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عالعربية

User manual

Supplier & Inventory

You know what you have in every warehouse, what has run out and what has hit its reorder level, and you order from the supplier before a customer asks about a missing item.

Accurate stock in every branch, a report of what is below reorder level with a suggested quantity, a purchase order that reaches the supplier on WhatsApp, and a barcode stocktake without closing the shop.

20 tasks 5 FAQs

What the system does

  • One shared item catalogue
  • Multiple warehouses
  • Purchase orders
  • Stocktake
  • Reports
  • Hide cost and prices
  • Import items from Excel
  • Link to accounting

Tasks

How do I add a new item in the item catalog?

  1. From the sidebar, go to Suppliers and inventory then select Items.
  2. Click on the New Item button (or Created) to open the item creation modal.
  3. Enter the Name in Arabic, the English name (optional), and specify its Category.
  4. Enter the Barcode or leave it empty if not using barcodes, and leave SKU empty to be auto-generated.
  5. Select the Unit of measure (piece, carton, kg, liter...) and the Preferred supplier.
  6. In the Prices section, enter the Cost, Sale price, and the Tax rate.
  7. Make sure to enable the Track quantity option for physical products, then click Save.
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Suppliers and inventory › Items
Permission needed
Inventory - Items / Add

How do I set a reorder point to alert me when an item runs low?

  1. Go to the Items list and click the edit button on the item's row to open its edit modal.
  2. In the Stock rules section, go to the Reorder point field.
  3. Enter the minimum quantity threshold that triggers reordering when reached (e.g., 10 pieces).
  4. In the Reorder quantity field, enter the suggested purchase quantity (e.g., 50 pieces).
  5. Click Save.
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Suppliers and inventory › Items
Permission needed
Inventory - Items / Edit

How do I import items and their opening balances from an Excel file?

  1. Access the Items screen.
  2. Click the Import from Excel button at the top of the table.
  3. Download the ready template and fill in the columns: Name, Code, Barcode, Category, Unit of Measure, Cost Price, Sale Price, and Quantity on hand as the opening balance.
  4. Upload the file and click Confirm Import.
  5. The system imports items and automatically creates opening balance inventory transactions without errors.
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Suppliers and inventory › Items
Permission needed
Inventory - Items / Add

How do I add a new warehouse in the facility?

  1. From the sidebar, select Warehouses.
  2. Click the New Warehouse button to open the warehouse creation modal.
  3. Enter the Warehouse name (e.g., Raw Materials Warehouse - Sahab) and the Code.
  4. Specify the City and Address.
  5. If you want this to be the default warehouse for sales and purchases, enable Default warehouse.
  6. Click Save.
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Suppliers and inventory › Warehouses
Permission needed
Inventory - Warehouses / Add

How do I add a new supplier and their contact details?

  1. Navigate to the Suppliers list.
  2. Click on the New Supplier button to open the supplier creation modal.
  3. Enter the Supplier name and the Contact person.
  4. Enter the Phone number (required for sending orders via WhatsApp) and Email.
  5. Enter the Tax number, specify Payment terms in days, the city, and the address.
  6. Click Save.
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Suppliers and inventory › Suppliers
Permission needed
Inventory - Suppliers / Add

How do I create a new purchase order for a supplier?

  1. From the sidebar, navigate to Purchase orders.
  2. Click the New Purchase Order button.
  3. Choose the Supplier, select the Receiving warehouse, and enter the Order date and Expected delivery date.
  4. In the Items ordered table, click Add item, select the item, and specify the Quantity and Unit price.
  5. Repeat adding remaining items and verify subtotals and tax.
  6. Click Save to save as draft, or Approve and send to supplier to officially approve it.
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Suppliers and inventory › Purchase Orders · Create
Permission needed
Inventory - Purchase orders / Add

How do I send a purchase order to the supplier via WhatsApp with one click?

  1. Go to Purchase orders and open the approved purchase order (in Sent status).
  2. Click the Send via WhatsApp action button.
  3. The system prepares a formatted text message addressed to the supplier containing the order number, list of items, quantities, total value, and expected delivery date.
  4. Click send to deliver it directly to the supplier's registered phone number.
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Suppliers and inventory › Purchase Orders · View
Permission needed
Inventory - Purchase orders / Send to supplier

How do I record the receipt of goods from a purchase order (partial or full)?

