Dxesk

INVENTORY MANAGEMENT SYSTEM User Guide: Streamlining Stock Control, Sales, and Reporting

Volume: 01

Prepared by:

Elsa Bergstrom

ABOU T       THE    AU THOR

Elsa Bergstrom

Elsa Bergstrom is the author of this guide to the Dxesk Inventory Management
                                       System.

She wrote it to give teams a clear, practical path through the system, from the first
login to the final report. Every chapter is built around the real tasks people carry out
   each day: buying stock, receiving it, selling it, moving it between branches, and
                accounting for everything that happens in between.

Her approach is simple. Explain what a function is for, show the exact steps, describe what to expect, and ground it all in a realistic everyday example, so that new users gain confidence quickly and experienced users can find what they need at a glance.

Dxesk

INVENTORY
      MANAGEMENT SYSTEM

User Guide: Streamlining Stock Control, Sales, and Reporting

Volume 01

Elsa Bergstrom
                   First Edition · October 2026

Inventory Management System User Guide · Volume 01 · First Edition, October 2026

Copyright © 2026 Elsa Bergstrom. All rights reserved.

No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the author, except for brief quotations used in reviews or for personal reference.

Dxesk and all other product names mentioned in this book are used for identification purposes only and remain the property of their respective owners. Screenshots show the system at the time of writing; the interface may change in later versions.

Metro Traders (Pvt) Ltd and the situations described in the Real-World Example boxes are fictional, created only to illustrate how each function is used. Any resemblance to a real business is coincidental.

Every effort has been made to make this guide accurate and complete. It is provided as is, without warranty of any kind.

Contents
Preface...................................................................................................................................................vi
How to Use This Guide...........................................................................................................................vii
     Reading Order.........................................................................................................................................................vii
     Conventions Used in This Guide..............................................................................................................................vii
     Finding What You Need...........................................................................................................................................vii

System at a Glance..................................................................................................................................1
     A Running Example...................................................................................................................................................1

1 Getting Started....................................................................................................................................2
     1.1 Logging In...........................................................................................................................................................2
     1.2 The Dashboard...................................................................................................................................................2
     1.3 Fast Moving Items Analytics..............................................................................................................................3
     1.4 Nearest Expiry Analytics.....................................................................................................................................4
     1.5 Low Stock Analytics............................................................................................................................................4
     1.6 Dashboard Status Colours..................................................................................................................................5
     1.7 Stock & Expiry Notifications...............................................................................................................................6
     1.8 Expiry Warning Settings (Admin Only)...............................................................................................................6
     1.9 Viewing Short Expiry Items................................................................................................................................7
     1.10 Low Stock Threshold Settings (Admin Only)....................................................................................................8

2 Categories............................................................................................................................................9
     2.1 Viewing & Searching Categories........................................................................................................................9
     2.2 Adding, Editing & Deleting Categories...............................................................................................................9
     2.3 Bulk Adding Categories & Category Reports...................................................................................................10
     2.4 Adding Sub Categories.....................................................................................................................................10

3 Products............................................................................................................................................12
     3.1 Adding a New Product.....................................................................................................................................12
     3.2 Viewing the Product List..................................................................................................................................12
     3.3 Editing a Product..............................................................................................................................................13
     3.4 Deleting a Product............................................................................................................................................14
     3.5 Exporting the Product List................................................................................................................................15
     3.6 Product Unit, Expiry & Warranty Settings........................................................................................................15
     3.7 Bulk Adding Products.......................................................................................................................................16
     3.8 Filtering Products, Generating Reports & Individual Downloads....................................................................16
     3.9 Adding Product Images....................................................................................................................................17

4 Suppliers............................................................................................................................................19
     4.1 Adding a Supplier.............................................................................................................................................19

5 Purchase Orders................................................................................................................................20
     5.1 Accessing the Purchase Order Form................................................................................................................20
     5.2 Filling In Required Information........................................................................................................................20
     5.3 Adding Optional Information...........................................................................................................................21
     5.4 Completing & Viewing the Order.....................................................................................................................22
     5.5 Updating Purchase Order Status......................................................................................................................22
     5.6 Saving & Managing Purchase Order Drafts......................................................................................................23

5.7 Category Filter & Unit-Based Quantities..........................................................................................................23

6 Store Front.........................................................................................................................................25
     6.1 Managing Store Fronts & Agents.....................................................................................................................25

7 Barcode Scanners..............................................................................................................................26
     7.1 Adding & Removing Scanners..........................................................................................................................26
     7.2 Scanning with a Mobile Camera......................................................................................................................26

8 GRN (Goods Received Note)..............................................................................................................28
     8.1 Adding a Single-Item GRN................................................................................................................................28
     8.2 Bulk GRN — Selecting the Purchase Order & Items........................................................................................29
     8.3 Bulk GRN — Configuring Items & Completing.................................................................................................29
     8.4 Adding Multiple Items (Manual Batch)............................................................................................................30
     8.5 Managing GRN Records...................................................................................................................................31

9 Inventory...........................................................................................................................................33
     9.1 Add Inventory...................................................................................................................................................33
     9.2 Inventory Transit (Transferring Stock Between Branches)..............................................................................33
     9.3 Inventory Transit Management.......................................................................................................................34
     9.4 Return Job — Selecting the Source & Item......................................................................................................35
     9.5 Return Job — Routing & Finalizing...................................................................................................................36
     9.6 Add Defective Stock (Direct Defect)................................................................................................................36
     9.7 Defect Approval (Store Transit).......................................................................................................................37
     9.8 Empty Stocks Report........................................................................................................................................38
     9.9 Add Item: Category, Unit & Quantity...............................................................................................................39
     9.10 Adding New Stock vs. Updating Existing Stock..............................................................................................40
     9.11 Payment Comment, Expiry & Warranty Fields..............................................................................................40
     9.12 Transit, Defect & Return with Weight & Volume Items................................................................................41
     9.13 Batched Stock (Multiple Batches under One Serial Number)........................................................................41

10 Customers........................................................................................................................................43
     10.1 Adding a Customer.........................................................................................................................................43
     10.2 Editing & Deleting a Customer.......................................................................................................................43
     10.3 Bulk Adding Customers..................................................................................................................................44
     10.4 Filtering Customers & Downloading Reports................................................................................................44

11 POS (Point of Sale) Terminal............................................................................................................45
     11.1 Product Search & Selection............................................................................................................................45
     11.2 Cart Management & Adjusting Quantities.....................................................................................................45
     11.3 Serial Number Selection.................................................................................................................................46
     11.4 Checkout — Customer Info & Charges..........................................................................................................47
     11.5 Checkout — Custom Pricing & Finalizing the Sale.........................................................................................48
     11.6 Save Checkout for Later.................................................................................................................................48
     11.7 Service Checkout (Non-Inventory Sales)........................................................................................................49
     11.8 On-Loan Transactions....................................................................................................................................50
     11.9 Selling by Weight & Volume (Decimal Quantities)........................................................................................51
     11.10 Delivery Notes..............................................................................................................................................52
     11.11 Managing Service Tax..................................................................................................................................52
     11.12 Delivery Note Location.................................................................................................................................53

12 Quotations.......................................................................................................................................55
     12.1 Creating a Quotation......................................................................................................................................55
     12.2 Viewing & Sharing Quotations.......................................................................................................................56

ii

13 Sales Details (Invoice Management)................................................................................................57
     13.1 Viewing & Managing Invoices........................................................................................................................57
     13.2 On-Loan Management...................................................................................................................................57
     13.3 Returns Management....................................................................................................................................58
     13.4 Paid Invoice Watermark.................................................................................................................................59

14 Defect Store Management...............................................................................................................60
     14.1 Returning Defective Items to Supplier...........................................................................................................60
     14.2 Viewing Return Records.................................................................................................................................61
     14.3 Moving Defects to Scrap (Write-Off).............................................................................................................61
     14.4 Quantity & Cost Columns in the Defect Store...............................................................................................62
     14.5 Viewing the Scrap Store.................................................................................................................................62

15 Spare Parts.......................................................................................................................................63
     15.1 Adding, Editing & Deleting Spare Parts..........................................................................................................63
     15.2 Sorting & Viewing Spare Parts.......................................................................................................................63

16 Users................................................................................................................................................65
     16.1 Adding, Editing & Deleting Users...................................................................................................................65

17 Company Details..............................................................................................................................66
     17.1 Adding, Editing & Deleting a Company..........................................................................................................66
     17.2 Updating the Company Logo.........................................................................................................................66

18 Reports............................................................................................................................................67
     18.1 Sales Store Report..........................................................................................................................................67
     18.2 Spare Parts, Defect & Scrap Store Reports....................................................................................................67
     18.3 GRN Summary Reports..................................................................................................................................68
     18.4 Invoice / Sales Summary................................................................................................................................69
     18.5 Return Credit Note Summary........................................................................................................................70
     18.6 Payment Summary.........................................................................................................................................71
     18.7 On-Loan Summary.........................................................................................................................................71
     18.8 Expense Summary..........................................................................................................................................72
     18.9 Defect Store Report: Quantity & Total..........................................................................................................73
     18.10 Scrap Store Report & Analytics....................................................................................................................73
     18.11 Out of Stock Summary.................................................................................................................................74
     18.12 Customer Payment Summary......................................................................................................................74
     18.13 Supplier Return Summary............................................................................................................................75

19 Settings............................................................................................................................................76
     19.1 Settings Access by Role..................................................................................................................................76
     19.2 Tooltips...........................................................................................................................................................76
     19.3 Currency.........................................................................................................................................................77
     19.4 Timezone........................................................................................................................................................77
     19.5 Product Import (Admin Only)........................................................................................................................78

Appendix A: Status & Colour Reference................................................................................................79
Appendix B: Glossary of Terms..............................................................................................................80
Appendix C: Best Practices Checklist.....................................................................................................81
     Catalogue & Purchasing..........................................................................................................................................81
     Inventory & Stock Integrity.....................................................................................................................................81
     Sales & Customer Records......................................................................................................................................81
     Reporting & Reconciliation.....................................................................................................................................82

