Setup OrderConfigure masters in this order before processing inventory transactions: UOM → Category → Item Group → Sub Group → Brand → Loyalty Category → Taxes → HS Code → Item Master → Reason Master

Reports

📊

Stock Statement

Period-wise Opening, Receipt, Issue & Closing summary.

📋

Stock Ledger

Transaction-level audit trail per item.

⏳

Stock Aging

Age brackets to identify slow-moving stock.

🚛

Transit Stock

Stock issued but not yet received.

⚠️

Item Expiry Details

Near-expiry and expired batch report.

Inventory Masters — 01

Unit of Measurement

Unit of Measurement defines all units used for stocking, selling, and purchasing items — such as PCS, KG, LTR, BOX, etc. Every item in the Item Master must be assigned a Stock Unit and Sale Unit from this master.

Navigation Path

Main Menu › Inventory › Masters › Unit of Measurement

Screen Overview

Unit of Measurement — Entry Screen

Toolbar Buttons

Button	Description
▣ New	Opens a blank form
💾 Save	Saves the record
🔍 Search	Search for existing records
List View	Displays all records in a list
View History	Shows modification history

Unit of Measurement Fields

Field	Description	Required
Unit Name*	Full name of the unit (e.g., Pieces, Kilograms, Litres, Box). This appears in item and transaction screens.	Yes
Unit Code*	Short code for the unit (e.g., PCS, KG, LTR, BOX). Used in grids and reports.	Yes
Inactive	Check to deactivate this unit without deleting it.	Optional

Step-by-Step Guide

Click New

Open a blank Unit of Measurement form.

Enter Unit Name

Type the full unit name (e.g., Pieces).

Enter Unit Code

Type the short code (e.g., PCS).

Save

Click Save. The unit is now available in the Item Master and all transaction grids.

📦

Used InUnits defined here appear in Item Master (Stock Unit, Sale Unit), Item Transfer Issue/Receipt, Local GRN, Sales Invoice, and all other transaction item grids.

Inventory Masters — 02

Field	Description	Required
Category Name*	The full name of the item category (e.g., Pharmaceutical, FMCG, Cosmetics, Medical Devices).	Yes
Item Code Prefix*	A short prefix used to auto-generate item numbers for items in this category (e.g., PH for Pharmaceutical). All item codes in this category will start with this prefix.	Yes
Inventory Ledger*	The GL account to which the inventory value of items in this category is posted. Click 🔍 to select from the chart of accounts. This is mandatory for stock accounting.	Yes
Sales Applicable?*	Check if items in this category can be sold. Uncheck for internal-use-only items.	Optional
Inactive?	Check to deactivate this category.	Optional

Item Group

Item Group provides a secondary classification of items within a category — for example, Antibiotics, Analgesics, and Vitamins within a Pharmaceutical category. Item Groups are used for sales reporting, filtering, and performance analysis.

Navigation Path

Main Menu › Inventory › Masters › Item Group

Screen Overview

Item Group — Entry Screen

Toolbar Buttons

Button	Description
▣ New	Opens a blank form
💾 Save	Saves the record
🔍 Search	Search for existing records
List View	Displays all records in a list
View History	Shows modification history

Item Group Fields

Field	Description	Required
Group Name*	The name of the item group (e.g., Antibiotics, FMCG-Food, Cosmetics-Skin).	Yes
Group Code*	A short code for the group (e.g., ANT, FCG, CSK).	Yes
Inactive?	Check to deactivate this group.	Optional

Step-by-Step Guide

Click New

Open a blank Item Group form.

Enter Group Name and Code

Type the group name and its short code.

Save

Click Save. The group is available in the Item Master Group field.

💡

ReportingItem Groups power sales and stock reports grouped by product category, enabling analysis like 'Top Selling Groups' and 'Slow Moving Groups'.

Inventory Masters — 04

Item Sub Group

Item Sub Group is a third-level classification beneath Item Group, allowing even finer categorisation of items. For example, within Antibiotics (Group), sub-groups could be Oral Antibiotics and Injectable Antibiotics.

Navigation Path

Main Menu › Inventory › Masters › Item Sub Group

Screen Overview

Item Sub Group — Entry Screen

Toolbar Buttons

Button	Description
▣ New	Opens a blank form
💾 Save	Saves the record
🔍 Search	Search for existing records
List View	Displays all records in a list
View History	Shows modification history

Item Sub Group Fields

Field	Description	Required
Sub Group Name*	The name of the sub group (e.g., Oral Antibiotics, Injectable, Tablet Form).	Yes
Sub Group Code*	A short code for the sub group.	Yes
Inactive?	Check to deactivate.	Optional

Step-by-Step Guide

Click New

Open a blank Item Sub Group form.

Enter Sub Group Name and Code

Type the sub group name and code.

Save

Click Save. Available in the Item Master Subgroup field.

ℹ️

Three-Level ClassificationCategory → Group → Sub Group provides a three-level hierarchy for items. Use Sub Group when you need more granular reporting than Group alone provides.

Inventory Masters — 05

Item Brand

Item Brand records the brand or manufacturer of each item. Brand is a mandatory field in the Item Master. Brands are used for brand-wise sales and stock analysis reports.

Navigation Path

Main Menu › Inventory › Masters › Item Brand

Screen Overview

Item Brand — Entry Screen

Toolbar Buttons

Button	Description
▣ New	Opens a blank form
💾 Save	Saves the record
🔍 Search	Search for existing records
List View	Displays all records in a list
View History	Shows modification history

Item Brand Fields

Field	Description	Required
Brand Name*	The full brand or manufacturer name (e.g., GlaxoSmithKline, Pfizer, Unilever, Private Label).	Yes
Brand Code*	A short code for the brand.	Yes
Inactive?	Check to deactivate.	Optional

Step-by-Step Guide

Click New

Open a blank Item Brand form.

