Inventory

Inventory separates product identity, current selling price and acquisition cost. Choose the correct branch before receiving, adjusting or transferring stock. Serialized devices also require their individual device records.

Product setup

1. Search existing inventory first to avoid creating the same SKU or barcode twice.
2. Create or edit the product through the inventory form. Enter a clear name, category, stable SKU/barcode, selling price and relevant purchase/retail values. Keep leading zeros in identifier fields.
3. Mark serialized stock appropriately and use the supported IMEI/serial capture workflow. Verify that the same physical device has not already been received.
4. Set the low-stock threshold and other available product attributes. Confirm the saved product appears under the selected branch or shared catalog scope.
5. Receive real stock through purchases/receiving or use the authorized adjustment/count procedure for a genuine correction. Review cost layers as well as the visible quantity.

Costs and quantities

Current stock comes from recorded movements; inventory cost value comes from remaining acquisition lots. A catalog purchase-price edit is not a substitute for correcting an erroneous receiving transaction. A product can have different historical lot costs even when its current suggested selling price is unchanged.

Inspection and follow-up

Use stock history, SKU tracking and cost-layer details to trace a discrepancy. Compare the physical count with movements, receipts, sales and repair consumption. When a report warns that layers and stock movements disagree, preserve the records and ask the manager to review the source transaction before making another correction. Changing a negotiated price during invoicing leaves the original product price and cost record intact. Do not change catalog cost just to make an invoice’s reported margin look correct.

CSV exchange is for structured inventory data. Export a current sample before preparing an import, and test a small reviewed batch before importing the rest of the catalog.

Prepare the file

The current product parser requires Product Name and SKU and accepts 1–500 product rows per file. Supported headings also include barcode and price fields. Current Stock, Initial Stock, Stock, Quantity, Qty or Units can map to the stock quantity, subject to the import mode. The import preview identifies mapping and ignored columns. Keep all rows consistent with the header and use the app’s sample/export where available.

Import procedure

1. Open Inventory and the CSV import action. Select the correct branch, choose the file and inspect the mapping/preview.
2. Check product identities against existing records. Store SKUs and barcodes as text in a spreadsheet so leading zeros and long codes survive export. Scientific notation such as 8.90E+12 is not a reliable original barcode.
3. Review purchase cost, selling price and stock independently. For a matched SKU using Update, a supplied stock value is the desired on-hand total. Inspect current stock, target stock and the adjustment. For example, current 2 and target 7 means an adjustment of +5. Blank stock leaves the quantity unchanged. Use receiving for a supplier purchase, not a repeated count import.
4. Inspect row errors, duplicate identities, unknown fields and serialized-stock limits. Correct the source file before committing.
5. Confirm once. Reopen the affected products and compare the expected stock, prices and movement/cost history. If a value did not change as expected, retain the import file and report the exact row instead of repeatedly importing it.

Export and reconciliation

Use Export CSV to save the current permitted view and retain the branch/date context separately if it is not in the file. Exports help reconcile data but are not a full database backup. A product export does not carry all invoices, cost layers, synchronization state or uploaded supplier receipt files.

Receiving creates the stock and cost basis for later FIFO consumption. Record a real supplier bill and receipt only once. Repeating an import to correct a payment can duplicate stock.

Supplier bill intake

1. Open the supplier/stock receiving workflow from Inventory or Vendors as appropriate to the available action. Confirm the supplier and receiving branch.
2. Enter the supplier’s bill reference and date. Add the products, quantities and acquisition unit costs from the bill.
3. If using bill upload/extraction, inspect every suggested row. OCR or parsed values are draft suggestions and require verification. Sample previews cannot be committed as real stock.
4. Review product matching, serial/device rows, total amounts and any currency warning. The app cannot infer a safe currency conversion from a mismatched supplier document.
5. Enter the initial paid amount only if payment actually occurred. Leave the remainder due when the purchase is on credit.
6. Submit the receipt once and wait for confirmation. Check the new stock quantities, lot costs and supplier balance. Retain the supplier’s original bill under the store’s own records policy.

Corrections

If an item, quantity or unit cost is wrong, inspect the recorded bill and its movements before making an authorized correction. Do not receive the same units again just to change a selling price. If the save outcome is uncertain, search by supplier bill reference and product movement before retrying. Supplier liability and inventory acquisition are related but different. Paying an existing bill reduces its due; it does not receive stock again. Selling below catalog price changes invoice revenue but does not alter the original supplier bill or FIFO purchase cost.

Supplier directory CSV

Use Vendors > Import CSV to bulk-load supplier directory entries. Start from a current export, retain Vendor IDs when updating and review matching before committing. The parser accepts 1–500 rows and requires Vendor Name or Supplier Name. Use Export CSV for the permitted supplier list or Export Selected for selected suppliers. Verify scope and balances; a directory CSV is not a payment ledger or a full backup.

The vendor payment workflow can retain proof that a supplier payment occurred. The upload supports storage and later review; it is not a banking integration or independent payment verification.

Pay a due bill and save proof

1. Open Vendors, select the supplier and locate the bill/amount due. Verify the reference, branch and current balance.
2. Use the payment action and enter the amount actually paid, its mode and the available payment details. Do not enter an amount just because a receipt file shows it without checking the bill.
3. Attach the proof through the upload control. Supported files are PDF, JPG/JPEG or PNG, nonempty and no larger than 5 MB.
4. Preview the selected file. Images should display as an image; PDFs have a page preview. Confirm that the supplier, payment and document match.
5. Submit once and inspect the updated payment history and outstanding balance. Reopen the saved receipt preview to verify that the retained copy can be read.
6. Use the supported download action to save a copy if the store requires one. Canceling a file dialog does not complete a download.

File or preview errors

If a file fails validation, choose a supported original document. Renaming an unrelated file to .pdf does not convert it. If previewing fails, check the error and retained record; a preview error is not proof that the payment itself failed. Verify history before posting the payment again.

Historical reporting limit

Older supplier bills may retain only cumulative paid amounts without individual payment dates. Reports cannot reconstruct those dates. Dated vendor payment records and older undated settled totals must be interpreted separately; do not treat an undated paid total as a payment made during the selected reporting week.

Use the supported transfer workflow to move stock between permitted branches. A transfer moves inventory ownership/location within the account; it is not a customer sale or supplier payment.

Transfer procedure

1. Open the transfer action in Inventory. Select the source and destination branches within your authorized account.
2. Choose the product, quantity and available serial/device records where applicable. Verify source availability and the physical units before confirming.
3. Review the transfer state and use only the next supported action. The receiving staff should verify what actually arrived before acknowledging completion.
4. Inspect both branch balances and the transfer record after confirmation. Retain the transfer reference for investigating missing or duplicate units.
5. If the operation awaits reconciliation or reports an uncertain server outcome, stop repeated attempts. Ask an authorized manager to retry/reconcile that transfer through its existing record.

FIFO and audit review

Stock layers preserve acquisition cost. Sales and repair consumption use the recorded allocations. Use cost-layer and SKU-history views to connect receipts, transfers, consumption and remaining stock. A product’s current purchase-price field alone cannot explain an older sale’s cost. Never simulate a transfer by deleting stock in one branch and adding unrelated opening stock in another without an approved correction procedure. That loses the chain between the physical movement and its cost basis. Do not bypass a transfer reconciliation gate by creating another company or foreign branch reference.

Counts and adjustments

For a physical count difference, preserve the count sheet, branch, SKU, expected quantity and actual quantity. Apply one authorized correction with a clear reason. Recheck cost-layer warnings afterwards rather than assuming a corrected quantity has repaired every valuation issue.