Inventory Module — User Guide
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Inventory Module — User Guide

Warehouses, materials, and stock movements.

ProductVertex ERP
ModuleInventory (`modules/inventory`)
AudienceWarehouse operators, inventory controllers, and managers who configure stock structure and post moves
FormatHTML + Mermaid diagrams

1. Overview

The Inventory module is the warehouse stock system: item catalog, warehouse structure, stock transfers (receipt / delivery / internal), ledger balances, valuation, counts, scrap, and optional WMS features (routes, putaway, packages, picking, quality, barcode, replenishment).

Layer What users work with
Catalog Items, categories, attributes, UoMs, reason codes
Structure Zones, warehouses, stores, locations
Configuration Operation types, routes, putaway rules
Operations Transfers, lots/serials, scrap, counts, valuation
Advanced Picking, packages, replenishment, quality, barcode
Insights Dashboard and stock reports
flowchart LR Item[Items] --> Move[Stock transfer] Loc[Locations] --> Move Move --> Led[Stock ledger] Led --> Bal[Quants / balances] Bal --> Rep[Reports]

Many advanced capabilities are controlled by tenant inventory settings (often off by default). Some screens are reachable by URL even when not shown in the sidebar.

2. Getting started

2.1 Recommended setup order

flowchart TD A[Inventory settings] --> B[UoMs and categories] B --> C[Items and reason codes] C --> D[Warehouse structure] D --> E[Operation types] E --> F[Optional routes and putaway] F --> G[Opening stock via receipt or count] G --> H[Day-to-day transfers]
  1. Review Inventory settings at /inventory/settings (feature flags, reservation mode, costing, accounts, negative stock, freeze date).
  2. Create UoM categories / UoMs, item categories, attributes if needed, reason codes.
  3. Build warehouse structure: zones → warehouses → stores → locations.
  4. Confirm operation types for each warehouse (receipt, delivery, internal, …).
  5. Optionally configure routes and putaway rules.
  6. Create items, then open stock with a receipt transfer or inventory count.
  7. Enable advanced features only when ready (lots/serials, quality, barcode, replenishment, …).

2.2 Main navigation (typical sidebar)

Area Examples
Dashboard /inventory/dashboard
Catalog Items, Categories, Attributes, Units of measure, Reason codes
Operations Transfers, Lots, Serials, Scrap, Inventory counts, Valuation
Configuration Warehouse structure, Operation types, Putaway rules, Routes
Reports Stock balance, Ageing, Ledger, Traceability, Moves analysis

Additional routes (often feature-gated / not always in sidebar): picking, packages, replenishment, quality, barcode, package types, landed costs, cycle counts, reorder rules, quality templates, warehouse access, forecast, settings.

3. Catalog master data

Items

Concept Options / notes
Type Storable, Consumable, Service, Non-stock
Tracking None, Lot, Serial
Costing Average, FIFO
Removal strategy FIFO, LIFO, FEFO, Closest location
UoMs Stock, purchase, sales units
Other Variants/attributes, packagings, min stock, expiry/shelf life

Templates typically cannot hold stock. Storable items are the main stock-holding products.

Categories, attributes, UoMs, reason codes

Master Purpose
Categories Hierarchical item grouping
Attributes Variant dimensions and values
UoMs Categories with reference unit and conversion factors
Reason codes Codes for scrap/adjustment/revaluation; optional GL account hint

4. Warehouse structure

Physical hierarchy:

Zone → Warehouse → Store → Location (locations form a tree with full path).

Each warehouse has system location pointers such as View, Stock, Input, Quality, Packing, Output, and reception/delivery step settings for multi-step flows when enabled.

Technical locations are typically seeded under each warehouse, for example:

Code Role
INBOUND Receipt gate from supplier
OUTBOUND Delivery gate to customer
LOSS Count / adjustment offset
PROD Production
SCRAP Scrap destination
TRANSIT In-transit

Use Warehouse structure as the consolidated UI for zones, warehouses, stores, and locations.

flowchart TD Z[Zone] --> W[Warehouse] W --> S[Store] S --> L[Location tree] W --> T[Technical locations]

5. Operation types, routes, and putaway

Operation types

Warehouse instances of catalog definitions such as:

Code Meaning
IN Receipt
IN-RET Receipt return
OUT Delivery
OUT-RET Delivery return
INT Internal transfer
DROP Dropship
SUB Subcontract resupply

Kinds include Receipt, Delivery, Internal, Scrap, Dropship, Subcontract resupply. An operation type may require approval.