iii

iv

List of Figures Figure 1.1 Logging In.......................................................................................................................................................2 Figure 1.2 Dashboard Status Colours..............................................................................................................................5 Figure 1.3 Expiry Warning Settings (Admin Only)...........................................................................................................7 Figure 1.4 Viewing Short Expiry Items............................................................................................................................7 Figure 1.5 Low Stock Threshold Settings (Admin Only)..................................................................................................8 Figure 2.1 Adding Sub Categories.................................................................................................................................11 Figure 3.1 Adding a New Product..................................................................................................................................12 Figure 3.2 Viewing the Product List..............................................................................................................................13 Figure 3.3 Editing a Product..........................................................................................................................................14 Figure 3.4 Deleting a Product........................................................................................................................................14 Figure 3.5 Exporting the Product List............................................................................................................................15 Figure 3.6 Adding Product Images................................................................................................................................17 Figure 4.1 Adding a Supplier.........................................................................................................................................19 Figure 5.1 Accessing the Purchase Order Form............................................................................................................20 Figure 5.2 Filling In Required Information....................................................................................................................21 Figure 5.3 Adding Optional Information.......................................................................................................................22 Figure 6.1 Managing Store Fronts & Agents.................................................................................................................25 Figure 7.1 Scanning with a Mobile Camera...................................................................................................................27 Figure 8.1 Adding a Single-Item GRN............................................................................................................................28 Figure 8.2 Bulk GRN — Selecting the Purchase Order & Items....................................................................................29 Figure 8.3 Bulk GRN — Configuring Items & Completing.............................................................................................30 Figure 8.4 Adding Multiple Items (Manual Batch)........................................................................................................31 Figure 8.5 Managing GRN Records................................................................................................................................32 Figure 9.1 Add Inventory...............................................................................................................................................33 Figure 9.2 Inventory Transit (Transferring Stock Between Branches)..........................................................................34 Figure 9.3 Return Job — Selecting the Source & Item..................................................................................................35 Figure 9.4 Add Defective Stock (Direct Defect).............................................................................................................37 Figure 9.5 Defect Approval (Store Transit)...................................................................................................................38 Figure 9.6 Empty Stocks Report....................................................................................................................................39 Figure 9.7 Batched Stock (Multiple Batches under One Serial Number)......................................................................42 Figure 10.1 Adding a Customer.....................................................................................................................................43 Figure 11.1 Product Search & Selection........................................................................................................................45 Figure 11.2 Cart Management & Adjusting Quantities.................................................................................................46 Figure 11.3 Serial Number Selection.............................................................................................................................47 Figure 11.4 Checkout — Customer Info & Charges......................................................................................................48 Figure 11.5 Save Checkout for Later.............................................................................................................................49 Figure 11.6 Service Checkout (Non-Inventory Sales)....................................................................................................50 Figure 11.7 On-Loan Transactions.................................................................................................................................51 Figure 11.8 Delivery Note Location...............................................................................................................................53 Figure 11.9 Delivery Note Location (continued)...........................................................................................................54 Figure 11.10 Delivery Note Location (continued).........................................................................................................54 Figure 12.1 Creating a Quotation..................................................................................................................................55 Figure 13.1 Viewing & Managing Invoices....................................................................................................................57 Figure 13.2 On-Loan Management...............................................................................................................................58 Figure 13.3 Returns Management................................................................................................................................59 Figure 14.1 Returning Defective Items to Supplier.......................................................................................................60 Figure 14.2 Moving Defects to Scrap (Write-Off).........................................................................................................61

Figure 15.1 Adding, Editing & Deleting Spare Parts......................................................................................................63 Figure 15.2 Sorting & Viewing Spare Parts...................................................................................................................64 Figure 18.1 Sales Store Report......................................................................................................................................67 Figure 18.2 Spare Parts, Defect & Scrap Store Reports................................................................................................68 Figure 18.3 Spare Parts, Defect & Scrap Store Reports (continued)............................................................................68 Figure 18.4 GRN Summary Reports...............................................................................................................................69 Figure 18.5 Invoice / Sales Summary............................................................................................................................70 Figure 18.6 Return Credit Note Summary.....................................................................................................................70 Figure 18.7 Payment Summary.....................................................................................................................................71 Figure 18.8 On-Loan Summary......................................................................................................................................72 Figure 18.9 Expense Summary......................................................................................................................................73 Figure 19.1 Product Import (Admin Only).....................................................................................................................78

vi

Preface Stock is money sitting on shelves, in transit, and in storerooms. Every unit that is ordered, received, sold, moved, returned, or written off changes what a business owns, and the people handling it need to trust the numbers in front of them.

The Dxesk Inventory Management System brings those movements together in one place. It follows the whole lifecycle of stock: raising a purchase order, receiving and storing goods, selling them at the point- of-sale terminal, and reporting on everything that happened in between. This guide explains how to use it, one module at a time.

It is written for the people who work with the system every day: administrators who set it up, branch managers and purchasing officers who plan and approve, storekeepers who receive and move goods, and cashiers who serve customers. You do not need any prior experience with inventory software.

Each function is explained in the same way. A short introduction says what the function is for. Numbered steps show exactly what to click. A result line describes what you should see afterwards. A real-world example then shows the function at work in an everyday situation. Screenshots from the live system sit alongside the steps, so you can check that you are in the right place.

I hope this guide saves you time, prevents avoidable mistakes, and helps you get more from your stock data.

Elsa Bergstrom October 2026

vii

How to Use This Guide This guide is organized so that you can read it from start to finish or dip into it when you need help with a particular task.

Reading Order Chapters 1 to 19 follow the natural flow of stock through a business, so each chapter builds on the ones before it. New users should read Chapters 1 to 5 first, because categories, products, suppliers, and orders must exist before stock can be received or sold. After that, read the chapters that match your role.

Conventions Used in This Guide Element What it means

STEPS A numbered list of the exact actions to take, in order.

Result What you should see once the steps are complete.

REAL-WORLD EXAMPLE          A short story from Metro Traders (Pvt) Ltd, the fictional business used throughout,
                             showing the function in daily use.

Figure A screenshot of the live system, numbered by chapter, for example Figure 3.2.

(Admin Only) A function that only administrators can see or use.

Dashboard › Low Stock A menu path. Click each item in turn, in the order shown.

Finding What You Need The Contents and the List of Figures at the front of the book list every section and screenshot with its page number. Appendix A is a quick reference to every status and color used in the system, Appendix B explains the key terms in alphabetical order, and Appendix C is the best-practices checklist for teams rolling the system out or auditing how well it is being used.

viii

System briefly The Inventory Management System covers the full lifecycle of stock — from raising a purchase order, through receiving and storing goods, to selling them at the POS terminal, and finally reporting on everything that happened in between. The table below maps every module covered in this guide to the stage of that lifecycle it supports.

Module What it covers

1. Getting Started Logging in and orienting yourself on the dashboard.

2. Categories Product families and subcategories, created before products.

3. Products The master catalogues every other module reads from.

4. Suppliers Vendor records linked to POs, GRNs, and returns.

5. Purchase Orders Formal stock requests sent to suppliers.

6. Store Front Store fronts and their agents (administrators only).

7. Barcode Scanners Scanners are linked to a store front and used by its agents.

8. GRN Receiving stock against a PO, or manually, with inventory updated automatically.

9. Inventory Transfers between branches, returns, and defect reporting.

10. Customers Contact records used across POS, quotations, and loans.

11. POS Terminal Selling products and services to customers.

12. Quotations Formal price estimates prepared ahead of a sale.

13. Sales Details The full history of invoices, on-loan items, and returns.

14. Defect Store Deciding the fate of damaged stock — return or scrap.

15. Spare Parts A separate store for repair and service components.

16. Users Staff accounts and system access.

17. Company Details Head office and branch/sub-company setup.

18. Reports Every transaction turned into a decision-ready view.

19. Settings Display preferences (tooltips, currency, time zone) and admin product import.

A Running Example To keep every function grounded in a real situation rather than abstract instruction, this guide follows one fictional business throughout: Metro Traders (Pvt) Ltd, a multi-branch electronics and hardware retailer with a head office in Colombo and branches in Kandy, Galle, and Jaffna. Wherever you see a Real- World Example box, it is Metro Traders putting that function to use in an everyday situation — buying stock, selling it, moving it between branches, or writing it off when it can’t be sold.

1 Getting Started Everything begins with logging in. This short chapter covers accessing the system and getting oriented on the dashboard.

1.1 Logging In Access to the system is protected by a username and password issued by your system administrator.

STEPS

1. Open your web browser and navigate to the system’s login URL.
  2. Enter your assigned Username and Password.
  3. Click the Login button to access the dashboard.

Result You are taken to the main dashboard, from which every module described in this guide is reachable via the sidebar.

Figure 1.1 Logging In

REAL-WORLD EXAMPLE

A new cashier joining Metro Traders’ Colombo branch is issued a login by the branch manager on their
   first day, giving them POS and Inventory access without exposing settings only head office should
   control.

1.2 The Dashboard The dashboard is the first screen you see after logging in, and it works as the control center of the system. Rather than opening several modules to find out what needs attention, you can read the current

Inventory Management System · User Guide

state of sales, stock levels, and expiry dates from a single page. Every other module is reachable from the sidebar, and the notification bell in the header keeps stock and expiry alerts within reach wherever you are working.

The dashboard is built around three summary cards. Each card is populated from live data and shows a short list of items with a See More button that opens a full analytics page. The Fast-Moving card needs sales transactions to exist, the Nearest Expiry card needs products that have expiry dates, and the Low Stock card needs products that have low-stock thresholds set.

Card                          What it shows                                                            Items
                                                                                                        listed

Top Fast-Moving Items The best-selling products, ranked by sales performance. Up to 8

Items with Nearest Expiry The stock batches that are closest to their expiry date. Up to 7

Low Stock Items Products whose quantity has fallen below their low-stock threshold. Up to 10

STEPS

1. Log in to the system. The dashboard opens automatically; at any time, you can return to it by
        clicking Dashboard in the sidebar.
  2. Review the Top Fast-Moving Items, Items with Nearest Expiry, and Low Stock Items cards.
  3. Click See more on any card to open its full analytics page.

Result At a glance, you can see what is selling, what is close to expiring, and what is about to run out, without opening a single report.

REAL-WORLD EXAMPLE

The Colombo branch manager opens the dashboard first thing each morning. Seeing two items on the
   Low Stock card and one batch approaching expiry, she arranges a reorder and a clearance discount
   before the doors open.

1.3 Fast Moving Items Analytics Shows which products sell the most, using a sales analytics chart alongside a detailed table.

STEPS

1. On the dashboard, click See more under Top Fast-Moving Items.
  2. Review the sales analytics chart and the table beneath it.
  3. To look at a different period, select a month from the month filter. The table updates to show
        data for that month.
  4. Click Export to PDF to generate a PDF copy or print to open the browser print dialog.

Result The best-performing products for the chosen month are ranked clearly and can be shared as a PDF or printed copy.

Inventory Management System · User Guide

REAL-WORLD EXAMPLE

Before the monthly purchasing meeting, the purchasing manager filters Fast Moving Items to last month
   and prints the page, so reorder quantities are based on what sold.

1.4 Nearest Expiry Analytics Lists stock batches by how close they are to expire, with an expiry chart and a table, so that perishable stock can be cleared before it is lost.

STEPS

1. On the dashboard, click See more under Items with Nearest Expiry.
  2. Review the expiry chart and the table of batches.
  3. Use the Expiry date filter to show only a specific shelf-life group, for example Critical (less than 7
       days).
  4. Click Export to PDF or Print as required.

Result Only the batches matching the chosen filter are shown, each marked with a color-coded status pill (see Section 1.6).

REAL-WORLD EXAMPLE

A branch that stocks paint thinners and adhesives filter the page to Critical batches, then moves those
   items to a promotional shelf before they expire.

1.5 Low Stock Analytics Highlights products that are running short, using a deficiency chart and a table, so that reorders can be raised before stock runs out.

STEPS

1. On the dashboard, click See more under Low Stock Items.
  2. Review the deficiency chart and the table of affected products.
  3. Click the status dropdown filter and choose a status, for example Out of Stock, to narrow the
       table.
  4. Click Export to PDF or Print as required.

Result Items are listed by stock status, with the most urgent shortages easy to isolate and share with purchasing.

REAL-WORLD EXAMPLE

Each Monday the purchasing officer filters the Low Stock page to Out of Stock, prints it, and uses the list
   as the starting point for the week’s purchase orders.

Inventory Management System · User Guide

1.6 Dashboard Status Colors Both analytics pages use color-coded status pills so that urgency is visible without reading every row.

Page Status Colour Meaning

Nearest Expired Dark Red The batch has passed its expiry date. Expiry

Nearest Critical Light Red The batch expires in less than 7 days. Expiry

Nearest Warning Orange / The batch expires in less than 30 days. Expiry Amber

Nearest Safe Green More than 30 days of shelf life remain. Expiry

Low Stock       Out of        Red                Quantity is zero or below.
                 Stock

Low Stock Critical Orange Stocks are at or below 40% of the low-stock threshold.