Enter Brand Name and Code

Type the brand name and short code.

Save

Click Save. The brand is now available in the Item Master Brand field.

💡

Brand AnalysisBrand is used in sales and stock reports to analyse which brands are performing best in terms of quantity sold, revenue, and stock turnover.

Inventory Masters — 06

Loyalty Category

Loyalty Category defines the categories of customers eligible for loyalty points. Each loyalty category has a different earning rate configured in the Loyalty Card master. The Loyalty Category is assigned to each item in the Item Master, controlling which loyalty earning rules apply when that item is sold.

Navigation Path

Main Menu › Inventory › Masters › Loyalty Category

Screen Overview

Loyalty Category — Entry Screen

Toolbar Buttons

Button	Description
▣ New	Opens a blank form
💾 Save	Saves the record
🔍 Search	Search for existing records
List View	Displays all records in a list
View History	Shows modification history

Loyalty Category Fields

Field	Description	Required
Loyalty Category*	The name of the loyalty category (e.g., Gold, Silver, Standard, Non-Loyalty). This name is used when setting up point earning rules in the Loyalty Card master.	Yes

Step-by-Step Guide

Click New

Open a blank Loyalty Category form.

Enter Loyalty Category Name

Type the category name.

Save

Click Save. The category is now available in the Item Master and the Loyalty Card master setup.

ℹ️

Used In Item MasterEach item in the Item Master is assigned a Loyalty Category. When an item is sold, the system checks the item's Loyalty Category to determine how many loyalty points the customer earns for that purchase.

Inventory Masters — 07

Taxes

The Taxes master defines all tax codes used in purchase and sales transactions. Each tax code has a percentage rate and separate GL accounts for input tax (on purchases) and output tax (on sales). Tax codes are applied to items via the Item Master and used in invoice calculations.

Navigation Path

Main Menu › Inventory › Masters › Taxes

Screen Overview

Taxes — Entry Screen

Toolbar Buttons

Button	Description
▣ New	Opens a blank form
💾 Save	Saves the record
🔍 Search	Search for existing records
List View	Displays all records in a list
View History	Shows modification history

Taxes Fields

Field	Description	Required
Tax Code*	Unique code for this tax (e.g., VAT16, ZERO, EXEMPT). This code appears in item master and transaction dropdowns.	Yes
Tax %	The tax percentage rate (e.g., 16 for 16% VAT, 0 for zero-rated, blank for exempt). e.g., enter 16 for 16% VAT	Optional
Tax Ledger (Input)	GL account for input tax on purchases — used when this tax applies to a purchase invoice or GRN. Click 🔍 to select.	Optional
Tax Ledger (Output)	GL account for output tax on sales — used when this tax applies to a sales invoice. Click 🔍 to select.	Optional
Inactive?*	Check to deactivate this tax code.	Optional

Step-by-Step Guide

Click New

Open a blank Taxes form.

Enter Tax Code

Enter a unique, meaningful code (e.g., VAT16, ZERO, EXEMPT).

Enter Tax %

Enter the tax rate percentage. Leave blank for exempt items.

Select Tax Ledger (Input)

Click 🔍 and select the input tax GL account for purchases.

Select Tax Ledger (Output)

Click 🔍 and select the output tax GL account for sales.

Save

Click Save. The tax code is now available in the Item Master Tax Code field.

⚠️

Input and Output LedgersAlways set both Input and Output tax ledgers. Input tax posts on purchase transactions (GRN, Direct Purchase), output tax posts on sales transactions (Sales Invoice). Missing ledgers will cause voucher posting errors.

Inventory Masters — 08

Item Master

The Item Master is the central repository for all product information. Every item sold, purchased, transferred, or stocked must be registered here. It links together category, group, brand, tax code, loyalty category, HS code, units of measure, barcodes, and supplier details into one comprehensive item record.

Navigation Path

Main Menu › Inventory › Masters › Item Master

Screen Overview — Header & Barcode Details Tab

Item Master — Barcode Details Tab

Screen Overview — Unit Details Tab

Item Master — Unit Details Tab

Toolbar Buttons

Button	Description
▣ New	Opens a blank Item Master form
💾 Save	Saves the item record
🔍 Search	Search for existing items
List View	Displays all items in a list
View History	Modification history
CSV Import	Import multiple items from a CSV file

Header Fields — Left Column

Field	Description	Required
Category*	Item category — select from Category master dropdown. Determines the inventory ledger and item code prefix.	Yes
Group*	Item group — select from Item Group master.	Yes
Subgroup*	Item sub group — select from Item Sub Group master.	Yes
Brand*	Item brand or manufacturer — select from Item Brand master.	Yes
Item Number	System-generated item code based on category prefix. Use … to search existing.	Auto
Item Name*	Full descriptive name of the item.	Yes
Stock Unit*	The base unit for stocking and inventory tracking. Select from UOM master.	Yes
Sale Unit*	The unit used in sales transactions. May differ from Stock Unit (e.g., stock in KG, sell in 500g packs). Select from UOM master.	Yes
Dutycode*	HS Code / Customs duty code. Select from HS Code master. Defaults to NA.	Yes

Header Fields — Right Column

Field	Description	Required
Tax Code*	Tax code applicable to this item. Select from Taxes master. Determines tax % and ledgers.	Yes
Tax (%)	Tax percentage — auto-filled from Tax Code. Read-only.	Auto
Inventory Ledger*	GL inventory account — auto-filled from Category. Read-only.	Auto
Loyalty Category*	Loyalty earning category for this item. Select from Loyalty Category master.	Yes
Origin	Country or region of origin for this item. Select from dropdown.	Optional
Composition Name	Active ingredient or product composition (important for pharmaceuticals).	Optional
Item Type*	Type of item — e.g., Finished Goods, Raw Material, Service. Select from dropdown.	Yes
Batch Required?	Check if this item must be tracked by batch number in all transactions. Recommended for pharmaceutical and perishable items	Optional
All Location Batch Required?*	Check if batch tracking is required at every location where this item is stored.	Optional
Inactive?*	Check to deactivate this item. Inactive items cannot be used in transactions.	Optional