  1. Go to the Purchase orders screen and open the order to be received.
  2. Click the Receive goods action button.
  3. In the receiving form, specify the Receipt date and Into warehouse.
  4. In the items table, enter the quantity actually received in the Received now column (you can receive partial quantities).
  5. Click Save; the system will generate a Goods Receipt Note, increase warehouse stock, and update the item's average cost.
  6. If the full quantity is received, the order status becomes Received; if partial, it becomes Partially received.
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Suppliers and inventory › Purchase Orders · View
Permission needed
Inventory - Purchase orders / Receive

How do I record direct goods receipt without a prior purchase order?

  1. From the sidebar, select Stock balances.
  2. Click the Receive goods quick action button at the top of the page.
  3. Select the Item, specify the receiving Warehouse, and enter the Quantity received.
  4. Enter the Unit cost (or leave it blank to use the item catalog cost).
  5. Select the Reason (direct purchase, supply...) and add any notes.
  6. Click Save to immediately record the transaction.
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Suppliers and inventory › Stock Balances
Permission needed
Inventory - Balances and movements / Receive

How do I record issuing goods for internal consumption, samples, or damaged goods?

  1. From the Stock balances screen, click the Issue goods button.
  2. Select the Item and the Warehouse to issue from.
  3. Enter the Quantity to be removed from stock.
  4. Select the Reason accurately: Internal use, Damaged, Expired, or Sample.
  5. Write an explanation in the notes field and click Save.
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Suppliers and inventory › Stock Balances
Permission needed
Inventory - Balances and movements / Issue

How do I transfer goods between two warehouses?

  1. Go to Stock balances and click the Transfer between warehouses button.
  2. Select the Item to be transferred.
  3. Choose the source warehouse in From warehouse and the destination warehouse in Into warehouse.
  4. Enter the Quantity to transfer.
  5. Click Save; the system creates two linked transactions simultaneously: an outgoing transfer from the first warehouse and an incoming transfer into the second warehouse.
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Suppliers and inventory › Stock Balances
Permission needed
Inventory - Balances and movements / Transfer between warehouses

How do I manually adjust an item quantity (increase or decrease)?

  1. From the Stock balances screen, click the Adjust quantity button.
  2. Select the Item and the Warehouse.
  3. In the Difference (+/-) field, enter the number with its sign: positive to increase stock (e.g., +5) or negative to reduce stock (e.g., -3).
  4. Select the reason in the Reason field (inventory variance, found surplus, loss, damaged).
  5. Click Save to record an adjustment entry in the transaction log and update the balance.
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Suppliers and inventory › Stock Balances
Permission needed
Inventory - Balances and movements / Adjust quantities

How do I start a stocktaking (inventory count) for a full warehouse or a specific category?

  1. From the sidebar, enter the Stock counts page.
  2. Click the Start new count button to open the count setup modal.
  3. Select the Warehouse to be counted.
  4. In the Category field, select a specific category for a partial count, or leave it blank to count all items in the warehouse.
  5. Click Save; the system creates a new count record with status In progress and freezes system quantities for comparison.
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Suppliers and inventory › Stock Counts
Permission needed
Inventory - Stock counts / Add

How do I enter counted quantities during stocktaking by barcode or manually?

  1. Open the active count record from the Stock counts screen.
  2. By barcode: Click the Count by barcode button and scan each unit; the count increments by 1 with each scan.
  3. Manually: In the Items to count table, type the physical quantity on the shelf in the Counted quantity column.
  4. The table immediately displays the Variance column between system quantity and counted quantity, highlighted to differentiate surplus and deficit.
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Suppliers and inventory › Stock Counts · View
Permission needed
Inventory - Stock counts / Enter counted quantities

How do I post stocktaking results to adjust inventory variances automatically?

  1. After completing the physical count of all items on the count screen, review the Variance column and Variance value.
  2. Click the Post variances action button at the top of the page.
  3. A confirmation prompt appears warning you that posting creates permanent adjustment entries and cannot be undone.
  4. Click Confirm; the system automatically records stock adjustment transactions for all variances and changes count status to Posted.
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Suppliers and inventory › Stock Counts · View
Permission needed
Inventory - Stock counts / Post stock count

How do I view the report of items reaching their reorder point (shortages)?