Low Stock Low Stock Amber Stocks are below the low stock threshold.

STEPS

1. Open Dashboard › Nearest Expiry or Dashboard › Low Stock Items.
  2. Locate the item you are interested in.
  3. Read the color of its status pill and compare it with the table above.

Result The status of every batch and product can be understood in a glance, and the most urgent items stand out first.

Figure 1.2 Dashboard Status Colors

Inventory Management System · User Guide

REAL-WORLD EXAMPLE

A new storekeeper learns to scan the Nearest Expiry page for red pills first, then orange, handling the
   most urgent batches before the rest.

1.7 Stock & Expiry Notifications The notification bell in the header collects automatic alerts about stock levels and expiry dates, so that problems are flagged even while you are working in another module.

Alert Raised when

OUT_OF_STOCK The stock level reaches 0.

CRITICAL_STOCK The stock level falls to 50 or below.

LOW_STOCK The stock level falls to 20 or below.

EXPIRED The expiry date of a batch has passed.

EXPIRY_CRITICAL A batch expires within 7 days.

EXPIRY_WARNING A batch expires within 30 days.

STEPS

1. Click the notification bell in the header to open the Notifications dropdown.
  2. Review the listed alerts; each one shows its alert type.
  3. Act on each alert, for example by raising a purchase order, transferring stock, or clearing near-
         expiry items.

Result Stock and expiry problems are surfaced automatically, without needing to open the dashboard or a report.

REAL-WORLD EXAMPLE

While serving a customer at the POS, a cashier notices a new alert on the bell. The EXPIRY_WARNING
   entry reminds the branch manager to discount a batch of adhesives that has less than a month left.

1.8 Expiry Warning Settings (Admin Only) Administrators can set how the dashboard classifies items that are close to expiry.

STEPS

1. Go to Dashboard › Expiry Dates › See More.
  2. Click the Settings icon at the top right (administrators only).
  3. Set the Short Expiry days, the Critical date range and the Warning date range, then save.

Inventory Management System · User Guide

Result The ranges are applied to the expiry status colors. Defaults: Short Expiry is less than 7 days (Expiry Date minus Manufacture Date), Critical is less than 7 days, and Warning is less than 30 days.

Figure 1.3 Expiry Warning Settings (Admin Only)

REAL-WORLD EXAMPLE

The administrator of a dairy-heavy branch keeps the defaults for Critical and Warning but reviews the
   Short Expiry days so fresh products are flagged correctly.

1.9 Viewing Short Expiry Items This view lists items with short shelf lives, such as fresh milk and curd.

STEPS

1. Go to Dashboard › Expiry Dates › See More.
  2. Click View Short Expiry Items.
  3. Adjust the short expiry date range if needed and use the print or Export PDF buttons.

Result Only items with short expiry dates are listed, ready to print or export.

Figure 1.4 Viewing Short Expiry Items

Inventory Management System · User Guide

REAL-WORLD EXAMPLE

Each morning the store manager opens the short expiry list and moves the items closest to expiry to the
   front shelf.

1.10 Low Stock Threshold Settings (Admin Only) Administrators can change the stock levels that the dashboard treats as Critical and Low.

STEPS

1. Go to Dashboard › Low Stock › See More.
  2. Click the Settings icon at the top right (administrators only).
  3. Change the Critical and Low threshold values, then save.

Result The new thresholds are used for the Low Stock cards and status colours. Defaults: Critical is 7 units and Low is 25 units.

Figure 1.5 Low Stock Threshold Settings (Admin Only)

REAL-WORLD EXAMPLE

Metro Traders raises the Low threshold for fast-selling accessories, so reorders are triggered earlier.

2 Categories Categories group products into families and must exist before products are created — the Category drops down on the product form reads directly from this page.

2.1 Viewing & Searching Categories Categories group products into families so that they can be selected, filtered, and reported on consistently. Every category created here becomes available in the Category dropdown of the product form.

STEPS

1. Click Category Management in the sidebar.
  2. Review the central table, which lists every category with its name, description, and action icons.
  3. Type in the search bar to find a category by name or by description. The table updates to show
        only matching categories.
  4. Click the Export Excel button to download the category list as a spreadsheet.

Result The full category list is visible, searchable, and available for offline use.

REAL-WORLD EXAMPLE

Before adding a new range of cleaning products, the catalogue officer searches the descriptions for
   “household” to confirm a suitable category already exists, rather than creating a duplicate.

2.2 Adding, Editing & Deleting Categories STEPS

1. Go to Category Management and click + Add Category.
  2. Enter the category Name and Description, then click Save.
  3. To update a category, click its Edit icon (pencil), change the details, and click Save.
  4. To remove a category, click its Delete icon (trash can), then click Confirm in the pop-up.

Result New categories are added to the table straight away, edits are reflected immediately, and deleted categories are removed from the list.

REAL-WORLD EXAMPLE

Metro Traders begin selling stationery. Staff add a Stationery category with a short description so that
   the new products can be filed correctly from the first day.

Inventory Management System · User Guide

2.3 Bulk Adding Categories & Category Reports Large category lists can be loaded in one step from a spreadsheet template, and filtered reports can be generated at any time.

STEPS

1. On the Category page, click the Bulk Add button. The Bulk Add window opens.
  2. Click Download Template, fill in the downloaded file, and upload it.
  3. Review the preview, which summarizes the categories that were added and those that failed.
  4. To narrow the list, change the Status filter. Click Generate Report to produce a report that
         matches the filter applied.
  5. To download the report for a single category, click the Download icon in its Actions column.

Result Many categories can be created at once, and reports can be produced for the whole list, for a filtered view, or for one category.

REAL-WORLD EXAMPLE

When moving from spreadsheets to the system, the operations team loads all existing categories in a
   single upload, corrects the rows listed under failed in the preview, and uploads those again.

2.4 Adding Subcategories A category can hold subcategories, so a broad family can be divided into narrower groups. Subcategories are created from the Category page and are also used when importing products from Settings (Section 19.5).

STEPS

1. Go to Category Management and click + Add Category.
  2. Enter the category Name and Description and add the subcategories that belong to it.
  3. Click Save.
  4. To see the subcategories of a category, click the arrow before its ID in the category table.

Result The subcategories are saved under their category, and each category row can be expanded to show them.

Inventory Management System · User Guide

Figure 2.1 Adding Subcategories

REAL-WORLD EXAMPLE

Metro Traders adds an Electronics category with subcategories for phones, computer accessories and networking. Staff later expand the row to confirm that every subcategory is in place.

3 Products The product catalogue is the foundation everything else is built on — purchase orders, GRNs, inventory, and POS all reference the product records created here.

3.1 Adding a New Product STEPS

1. Navigate to the Products section in the main menu.
  2. Click the green + Add Product button at the top right.
  3. Fill in the product form — Product Name, Category, Brand, Model, and other required fields.
  4. Click Add Product to save.

Result The product is created and immediately available for selection in Purchase Orders, GRN, and Inventory.

Figure 3.1 Adding a New Product

REAL-WORLD EXAMPLE

Metro Traders has started stocking a new brand of wireless mouse. Before any stock can be purchased
   or received, the product is first defined here — name, brand, model, and category — so every later
   screen can simply select it from a list.

3.2 Viewing the Product List Every product added to the system appears in a central list showing its details and status.

Inventory Management System · User Guide

STEPS

1. Navigate to the Products section. 2. Browse or scroll the product list.

Result All products are visible with their key details at a glance.

Figure 3.2 Viewing the Product List

REAL-WORLD EXAMPLE

A branch manager reviews the product list weekly to spot-check that new arrivals have been catalogued
  correctly before the next purchase order is raised.

3.3 Editing a Product STEPS

1. Locate the product in the list. 2. Click the Edit icon (pencil) under the Actions column. 3. Update the necessary fields. 4. Click Update Product to save your changes.

Result The product record is updated everywhere it is referenced in the system.

Inventory Management System · User Guide

Figure 3.3 Editing a Product

REAL-WORLD EXAMPLE

A supplier changes the model number of an existing UPS unit. Rather than creating a duplicate product,
  staff edit the existing record so historical sales and stock stay linked to one item.

3.4 Deleting a Product STEPS

1. Locate the product you wish to remove. 2. Click the Delete icon (trash can) under the Actions column. 3. Click OK on the confirmation popup.

Result The product is permanently removed from the catalogue.

Figure 3.4 Deleting a Product

Inventory Management System · User Guide

REAL-WORLD EXAMPLE

A discontinued cable type that will never be restocked is removed from the catalogue to keep the
   product list relevant for staff doing quick lookups at the POS.

3.5 Exporting the Product List Download a complete copy of the product catalogue to a spreadsheet for offline checks, reporting, or sharing.

STEPS

1. Navigate to the Products page.
  2. Click the blue Export Excel button at the top right.

Result An Excel file download containing all details currently shown in the list (Product ID, Name, Brand, Model, etc.).

Figure 3.5 Exporting the Product List

REAL-WORLD EXAMPLE

Before a stock audit, the operations team exports the full product list to Excel so the physical count
   sheet can be prepared and cross-checked offline.

3.6 Product Unit, Expiry & Warranty Settings When a product is created, three settings decide how it behaves throughout the rest of the system: its Unit, whether it Has Expiry, and whether it Has Warranty.

STEPS

1. Click + Add Product or click the Edit icon on an existing product.

Inventory Management System · User Guide

2. Select the Category from the dropdown. It lists the categories created in Category Management.
  3. Choose the Unit: pcs for items counted in whole numbers, or kg and l for items measured by
      weight or volume.
  4. Switch on Has Expiry for perishable products and Has Warranty for products covered by a
      warranty.
  5. Click Save. Older products can be updated in the same way.

Result The settings are saved and applied to existing records. They decide which fields appear and which quantity rules apply in Purchase Orders, Inventory, and the POS: for example, expiry dates for perishable stock, or decimal quantities for kg and l products.

REAL-WORLD EXAMPLE

Metro Traders’ hardware section starts selling loose nails by weight and paint thinner by volume. The
   nails are set up with unit kg, and thinner with unit l and Has Expiry switched on, so staff can sell fractions
   and track expiry dates.

3.7 Bulk Adding Products Use a spreadsheet template to create many products at once instead of entering them one by one.

STEPS

1. On the Products page, click the purple Bulk Add button.
  2. Click Download Template and open the file.
  3. Complete the template. The Category, Unit, Serial Number, Has Expiry, and Has Warranty columns
      provided dropdown lists. Choose from the list, as custom values are not accepted. The Category
      list shows every category currently available.
  4. Upload the completed file.
  5. Review the preview summary of products that were added and those that failed.

Result All valid products are created in one action, and any failed rows are clearly listed so they can be corrected.

REAL-WORLD EXAMPLE

The catalogue officer receives a supplier price list with 200 items. Instead of keying each product, she
   pastes the details into the template, selects values from the dropdowns, and uploads the file in one go.

3.8 Filtering Products, Generating Reports & Individual Downloads STEPS

1. On the Products page, change the Status and Category filters. The list updates to show matching
      products.

Inventory Management System · User Guide

2. Click Generate Report to produce a report that reflects the filters currently applied.
  3. To download the report for a single product, click the Download icon in its Actions column.

Result Reports can be produced for the whole catalogue, for a filtered view, or for one product.

REAL-WORLD EXAMPLE

Ahead of a stock review, a supervisor filters the list to one category, generates a report for it, and shares
   the file with the team responsible for that range.