Barcode Details Tab

Field	Description	Required
S No	Auto-incremented.	Auto
Barcode	The barcode number for this item (EAN13, EAN8, QR, etc.). Enter or scan.	Yes
Mainbarcode?*	Check if this is the primary barcode for the item. One barcode must be set as main.	Yes

Unit Details Tab — Alternate Units Grid

Field	Description	Required
S No	Auto-incremented.	Auto
Unit*	An alternate unit of measure for this item (e.g., if stocked in KG but also sold in 500g packs, add 500g as a unit here).	Yes
Conversion Factor (To Stock Unit)*	How many Stock Units = 1 of this unit (e.g., 0.5 if 500g = 0.5 KG). Used for auto-conversion in transactions.	Yes
Grossweight (in Kgs)	Gross weight per unit in kilograms.	Optional
Netweight (In Kgs)	Net weight per unit.	Optional
CBM	Volume per unit in cubic metres — used for shipping calculations.	Optional

Supplier Details Tab — Link one or more suppliers who supply this item, with their supplier item code and lead time. Attachment Tab — Attach product images, spec sheets, or certificates. Footer Tab — Additional notes and custom fields.

Step-by-Step Guide

Click New

Open a blank Item Master form.

Select Category, Group, Sub Group, Brand

Choose from the respective masters. Item Number auto-generates from category prefix.

Enter Item Name

Type the full product name.

Set Stock Unit and Sale Unit

Select units from UOM master. If Stock Unit = Sale Unit, enter the same in both.

Select Tax Code and Dutycode

Choose the applicable tax code and HS code.

Set Item Type and Loyalty Category

Select item type and the loyalty earning category.

Set Batch Required?

Check Batch Required? for pharmaceuticals, food items, or any product requiring expiry/batch tracking.

Add Barcodes

In the Barcode Details tab, enter the item barcode and mark one as Main barcode.

Add Unit Details

In the Unit Details tab, add alternate units with conversion factors if applicable.

Add Supplier Details

In the Supplier Details tab, link the primary supplier(s) for this item.

Save

Click Save. The item is now available across all purchase, sales, and inventory transactions.

⚠️

Batch Required SettingOnce an item is used in transactions, changing the Batch Required? flag may cause system errors. Set this correctly during initial item setup.

💡

CSV ImportTo onboard a large number of items at go-live, use the CSV Import button. Download the template from the system, fill item details, and upload.

Inventory Masters — 09

Reason Master

The Reason Master defines the reasons used to categorise stock movements in Stock Receipt, Stock Issue, and Sales Return transactions. Each reason is linked to specific GL debit and credit accounts, controlling how the accounting entry is posted for that type of movement.

Navigation Path

Main Menu › Inventory › Masters › Reason Master

Screen Overview

Reason Master — Entry Screen

Toolbar Buttons

Button	Description
▣ New	Opens a blank form
💾 Save	Saves the record
🔍 Search	Search for existing records
List View	Displays all records in a list
View History	Shows modification history

Reason Master Fields

Field	Description	Required
Reason*	The reason name for this stock movement type (e.g., Damaged Goods, Sample Issue, Expired Stock Write-off, Free Issue).	Yes
Credit Ledger	The GL account to be credited for movements under this reason. Click 🔍 to select. Used in Stock Receipt transactions.	Optional
Debit Ledger	The GL account to be debited for movements under this reason. Click 🔍 to select. Used in Stock Issue transactions.	Optional
Sales Promotion?	Check if this reason is used for sales promotion-related stock movements (free goods given under promotion schemes).	Optional
Inactive?	Check to deactivate this reason.	Optional

Step-by-Step Guide

Click New

Open a blank Reason Master form.

Enter Reason Name

Type a clear, descriptive reason name.

Select Credit Ledger

For Stock Receipt reasons, select the GL account to credit.

Select Debit Ledger

For Stock Issue reasons, select the GL account to debit.

Set Sales Promotion Flag

Check if this reason is linked to promotional free goods.

Save

Click Save. This reason is now available in Stock Receipt and Stock Issue transactions.

ℹ️

GL ImpactEach reason drives a different accounting entry. For example: Damaged Goods might debit an Expense account and credit Inventory; Sample Issue debits a Samples Expense account.

Inventory Masters — 10

HS Code

The HS Code (Harmonized System Code) master stores international tariff classification codes along with their customs duty percentages. HS Codes are assigned to items in the Item Master (Dutycode field) and are used in Import Purchase transactions for customs declarations.

Navigation Path

Main Menu › Inventory › Masters › HS Code

Screen Overview

HS Code — Entry Screen

Toolbar Buttons

Button	Description
▣ New	Opens a blank form
💾 Save	Saves the record
🔍 Search	Search for existing records
List View	Displays all records in a list
View History	Shows modification history

HS Code Fields

Field	Description	Required
HS Code	The 6-10 digit Harmonized System tariff code (e.g., 3004.20.10 for antibiotics). Leave blank if not yet assigned.	Optional
HS Description	The official tariff description corresponding to this HS code.	Optional
Effective From	The date from which this HS code is effective. Click the calendar icon to set.	Optional
Duty (%)	The customs import duty percentage applicable to items under this HS code. e.g., 25 for 25% import duty	Optional
Inactive	Check to deactivate this HS code entry.	Optional

Step-by-Step Guide

Click New

Open a blank HS Code form.

