Inventory Configuration

Configuration changes affect future stock, valuation, purchasing, and reports. Use an approved request and test the affected workflow after every change.

Products

Products determine how an item is named, bought, sold, counted, valued, and reported. Search by name or code before creating one so that the same item is not added twice.

Create or edit a product

1. Open Configuration → Products.
2. Search for the product. Select Edit if it already exists; otherwise, select Add Product.
3. On General, complete or check the name, code, group, category, cost, selling price, availability, measurement unit, tax, product type, barcode, description, and inventory-tracking setting.
4. Enable inventory tracking for every stocked product.
5. Save, reopen the product, and check the saved details.

The measurement unit on General is the product's base unit. It is the unit used to describe all conversions. For example, a bottled drink may use Piece as its base unit.

Do not delete and recreate a product to correct its name, category, or price. Edit the existing record so earlier documents continue to refer to the same product.

Add another unit to a product

Use a unit mapping when the same product is handled in more than one unit—for example, bought by the case but issued or sold by the piece.

1. Open the product in Edit mode.
2. Select Units of Measure.
3. Select Add Mapping.
4. Choose the additional measurement unit.
5. In Size/Quantity, enter how many base units are contained in one of the additional units.
6. Enter the approved price and cost for that additional unit.
7. Add its barcode when it has a separate barcode.
8. Set whether the unit may be used for selling and/or purchasing.
9. Save and check the new row in the unit mapping list.

Example: the product's base unit is Piece and one Case contains 24 pieces. Add Case, enter 24 in Size/Quantity, then enter the approved price and cost for one case. A quantity of 2 cases therefore represents 48 pieces.

Second example: bottled water uses Bottle as its base unit. It is also handled in a Crate containing 12 bottles. Add Crate with Size/Quantity 12. If 5 crates are received, stock increases by 60 bottles. If the POS later sells 1 crate, stock decreases by 12 bottles. If it sells 3 individual bottles, stock decreases by another 3 bottles. The remaining stock is therefore 45 bottles.

How one conversion follows the product

The selected document keeps the unit used by the employee, while stock is reconciled through its equivalent quantity in the base unit.

Operation	What the employee does	Effect for base Bottle and Crate = 12
Inventory requisition	Requests the required quantity in the available unit	2 crates represent a request for 24 bottles
Purchase requisition	Selects a Purchasable unit and enters the quantity and cost for that unit	5 crates represent 60 bottles; cost is checked per crate
Purchase Order	Confirms the same unit, ordered quantity, unit price, and total	The supplier is asked for 5 crates, not 5 bottles
Goods Received Note	Selects the unit actually delivered and enters the physical quantity received	Receiving 4 crates records 48 bottles; the undelivered crate remains outstanding
Direct purchase	Records the purchased quantity in the selected Purchasable unit	2 crates add the equivalent of 24 bottles
POS sale	The waiter or cashier selects a Sellable unit configured for the product	Selling 1 crate removes 12 bottles; selling 1 bottle removes 1 bottle
Return or cancellation	Uses the unit from the originating sale	A returned crate restores the equivalent of 12 bottles
Stock reports	Reviews movements and balances in the units shown by the report	Quantities from crates and bottles contribute to one product balance

The unit can differ between stages only when it describes the same physical quantity. For example, an order for 5 crates may be received as 4 crates plus 12 bottles. Before posting the GRN, confirm that these quantities together equal 60 bottles and that the prices and costs correspond to the units entered.

Never copy only the number from one document to another without checking its unit. 5 crates and 5 bottles are different quantities.

Manage mapped units

• Active controls whether the mapped unit remains available for use.
• Primary identifies the default unit for the product. Only one unit should be primary.
• Sellable allows the unit on sales; Purchasable allows it on purchase documents. Enable only the uses approved for the business.
• Edit updates the conversion, price, cost, barcode, or allowed use.

Before making a mapped unit primary or changing a conversion, confirm the physical pack size and obtain approval. A wrong conversion affects quantities, costs, valuation, purchasing, sales, and reports. Do not change a conversion merely to correct one stock document; correct that document through the approved stock process.

After a unit change, test the product selection on the relevant purchase or sale screen and confirm that the expected unit, price/cost, and quantity are shown.

Suppliers

Keep the supplier's approved legal name, country, tax information, address, email, and phone. Search before creating to prevent duplicates. Purchase documents use the selected supplier's details.

1. Open Configuration → Suppliers and search by name or tax number.
2. Open the existing supplier for correction, or select New Supplier only when no matching record exists.
3. Copy identity and contact information from an approved source.
4. Save once, reopen the supplier, and confirm the saved details.
5. Test that the supplier can be selected on the intended purchase document.

Warehouses

A warehouse requires a unique code and name, address details, and the correct inventory-tracking setting. Create a warehouse only for a real stock location or an approved training environment.

Before saving, confirm who owns the location, which staff may use it, whether stock must be tracked there, and how its code should appear on documents. Do not rename or repurpose a warehouse that already contains stock without an approved migration and reconciliation plan.

Product categories

Use clear, stable categories that help users find products and make reports meaningful. Check for an existing category before adding another one.

After creating or editing a category, check one affected product and confirm it appears in the intended product list or finder.

Delivery addresses

Purchase Orders require a delivery address. An authorized configuration owner must create at least one valid address and identify the default address before the procurement team sends an order.

Use the physical receiving location, not an employee's personal address. Recheck the address on every Purchase Order before it is sent to the supplier.

System display settings

Company identity, number format, date format, theme, and report/print settings must follow organization policy. Date format is especially important when entering delivery and receipt dates.

Role boundaries

• Routine work belongs to the assigned Storekeeper or procurement user.
• Supervisors review controlled changes and exceptions assigned by company policy.
• Some configuration actions may require a higher authorized role.
• Seeing a menu does not guarantee permission to complete every action.

When access is denied, never borrow another user's account. Ask the authorized role to complete the setup or request an access review.