3.9 Adding Product Images Product images make items easy to recognize in the product table. An image can be added when a product is created one by one, or when many products are added in bulk.

STEPS

1. On the Products page, click + Add Product to add a single product, or click Bulk Add to add many
      products.
  2. Add the product image together with the other product details.
  3. When adding in bulk, follow the instructions shown in the pop-up window to prepare and upload
      the images.
  4. Save the product or upload the completed file.
  5. Check the Products table, where the image is shown directly against each product.

Result Each product shows its image in the product table, making look-alike items easier to tell apart.

Figure 3.6 Adding Product Images

REAL-WORLD EXAMPLE

The catalogue officer adds photos of three similar-looking cables. At the counter, staff now pick the right
   product by its picture instead of reading model numbers.

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4 Suppliers Supplier records link every purchase order, GRN, and defect return to the vendor that provided the stock.

4.1 Adding a Supplier STEPS

1. Go to the Supplier tab and click Add Supplier.
  2. Enter the supplier’s Name, Location, and Joined Date.
  3. Click Save.

Result The supplier becomes selectable in Purchase Orders, GRN, and Defect Store returns.

Figure 4.1 Adding a Supplier

REAL-WORLD EXAMPLE

Metro Traders has begun sourcing accessories from a new local distributor. Before the first purchase
  order can be raised, the distributor is added as a supplier with their location on file.

5 Purchase Orders Purchase orders are formal requests to suppliers for goods — the starting point of every stock replenishment cycle.

5.1 Accessing the Purchase Order Form STEPS

1. Navigate to the Purchase Orders tab in the sidebar.
  2. Click the green + Add Purchase Order button at the top right.

Result The purchase order creation form opens, ready for supplier and item details.

Figure 5.1 Accessing the Purchase Order Form

REAL-WORLD EXAMPLE

Metro Traders’ Colombo branch is running low on printer ink. The purchasing officer opens the Add
   Purchase Order form to start a new request for their regular ink supplier.

5.2 Filling in Required Information Every field marked with a red asterisk (*) must be completed before the order can be submitted.

STEPS

1. Select the Supplier from the dropdown list.
  2. Set the Order Date and Expected Delivery Date.
  3. Search for and select the Product to order, and enter the Quantity required.

Inventory Management System · User Guide

4. Click Add Item to include the product in the order list — the Unit Price can be adjusted if
      necessary.
  5. Repeat for every product needed in this order.

Result The order list builds up with each item, ready for review before submission.

Figure 5.2 Filling In Required Information

REAL-WORLD EXAMPLE

The purchasing officer selects their regular ink supplier, sets an expected delivery date one week out,
   and adds 50 units of the required ink cartridge to the order.

5.3 Adding Optional Information Additional details can be recorded for better recordkeeping, though none are required to save the order.

STEPS

1. Enter Payment Terms if applicable (e.g. “Net 30”).
  2. Enter a Billing Address if it differs from the default.
  3. Add any internal Notes about the order.
  4. Enter Terms & Conditions specific to this supplier or delivery.

Result The order carries any extra context needed by purchasing or finance, without blocking submission if left blank.

Inventory Management System · User Guide

Figure 5.3 Adding Optional Information

REAL-WORLD EXAMPLE

The purchasing officer sets Net 30 payment terms to match the agreement negotiated with this supplier
   and adds a note flagging that this is a repeat monthly order.

5.4 Completing & Viewing the Order STEPS

1. Review the Grand Total and the full list of items for accuracy.
  2. Click the blue Create Purchase Order button to finalize.
  3. You are redirected to the main Purchase Orders list, where the new order appears with Pending
      status.

Result The order is saved and visible to the whole purchasing team, with options to view, edit, or delete it.

REAL-WORLD EXAMPLE

Once the ink order is confirmed and submitted, it appears in the Purchase Orders list as Pending, visible
   to the branch manager reviewing outstanding orders that afternoon.

5.5 Updating Purchase Order Status A PO’s status can be changed manually or updated automatically once goods are received against it.

STEPS

1. Navigate to the Purchase Order list — search by PO Number, Supplier, or Item Name if needed.
  2. Click the dropdown under the Status column to change it manually (e.g. Confirmed, Cancelled), or

Inventory Management System · User Guide

3. Create a GRN linked to the PO — its status will move from Pending to Delivered automatically.

Result Statuses progress through Pending → Confirmed → Delivered or Cancelled if the order is voided.

REAL-WORLD EXAMPLE

A supplier confirms Metro Traders’ order by phone before delivery. The purchasing officer marks the PO
   as Confirmed so the branch manager knows the goods are on the way, and it flips to Delivered
   automatically once the shipment is checked in via GRN.

5.6 Saving & Managing Purchase Order Drafts A purchase order in progress can be saved as a draft and completed later, without losing the details entered.

STEPS

1. While creating a PO, click the purple Save Form button instead of Create Purchase Order.
  2. To retrieve it later, click the purple Saved Forms button on the main Purchase Orders page.
  3. From the list of saved drafts, use Preview to review, reopen to continue editing, or delete to
      discard it.

Result Draft orders are stored safely until reopened and finalized or deleted if no longer needed.

REAL-WORLD EXAMPLE

A purchasing officer starts a large order but is waiting on final pricing from the supplier. They save the
   form as a draft, continue with other work, and reopen it the next day once pricing is confirmed.

5.7 Category Filter & Unit-Based Quantities The purchase order form uses each product’s category and unit to make selection faster and quantities accurate.

STEPS

1. In the Add Product Item section, choose a Category. The Product dropdown filters to show only
      products in that category.
  2. Alternatively, select a Product directly. The Category dropdown updates automatically, and the
      Unit field displays the unit of the product (for example kg).
  3. Enter the Quantity. For kg and l products, decimal quantities such as 2.5 are accepted. For PC
      products, only whole numbers are allowed.
  4. Click Add Item, then save the order as usual. When the order is edited later, decimal quantities
      appear exactly as entered and can be changed.

Inventory Management System · User Guide

Result Orders carry the correct unit for every line, and fractional quantities are recorded accurately for weight- and volume-based products.

REAL-WORLD EXAMPLE

The purchasing officer orders 12.5 l of paint thinner by filtering to the right category, selecting the product, and typing the decimal quantity. The unit is filled in automatically, so there is no doubt about what the number means.

6 Store Front Store fronts group the agents who work at a selling point. Scanners are assigned to a store front, so only its agents can use them. This page is available to administrators only.

6.1 Managing Store Fronts & Agents STEPS

1. Click Store Front in the sidebar (administrators only).
  2. Add agents to a store front.
  3. To change an agent that has already been added, click the Edit icon and update the details.
  4. To remove a store front that is no longer needed, click its Delete icon and confirm.

Result Each store front lists its agents, and these agents can be linked to barcode scanners as described in Section 7.1.

Figure 6.1 Managing Store Fronts & Agents

REAL-WORLD EXAMPLE

Metro Traders has opened a new counter in Galle. The administrator creates its store front, adds the
  three cashiers as agents, and later edits one entry when a cashier changes.

7 Barcode Scanners Barcode scanners speed up product lookup and serial number selection at the POS. Each scanner is linked to a store front, so that only the agents of that store front can use it.

7.1 Adding & Removing Scanners STEPS

1. Go to Barcode Scanners and click Add Scanner.
  2. Enter the scanner details and select the Store Front. The agents added to that store front are
      assigned to the scanner automatically.
  3. To remove a scanner that is no longer in use, click its Delete icon and confirm.

Result Registered scanners can be used at the POS, for example to scan serial numbers as described in Section 11.3. Only the agents of the selected store front can use the scanner.

REAL-WORLD EXAMPLE

A faulty scanner at the Galle counter is replaced. The old device is removed, and the new one is added
   against the Galle store front, so that only the agents of that counter can use it.

7.2 Scanning with a Mobile Camera On a mobile device the barcode scanner can use the phone camera, so no separate scanner device is needed.

STEPS

1. Open POS & Invoicing on the mobile device.
  2. Turn on scan mode.
  3. Point the camera at the product barcode.

Result The barcode is read from the camera, and the product is picked up at the POS, just as with a hardware scanner.

Inventory Management System · User Guide

Figure 7.1 Scanning with a Mobile Camera

REAL-WORLD EXAMPLE

During a busy afternoon at the Kandy branch, a supervisor without a scanner uses her phone camera in scan mode to ring up items for a waiting customer.

8 GRN (Goods Received Note) The GRN module records every delivery of stock into the warehouse. Adding a GRN updates inventory levels automatically — no separate manual stock adjustment is needed.

8.1 Adding a Single-Item GRN Use this method to receive or update stock for one specific product at a time.

STEPS

1. From the GRN screen, click the + Add GRN button.
  2. In the Add New Inventory Item window, optionally select a Pending Purchase Order to link this
      delivery to.
  3. Select the Product — related details such as Model, Brand, or Category may auto-fill.
  4. Fill in required fields (Product, Quantity) plus optional tracking details (Product ID, Reference
      Number).
  5. Select the Supplier and Payment Method, then save.

Result The item is added to inventory immediately and the GRN record is logged for auditing.

Figure 8.1 Adding a Single-Item GRN

REAL-WORLD EXAMPLE

A single pallet of monitors arrives outside of a formal purchase order — perhaps an urgent top-up order
   placed by phone. It is logged as a single-item GRN, so stock is updated the same day.

Inventory Management System · User Guide

8.2 Bulk GRN — Selecting the Purchase Order & Items Streamlines receiving by importing line items directly from an existing purchase order, ensuring received stock matches what was ordered.

STEPS

1. Open Add New Inventory Item and click the Bulk from PO tab.
  2. Select the relevant Pending Purchase Order from the dropdown — the list shows PO Number,
      Supplier, Item Count, and Status.
  3. Check the items you are currently receiving — select all, or only those included in a partial
      delivery.

Result The selected items are queued for detailed configuration, exactly matching what was ordered.

Figure 8.2 Bulk GRN — Selecting the Purchase Order & Items

REAL-WORLD EXAMPLE

Metro Traders’ full container of networking equipment arrives against last month’s purchase order. The
   warehouse team selects that PO in the Bulk from PO screen instead of re-typing 40 line items from
   scratch.

8.3 Bulk GRN — Configuring Items & Completing STEPS

1. Enter the Payment Method and Supplier Invoice Number for this delivery.
  2. Click Configure [X] Items Individually.
  3. For each item, confirm the Item Cost, set End Customer Selling Price, Minimum Selling Price,
      Warranty Period, and Serial Number mode (Auto-generate or Manual Entry), then Save & Next.
  4. On the final screen, click Add All Items & Mark as Delivered.

Inventory Management System · User Guide

Result All received items are added to inventory in one action, and the linked Purchase Order automatically updates to Delivered status.

Figure 8.3 Bulk GRN — Configuring Items & Completing

REAL-WORLD EXAMPLE

The warehouse team confirms pricing and serial handling for all 40 items in a few minutes, then marks
   the whole delivery as received — the original purchase order flips to Delivered without anyone touching
   it manually.

8.4 Adding Multiple Items (Manual Batch) For mixed stock arriving on a single supplier invoice that is not linked to any purchase order.

STEPS

1. Select the Add Multiple Items tab and set common details: Supplier, Payment Method, Supplier
      Invoice Number.
  2. Click + Add Item to create a new item slot — repeat for every product on the invoice.
  3. For each item, select the Product, enter Quantity and Item Cost, set selling prices and Warranty,
      and choose a Serial Number mode.
  4. Click Save & Next after each item until the batch is complete.