Enter HS Code and Description

Enter the official tariff code and its description.

Set Effective From Date

Enter the date from which this code is effective.

Enter Duty %

Enter the applicable customs duty percentage.

Save

Click Save. The HS code is now available in the Item Master Dutycode field and in Import PO/Licence screens.

ℹ️

Used In ImportHS Codes assigned to items flow automatically into Import Licence and Import PO documents, ensuring correct customs declaration values are calculated.

Inventory Transactions — 01

Item Transfer Request

The Item Transfer Request is raised when one location needs stock from another location. It records the items required, quantities, and the source and destination locations. The request is fulfilled through an Item Transfer Issue followed by an Item Transfer Receipt.

Navigation Path

Main Menu › Inventory › Transactions › Item Transfer Request

Screen Overview

Item Transfer Request — Entry Screen

Toolbar Buttons

Button	Description
▣ New	Opens a blank ITR form
💾 Save	Saves the request
💾 Save and Print	Saves and prints
🔍 Search	Search existing requests
List View	List all requests
View Histor	Modification history
Re-Print	Re-prints the request
Cancel	Cancels the request

Header Fields

Field	Description	Required
Request From*	The location requesting the stock. Select from dropdown.	Yes
Request Date	Date the request is being made. Defaults to today.	Yes
Request No*	System-generated request number. Use … to search existing.	Auto
Request To*	The location from which stock is being requested. Select from dropdown.	Yes
Remarks	General remarks for this request.	Optional

Request Details Tab — Grid Columns

Field	Description	Required
S No	Auto-incremented.	Auto
Item Name*	Item being requested. Click 🔍 to search and select.	Yes
Unit*	Unit of measure — auto-filled from Item Master.	Auto
Packsize	Pack size — auto-filled.	Optional
Available Stock	Available stock at the Request To location — auto-filled for reference.	Auto
Required Quantity*	Quantity being requested.	Yes

Step-by-Step Guide

Click New

Open a blank Item Transfer Request form.

Select Request From

Choose the location that needs the stock.

Select Request To

Choose the location that has the stock.

Add Items

In the grid, click 🔍 to select each item and enter the Required Quantity.

Save

Click Save. The request is raised and can be actioned by the source location via Item Transfer Issue.

ℹ️

Fulfilled ViaAfter saving the ITR, the source location raises an Item Transfer Issue using this Request No, and the receiving location confirms receipt via Item Transfer Receipt.

Inventory Transactions — 02

Transfer Booking

Transfer Booking is used to pre-book a stock transfer between two locations — scheduling when the transfer will happen and which route/vehicle will be used. It is referenced in Item Transfer Issue and Transfer Expense transactions to link costs to specific transfers.

Navigation Path

Main Menu › Inventory › Transactions › Transfer Booking

Screen Overview

Transfer Booking — Entry Screen

Toolbar Buttons

Button	Description
▣ New	Opens a blank Transfer Booking form
💾 Save	Saves the booking
🔍 Search	Search existing bookings
List View	List all bookings
View History	Modification history

Transfer Booking Fields

Field	Description	Required
From Location*	The source location dispatching the stock. Select from dropdown.	Yes
To Location*	The destination location receiving the stock. Select from dropdown.	Yes
Booking Date*	Date of the transfer booking. Select from calendar.	Yes
Booking Number	System-generated booking number. Use … to search existing.	Auto
Notes	Any notes about this booking (e.g., vehicle details, route information).	Optional
Closed?	Check to mark this booking as closed once the transfer is complete.	Optional

Step-by-Step Guide

Click New

Open a blank Transfer Booking form.

Select From and To Locations

Choose the source and destination locations.

Set Booking Date

Enter the planned transfer date.

Enter Notes

Add any relevant transfer notes.

Save

Click Save. The booking number can now be referenced in Item Transfer Issue and Transfer Expense.

💡

Used For CostingThe Booking No is used in Transfer Expense to allocate transport costs to a specific transfer, and in Item Transfer Issue to link the stock movement to a booking.

Inventory Transactions — 03

Transfer Expense

Transfer Expense records the costs associated with a stock transfer — freight charges, vehicle hire, handling fees, etc. It is linked to a Transfer Booking and records the expense as either a bill payable to a vendor or a direct cash/bank payment.

Navigation Path

Main Menu › Inventory › Transactions › Transfer Expense

Screen Overview

Transfer Expense — Entry Screen

Toolbar Buttons

Button	Description
▣ New	Opens a blank Transfer Expense form
💾 Save	Saves the expense
🔍 Search	Search existing expenses
List View	List all expenses
View History	Modification history
Cancel	Cancels the entry
Voucher Details	Displays accounting entries

Header Fields

Field	Description	Required
Booking No*	The Transfer Booking number this expense belongs to. Select from dropdown — From Location, To Location, and Booking Date auto-fill.	Yes
Document Date*	Date of the expense document.	Yes
Document No	System-generated document number.	Auto
Expense Booked to*	The location to which this expense is charged. Select from dropdown.	Yes
Trans Type*	Transaction type — Bill or Payment.	Yes
Type*	Vendor, Cash, or Bank.	Yes
Supplier / Cash / Bank*	Select the vendor or payment account. Click 🔍 to search.	Yes
Currency	Transaction currency — auto-filled.	Auto
Exchange Rate (to USD)*	Exchange rate.	Yes
Notes	Remarks for this expense.	Optional
From Location	Auto-filled from Booking.	Auto
To Location	Auto-filled from Booking.	Auto
Booking Date	Auto-filled from Booking.	Auto

Expense Details Tab — Grid

Field	Description	Required
S No	Auto-incremented.	Auto
Charge Name	Type of expense. Select from dropdown.	Yes
Charge Basedon*	How the charge is applied — Fixed, Per KG, Per CBM, etc.	Yes
Bill/Payment Amount*	Amount of this charge.	Yes
Bill/Payment Amount (USD)	USD equivalent — auto-calculated.	Auto

Step-by-Step Guide

Click New

Open a blank Transfer Expense form.