Routes

Optional multi-step stock routes scoped by warehouse / item / category. Procurement methods include make-to-stock, make-to-order, and combinations. Rules use actions such as Pull, Push, PullPush, Buy, Manufacture with source/destination locations.

Putaway rules

Map stock from a source area to a destination location (optional item/category filters). Destination must remain under the intended warehouse tree.

6. Stock transfers

Transfers are the primary way stock moves. They cover receipts, deliveries, and internal moves depending on operation type.

Statuses

Status Meaning
Draft Editable
Waiting Waiting for stock or route
Confirmed Confirmed; may need reservation
Ready Fully reserved
Done Validated; ledger posted
Cancelled Abandoned

Optional approval status: Not required, Pending, Approved, Rejected (reject cancels).

Typical flow

flowchart TD A[Create Draft] --> B[Confirm] B --> C{Approval required} C -->|Pending| D[Approve or Reject] D -->|Approve| E[Confirmed] C -->|Not required| E E --> F[Reserve] F --> G{Fully reserved} G -->|Yes| H[Ready] G -->|No| E H --> I[Validate] I --> J[Done - ledger posted] I --> K[Backorder if short and policy allows]
Action Effect
Create Draft transfer with locations and lines
Confirm May set approval pending; may auto-reserve
Reserve Allocates stock by removal strategy
Validate Posts ledger; marks Done; may create backorder
Cancel Before Done (Cancel Done is a special permission/setting)
Return Creates reverse of a Done transfer

Backorder policy (especially deliveries): Ask, Always, or Never.

Core external integration pattern is Create → Confirm → Validate with operation codes such as IN / OUT / INT.

7. Lots and serials

When item tracking is Lot or Serial:

  • Maintain lot/serial masters.
  • Moves require the matching lot or serial.
  • Block prevents further use.
  • Expiry rules apply when the expiry feature is enabled.

Use Operations → Lots / Serials screens for day-to-day control.

8. Scrap and inventory counts

Scrap

flowchart TD A[Create Draft scrap] --> B[Validate] B --> C[Done - stock to SCRAP] A --> D[Cancel]

Scrap posts quantity to the warehouse scrap location, typically with a reason code, after availability checks.

Inventory counts

Status Meaning
Draft Prepared
InProgress Counting started
Counted Lines complete
Posted Adjustments posted to ledger
Cancelled Abandoned

Count types: Full, Cycle, Spot (spot needs an item list when starting).

flowchart TD A[Draft] --> B[Start - InProgress] B --> C[Record counts] C --> D[Complete - Counted] D --> E[Post - Posted]

Posting adjusts stock via the LOSS location. Large value variances may require approval before post. Cycle count schedules can auto-create/start counts when the feature and permission are enabled.

9. Valuation and landed costs

Topic Notes
Costing methods Average or FIFO layers on items
Scope Company or warehouse
Accounting mode Periodic or perpetual
Valuation report Operations → Valuation
Landed costs Draft → Post; split by equal, quantity, value, weight, or volume against receipt moves
Revaluations / repost Specialist permissions

Ledger voucher types include Transfer, Scrap, Count, Opening balance, Landed cost, Revaluation, and Direct movement. Configure Finance inventory accounts in settings for perpetual posting.

10. Picking, packages, replenishment, quality, barcode

These areas are advanced and usually feature-gated.

Picking

Batch/wave picking: Draft → Process → Done (or Cancel). Groups open transfer moves into a picking document. Lightweight compared with a full wave WMS.

Packages

Package types and package instances for containerized stock when the packages feature is on.

Replenishment

Reorder rules (min/max, safety, lead time, request type Purchase / Transfer / Issue / Manufacture). Run creates proposals and material requests (Draft → Submitted → Fulfilled / Cancelled). Fulfillment may create internal transfers; purchase/manufacture ports depend on integration wiring.