Result All items in the batch are added to inventory under one shared supplier invoice reference.

Inventory Management System · User Guide

Figure 8.4 Adding Multiple Items (Manual Batch)

REAL-WORLD EXAMPLE

A local hardware supplier drops off an assorted delivery of screws, adapters, and cables on one
   combined invoice, with no matching purchase order. The warehouse team logs it as a manual batch GRN
   in a single sitting.

8.5 Managing GRN Records Every past GRN can be reviewed, printed, downloaded, or deleted if entered in error.

STEPS

1. In the main GRN list, click the Blue Eye icon next to a record to preview full details — supplier,
      items, quantities, and costs.
  2. From the preview, use Print GRN or Download PDF as needed.
  3. To remove an incorrect record, click the Red Trash icon and confirm the deletion.

Result GRN records remain fully auditable, with the option to correct genuine data-entry mistakes.

Inventory Management System · User Guide

Figure 8.5 Managing GRN Records

REAL-WORLD EXAMPLE

An auditor requests proof of a delivery from three months ago. The finance team opens the GRN record, downloads the PDF, and forwards it without needing to dig through paper files.

9 Inventory Beyond receiving stock, the Inventory module covers moving stock between locations, processing returns, and handling stock that turns out to be defective.

9.1 Add Inventory Manually add stock using the same interface as GRN, useful for simple stock adjustments outside a formal delivery.

STEPS

1. Navigate to the Inventory module.
  2. Click the green + Add Item button.
  3. Complete the Add New Inventory Item form as described in the GRN chapter.

Result Stock is added and reflected immediately in inventory counts.

Figure 9.1 Add Inventory

REAL-WORLD EXAMPLE

A branch finds three extra units of a product during a shelf tidy-up that were never formally logged.
   Rather than raising a full GRN, they add the items directly to inventory with a note explaining the
   discrepancy.

9.2 Inventory Transit (Transferring Stock Between Branches) Moves stock internally — from a main company to a sub-company, branch, or store location.

Inventory Management System · User Guide

STEPS

1. Navigate to the Inventory page and click the purple Transit Items button.
  2. Select the Sending Company (source of stock) and the Inventory Item to transfer.
  3. Select the Destination Company (receiving branch), Transfer Status, and Transaction Date & Time.
  4. If the product is serial tracked, check the specific Serial Numbers being transferred.
  5. Click Create Transit Transaction.

Result The item enters an In Transit state until the transfer is received and confirmed at the destination.

Figure 9.2 Inventory Transit (Transferring Stock Between Branches)

REAL-WORLD EXAMPLE

Metro Traders’ main warehouse has surplus stock of a fast-selling power bank while the Kandy branch
   has sold out. Head office transfers 20 units to Kandy through Inventory Transit rather than raising a fresh
   purchase order.

9.3 Inventory Transit Management A dashboard to track every transfer in progress across all branches, with summary metrics and status breakdowns.

STEPS

1. Open Inventory Transit Management to see Total Items & Value in transit, and a status breakdown
      (Pending, Approved, In Transit, Completed).
  2. Review the transaction table for Transaction ID, Item, Status, Quantity, and the Sending →
      Receiving route.
  3. Use Generate Report or CSV Export for auditing, or Preview / Edit / Delete individual transactions.

Inventory Management System · User Guide

Result Every stock movement between locations is visible and traceable end to end.

REAL-WORLD EXAMPLE

At month-end, operations management reviews the transit dashboard and notices two transfers to a
   new branch have sat Pending for over a week — prompting a call to find out why they haven’t been
   received yet.

9.4 Return Job — Selecting the Source & Item Handles items coming back from a customer invoice or an on-loan agreement.

STEPS

1. Navigate to Inventory and click the blue + Return Job button.
  2. Choose the return source using the radio buttons: Return from Invoice or Return from On-Loan.
  3. Search for the invoice or loan reference (e.g. the last 4-5 digits of the invoice number).
  4. Select the specific serial number(s) being returned or click Add All if the entire transaction is being
      returned.

Result The system pulls up the original transaction and the exact items to be returned, ready for classification.

Figure 9.3 Return Job — Selecting the Source & Item

REAL-WORLD EXAMPLE

A customer returns a laptop charger purchased last week. The staff member selects Return from Invoice
   and searches for the last few digits of the invoice number to pull it up instantly.

Inventory Management System · User Guide

9.5 Return Job — Routing & Finalizing Once an item is selected, its product, warranty, cost, and supplier details are auto-filled — you only need to decide where it goes.

STEPS

1. Choose the return type: Return to Inventory (working condition) or Add to Defect Stock
      (defective).
  2. Select an existing Target Inventory batch to merge into, or check “Create new inventory entry
      instead” to store it separately.
  3. Click Save & Return to Inventory (if working) or Save & Add to Defect Stock (if defective).

Result Working items are added back to sellable stock and become available for sale immediately. Defective items are removed from sellable inventory and routed into the defect workflow described in Chapter 14.

REAL-WORLD EXAMPLE

The returned charger turns out to be faulty. The staff member selects Add to Defect Stock, and it is
   automatically pulled out of sellable stock and queued for defect approval rather than being resold.

9.6 Add Defective Stock (Direct Defect) Reports items found damaged during warehouse handling or stock audits, without a customer return being involved.

STEPS

1. Navigate to Inventory and click the red + Add Defect button.
  2. Select the Product and its specific Serial Number.
  3. Confirm the auto-populated Supplier and Cost details.
  4. Set the Return Status and enter a Description of the defect.
  5. Click Save Defect.

Result The item is immediately removed from sellable inventory and moved into Store Transit pending approval.

Inventory Management System · User Guide

Figure 9.4 Add Defective Stock (Direct Defect)

REAL-WORLD EXAMPLE

During a routine stock take, a warehouse worker notices a monitor with a cracked screen that was never
   sold. They log it as a direct defect with the note “Screen cracked, cause unknown,” pulling it out of
   sellable stock the same day.

9.7 Defect Approval (Store Transit) Items reported as defective sit in a Store Transit holding queue until a manager approves the internal transfer to the Defect Store.

STEPS

1. Navigate Transactions Store Transits.
  2. Locate the pending defect transaction (status shown in yellow as Pending).
  3. Click the status dropdown for that row and select Approved.

Result The item is officially moved out of sellable inventory and permanently logged in the Defect Store, with an approval timestamp recorded.

Inventory Management System · User Guide

Figure 9.5 Defect Approval (Store Transit)

REAL-WORLD EXAMPLE

A branch manager reviews the store transit queue each morning and approves genuine defects reported
   the previous day, keeping the defect workflow moving without becoming a bottleneck.

9.8 Empty Stocks Report A real-time list of every item that has reached zero quantity, to prevent sales disruptions.

STEPS

1. Navigate to Inventory and click the yellow Empty Stocks button.
  2. Review the warning banner and the list of out-of-stock items — Item Name, Brand, Model,
      Category, and Stock/Product IDs.
  3. Use Refresh to update the list, Export CSV / Print Report to share with purchasing, or Delete
      Empty Stocks to clean up records you don’t intend to restock.

Result Purchasing and branch teams can see at a glance which items need reordering.

Inventory Management System · User Guide

Figure 9.6 Empty Stocks Report

REAL-WORLD EXAMPLE

Ahead of the weekly purchasing meeting, the branch manager pulls the Empty Stocks report and exports
   it to CSV so it can be emailed straight to the supplier as a reorder list.

9.9 Add Item: Category, Unit & Quantity The Add New Inventory Item form adapts to the product being received, using its category and unit to guide data entry.

STEPS

1. Go to Inventory and click + Add Item.
  2. Select a Category to filter the Product dropdown or choose the Product directly. The Category
      field fills in automatically.
  3. Check that the Unit field displays the unit of the product, for example kg.
  4. Enter the Quantity. For kg and l products, decimals such as 2.75 are accepted. For pcs products,
      the field accepts whole numbers only.

Result Stock is recorded in the correct unit, and invalid fractional quantities cannot be entered for counted items.

REAL-WORLD EXAMPLE

A branch receives 2.75 kg of loose fasteners. Staff filter the hardware category, select the product, and
   enter the exact weight received.

Inventory Management System · User Guide

9.10 Adding New Stock vs. Updating Existing Stock For kg and l products, you decide whether the quantity you are adding forms a new stock record or tops up an existing one.

STEPS

1. In the Add Item window, select a product whose unit is kg or l.
  2. To start a separate stock record, click Add as New Stock and submit the form. The system
      generates a new serial number and adds the inventory record.
  3. To add to an existing record, click Update Existing Stock, select the Serial Number, enter the
      quantity to add (for example 1.5), and click Save.

Result New stock appears under its own serial number, while topped-up stock increases the quantity held against the selected serial number.

REAL-WORLD EXAMPLE

A further 10 l of paint thinner arrives from the same supplier. Rather than creating a second record, staff
   update the existing serial number so that stock is held in one place.

9.11 Payment Comment, Expiry & Warranty Fields Some fields in the Add Item form appear only when they are relevant and must be completed before the form can be saved.

STEPS

1. Select the Payment Method. If you choose Cash, a Payment Comment field appears. It must be
      filled in before the form can be saved.
  2. If the selected product has Expiry switched on, the Manufacture Date and Expiry Date fields
      appear. Both are required.
  3. If the selected product has Warranty switched on, the Warranty Period field appears. It is
      required.
  4. Complete all required fields and click Save. If anything is missing, the form shows a validation
      message and does not save.

Result Cash purchases, expiry dates, and warranty periods are always captured, so later reports and alerts rely on complete data.

REAL-WORLD EXAMPLE

A warehouse clerk tries to save a cash purchase of perishable stock without dates. The form blocks the
   save and highlights the missing Payment Comment, Manufacture Date, and Expiry Date, so the record is
   never created half-complete.

Inventory Management System · User Guide

9.12 Transit, Defect & Return with Weight & Volume Items Products measured in kg or l can be transferred, reported as defective, or returned in part. Pcs products are handled as whole units.

STEPS

1. Inventory Transit: when you select a kg or l product, a Quantity field appears. Enter a decimal
      value such as 1.25 and complete the transfer.
  2. Add Defect: select a kg or l product and its serial number, then enter the Quantity that is defective
      and click Save. For example, marking 1.5 kg of a 5 kg stock as defective leaves 3.5 kg, and the serial
      number stays in inventory.
  3. Return to Supplier: from Inventory, select the kg or l product and serial number, enter the return
      Quantity, and click Save. For example, returning 3.0 kg of a 10 kg stock reduces it by 3.0 kg, and
      the serial number remains with the updated quantity.
  4. For pcs products, saving a defect or a return removes the serial number from the inventory table.

Result Only the affected part of a weight- or volume-based stock is moved, while the rest remains available for sale.

REAL-WORLD EXAMPLE

A 5 kg bag of fasteners is found to be partly damaged by water. Staff report only the affected 1.5 kg as
   defective, and the remaining 3.5 kg stays in sellable inventory.

9.13 Batched Stock (Multiple Batches under One Serial Number) Products such as chocolate or biscuits normally share a single serial number even when the quantity is 100. Batch-wise adding lets one serial number hold several batches, each with its own price, expiry date and manufacture date.

STEPS

1. Go to Inventory and click Add Item.
  2. Select the product and enter its serial number.
  3. Add the stock as a batch, entering that batch’s price, manufacture date and expiry date.
  4. Add any further batches under the same serial number, each with its own details.

Result The batches are saved as separate entries under the same serial number, so differing prices and expiry dates are tracked correctly.

