Adjustment Voucher (StockShortageTx or StockSurplusTx).
    • Book quantities are updated to match the physical count, and an adjustment expense or income is posted to the ledger.

5. Batch-Wise Tracking & Expiry Alerts

For medicines, packaged foods, and chemicals requiring expiry monitoring.

  • Desktop Navigation: Reports > Inventory Reports > Near Expiry Report
  • Web / Mobile Route: /main/master/allItemBatches

Key Features & Workflow

  1. When purchasing goods, batch number and expiry dates are logged into the system.
  2. During billing, the system highlights batches closest to expiry to facilitate First-Expiry-First-Out (FEFO).
  3. Open the Near Expiry Report and set a threshold (e.g., Show items expiring within 30, 60, or 90 days).
  4. Filter by supplier to return near-expiry stock to the vendor before the expiry cutoff date.

6. Barcode Label Designer & Printing

Allows designing and printing custom barcode sticker labels for newly received products using standard thermal barcode printers or A4 sticker sheets.

  • Desktop Navigation: Tools > Barcode Designer (or Items > Print Barcode)
  • Web / Mobile Route: /main/tools/barcodePrint

Step-by-Step Procedure

  1. Choose Label Format:
    • Thermal Roll: Single label (e.g., 50mm x 25mm, 38mm x 25mm) or 2-up sticker rolls.
    • A4 Sheet Grid: 24-label, 48-label, or 65-label sticker sheets for desktop laser/inkjet printers.
  2. Select Label Elements: Include or omit Item Name, Barcode (Code128/EAN-13), MRP, Selling Price, Manufacturing Date, and Company Name.
  3. Select Items to Print:
    • Click Import from Purchase Bill to print labels matching the exact quantities received in a recent shipment.
    • Or select items manually and enter the sticker quantity.
  4. Click Print Preview and send to the printer.

7. Reorder Level (ROL) & Minimum Stock Alerts

Prevents stockouts on fast-selling products.

  1. In the Item Master, set the Minimum Stock Level (e.g., 50 units) and Reorder Quantity (e.g., 200 units).
  2. Open Reports > Inventory Reports > Reorder Status Report.
  3. The report filters all items whose current available stock is below the minimum threshold.
  4. Click Generate Purchase Orders to automatically create draft POs for the deficient items grouped by supplier.
Inventory, Warehouse & Stock Management — Help | Innoventry