Inventory

Inventory Reporting

Inventory Analysis

Go to Inventory > Reporting > Inventory Analysis. Pivot table with dimensions:

• Product, Product Category, Location.
• Warehouse, Company.
• Date (Day, Week, Month, Year).
• Operation Type.

Measures: Quantity In, Quantity Out, Quantity On Hand, Value.

Stock Forecast

Go to Inventory > Reporting > Stock Forecast. Graphical view of forecasted stock levels over time. Based on:

• Current on-hand quantity.
• Open purchase orders (incoming).
• Open sales orders (outgoing).
• Manufacturing orders (consumption + production).
• Reordering rule triggers.

Use this to anticipate stockouts and plan purchasing or manufacturing.

Inventory Turnover KPI

Key metric: Inventory Turnover Ratio = COGS / Average Inventory Value.

A high ratio means efficient stock management. A low ratio indicates overstocking.

Track this over time in the Inventory Analysis pivot.

Inventory Counts

Go to Inventory > Operations > Inventory Adjustments.

Creating an Inventory Count

1. Click Create.
2. Location - Select the area to count.
3. Inventory Date - When the count happens.
4. Click Start Inventory - This locks the stock and pre-fills current quantities.
5. Product lines appear with their current quantity.
6. Enter the actual counted quantity in the Counted Quantity column.
7. Leave Scrapped Quantity if some units are damaged.
8. Click Apply All to post the adjustment.

Cyclic Counts

For ongoing cycle counting, enable in Settings → "Cycle Counting". Create a count per product or location on a regular schedule. Quickenerp groups all cycle counts for review & validation.

ABC Analysis

Categorize products by value:

• A - High-value, count more frequently (e.g. monthly).
• B - Mid-value, count quarterly.
• C - Low-value, count annually.

Set ABC category on the product form to automate cycle count frequency.

Inventory Adjustment Reporting

After applying an adjustment, the difference is recorded:

• Positive variance - Stock increases, value is added.
• Negative variance - Stock decreases, value is removed (inventory loss).

Go to Inventory > Reporting > Inventory Analysis to see adjustment history.

Inventory Valuation

Configure on the Product Category. Go to Inventory > Configuration > Product Categories, select a category, edit the Inventory Valuation section.

Valuation Methods

Accounting Valuation

Inventory Valuation Report

Go to Inventory > Reporting > Inventory Valuation. See the current value of each product at each location. Columns: Quantity, Unit Cost, Total Value. Also shows layered cost history.

Stock Moves as Accounting Entries

With Automated Valuation, each stock move generates:

• Receipt: Debit Inventory, Credit Stock Input (or directly Credit Vendor if not separate).
• Delivery: Debit Cost of Goods Sold (COGS), Credit Inventory.
• Scrap: Debit Inventory Loss, Credit Inventory.

Review entries via: Product → Accounting → Journal Entries.

Expiry Dates

Enable in Inventory > Configuration > Settings > Traceability > Expiration Dates.

Product Expiry Fields

On the product form, after enabling:

• Period (Days) - Total shelf life in days.
• Alert (Days) - When to warn (before expiring).
• Use (Best Before) - Recommended consumption period.
• Removal (Days) - Days before expiry to remove from stock.

FEFO Strategy

First Expiry / First Out. When products have expiry dates, Quickenerp picks the soonest-to-expire first.

Set on the Storage Category: "Remove Strategy → FEFO". The system selects the lot with the earliest expiry date during reservation.

Lot & Serial Numbers

Enable on the product form. Go to Inventory > Products, edit product, set Tracking field:

• By Lots - For batch items (chemicals, food, non-unique goods).
• By Unique Serial Number - Each unit is unique (electronics, appliances).

Assigning Lots/Serials on Receipt

1. Create or open a receipt for a tracked product.
2. On the "Lot/Serial Numbers" tab, click Create.
3. Enter the lot/serial number and quantity (for lots).
4. Validate the receipt. The lots are now tracked in inventory.

On-Demand Serial Numbers

In Settings, enable "On-Demand Serial Number Creation". Quickenerp auto-generates serial numbers when you validate the receipt if not entered manually. Configure the pattern in Inventory → Configuration → Sequences.

Traceability Reports

Inventory > Traceability > Lots/Serial Numbers - Search by lot/serial. See where it came from (vendor, PO, receipt date) and where it went (delivery, customer).

Product Moves Traceability

Open a product → Traceability smart button. See every move for that product. Filter by lot, date range, operation type. Useful for recalls and audits.

Reordering Rules

Go to Inventory > Master Data > Reordering Rules. Auto-trigger replenishment when stock drops below a threshold.

Creating a Reordering Rule

1. Click Create.
2. Product - Select the product to replenish.
3. Location - The warehouse location (typically WH/Stock).
4. Minimum Quantity - When stock reaches this level, trigger reorder.
5. Maximum Quantity - Replenish up to this level.
6. Multiple Quantity - Order in multiples (e.g. case of 12).
7. Lead Time - Days from order to receipt (overrides product lead time).
8. Route - Buy, Manufacture, or Internal Transfer.
9. Save.

How the Replenishment Engine Works

1. The scheduled action "Reordering Rules" runs (every few hours or daily).
2. For each rule where virtual stock (forecasted) < minimum, a replenishment is created.
3. The replenishment follows the product's route (Buy → PO, Manufacture → MO).
4. The order quantity is max - forecasted (rounded to multiple quantity).