Inventory Management System · User Guide

Figure 9.7 Batched Stock (Multiple Batches under One Serial Number)

REAL-WORLD EXAMPLE

A biscuit shipment arrives in two lots with different prices and expiry dates. Both are saved under one serial number as separate batches, so the earlier-expiring lot is easy to spot.

10 Customers Customer records are used throughout the system — in POS sales, quotations, on-loan transactions, and returns.

10.1 Adding a Customer STEPS

1. Go to the Customers tab and click Add Customer.
  2. Enter the customer’s Name and Phone Number.
  3. Click Add Customer to save.

Result The customer is available for selection anywhere in the system a customer needs to be chosen.

Figure 10.1 Adding a customer

REAL-WORLD EXAMPLE

A first-time walk-in buyer purchases a laptop and asks about warranty follow-up. The cashier adds them
  as a new customer during checkout so future service visits are linked to their purchase history.

10.2 Editing & Deleting a customer STEPS

1. To edit, click the Edit icon next to the customer, update the Name or Phone Number, and click
      Update Customer.
  2. To delete, click the Delete icon and confirm with OK.

Result Customer records stay accurate or are removed if created in error.

Inventory Management System · User Guide

REAL-WORLD EXAMPLE

A regular customer updates their phone number after switching providers. Reception updates the
  record so future SMS notifications about repairs or on-loan due dates reach them.

10.3 Bulk Adding Customers STEPS

1. On the Customers page, click the Bulk Add button. 2. Click Download Template, fill in the downloaded file, and upload it. 3. Review the preview summary of customers that were added and those that failed.

Result Many customer records are created at once, and any failed rows are listed so they can be fixed and uploaded again.

REAL-WORLD EXAMPLE

After opening a new branch, the manager imports an existing customer list from a spreadsheet instead
  of adding each customer by hand.

10.4 Filtering Customers & Downloading Reports STEPS

1. On the Customers page, change the Status filter. The list updates to show matching customers.
 2. Click Generate Report to produce a report that matches the filter applied.
 3. To download the report for a single customer, click the Download icon in the Actions column of
      that customer.

Result Reports are available for all customers, for a filtered view, or for one customer.

REAL-WORLD EXAMPLE

Before a promotional campaign, the sales manager filters the list by status and generates a report to
  hand to the team contacting customers.

11 POS (Point of Sale) Terminal The POS Terminal is the central hub for sales transactions — searching for products, building a cart, and processing payments.

11.1 Product Search & Selection STEPS

1. On the right side of the POS screen, filter products by Company using the dropdown, or use the
      search bar to find items by ID, Name, or Serial Number.
  2. Review each product card for Name, Model, Brand, Price, Stock Quantity, available Serial
      Numbers, and Warranty Period.
  3. Click Add to Cart on the desired product.

Result The item is added to the cart on the left side of the screen, ready for checkout.

Figure 11.1 Product Search & Selection

REAL-WORLD EXAMPLE

A walk-in customer asks for a specific printer model by name. The cashier types the model number into
   the POS search bar and finds it in seconds instead of walking the sales floor.

11.2 Cart Management & Adjusting Quantities The cart shows every selected item with price and warranty info, and supports holding a sale to serve another customer.

Inventory Management System · User Guide

STEPS

1. Review the cart on the left side of the screen.
  2. To change the quantity, click Edit Qty next to the item and use the numeric keypad to enter the
       new value.
  3. Use Hold Cart to pause the current sale and Resume Item to bring it back later.

Result Cart totals update immediately as quantities change, and held carts can be resumed without losing progress.

Figure 11.2 Cart Management & Adjusting Quantities

REAL-WORLD EXAMPLE

A customer is mid-purchased when a phone call interrupts them. The cashier holds the cart, serves the
   next customer in line, and resumes the original sale a few minutes later exactly where it was left off.

11.3 Serial Number Selection For serial-tracked products, the specific unit being sold must be identified at the point of sale.

STEPS

1. Add a serial-tracked item to the cart.
  2. In the Select Serial Numbers window, choose the specific unit manually, or scan it with a barcode
       scanner.

Result The exact serial number sold is recorded against the invoice, keeping warranty and stock records accurate.

Inventory Management System · User Guide

Figure 11.3 Serial Number Selection

REAL-WORLD EXAMPLE

A customer buying a laptop wants to confirm the serial number on their receipt that matches the unit in
   the box. Because the cashier selects the exact serial at checkout, the invoice reflects the true unit sold.

11.4 Checkout — Customer Info & Charges Finalizing a sale starts with identifying the customer and adding any extra charges or discounts.

STEPS

1. Select the Customer Type (End Customer / Dealer / Corporate Company) and choose an existing
      Customer or click Add New Customer to create one on the spot.
  2. Enter the Salesperson handling the sale.
  3. Use Add Service Charge to apply any additional charges or discounts to the order.

Result The sale is attributed to the correct customer and salesperson, with any extra charges reflected in the running total.

Inventory Management System · User Guide

Figure 11.4 Checkout — Customer Info & Charges

REAL-WORLD EXAMPLE

A first-time customer buys a printer and asks for a small delivery fee to be added. The cashier adds them
   as a new customer on the spot and applies the delivery charge before moving on.

11.5 Checkout Custom Pricing & Finalizing the Sale STEPS

1. Review the Order Summary for product names, quantity, warranty, and serial numbers.
  2. To apply a special price, select Custom Price from the price dropdown and enter the desired value
      it must be at or above the Minimum Price shown on screen.
  3. Set the Invoice Status (Pending / Paid) and Credit Period if applicable.
  4. Review of the Subtotal, Discount, Service Charges, and Total.
  5. Click Complete Sale to finalize or cancel to discard the transaction.

Result The sale is finalized, stock is deducted, and an invoice is generated. Sales priced below the minimum allowed are blocked automatically.

REAL-WORLD EXAMPLE

A corporate client negotiates a bulk discount on 15 units. The cashier applies a Custom Price above the
   system’s Minimum Price floor, so the discount is honored without risking a sale below cost.

11.6 Save Checkout for Later Pauses a transaction and saves the cart, customer, and pricing details to complete another time.

Inventory Management System · User Guide

STEPS

1. Add products to the cart and click Checkout.
  2. Fill in the available details, then click the blue Save Form button instead of Complete Sale.
  3. To retrieve it later, click the purple Saved Checkouts button, then reopen the desired form from
         the list.

Result The cart is cleared up for the next customer, and the sale saved can be reopened and completed at any time.

Figure 11.5 Save Checkout for Later

REAL-WORLD EXAMPLE

A customer wants to check with a colleague before confirming a large order. The cashier saves the
   checkout, and the customer returns an hour later to complete the same sale without re-entering
   anything.

11.7 Service Checkout (Non-Inventory Sales) For billing services — repairs, consultations, installation — where no physical product is deducted from stock.

STEPS

1. From the Cart screen (without adding products), click the purple Service Checkout button.
  2. Enter a Service Name and Description, and a Service Charge (manually or via quick-add buttons).
  3. Assign the Salesperson and Customer.
  4. Select the Payment Method (Cash, Card, Online, or Cheque).
  5. Click Complete Checkout to finalize or Save Draft to complete later.

Inventory Management System · User Guide

Result A service invoice is generated with Print Invoice and Download PDF options, and no inventory quantities are affected.

Figure 11.6 Service Checkout (Non-Inventory Sales)

REAL-WORLD EXAMPLE

Metro Traders’ repair counter fixes a customer’s laptop hinge. Since no part is used from stock, the
   technician bills the labor through Service Checkout rather than the regular product checkout.

11.8 On-Loan Transactions Records products given to customers temporarily, with a defined credit period and full tracking.

STEPS

1. Click Create On-Loan Transaction.
  2. Select the Customer, transaction Date, Salesperson, Credit Period (days), and optional Notes.
  3. Add products from inventory, entering Quantity, Unit Price, Serials, and Warranty for each.
  4. Review the Total Value, then click Save Transaction.

Result The loan is recorded and tracked until the item is returned or the credit period lapses.

Inventory Management System · User Guide

Figure 11.7 On-Loan Transactions

REAL-WORLD EXAMPLE

A corporate client is borrowing a demo projector for a week-long conference. Metro Traders logs it as an
   On-Loan transaction with a 7-day credit period, so the item shows up automatically if it isn’t returned on
   time.

11.9 Selling by Weight & Volume (Decimal Quantities) Products with the unit kg or l can be sold in fractions. Decimal quantities are carried through the cart, quotations, held carts, and checkout.

STEPS

1. In the product list, click Add to Cart on a kg or l product. A quantity dialog opens. Type the
      amount, for example 1.75, and click OK.
  2. Check the cart. Each item shows its unit (kg or l) alongside the quantity.
  3. To change the amount, edit the quantity in the cart, for example to 2.5. Totals update
      immediately.
  4. To pause the sale, use Hold Cart and resume it later; to prepare a price estimate, click Add
      Quotation. Both keep the decimal quantities.
  5. At checkout, the quantity can still be edited and accepts decimal values. Click Confirm Sale to
      finish.

Result The sale is recorded with the exact decimal quantity. Stock is reduced by exactly the amount sold: selling 0.5 kg reduces the stock by 0.5 kg, and the serial number remains in inventory.

Inventory Management System · User Guide

REAL-WORLD EXAMPLE

A contractor asks for 1.75 kg of fasteners. The cashier enters the exact weight in the quantity dialog, and
   the cart, the invoice, and the stock balance all reflect 1.75 kg.

11.10 Delivery Notes A Delivery Note records goods that are being sent to a customer, using the products in the current cart.

STEPS

1. Add the products to the cart, including any decimal quantities for kg and l items.
  2. Click Delivery Note.
  3. Review the details and click Confirm Delivery Note.

Result The delivery note is recorded with the items and quantities, including decimal quantities.

REAL-WORLD EXAMPLE

A customer buys materials for a site that is an hour away. The cashier prepares a Delivery Note from the
   cart so the driver and the customer both have a record of what was sent.

11.11 Managing Service Tax Service invoices can carry tax. Administrators manage the available tax rates in the Invoice Summary section of Service Checkout.

STEPS

1. Go to POS & Invoicing › Service Checkout and find the Invoice Summary section.
  2. To add a tax, click Add, fill in the fields, and click Add again. If the fields are left empty, an error
      message is shown, and the tax is not added.
  3. To change taxes, click Edit, update the values, and save. A percentage of 0 is rejected with an error
      message.
  4. To remove a tax, click Delete. The default tax (initially VAT) can be edited but not deleted. Any
      other tax you have added can be deleted.

Result Tax rates stay current, and the default tax cannot be removed by mistake. The Add, Edit, and Delete buttons are visible only to administrators; staff and cashiers do not see them.

REAL-WORLD EXAMPLE

When the government revises the VAT rate, the administrator edits the default tax once. Every service
   invoice raised from that point uses the new rate.

Inventory Management System · User Guide

11.12 Delivery Note Location A location can optionally be added to a delivery note so the delivery address can be viewed later a map.

STEPS

1. In POS & Invoicing, create the delivery note as usual (Section 11.10).
  2. Optionally select a location from the map. Search for a city and pick the exact point.
  3. Complete the delivery note.
  4. To view the location later, go to Sales Details › Delivery Note, and click the Location icon in the
      Actions column.

Result The saved location is displayed whenever the Location icon is clicked.

Figure 11.8 Delivery Note Location

Inventory Management System · User Guide

Figure 11.9 Delivery Note Location (continued)

Figure 11.10 Delivery Note Location (continued)

REAL-WORLD EXAMPLE

A driver delivering an air-conditioner to a new customer opens the delivery note, clicks the Location icon and sees the exact pin that the cashier saved at checkout.