Select Booking No

Choose the Transfer Booking. Header details auto-fill.

Set Trans Type and Supplier

Choose Bill or Payment and select the vendor.

Add Expense Lines

In the Expense Details tab, add each charge with its amount.

Save

Click Save. Use Voucher Details to verify accounting entries before posting.

ℹ️

Voucher PostingClick Voucher Details before saving to preview the accounting entries that will be posted for this transfer expense.

Inventory Transactions — 04

Item Transfer Issue

Item Transfer Issue records the actual dispatch of stock from one location to another. It is linked to an Item Transfer Request (Request No) and/or a Transfer Booking (Booking No). Saving an Issue deducts stock from the From Location. The receiving location then confirms receipt via Item Transfer Receipt.

Navigation Path

Main Menu › Inventory › Transactions › Item Transfer Issue

Screen Overview

Item Transfer Issue — Entry Screen

Toolbar Buttons

Button	Description
▣ New	Opens a blank Issue form
💾 Save	Saves and deducts stock
💾 Save and Print	Saves and prints
🔍 Search	Search existing issues
List View	List all issues
View History	Modification history
Voucher Details	Displays accounting entries
Print Invoice	Prints transfer invoice
Print Delivery	Prints delivery note

Header Fields

Field	Description	Required
From Location*	Location dispatching the stock. Defaults to current location.	Yes
Receipt Location*	Destination location receiving the stock. Select from dropdown.	Yes
Document Date	Date of issue. Defaults to today.	Yes
Document No	System-generated document number.	Auto
Trans Type*	Type of transfer transaction. Select from dropdown.	Yes
Request No*	Linked Item Transfer Request number. Select from dropdown.	Yes
Request Date	Date of linked request — auto-filled.	Auto
Booking No*	Linked Transfer Booking number. Select from dropdown.	Optional
Driver Name	Name of the delivery driver.	Optional
Vehicle No.	Vehicle registration number for tracking.	Optional

Item Particulars Tab — Grid

Field	Description	Required
S No	Auto-incremented.	Auto
Item*	Item being transferred. Click 🔍 to search.	Yes
Unit*	Unit of measure.	Auto
Pack Size	Pack size.	Auto
Reserved Stock	Stock reserved for this location.	Auto
Current Stock	Available stock before issue.	Auto
Batch*	Select batch from dropdown — mandatory for batch-tracked items.	Yes
Stock	Stock in selected batch.	Auto
Balance Qty	Balance from linked request.	Auto
Quantity*	Quantity being issued.	Yes
Cost Rate	Cost rate per unit.	Auto
Item Gross Weight*	Total gross weight for this line.	Optional
Item CBM*	Total CBM for this line.	Optional
Last Sales Price (Intr)	Last internal sales price — reference.	Auto

Step-by-Step Guide

Click New

Open a blank Item Transfer Issue form.

Select From and Receipt Locations

Choose source and destination.

Select Trans Type and Request No

Link to the originating Transfer Request.

Select Booking No

If a booking was made, link it here.

Add Items

In the grid, select items, choose batch, and enter quantity.

Save

Click Save. Stock is deducted from From Location. The receiving location can now raise an Item Transfer Receipt.

⚠️

Batch RequiredFor batch-tracked items, Batch is mandatory. Selecting the wrong batch will cause incorrect stock movement — always verify the batch before saving.

💡

After IssueOnce the Issue is saved, the receiving location (Receipt Location) raises an Item Transfer Receipt referencing this Transfer No to confirm physical receipt of stock.

Inventory Transactions — 05

Item Transfer Receipt

Item Transfer Receipt is raised by the receiving location to confirm that stock dispatched via an Item Transfer Issue has been physically received. It is linked to the Transfer Issue via the Transfer No field. Saving a Receipt adds the stock to the Receipt Location.

Navigation Path

Main Menu › Inventory › Transactions › Item Transfer Receipt

Screen Overview

Item Transfer Receipt — Entry Screen

Toolbar Buttons

Button	Description
▣ New	Opens a blank Receipt form
💾 Save	Saves and adds stock to receipt location
💾 Save and Print	Saves and prints
🔍 Search	Search existing receipts
List View	List all receipts
View History	Modification history
Voucher Details	Displays accounting entries
Re-Print	Re-prints the receipt document

Header Fields

Field	Description	Required
Transfer No*	The Item Transfer Issue number to be receipted. Select from dropdown — Receipt Location, Issue Location, Trans Type, and Transfer Booking No auto-fill.	Yes
Trans Type*	Transaction type — auto-filled from linked Issue.	Auto
Receipt Location	Receiving location — auto-filled.	Auto
Issue Location	Dispatching location — auto-filled.	Auto
Receipt Date*	Date goods are physically received. Enter or select from calendar.	Yes
Receipt No	System-generated receipt number.	Auto
Transfer Booking No	Linked booking — auto-filled.	Auto
Location Batch Flag	Enable location-level batch tracking for received goods.	Optional

Item Particulars Tab — Grid

Field	Description	Required
S No	Auto-incremented.	Auto
Item Name	Item — auto-filled from linked Issue.	Auto
Unit	Unit — auto-filled.	Auto
Pack Size	Pack size.	Auto
Balance Qty	Quantity expected from the Issue — auto-filled.	Auto
Batch	Batch number — auto-filled from Issue.	Auto
Manufacturing Date	Mfg date — auto-filled.	Auto
Expiry Date	Expiry date — auto-filled.	Auto
Quantity*	Quantity actually received. May differ from Balance Qty if partial receipt.	Yes
Price	Unit price — auto-filled.	Auto
Amount	Total amount — auto-calculated.	Auto
Expense Amount	Transfer expense allocated to this item — auto-calculated.	Auto

Step-by-Step Guide

Click New

Open a blank Item Transfer Receipt form.