  1. From the sidebar, access Inventory reports.
  2. From the dropdown list, select the Items below reorder point report.
  3. A table displays items whose current balance has reached or fallen below the reorder point, showing available stock, suggested purchase quantity, and preferred supplier for each item.
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Suppliers and inventory › Inventory reports
Permission needed
Inventory - Reports / View

How do I generate a report of available stock value and its total cost?

  1. Go to Inventory reports.
  2. Select the Stock on hand by value report.
  3. You can filter the report by a specific warehouse or select All warehouses, and by item Category.
  4. The report displays current quantity for each item, average cost, and total monetary value of goods in the warehouse.
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Suppliers and inventory › Inventory reports
Permission needed
Inventory - Reports / View

How do I view the movement history report for a specific item over a time period?

  1. From the Inventory reports page, select the Item movements report.
  2. In the Find item field, enter the item name or SKU or scan its barcode.
  3. Specify the date range using From date and To date.
  4. A detailed historical movement statement appears: opening balance, receipts, sales, issues, transfers, and closing balance, along with the authorized user for each transaction.
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Suppliers and inventory › Inventory reports
Permission needed
Inventory - Reports / View

How do I configure preventing negative stock sales in inventory?

  1. From the sidebar, enter Inventory settings.
  2. Go to the Stock section.
  3. In the Allow negative stock option: disabling it causes the system to reject any issue or sale transaction that exceeds actual available warehouse stock.
  4. Click Save.
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Suppliers and inventory › Inventory settings
Permission needed
Inventory - Settings / Edit

How do I link purchase receipts to automatic posting in accounting journals?

  1. Go to Inventory settings.
  2. In the Accounting section, enable Post purchase receipts to accounting.
  3. (Note: this option works when the accounting module is enabled, creating an automated journal entry debiting inventory and crediting accounts payable upon receipt confirmation).
  4. Click Save.
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Suppliers and inventory › Inventory settings
Permission needed
Inventory - Settings / Edit

Frequently asked questions

Why does the message "Insufficient quantity for item..." appear when issuing or transferring?

The message "Insufficient quantity for item in warehouse: available X and requested Y" appears because the item's balance in this specific warehouse is lower than the quantity you are trying to issue or transfer, and organization settings disallow negative inventory. Ensure you choose the correct warehouse containing the stock or record receipt of goods first.

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Suppliers and inventory › Stock Balances
Permission needed
Inventory - Balances and movements / Issue
Why can't I edit a purchase order after approving it?

Once you click Approve and send to supplier, the purchase order transitions from Draft status to Sent, and the system locks modifications to quantities, prices, or line deletions to maintain contractual integrity with the supplier. If major changes are required, click Cancel order (if nothing has been received against it) and create a new order.

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Suppliers and inventory › Purchase Orders · View
Permission needed
Inventory - Purchase orders / Edit
Why can't I cancel a purchase order that has partially received goods?

If goods arrived and a receipt note was recorded for any line item, the message appears: "Goods have been received on this order; it cannot be cancelled. Close it instead." In this case, the system provides the Close order button, which completes the order and accepts actual received quantities without rolling back warehouse receipts.

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Suppliers and inventory › Purchase Orders · View
Permission needed
Inventory - Purchase orders / Cancel
Why aren't cost and sale prices visible to some employees on the inventory screen?

The system includes security measures to hide costs and profit margins from warehouse keepers and laborers. If an employee cannot see cost prices and needs them, the system administrator must grant them the View Cost and Sale Price permission (inventory.prices.view) under permission management.

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Suppliers and inventory › Items
Permission needed
Inventory - View cost and sale price / View
Why doesn't a service item appear in purchase orders or stock counts?

When defining services, installation labor, or consulting fees, the Track quantity option is disabled on the item card. Items that do not track inventory are automatically excluded from warehouse supply orders and periodic stock count lists because they are not physical storable assets.

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Suppliers and inventory › Items
Permission needed
Inventory - Items / Edit

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