Inventory & Warehousing
Stock tracking, receipts, adjustments and transfers
Stock Overview
The Stock Overview page shows current inventory levels for all stocked products across your warehouses. Key columns:
| Column | Meaning |
|---|---|
| Qty on Hand | Current physical stock quantity in base UoM |
| Qty Reserved | Quantity committed to confirmed orders but not yet dispatched |
| Available | Qty on Hand minus Qty Reserved — what you can freely sell |
| Avg Cost | Weighted average cost per base unit |
| Stock Value | Qty on Hand × Avg Cost — total value of this stock holding |
Rows highlighted in red are below reorder level. Filter by warehouse or category to narrow down.
View Tabs
The inventory page has three view modes:
Stock at your assigned branches. This is your primary working view — it shows what you can sell and manage.
Stock at warehouse level (before distribution to branches). Useful for receiving and central inventory management.
Read-only view of stock across every branch in the organization. Use this to check if another branch has stock you need. Each branch row shows a "Yours" or "Other" badge so you can tell at a glance. To move stock from another branch, use Transfers.
Branch Stock Custodian Model
StockPulse uses a branch stock custodian model: branches own stock, and warehouses are receiving points within branches. This gives you clear accountability for inventory at each location.
The custodian of stock. All inventory is tracked at the branch level. When selling stocked items, a branch must be selected so the system knows where to deduct stock from.
A physical receiving point within a branch. Goods arrive at warehouses via GRNs and transfers. A branch can have multiple warehouses (main, transit, quarantine).
Multi-branch inventory requires the multi_warehouse feature (Business plan and above). Starter plan users operate with a single branch and warehouse.
Receiving Stock (GRN)
A Goods Receipt Note (GRN) records stock arriving at your warehouse — whether from a supplier or as an opening stock entry. Go to Inventory → Receive Stock.
- Select the destination warehouse
- Optionally link to an existing Purchase Order
- Add line items: select product, enter quantity and unit of measure, enter unit cost
- Review and save the GRN
On save, the system:
- Creates a StockLedgerEntry for each line (type:
receive) - Updates the StockBalance (qty on hand + weighted average cost)
- Records the GRN document for audit purposes
Stock Adjustments
Use Inventory → Adjustments to correct stock levels after a physical count, or to write off damaged/lost goods. Adjustments can target either a warehouse or a branch — choose the location type when creating an adjustment.
| Reason Code | Use Case |
|---|---|
| Recount | Physical stock count differs from system — correcting to actual quantity |
| Damage | Goods damaged and no longer saleable — write down |
| Shrinkage | Unexplained stock loss (theft, spillage, evaporation) |
| Donation | Goods given away as samples or charity |
| Other | Any other reason — requires a notes explanation |
Stock Transfers
Move stock between warehouses using Inventory → Transfers. This requires the multi-warehouse feature (Business plan and above).
Transfer Types
| Type | Use Case |
|---|---|
| Standard | Regular stock movement between any two warehouses |
| Distribution | Central warehouse distributing stock to branch locations |
| Borrow | Temporary loan of stock with return tracking — the borrowing warehouse must return items later |
Transfer Lifecycle
- Select source and destination warehouses
- Choose a transfer type (Standard, Distribution, or Borrow)
- Add items and quantities
- Submit — status moves to In Transit
- At the destination, confirm receipt to complete the transfer
While In Transit, stock is removed from the source but not yet added to the destination. For Borrow transfers, a return can be initiated from the active borrows list.
Stock Requests
Use Inventory → Stock Requests to request stock from another branch. This is useful when one branch is running low and another has surplus.
How It Works
- Go to Stock Requests → New Request
- Select the source branch (the branch you want stock from)
- Add the products and quantities you need
- Set a priority level (Low, Normal, High, Urgent) and optional notes
- Submit the request — users at the source branch are notified
Approval Flow
Users at the source branch with the inventory.request.approve permission see incoming requests in their Incoming tab. They can:
Stock is automatically transferred from the source branch to the requesting branch. A stock transfer record is created, ledger entries are posted for both branches, and the requester is notified.
The request is marked as denied with a reason. The requester is notified of the denial.
Request Statuses
Requesters can cancel their own pending requests. Once approved, requests move to fulfilled automatically.
Purchase Orders
Purchase Orders (POs) are formal requests sent to suppliers. Go to Inventory → Purchase Orders.
PO Lifecycle: Draft → Sent → Partial (some items received) → Received → Closed
When receiving a PO, use the GRN form and link it to the purchase order. This marks line items as received and updates stock.
Weighted Average Cost (WAC)
StockPulse uses WAC for inventory valuation. Each time you receive stock, the average cost is recalculated:
This average cost is used when calculating COGS at the time of sale. The Avg Cost does not change when goods are sold, only when new stock is received.