Select Transfer No

Choose the Issue number. All details auto-fill.

Set Receipt Date

Enter the actual date goods were received.

Verify Quantities

Check received quantities in the grid. Adjust if partial receipt.

Save

Click Save. Stock is added to the Receipt Location.

ℹ️

Partial ReceiptsIf only part of the issued quantity was received, enter the actual received quantity. The balance remains open as pending receipt.

Inventory Transactions — 06

Direct Stock Transfer

Direct Stock Transfer moves stock between two locations without a prior Transfer Request or Transfer Booking. It is used for immediate or ad-hoc transfers where the normal request-booking-issue-receipt workflow is not required. Both the stock deduction and the receipt happen in a single transaction.

Navigation Path

Main Menu › Inventory › Transactions › Direct Stock Transfer

Screen Overview

Direct Stock Transfer — Entry Screen

Toolbar Buttons

Button	Description
▣ New	Opens a blank DST form
💾 Save	Saves and moves stock between locations
💾 Save and Print	Saves and prints
🔍 Search	Search existing DSTs
List View	List all DSTs
View Histor	Modification history
Voucherdetails	Displays accounting entries
Draft	Saves as draft

Header Fields

Field	Description	Required
Location*	The source location dispatching the stock. Select from dropdown.	Yes
To Location*	The destination location receiving the stock. Select from dropdown.	Yes
Trans Type*	Transfer transaction type. Select from dropdown.	Yes
Transfer Date*	Date of the stock transfer. Select from calendar.	Yes
Transfer No	System-generated transfer number.	Auto
To Location Batch Flag	Enable location batch tracking at the destination.	Optional

Item Particulars Tab — Grid

Field	Description	Required
S No	Auto-incremented.	Auto
Item Name*	Item to be transferred. Click 🔍 to search.	Yes
Unit*	Unit of measure — auto-filled.	Auto
Pack Size	Pack size.	Auto
Reserved Stock	Reserved stock at source location.	Auto
Current Stock	Available stock at source — reference.	Auto
Batch No	Batch number — select for batch-tracked items.	Cond
Expiry Date	Expiry date of selected batch.	Auto
To Batch No	New batch number at destination if re-batching.	Optional
To Expiry Date	Expiry date at destination.	Optional

Step-by-Step Guide

Click New

Open a blank Direct Stock Transfer form.

Select Source and Destination Locations

Choose From and To locations.

Select Trans Type and Transfer Date

Set the transfer type and date.

Add Items

In the grid, select items, batch, and quantity to transfer.

Save

Click Save. Stock is moved from source to destination in one step.

ℹ️

When to UseUse Direct Stock Transfer for ad-hoc or emergency stock movements. For planned transfers requiring approvals, tracking, and cost allocation, use the full Item Transfer Request → Booking → Issue → Receipt workflow.

Inventory Transactions — 07

Stock Receipt

Stock Receipt is used to bring stock into a location from non-purchase sources — such as corrections for opening stock, sample receipts, returned goods from market, or stock adjustments after physical counting. The GL entry is driven by the Reason selected.

Navigation Path

Main Menu › Inventory › Transactions › Stock Receipt

Screen Overview

Stock Receipt — Entry Screen

Toolbar Buttons

Button	Description
▣ New	Opens a blank form
💾 Save	Saves and adds stock
💾 Save and Print	Saves and prints
🔍 Search	Search existing receipts
List View	List all receipts
View History	Modification history
Voucher Details	Displays accounting entries
Re-Print	Re-prints
Draft	Saves as draft

Header Fields

Field	Description	Required
Location*	Location receiving the stock. Defaults to current location.	Yes
Stock Receipt	Date of stock receipt. Select from calendar.	Yes
Stock Receipt No	System-generated receipt number. Use … to search existing.	Auto
Reason*	Select the reason for this stock receipt from the Reason Master dropdown. Drives the GL credit entry.	Yes
Credit Ledger	GL account to be credited — auto-filled from selected Reason.	Auto
Location Batch Flag	Enable location batch tracking.	Optional
Notes	Remarks for this stock receipt.	Optional

Item Particulars Tab — Grid

Field	Description	Required
S No	Auto-incremented.	Auto
Item*	Item to be received. Click 🔍 to search.	Yes
Unit*	Unit of measure — auto-filled.	Auto
Pack Size	Pack size.	Optional
Batch No*	Batch number — mandatory for batch-tracked items.	Yes
Supplier Batchno*	Supplier's batch reference.	Yes
Suppliername*	Supplier name for this batch. Select from dropdown.	Yes
Manufacturing Date*	Manufacturing date of this batch.	Yes
Expiry Date*	Expiry date of this batch.	Yes
Qty*	Quantity being received.	Yes
Rate (In Base)*	Cost rate in base currency.	Yes
Amount	Total value — auto-calculated.	Auto

Step-by-Step Guide

Click New

Open a blank Stock Receipt form.

Select Location and Date

Set the location and receipt date.

Select Reason

Choose the reason — the Credit Ledger auto-fills.

Add Items

Enter item, batch details (including supplier, manufacturing date, expiry), quantity, and rate.

Save

Click Save. Stock and inventory value are added to the location.

⚠️

Batch Details MandatoryBatch No, Supplier Batchno, Suppliername, Manufacturing Date, and Expiry Date are all required for batch-tracked items. These details are critical for traceability.