12 Quotations The Quotations module lets staff prepare a formal price estimate for a customer before a sale is finalized.

12.1 Creating a Quotation STEPS

1. Go to the Quotations tab and select Create Quotation.
  2. Enter Customer Name, Phone Number, Salesperson, and optional Notes.
  3. Search and add products from inventory or click Add Manual Item to include items not yet in the
      catalogue (entering Product Name, Model, Brand, Category, Quantity, Unit Price, and Warranty
      manually).
  4. Click Save Quotation.

Result The quotation is saved and can be retrieved, shared, or converted into a sale later.

Figure 12.1 Creating a Quotation

REAL-WORLD EXAMPLE

A corporate customer asks for pricing on a 30-unit office setup before committing. Metro Traders builds
   the quotation using a mix of in-stock products and one manually priced special-order item, then emails
   it over for approval.

Inventory Management System · User Guide

12.2 Viewing & Sharing Quotations STEPS

1. Go to the POS Terminal tab and open Preview Quotations to see the full list. 2. Click View on a quotation to open the Quotation Preview with full details. 3. Use Print, Download as PDF, or share directly via Email or WhatsApp.

Result Quotations can be delivered to the customer in whatever format is most convenient for them.

REAL-WORLD EXAMPLE

A customer requests the quotation be sent straight to their WhatsApp so they can forward it to their
  finance team for approval — the salesperson shares it directly from the Quotation Preview screen.

13 Sales Details (Invoice Management) Sales Details are the complete transaction history of the system — every invoice, on-loan record, and return, in one place.

13.1 Viewing & Managing Invoices STEPS

1. Navigate to Sales Details to see the Invoice Management table.
  2. Review each row for Invoice ID, Type (PRODUCT/SERVICE), Customer, Date/Time, Salesperson,
       Payment Method, and Status.
  3. Use View Invoice to open and print/review a receipt, edit to correct details, Update Payment
       Method to change how a sale was paid, or delete to remove an erroneous invoice.

Result Every completed transaction remains fully visible and manageable after the sale.

Figure 13.1 Viewing & Managing Invoices

REAL-WORLD EXAMPLE

A customer who paid by bank transfer is initially logged as Proceeding. Once the payment clears the
   next morning, accounts staff update the payment method to Bank Transfer, so the books reconcile
   correctly.

13.2 On-Loan Management Tracks every item currently lent to customers, with visibility into what’s active, overdue, and outstanding in value.

Inventory Management System · User Guide

STEPS

1. From Sales Details, click the On Loan button.
  2. Review the summary cards: Total on Loan, Active, Overdue, and Total Value.
  3. Check the table for On Loan ID, Item, Customer, Loan Date, Due Date (with remaining/overdue
      status), and Salesperson.
  4. Use View to open the loan agreement or delete to remove a record created in error.

Result Loans approaching or past their due date are immediately visible for follow-up.

Figure 13.2 On-Loan Management

REAL-WORLD EXAMPLE

The Overdue counter on the On Loan dashboard jumps from 2 to 5 in one week. Operations flag this
   with regards sales, prompting follow-up calls to the customers who haven’t returned their borrowed
   equipment.

13.3 Returns Management A consolidated view of every item returned, whether from a completed sale or an on-loan agreement.

STEPS

1. From Sales Details, click the Returns button.
  2. Review the summary cards: Invoice Returns, On Loan Returns, Total Returns, and Total Value.
  3. Search or use the All-Types dropdown to filter between Invoice and On Loan returns.

Result The full return history is searchable and auditable, linked back to the original transaction.

Inventory Management System · User Guide

Figure 13.3 Returns Management

REAL-WORLD EXAMPLE

Finance notices Total Returns value trending upward month over month and asks operations to check
   whether one product line has a recurring quality issue.

13.4 Paid Invoice Watermark Invoices whose payments are fully settled are clearly marked, so that their status is obvious to anyone who sees the document.

STEPS

1. Go to Sales Details and open View Invoice (preview) for an invoice whose installments are fully
      settled.
  2. Check the center of the invoice. A red, rotated PAID watermark is displayed.
  3. Click Download PDF. The same PAID watermark appears in the downloaded file.

Result Settled invoices are visibly stamped PAID on screen and in the PDF.

REAL-WORLD EXAMPLE

A customer who paid for a purchase in installments asks for proof that the balance is clear. Accounts
   download the PDF, and the PAID stamp makes the settled status clear to the customer’s own finance
   team.

14 Defect Store Management The Defect Store holds every item confirmed as damaged or faulty, pending a final decision: return it to the supplier, or write it off as scrap.

14.1 Returning Defective Items to Supplier For defective items still covered under warranty.

STEPS

1. In the Defect Store, select the item(s) and click the blue Return to Supplier button.
  2. Step 1 — Confirm the auto-detected Supplier is correct.
  3. Step 2 — Enter or auto-generate a GRN Number/Reference, record Date & Time, and review the
      Total Quantity and Value.
  4. Step 3 — Verify the specific Product IDs and Serial Numbers included in the return batch.
  5. Click Submit Return.

Result The items are removed from the Defect Store and recorded as returned to the supplier for warranty credit or replacement.

Figure 14.1 Returning Defective Items to Supplier

REAL-WORLD EXAMPLE

Three units of a laptop model fail within their warranty period due to a known manufacturing issue.
   Metro Traders batches all three into a single Return to Supplier transaction and receives replacement
   stock the following week.

Inventory Management System · User Guide

14.2 Viewing Return Records STEPS

1. From the Defect Store, click View Return Records.
  2. Review the return history: Return Reference, Supplier, and Total Value.
  3. Click View Details to see exactly which items were included in a specific return batch.

Result A complete audit trail of every item ever returned to a supplier is available on demand.

REAL-WORLD EXAMPLE

A supplier disputes how many units were returned last quarter. The finance team pulls up the Return
   Records log and shares the exact reference numbers and item list to resolve the disagreement.

14.3 Moving Defects to Scrap (Write-Off) For defective items that cannot be returned to the supplier and are not repairable.

STEPS

1. In the Defect Store, select the item(s) and click Move to Scrap.
  2. Verify the Selected Items List — Product Name, Serial Number, Supplier, and Cost.
  3. Set the Item Condition and record the Date & Time of disposal.
  4. Review the warning summary showing item count and total value.
  5. Click Move to Scrap to finalize — this action is irreversible.

Result The items are permanently removed from the Defect Store and logged in the Scrap Store as a realized loss.

Figure 14.2 Moving Defects to Scrap (Write-Off)

Inventory Management System · User Guide

REAL-WORLD EXAMPLE

A water-damaged batch of accessories is beyond repair and out of warranty. The warehouse manager
   writes them off through Move to Scrap, with the loss value automatically reflected in scrap reporting.

14.4 Quantity & Cost Columns in the Defect Store The Defect Store tables show quantity and cost details, which matters for kg and l products where only part of a stock may be defective.

STEPS

1. Open the Defect Store and review the table. A Quantity column and a Total Cost column are
      shown; Total Cost is Quantity multiplied by Cost.
  2. Select items and click Return to Supplier. The table displays Quantity and Unit Cost columns, and
      the total value is calculated from the row quantities and costs.
  3. Alternatively, select items and click Move to Scrap. The same Quantity and Unit Cost columns are
      shown, and the total value is calculated in the same way.

Result The value of defective stock is calculated from exact quantities and costs, so supplier returns and write-offs are priced correctly.

REAL-WORLD EXAMPLE

Only 1.5 kg of a 5 kg product is defective. When it is returned to the supplier, the return value is
   calculated on 1.5 kg at its unit cost, not on the full stock.

14.5 Viewing the Scrap Store The Scrap Store is the permanent record of stock that has been written off.

STEPS

1. Go to the Scrap Store.
  2. Review the table, including the Quantity and Total Cost columns.
  3. Click Generate Report (PDF) at the top of the page to download a PDF of the scrap store records.
  4. To record scrap directly, open the Add Scrap Item dialog and select the product. For kg and l
      products, a Quantity field appears and accepts decimal values.

Result Every written-off item is recorded with its quantity and cost and can be shared as a PDF.

REAL-WORLD EXAMPLE

At quarter-end, finance downloads the Scrap Store PDF and attaches it to the write-off approval for the
   board.

15 Spare Parts A dedicated store for spare parts used in repairs and servicing, tracked separately from the main sellable product catalogue.

15.1 Adding, Editing & Deleting Spare Parts STEPS

1. Go to Spare Parts Store and click Add Parts.
  2. Fill in all required fields and select a Status from the dropdown.
  3. Click Add Part to save.
  4. To update a part later, click its Edit icon, adjust the fields, and click Update.
  5. To remove a part, click its Delete icon and confirm with OK.

Result Spare parts are tracked with the same rigor as sellable inventory, ready for use in service jobs.

Figure 15.1 Adding, Editing & Deleting Spare Parts

REAL-WORLD EXAMPLE

Metro Traders’ repair center keeps a stock of replacement laptop hinges and charging ports as spare
  parts, separate from the retail catalogue, so technicians can quickly check availability before promising a
  repair timeline.

15.2 Sorting & Viewing Spare Parts STEPS

1. Use the sort of button on the Spare Parts Store page to reorder the list.

Inventory Management System · User Guide

2. Click the View icon on any part to see its full details.

Result Parts can be quickly located and reviewed without opening the edit form.

Figure 15.2 Sorting & Viewing Spare Parts

REAL-WORLD EXAMPLE

A technician sorts the spare parts list by quantity remaining to see which commonly used parts are running low before starting the day’s repair jobs.

16 Users System access is managed through user accounts, each of which can be added, updated, or removed by an administrator.

16.1 Adding, Editing & Deleting Users STEPS

1. Go to the Users tab and click Add User.
  2. Fill in all required fields and click Add.
  3. To update a user, click their Edit icon, adjust the details, and click Update.
  4. To remove a user, click the Delete icon and confirm with OK.

Result Staff access to the system is kept current, with departing employees promptly removed.

REAL-WORLD EXAMPLE

When a cashier leaves Metro Traders, the branch manager deletes their user account the same day,
  closing off system access immediately rather than waiting for a scheduled review.

17 Company Details Company Details define the organization the whole system runs on: a main company at head office, with branches or sub-companies set up beneath it.

17.1 Adding, Editing & Deleting a Company STEPS

1. Go to Company › Company Details and click Add Company.
  2. Fill in the required company details and save. Set up the main company first, then add each
      branch as a sub-company.
  3. To update a company, click its Edit icon, change the details, and save.
  4. To remove a company, click its Delete icon and confirm.

Result The head office and each branch are recorded, and become available wherever a company or branch has to be chosen, for example as the sending and destination companies in Inventory Transit, or in the Company filter at the POS.

REAL-WORLD EXAMPLE

Metro Traders has opened a new branch in Jaffna. Head office adds it as a sub-company, so that stock
   can be transferred to it and its sales appear under its own name in reports.

17.2 Updating the Company Logo Each company can carry its own logo. Only administrators can change it.

STEPS

1. Go to Company Details.
  2. If the company already has a logo, click the logo icon in the Actions column and click the logo to
      change it. If it has none, click the Upload icon.
  3. Choose a new logo for the company.
  4. Crop and move the image into position, then confirm.

Result The company logo is updated with the cropped image.

REAL-WORLD EXAMPLE

After a rebrand, head office uploads the new Metro Traders logo, cropping it so that the mark sits neatly
   in the space provided.