Virtual / Forecasted Stock

Quantity On Hand (QOH) - Physically in stock.

Forecasted Quantity - QOH + incoming - outgoing. This is what triggers reordering.

Manual Replenishment

Go to Inventory > Operations > Replenishment. View all products needing replenishment. You can:

• Click Order Once to create an immediate order.
• Click Create Reordering Rule for ongoing automation.

Stock Movements

Reservation

When a delivery order is created, Quickenerp reserves stock:

• Go to Inventory > Operations > Delivery Orders.
• Open a draft delivery.
• Click Check Availability to reserve stock.
• If insufficient stock, the button shows "Mark as Todo" and reservation fails.
• Partially reserved lines show some quantity reserved.

Backorders

When validating a delivery with insufficient stock:

• Quickenerp asks: "Create backorder for the unavailable products?"
• Create Backorder - New delivery is created for missing items.
• Cancel Remaining - Deliver what's available, cancel the rest.
• No Backorder - Deliver what's available, remaining stays on the original order.

Transfers

An internal transfer is validated the same way. Move products from one internal location to another. Useful for:

• Reorganizing stock between aisles.
• Moving to a quality inspection location.
• Consolidating stock.

Scrapping Products

Go to Inventory > Operations > Scrap. Remove damaged or obsolete stock. Select product, quantity, and source location. Validate to scrap. The stock moves to the Scrap location and is removed from valuation.

Putaway Rules

Putaway rules determine where incoming goods are stored. Go to Inventory > Configuration > Putaway Rules.

Creating a Putaway Rule

1. Click Create.
2. Product - Restrict to a product (optional).
3. Product Category - Restrict to a category (optional).
4. From Location - Source location (typically WH/Input).
5. Destination Location - Where to store it.
6. Sequence - Lower sequence checked first. The first matching rule wins.
7. Storage Category - Optional capacity constraint.

Replenishment Strategies

When the replenishment engine runs, it uses the product's route to determine source:

• Buy - Create a purchase order (RFQ).
• Manufacture - Create a manufacturing order.
• Internal Transfer - Transfer from another warehouse or location.
• Cross-Dock - Directly transfer incoming goods to outgoing.

Storage Categories

Go to Inventory > Configuration > Storage Categories. Define capacity per location:

• Max weight, max volume, max pallets.
• Allowed product categories.
• Putaway strategy: FIFO, LIFO, FEFO (First Expiry/First Out), Closest.

Stock Operations

Go to Inventory > Operations. Three primary operation types:

1. Receipts

Inventory > Operations > Receipts

• Auto-created when a purchase order is confirmed.
• Moves stock from Vendor Location → WH/Input.
• Click Validate to confirm receipt.
• You can also create a receipt manually for ad-hoc stock additions.

2. Delivery Orders

Inventory > Operations > Delivery Orders

• Auto-created when a sales order is confirmed.
• Moves stock from WH/Stock → Customer Location.
• Validate when goods are shipped.
• Delivery methods (carrier, tracking number) are set on the picking.

3. Internal Transfers

Inventory > Operations > Internal Transfers

• Move stock between locations within the same warehouse.
• Use cases: replenishing pick-face from bulk storage, moving to quality control.
• Create manually: Set source and destination locations, add products.

Picking Fields

Batch & Wave Picking

For high-volume warehouses, enable Batch Picking in Settings. Group multiple pickings into a batch. A single picker picks all items at once. Then the batch is sorted by delivery order.

Warehouses

Go to Inventory > Configuration > Warehouses. A default warehouse (WH) is created automatically.

Creating a Warehouse

1. Click Create.
2. Warehouse Name - e.g. "Main Warehouse", "East Coast DC", "Returns Center".
3. Short Name - Abbreviation (e.g. MAIN, EAST, RET). Used in location names.
4. Address - Physical address of the warehouse.
5. Company - In multi-company setups.
6. Routes - Default supply routes for this warehouse.
7. Save. The warehouse automatically creates a location hierarchy: WH/Stock, WH/Input, WH/Output, WH/Scrap.

Location Types

Location Hierarchy Example

• WH (Warehouse, View)
• WH/Stock (Physical - main stock area)
• WH/Stock/Aisle-A (View)
• WH/Stock/Aisle-A/Shelf-01 (Physical)
• WH/Stock/Aisle-A/Shelf-02 (Physical)
• WH/Stock/Aisle-B (View)
• WH/Input (Physical - goods awaiting put-away)
• WH/Output (Physical - goods ready for dispatch)
• WH/Scrap (Physical - damaged/waste goods)

Multi-Warehouse Setup

Multiple warehouses share the same product catalog but track stock independently. Use routes to transfer stock between warehouses. Enable in Settings → "Multi-Warehouse".

The Inventory Module

The Inventory module manages stock across warehouses. It integrates with Sales (delivery orders), Purchases (receipts), Manufacturing (raw materials & finished goods), and Accounting (valuation).

Core Concepts

Menu Structure

• Operations - Receipts, Delivery Orders, Internal Transfers, Manufacturing Orders.
• Master Data - Products, Reordering Rules, Inventory Adjustments.
• Traceability - Lots/Serial Numbers, Product Moves.
• Configuration - Settings, Warehouses, Locations, Routes, Product Categories.
• Reporting - Inventory Analysis, Inventory Valuation, Stock Forecast.