Inventory Transactions — 08

Stock Issue

Stock Issue is used to remove stock from a location for reasons other than sales — such as samples given to customers, damaged or expired stock write-offs, items consumed internally, or corrections after physical count. The GL debit entry is driven by the selected Reason.

Navigation Path

Main Menu › Inventory › Transactions › Stock Issue

Screen Overview

Stock Issue — Entry Screen

Toolbar Buttons

Button	Description
▣ New	Opens a blank form
💾 Save	Saves and deducts stock
💾 Save and Print	Saves and prints
🔍 Search	Search existing issues
List View	List all issues
View History	Modification history
Voucher Details	Displays accounting entries
Re-Print	Re-prints
Draft	Saves as draft

Header Fields

Field	Description	Required
Location*	Location from which stock is issued. Defaults to current location.	Yes
Stock Issue Date	Date of issue. Select from calendar.	Yes
Stock Issue No	System-generated issue number. Use … to search.	Auto
Reason*	Select the reason for this stock issue. Drives the GL debit entry.	Yes
Debit Ledger	GL account to be debited — auto-filled from selected Reason.	Auto
Notes	Remarks for this issue.	Optional

Item Particulars Tab — Grid

Field	Description	Required
S No	Auto-incremented.	Auto
Item*	Item to be issued. Click 🔍 to search.	Yes
Unit*	Unit of measure — auto-filled.	Auto
Pack Size	Pack size.	Optional
Reserved Stock	Reserved stock at location.	Auto
Current Stock	Available stock — reference.	Auto
Batch*	Select batch for batch-tracked items.	Cond
Available Stock	Stock available in selected batch.	Auto
Qty*	Quantity being issued.	Yes

Step-by-Step Guide

Click New

Open a blank Stock Issue form.

Select Location, Date, and Reason

Debit Ledger auto-fills from the selected Reason.

Add Items

Select items, batch if applicable, and quantity to issue.

Save

Click Save. Stock is deducted from the location.

ℹ️

GL ImpactThe Reason determines the expense account debited. For example: Sample Issue → Sample Expense; Damaged → Loss on Damaged Goods; Expired → Inventory Write-off.

Inventory Transactions — 09

Item Fabrication

Item Fabrication records the conversion of raw material items (Minus items) into finished or semi-finished goods (Plus items). It simultaneously deducts the raw material stock and adds the finished product stock — enabling production or repackaging workflows within the inventory system.

Navigation Path

Main Menu › Inventory › Transactions › Item Fabrication

Screen Overview

Item Fabrication — Entry Screen

Toolbar Buttons

Button	Description
▣ New	Opens a blank Fabrication form
💾 Save	Saves the fabrication and moves stock
💾 Save and Print	Saves and prints
🔍 Search	Search existing fabrications
List View	List all records
View Histor	Modification history
Re-Print	Re-prints the fabrication document

Header Fields

Field	Description	Required
Location*	Location where fabrication is taking place. Defaults to current location.	Yes
Fabrication Date	Date of fabrication. Select from calendar.	Yes
Fabrication No	System-generated fabrication number. Use … to search.	Auto
Location batch Flag	Enable location-level batch tracking.	Optional
Notes	Remarks about this fabrication.	Optional

From Item Details Tab — Raw Materials Consumed

Field	Description	Required
S No	Auto-incremented.	Auto
Item Name (Minus)*	Raw material or source item to be consumed. Click 🔍 to search.	Yes
Unit (Minus)*	Unit of measure — auto-filled.	Auto
Pack Size (Minus)	Pack size.	Optional
Reserved Stock	Reserved stock at location.	Auto
Current Stock	Available stock before fabrication.	Auto
Batch (Minus)*	Select batch for batch-tracked raw material items.	Cond
Batch Stock	Stock in selected batch.	Auto
Qty (Minus)*	Quantity of raw material being consumed.	Yes
Amount	Value of consumed raw material — auto-calculated.	Auto

The To Item Details tab works identically, but records the finished or output items being produced — enter the output item, its batch details, quantity produced, and value.

Footer Totals

Field	Description	Required
Total Minus Qty	Total quantity of raw materials consumed.	Auto
Total Minus Value	Total value of raw materials consumed.	Auto
Total Plus Qty	Total quantity of finished goods produced.	Auto
Total Plus Value	Total value of finished goods produced.	Auto

Step-by-Step Guide

Click New

Open a blank Item Fabrication form.

Set Location, Date, and Notes

Fill the header.

Add Raw Materials in From Item Details

Select each raw material item, batch, and quantity consumed.

Add Finished Goods in To Item Details

Select each output item, assign batch and expiry, and enter quantity produced.

Review Totals

Verify Minus and Plus quantities and values in the footer.

Save

Click Save. Raw material stock is deducted and finished goods stock is added.

📦

Batch Assignment for OutputWhen adding items in the To Item Details tab, always assign a new Batch No and Expiry Date to the finished goods. This creates a new traceable batch in the system for the produced items.

ℹ️

AccountingThe fabrication posts: Dr Finished Goods Inventory Cr Raw Material Inventory — at the cost of the consumed raw materials.

Inventory Reports — 01

Stock Statement

Period-based summary of every item showing Opening, Receipts, Issues, and Closing stock with values.

