Inventory

Complete guide to managing warehouse inventory, stock levels, and item tracking.

Overview

The Inventory module enables you to:

• Track stock levels in real-time

• Manage product information and categorization

• Monitor inventory transactions

• Receive low-stock alerts

• Scan barcodes for quick lookup

• Import/export inventory data

Accessing Inventory

Navigate to: Warehouse tab (warehouse icon in tab bar)

Viewing Inventory

Inventory List View

Default View: Shows all inventory items for selected company

Each Item Shows:

• Item name and code/SKU

• Stock quantity (color-coded)

• Unit cost (if viewing permissions allow)

• Category/type

• Thumbnail image (if available)

• Low stock indicator (warning icon)

Sort Options:

• By Name (A-Z)

• By Stock Quantity (Low to High, High to Low)

• By Last Modified (newest first)

• By Category

Filter Options:

• All Items

• Low Stock Only

• By Category

• By Location/Zone

• Flagged Items

Search:

• Real-time search by item name or code

• Search as you type

• Clear button to reset

Adding Inventory Items

Quick Add

1. Tap + (Add) button

2. Fill in required fields:

   • Item Name: Product name

   • Item Code/SKU: Unique identifier

   • Stock Quantity: Current stock level

   • Unit Cost: Cost per unit

3. Optional fields:

   • Category/Type

   • Description

   • Supplier

   • Location

   • Stock Threshold (for low stock alerts)

4. Tap Save

Advanced Add

For more detailed tracking:

Identification:

• Serial Number

• Barcode (or scan barcode)

• Manufacturer details

Inventory Details:

• Measurement Units (pcs, kg, liters, etc.)

• Stock Threshold (triggers alerts)

• Location Code/Zone

Financial:

• Unit Cost

• Currency

• Total Cost (auto-calculated)

Additional Info:

• Product Image (tap to upload/capture)

• Warranty Information

• Expiration Date (for perishables)

• Customs Information (for imports)

• Inspection Status

Save Options:

• Save: Add item and return to list

• Save & Add Another: Add item and clear form for next

Barcode Scanning

To add items via barcode:

1. Tap QR Scan button

2. Point camera at barcode or QR code

3. App searches for item in database

4. If found: Item details auto-populate

5. If not found: Manual entry with barcode pre-filled

6. Edit/confirm details

7. Tap Save

Supported Formats:

• QR Code

• EAN-13 / EAN-8

• UPC-A / UPC-E

• Code 128

• Code 39

Bulk Import

Import many items from Excel:

1. Tap Import button (document icon)

2. Select Import from Excel

3. Choose .xlsx file from Files app

4. Map Columns:

   • Assign spreadsheet columns to app fields

   • Example: Column A = Item Code, Column B = Name, Column C = Stock

5. Preview Import: Review first 10 rows

6. Tap Import

7. Wait for processing

8. Review import summary (success/failed counts)

Template: Download template from Settings → Import/Export

Editing Inventory

Update Item Details

1. Tap item in list

2. Item detail screen appears

3. Tap Edit button

4. Modify fields as needed

5. Tap Save to commit changes

Change Tracking: Edits are logged in audit trail

Adjust Stock Quantity

Quick Adjustment:

1. Tap item

2. Tap Adjust Stock button

3. Enter new quantity or +/- adjustment

4. Add reason/note (optional)

5. Tap Confirm

Transaction Record: Stock adjustments create InventoryT transaction records for audit trail.

Stock Transactions

View full transaction history:

1. Tap item

2. Scroll to Transactions section

3. See all historical changes:

   • Date and time

   • Transaction type (Purchase, Sale, Adjustment, Return, Transfer)

   • Quantity change

   • User who made change

   • Notes

Stock Management

Low Stock Alerts

Automatic Alerts:

• Set stock threshold per item

• When quantity drops below threshold, alert triggers

• Dashboard shows low-stock count

• Inventory list highlights low-stock items

Notification (if enabled):

• Push notification: "Item XYZ is low on stock (2 remaining)"

• Tap notification to view item

Stock Transfers

Transfer stock between warehouse locations:

1. Tap item

2. Tap Transfer Stock

3. Enter:

   • Quantity to transfer

   • From Location (current)

   • To Location (destination)

   • Transfer reason/notes

4. Tap Transfer

Effect: Creates transfer transaction, updates location

Borrowing/Lending Items

Track items loaned out or borrowed:

Mark as Borrowed:

1. Tap item

2. Tap Borrow button

3. Enter:

   • Quantity borrowed

   • Borrower name

   • Expected return date

   • Purpose/notes

4. Tap Confirm

Mark as Returned:

1. Find borrowed item

2. Tap Return button

3. Enter return quantity

4. Add return condition notes

5. Tap Confirm

Effect: Stock remains in inventory count but flagged as borrowed

Item Categories

Managing Types

Create custom categories for organization:

1. Settings → Inventory Types

2. Tap + Add Type

3. Enter type name (e.g., "Electronics", "Supplies", "Tools")

4. Tap Save

Using Types:

• Assign type when creating/editing items

• Filter inventory by type

• Reports can group by type

Serial Number Tracking

For high-value items requiring individual tracking:

Enable Serial Tracking:

1. When creating/editing item

2. Toggle "Serial Tracking" ON

3. Enter serial number(s)

Managing Serials:

• Each unit gets unique serial number

• Transactions track serial numbers

• Dispatch records include serials

• Useful for warranty and returns

Item Images

Add Image:

1. When creating/editing item

2. Tap image placeholder

3. Choose:

   • Take Photo: Capture with camera

   • Choose from Library: Select existing photo

4. Image auto-optimized for storage

5. Tap Done

View Image:

• Tap item thumbnail in list (full screen view)

• Pinch to zoom

• Swipe to dismiss

Search and Filter

Search Bar:

• Search by item name or code

• Real-time results

• Case-insensitive matching

Advanced Filters: Combine multiple filters:

• Category = "Electronics"

• Stock < 10 (Low stock)

• Location = "Warehouse A"

• Flagged = Yes

Saved Filters (planned): Save frequently used filter combinations for quick access

Multi-Select Actions

Select multiple items for batch operations:

1. Tap Select button

2. Tap items to select (checkmark appears)

3. Available actions:

   • Delete Selected

   • Export Selected

   • Adjust Stock (same adjustment to all)

   • Change Category

   • Flag/Unflag

4. Tap action

5. Confirm

Exporting Inventory

Export Current View:

1. Tap Export button (share icon)

2. Choose format:

   • Excel (.xlsx)

   • CSV

   • PDF Report

3. Choose destination:

   • Save to Files

   • Share via Mail/Messages

   • AirDrop

Export Options:

• Export all items or filtered subset

• Include images (yes/no)

• Include transaction history (yes/no)

Flagging Items

Mark items for attention:

Flag Item:

• Tap item → Tap flag icon

• Or swipe left → Flag

Uses:

• Mark items requiring reorder

• Flag damaged items

• Highlight VIP/critical stock

View Flagged:

• Filter: Flagged Items Only

Technical Details

Entity: InventoryItem

See Core Data Model for full schema.

Key Relationships:

• Belongs to Companies (via companyID)

• Has many InventoryT (transactions)

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Related: Orders, Dispatch, Warehouse Operations