Quality

Templates and parameters (pass/fail, numeric, text, choice) with triggers on receipt, internal, or delivery. On transfer validate, checks may be created. Status Pending → Passed / Failed / PartiallyFailed. Failing quantity can move to the Quality location. Pending checks can block transfer progress.

Barcode

Resolve barcodes to items, packagings, lots, locations, or packages. Scan modes such as receive, transfer, pick, and count drive transfers or count lines. Route: /inventory/barcode.

11. Warehouse access

When restrict warehouse access is enabled, users/roles receive grants per warehouse (and optionally operation type). Lists and operations are scoped by those grants. Configure at /inventory/configuration/warehouse-access.

12. Dashboard and reports

Dashboard

Shows item counts, on-hand quantity/value, reserved stock, low/out-of-stock, lot expiry health, and transfer queue (draft, waiting, late, backorders).

Reports

Report Content
Stock balance On-hand by item/location
Stock ageing Age buckets of stock
Stock ledger Movement history
Traceability Ledger lines by item (± lot/serial/warehouse/dates)
Moves analysis Transfer/move analytics
Valuation Inventory value
Forecast Demand/forecast view when enabled

13. Permissions summary

Permission group: Inventory.

Area Examples
Structure Zones, Warehouses, Stores, Locations CRUD
Catalog Items (variants, view cost), Categories, UoMs, Attributes, Reason codes, Settings
Config Operation types, Putaway, Routes, Packages
Transfers Create, Confirm, Reserve, Validate, Cancel, CancelDone, Return, Approve, Backdate
Scrap / Lots / Serials / Counts Create, validate/block/count/post as applicable
Picking / Replenishment / Quality / Barcode Process, run, perform, scan
Valuation View, landed costs, revaluations, repost
Ledger Post in frozen period, rebuild quants
Reports / Dashboard / Security Report keys; Manage warehouse access

Grant Validate and Approve carefully; Cancel Done should be rare.

14. Integration with other modules

flowchart TB Mfg[Manufacturing] -->|PostMovement transfers| Inv[Inventory] Inv -->|Accounting outbox| Fin[Finance] CA[Cost Accounting] -.->|Product / warehouse ids| Inv Pur[Purchasing] -.->|Item UoM / future ports| Inv Sal[Sales] -.->|Item UoM / future ports| Inv
Module Relationship
Manufacturing Can post stock movements through Inventory integration (create/confirm/validate transfers, often using production/inbound/outbound locations).
Finance Partners on transfers; accounting poster / outbox for inventory accounts when wired.
Cost Accounting Soft references to inventory items and locations for costing.
Purchasing / Sales Share item and UoM concepts; automatic PO/SO stock posting is not a first-class Inventory UI flow—external modules call the transfer/integration API when implemented.

Appendix A — Quick procedures

A.1 Receive stock

  1. Create transfer with receipt operation (IN), from INBOUND to stock location.
  2. Confirm → Reserve if needed → Validate.
  3. Check stock balance / ledger.

A.2 Deliver stock

  1. Create delivery transfer (OUT) from stock to OUTBOUND.
  2. Confirm and reserve.
  3. Validate; handle backorder if short.

A.3 Internal move

  1. Create INT transfer between locations.
  2. Confirm → Reserve → Validate.

A.4 Physical count

  1. Create count (Full/Cycle/Spot) → Start.
  2. Enter counted quantities → Complete.
  3. Post adjustments (approve if threshold requires it).

A.5 Scrap

  1. Create scrap draft with reason.
  2. Validate to post to SCRAP location.

Appendix B — Operating notes

Topic Guidance
Feature flags Enable in Settings before expecting advanced screens to work
Hidden menus Use direct URLs when a feature is enabled but not in the sidebar
Negative stock Controlled by settings
Frozen period Blocks posting unless special ledger permission
Quality pending Can block transfer validation
Same location Moves from a location to itself are forbidden

Appendix C — Document control

Item Value
Title Inventory Module User Guide
Source of truth modules/inventory and frontend/src/app/modules/inventory
Format Markdown + Mermaid (PDF edition embeds rendered figures)
Screenshots Not included (by design)

This guide describes functional capabilities of the Inventory module as implemented in the Vertex ERP codebase. UI labels may appear in English or Arabic depending on language settings.

Vertex ERP documentation. Generated from Markdown sources in docs/.