Navigation Path

Main Menu › Inventory › Reports › Stock Statement

Parameters

Parameter	Description	Default
Company	Filter by company	ALL
Branch	Filter by branch	ALL
Location	Filter by location	ALL
Segment	Filter by segment	ALL
Group Name	Filter by item group	ALL
Brand	Filter by brand	ALL
Item Name	Select specific item via 🔍	ALL
Unit Type	STD UNIT or alternate unit	STD UNIT
From Date	Period start date	Today
To Date	Period end date	Today

Report Output

Stock Statement

Columns

Column	Description
Item Number	Item code — click hyperlink to drill to Stock Ledger
Item Name	Full item name
Std Unit	Standard unit of measure
Brand Name	Item brand
Opening	Opening quantity at start of period
Opening Value	Opening inventory value
Receipt	Total received (GRN, Stock Receipt, Transfer Receipt)
Receipt Value	Value of receipts
Issue	Total issued (Sales, Stock Issue, Transfer Issue)
Issue Value	Value of issues
Closing	Closing quantity = Opening + Receipt − Issue
Closing Value	Closing inventory value
Rate	Average cost rate per unit

💡

Drill DownClick any Item Number hyperlink to open the Stock Ledger for that item.

Inventory Reports — 02

Stock Ledger

Transaction-level audit trail showing every stock movement for a selected item in chronological order with Opening and Closing balances.

Navigation Path

Main Menu › Inventory › Reports › Stock Ledger

Parameters

Stock Ledger — Parameters

Parameters

Parameter	Description	Default
Company	Filter by company	ALL
Branch	Filter by branch	ALL
Location	Filter by location	ALL
Supplier	Filter by supplier	ALL
Item Name	Select a specific item — recommended for meaningful output	ALL
Type	Filter by transaction type	ALL
Fromdate	Period start date	Today
Todate	Period end date	Today

Report Output

Stock Ledger — Report

Columns

Column	Description
Transaction Number	Document number — click hyperlink to open original document
Transaction Date	Date of the transaction
Batch	Batch number affected
Type	Movement type — GRN, Sales Invoice, Stock Issue, Transfer Issue, etc. Opening/Closing rows shown in red
Std Unit	Unit of measure
Received	Quantity received (inward)
Issued	Quantity issued (outward)
Rate	Unit cost rate
Amount	Transaction value
Username	System user who processed the transaction
Customername	Customer name for sales movements

ℹ️

Opening and ClosingAn Opening row shows the stock balance before the period; a Closing row shows the balance at period end.

Inventory Reports — 03

Stock Aging

Groups current stock into user-defined age brackets (slabs) to identify slow-moving, overstocked, or near-expiry inventory.

Navigation Path

Main Menu › Inventory › Reports › Stock Aging

Parameters

Stock Aging — Parameters

Parameters

Parameter	Description	Default
As on Date	Date as of which aging is calculated	Today
Company	Filter by company	ALL
Branch	Filter by branch	ALL
Location	Filter by location	ALL
Group Name	Filter by item group	ALL
Segment Name	Filter by segment	ALL
Item Name	Select specific item via 🔍	ALL
slab1	Upper limit of 1st bracket in days	30
slab2	Upper limit of 2nd bracket	60
slab3	Upper limit of 3rd bracket	90
slab4	Upper limit of 4th bracket — stock older than this appears in >slab4	120

Report Output

Stock Aging — Report

Columns

Column	Description
Item	Item name
<= 30 Qty / Amount	Stock in the first slab — most recently received
<= 60 Qty / Amount	Stock aged slab1+1 to slab2 days
<= 90 Qty / Amount	Stock aged slab2+1 to slab3 days
<= 120 Qty / Amount	Stock aged slab3+1 to slab4 days
> 120 Qty / Amount	Oldest stock — slow-moving or overstocked
Total Stock	Total quantity across all brackets
Total Amount	Total inventory value

⚠️

Slow Moving StockItems with high quantities in the >120 column are candidates for clearance, promotions, or write-offs.

Inventory Reports — 04

Transit Stock Statement

Shows all stock issued via Item Transfer Issue that has not yet been received via Item Transfer Receipt — preventing in-transit stock from being overlooked.

Navigation Path

Main Menu › Inventory › Reports › Transit Stock Statement

Parameters

Transit Stock — Parameters

Parameters

Parameter	Description	Default
Location	Filter by destination location, or ALL	ALL
Item	Filter by specific item via 🔍, or ALL	ALL

Report Output

Transit Stock — Report

Columns

Column	Description
Item Name	Item in transit — grouped by destination location. Click hyperlinks for transfer details.
Unit	Unit of measure
Transit Qty	Quantity issued but not yet received at destination
Transit Amt	Inventory value of in-transit stock
Total per location	Subtotal for each destination location

ℹ️

Grouped by DestinationEach destination location sees all its pending inbound transfers, making follow-up straightforward.

Inventory Reports — 05

Item Expiry Details

Lists all stock batches expiring within a specified number of days, or already expired (negative Days To Expiry). Critical for pharmaceutical and perishable products.

Navigation Path

Main Menu › Inventory › Reports › Item Expiry Details

Parameters

Item Expiry — Parameters

Parameters

Parameter	Description	Default
Branch	Filter by branch	ALL
Locationname	Filter by location	ALL
Group Name	Filter by item group	ALL
Segment Name	Filter by segment	ALL
Brand	Filter by brand	ALL
Itemname	Filter by specific item via 🔍	ALL
Days	Items expiring within this many days are included. Expired items always shown.	90

Report Output

Item Expiry — Report

Columns

Column	Description
Location	Warehouse/shop storing this batch — grouped by location
Item Name	Name of the item
Group Name	Item group
Segment Name	Item segment
Batch No	Internal batch number
Supplier Batch No	Supplier original batch reference on packaging
Batch Date	Manufacturing date of this batch
Expiry Date	Expiry date of this batch
Stock	Current quantity in this batch
Days To Expiry	Days until expiry. Negative = already expired — immediate action required.

🚫

Negative Days To ExpiryNegative values mean the batch has already expired. Quarantine immediately and write off via Stock Issue with an Expired Stock reason.

💡

Run RegularlyRun weekly with Days = 90. For short-shelf-life items, also run with Days = 30 to stay ahead of expiries.