18 Reports The Reports module is where every transaction recorded elsewhere in the system becomes a decision-ready view — sales, receiving, defects, scrap, payments, loans, and expenses — each searchable, filterable, printable, and exportable.

18.1 Sales Store Report STEPS

1. Go to Reports › Store Reports › Sales Store.
  2. Search by Model, ID, Name, or Supplier, and apply available filters.
  3. Review the summary and detailed transaction list.
  4. Use Excel or Print Report as needed.

Result A complete, filterable record of sales transactions, exportable for offline analysis.

Figure 18.1 Sales Store Report

REAL-WORLD EXAMPLE

The finance team exports last month’s Sales Store report to Excel to reconcile it against bank deposits
  during the monthly close.

18.2 Spare Parts, Defect & Scrap Store Reports STEPS

1. Go to Reports › Store Reports and choose Spare Parts, Defect, or Scrap.
  2. Apply filters such as Start Date, End Date, Supplier, or Condition.

Inventory Management System · User Guide

3. Review totals and use Print Report or Export as needed.

Result Each store’s activity and financial impact is summarized separately for targeted review.

Figure 18.2 Spare Parts, Defect & Scrap Store Reports

Figure 18.3 Spare Parts, Defect & Scrap Store Reports (continued)

REAL-WORLD EXAMPLE

Ahead of a board meeting, the operations director pulls the Scrap Store report to show exactly how
   much stock value was written off last quarter and why.

18.3 GRN Summary Reports Break down goods received by delivery, by product, and by supplier.

Inventory Management System · User Guide

STEPS

1. Go to Reports › GRN Summary.
 2. Choose GRN Summary Report for a full list of deliveries, GRN Product Wise for per-product totals,
      or GRN Supplier Wise for per-supplier totals.
 3. Apply date and other filters, then review or export.

Result Purchasing trends and supplier reliability become visible briefly.

Figure 18.4 GRN Summary Reports

REAL-WORLD EXAMPLE

The purchasing manager reviews the GRN Supplier Wise report each quarter to identify which suppliers
  are delivering the most volume — useful leverage when negotiating better terms.

18.4 Invoice / Sales Summary STEPS

1. Go to Reports › Invoice / Sales Summary. 2. Filter by date range, customer, or salesperson as needed. 3. Review totals and export or print as required.

Result A consolidated view of sales performance across the selected period.

Inventory Management System · User Guide

Figure 18.5 Invoice / Sales Summary

REAL-WORLD EXAMPLE

A branch manager compares Invoice Summary totals month over month to track whether a recent in-
  store promotion moved the needle on sales.

18.5 Return Credit Note Summary STEPS

1. Go to Reports › Return Credit Note Summary. 2. Filter and review the list of credit notes issued for returns. 3. Export or print as needed.

Result All credit issued to customers for returns is tracked and auditable.

Figure 18.6 Return Credit Note Summary

Inventory Management System · User Guide

REAL-WORLD EXAMPLE

Finance cross-checks the Return Credit Note Summary against customer refund requests to make sure
   every credit note issued has a matching return record.

18.6 Payment Summary Breaks down all payments received within a selected period by method.

STEPS

1. Go to Reports › Payment Summary.
  2. Filter by date range and payment method (Cash, Card, Online, Cheque, Bank Transfer).
  3. Review the Summary Report totals and underlying Report Data.

Result Collections are visible by method, helping reconcile daily cash-ups and bank deposits.

Figure 18.7 Payment Summary

REAL-WORLD EXAMPLE

At day’s end, the Colombo branch cashier checks the Payment Summary to confirm the cash drawer
   total matches the system’s recorded cash payments before locking up.

18.7 On-Loan Summary STEPS

1. Go to Reports › On Loan Summary.
  2. Review products currently on loan, filtered by date, customer, or status.
  3. Export or print the On-Loan Summary Report as needed.

Inventory Management System · User Guide

Result A clear picture of stock value currently outside the warehouse on loan, including overdue items.

Figure 18.8 On-Loan Summary

REAL-WORLD EXAMPLE

Before year-end stocktaking, operations pull the On-Loan Summary to confirm which items are
  legitimately out on loan versus unaccounted for.

18.8 Expense Summary STEPS

1. Go to Reports › Expense Summary. 2. Filter by date range or expense category. 3. Review totals and exports as needed.

Result Operating expenses are summarized alongside sales and inventory data for a fuller financial picture.

Inventory Management System · User Guide

Figure 18.9 Expense Summary

REAL-WORLD EXAMPLE

The accountant references the Expense Summary alongside the Sales Store report when preparing the
   monthly profit and loss statement for head office.

18.9 Defect Store Report: Quantity & Total Gives the quantity and value of defective stock, with the totals shown on screen and carried into printed and exported copies.

STEPS

1. Go to Reports › Store Reports › Defect Store.
  2. Check the summary cards at the top. The Total Value card is calculated from quantity and cost.
  3. Review the main summary table, which includes the Quantity (Qty) and Total columns.
  4. Click Print, Export PDF, or Export Excel. The output includes the Qty and Total columns.

Result The financial impact of defective stock is visible by quantity and value, and the same figures appear in every exported format.

REAL-WORLD EXAMPLE

The operations director exports the Defect Store report to Excel and shares it with the supplier to agree
   on the value of faulty units before claiming credit.

18.10 Scrap Store Report & Analytics Summarizes everything that has been written off and offers three analytical views of it.

Inventory Management System · User Guide

STEPS

1. Go to Reports › Store Reports › Scrap Store.
  2. Review the table, which includes the Quantity (Qty) and Total Cost columns, and the summary
       cards. The Total Value card matches the sum of the rows.
  3. Click the Condition Wise, Supplier Wise, or Cost Analysis tab to analyses the written-off stock by
       condition, by supplier, or by cost trend.
  4. Click Print, Export PDF, or Export Excel. When an analytics tab is selected, the exported file
       includes that view.

Result Write-offs can be analyzed by cause, by supplier, and over time, and shared in the format that suits the audience.

REAL-WORLD EXAMPLE

Ahead of a supplier review, the purchasing manager opens the Supplier Wise tab to see which vendor
   accounts for most of the scrapped value.

18.11 Out of Stock Summary Lists every unavailable product with summary figures, as a more detailed companion to the Empty Stocks report in Section 9.8.

STEPS

1. Go to Reports › Out of Stock Summary.
  2. Read the summary cards: Out-of-Stock Items, Affected Suppliers, and Affected Categories.
  3. Search by product name, or filter by Supplier, Category, Brand, Warranty status, and a Min Cost to
       Max Cost range.
  4. Click Reset Filters to restore the default view.
  5. Click Print, Export PDF, or Export Excel to share the results.

Result Purchasing can see how many items are unavailable, which suppliers and categories are affected, and focus on the items that matter most.

REAL-WORLD EXAMPLE

The purchasing manager filters the summary to one supplier and sends the resulting list as a single
   consolidated reorder request.

18.12 Customer Payment Summary Break down customer invoices and the payments received against them, by payment method and by outstanding amount.

Inventory Management System · User Guide

STEPS

1. Go to Reports › Customer Payment Summary.
  2. Review the summary cards: Total Invoices, Card Payments, Cash Payments, Online Payments,
      Cheque Payments, Bank Transfer Payments, Pending Amount, and Grand Total.
  3. Search by invoice number, or filter by date range, Status (for example Pending), Customer Type
      (for example Corporate), Payment Method, and an amount range (Greater Than or Lower Than).
  4. Use Sort: Newest to show the most recent records first and Reset Filters to clear everything.
  5. Click Print, Export PDF, or Export Excel as required.

Result Collections are visible by method and by customer type, and unpaid amounts are easy to isolate for follow-up.

REAL-WORLD EXAMPLE

Accounts filter the summary to corporate customers with Pending status and print the list of
   outstanding invoices for the weekly collections call.

18.13 Supplier Return Summary Tracks everything that has been returned to suppliers, with its value.

STEPS

1. Go to Reports › Supplier Return Summary.
  2. Review the summary cards: Total Returns, Total Value, and Unique Suppliers.
  3. Search by product name or enter a Start Date and End Date to narrow the list.
  4. Click Clear Filters to reset the view.
  5. Click Print Report, Export PDF, or Export CSV to share the results.

Result The count, value, and spread of supplier returns are visible briefly, and can be exported for reconciliation.

REAL-WORLD EXAMPLE

A supplier questioned how many units were returned last quarter. The finance team filters by date
   range, exports the CSV, and settles the discussion with exact figures.

19 Settings Settings control how information is displayed across the system (tooltips, currency, and time zone) rather than what is recorded. What you can see and change depends on your role.

19.1 Settings Access by Role The table below summarizes who can see and change each setting.

Setting Admin Staff Cashier

Tooltip toggle Visible Visible Settings page not visible

Currency Visible Not visible Settings page not visible

Time zone Visible Not visible Settings page not visible

Product import Visible Not visible Settings page not visible

Service tax (Add / Edit / Delete) Available Buttons not visible Buttons not visible

STEPS

1. Log in with your own account.
  2. Go to Settings › Preferences. Cashiers will not see the Settings page.
  3. Review which settings are shown for your role.

Result Each user sees only the settings they are permitted to use, so system-wide display options are protected from accidental changes.

REAL-WORLD EXAMPLE

A store administrator sets the currency and time zone once for the whole company. Staff and cashiers
   never see those options, so the settings cannot be changed by accident.

19.2 Tooltips Tooltips display short hints on form fields to help users’ complete forms correctly.

STEPS

1. Go to Settings › Preferences.
  2. Find the Tooltip toggle (available to admin and staff users).
  3. Turn the toggle on, then open any form, for example Inventory › Add Item. The tooltips appear.
  4. To hide the hints, turn the toggle off. Tooltips no longer appear on forms.

Result Hints can be shown for new users and hidden again once they are familiar with the forms.

Inventory Management System · User Guide

REAL-WORLD EXAMPLE

During onboarding of a new branch, tooltips are switched on so that new staff can learn the Add Item
   form. Once the team is confident, they switch them off for a cleaner screen.

19.3 Currency Sets the currency used across the system. Only administrators can see and change it.

STEPS

1. Log in as an administrator and go to Settings › Preferences.
  2. Open the Currency dropdown and select the required currency.
  3. Visit pages that show amounts, for example POS & Invoicing, Reports, and Inventory, and confirm
      the new currency symbol is displayed.
  4. Download a report in CSV or PDF format and check that the symbol is correct there as well.

Result The chosen currency symbol is applied consistently on screen and in downloaded reports.

REAL-WORLD EXAMPLE

Metro Traders begins invoicing an overseas corporate client in another currency. The administrator
   updates the setting, and every invoice and report shows the correct symbol.

19.4 Time zone Sets the time zone used for all dates and times. Only administrators can see and change it.

STEPS

1. Log in as an administrator and go to Settings › Preferences.
  2. Open the Time zone dropdown and select the required time zone.
  3. Visit pages that show times, for example GRN, Defect Stock, and Store Transit, and confirm the
      date and time have changed to match.
  4. Generate a report (CSV, PDF, or print) and check that the time is shown correctly.

Result Dates and times are shown in the selected time zone on every page and in every report.

REAL-WORLD EXAMPLE

A branch opens in a different time zone. The administrator selects it, so GRN and Store Transit
   timestamps match local time, and reports are accurate for that branch.

Inventory Management System · User Guide

19.5 Product Import (Admin Only) Instead of typing every product from scratch, administrators can browse pre-added categories and subcategories, select what they need and add the products quickly.

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