Inventory Tutorial

We will cover the two main methods of performing an inventory: individual (per product) and bulk (for multiple products simultaneously).

Section 1: Accessing the Inventory Function

1. Navigate in the main menu to the Products section.
2. Select the Stocks section. Here you will see a list of your products and current stock levels.
3. Notice the Inventory tab added at the top of the grid, next to the "Stocks" tab. This will list all created inventory documents.

Section 2: Performing Inventory for a Single Product

This method is ideal for specific stock adjustments for a particular product.

1. Identify the Product: Find the desired product in the list under the "Stocks" section.
2. Initiate Inventory: On the respective product line, click the "Inventory" icon on the right side.
3. Create Inventory Document: A pop-up window named "Create Inventory Document" will open.
   • Title: Enter a relevant title for this document ("Product X Stock Adjustment – April 2025").
   • Date: Select the date the inventory is being performed.
   • Observations: Add any notes or comments related to this inventory (optional).
   • Product Details: The window will automatically display the selected product, the management (warehouse), the initial stock (existing in the system before inventory), and a field for New Stock.

4. Enter New Stock: In the "New Stock" field, enter the actual quantity of the product determined after the physical count. (E.g.: If the initial stock was 3 and you counted 4, enter 4).
5. Save Document: Press the "Save" button.
6. Confirmation and Update:
   • You will receive a confirmation message at the top of the screen: "Inventory [Document Number] has been created successfully."
   • In the main "Stocks" grid, the value in the "Current Stock" column for that product will update immediately to the value entered in "New Stock".
   • You can expand the product line (by clicking the arrow on the left) to see the movement history. A new "Inventory" type entry will appear, showing the previous stock, the adjusted quantity, and the current stock.

Section 3: Performing Inventory for Multiple Products (Bulk)

This method allows for adjusting stocks for multiple products simultaneously.

1. Select Products: Check the selection boxes to the left of the lines corresponding to the products you wish to inventory.
2. Activate Bulk Action: Once you have selected at least one product, a floating action bar will appear at the bottom of the screen.
3. Initiate Bulk Inventory: Click the "Inventory" icon in the floating action bar.

5. Create Inventory Document (Bulk): A similar pop-up window will open, but structured differently:
   • Title, Date, Observations: Complete these fields as in the individual inventory (e.g.: Title: "DEMO Supplier Bulk Inventory - April 2025").
   • Products Grouped by Management: The selected products will be displayed grouped according to the Management (warehouse) they are located in.
   • Enter New Stocks: For each listed product, enter the actual (counted) quantity in the corresponding "New Stock" field.
6. Save Document: Press the "Save" button.
7. Confirmation and Update:
   • You will receive a confirmation message indicating that the documents (possibly multiple, one per involved management/warehouse) have been created.
   • In the main "Stocks" grid, the current stocks for all products included in the bulk inventory will be updated.

Section 4: Reviewing and Managing Inventory Documents

All inventory operations generate documents that can be reviewed later.

1. Access Inventory List: Click on the main "Inventory" tab (next to "Stocks"). Here you will find a list of all created inventory documents, sorted chronologically (most recent first), with details such as: Document No., Created, Document Title, Document Date, No. Updated Products, Updated, Employee.
2. View Document Details: Click on a document number (e.g.: INV-2025-0048) to open the details page. This displays:
   • General information: Date, No. of updated products, General observations.
   • Product details: Grid with products included in that inventory, Management, UM (Unit of Measure), Acquisition Cost, Initial Stock, New Stock, Difference Value.
   • Update History: A section that records who created or modified the document, what observations they added at that time, and the date/time of the modification.
3. Edit Document: From the details page, you can press the "Edit" button. The initial pop-up window will reopen, allowing you to modify the title, date, observations, or values in the "New Stock" field.
4. Delete Document: From the details page, the "Delete" button allows for the removal of the inventory document. Caution: This action may affect stock history and should be used with care.
5. Bulk Inventories and Management Locations: Note that a bulk inventory action involving products from different management locations (warehouses) will generate a separate inventory document for each management location. This ensures a logical separation of adjustments per location.