🏪Inventory Module for Concord CRM
Inventory Module for Concord CRM enables precise tracking of products after they are received. Stocks are created automatically from receipt items and can be adjusted or transferred.
🏗️ Stock Structure
📝 Basic Information
Product: Pulled from the product catalog
Warehouse: Storage location (optional on creation)
Bin: Sub-location within a warehouse (optional)
Quantity: Total units of the product in stock
On Hold: Units reserved for pending shipments
Available: Actual available quantity (Quantity - On Hold)
Created By: User who initiated the stock creation
Cost Price: Purchase cost per unit from supplier
Selling Price: Calculated selling price including tax
🗒️ Note: Warehouse and Bin fields can be empty if stock is not yet assigned to a specific location.
⚙️ How Stocks Work
1️⃣ Stock Creation
Stocks are automatically created after receipt items are confirmed.
Each receipt item becomes a stock record
Stock entry includes:
Product information
Quantity received
Cost and selling prices
Created By user
Optional Warehouse and Bin if known at time of creation
Stock records are linked back to the originating receipt
Available quantity equals total quantity initially
2️⃣ Stock Holding System
When shipments are created:
System validates stock availability
Required quantities are placed "on hold" using FIFO method
On-hold stock cannot be used for other shipments
Available quantity is reduced by on-hold amount
Stock is released when shipment is processed or cancelled
🔧 Stock Actions
🔄 Put Away
Used to assign or transfer stock to a specific warehouse and bin.
👇 Action Interface:
Source (optional): From existing warehouse and bin (if assigned)
Destination:
Warehouse (selectable)
Bin (selectable based on warehouse)
🔁 Logic:
If the stock is unassigned, it's placed into the selected warehouse/bin
If already assigned, stock is transferred to the new warehouse/bin
Stock quantity remains the same
Creates stock ledger entries for audit trail
📉 Stock Adjustment
Used to increase or decrease existing stock quantity for various operational reasons.
👇 Action Interface:
Action Type: Increase / Decrease
Quantity: Number of units to add or subtract
Reason: Mandatory text input explaining the adjustment
🧠 Logic:
Quantity is adjusted as per user input
Reason is stored in audit for traceability
Used for correcting errors, handling losses, or manual adjustments
Creates appropriate stock ledger entries
📄 Stock Pages
📋 Stock List Page
👀 What you see:
Product name and details
Warehouse location
Bin location
Total quantity
On-hold quantity
Available quantity
Created by user
Cost and selling prices
Action buttons (Put Away, Stock Adjustment)
🔍 Filtering Options:
Filter by product
Filter by warehouse
Filter by availability status
Search by product name or SKU
📄 Stock Detail Page
👀 What you see:
Complete stock information
Related receipt information
Stock movement history
Current reservations/holds
Warehouse and bin details
Price history
User responsibility tracking
⭐ Key Features
📦 Auto-Creation
Stocks are created instantly from receipt items
No manual stock entry required
Maintains link to original receipt
🏢 Location Management
Support for multi-warehouse organization
Bin-level tracking within warehouses
Flexible assignment and transfer capabilities
🔄 Stock Transfer (Put Away)
Move items across warehouses and bins
Maintains quantity accuracy
Complete audit trail
📉 Stock Adjustment
Increase or decrease inventory with mandatory reasons
Handles corrections, losses, and manual adjustments
Full traceability
🔒 Stock Holding System
Prevents overselling through automatic holds
FIFO-based reservation system
Real-time availability calculation
👥 User Tracking
Tracks which user created or modified stock
Accountability for all stock movements
Permission-based access control
📊 Real-Time Updates
Inventory reflects changes immediately
Automatic recalculation of available quantities
Integrated with shipment and receipt systems
📏 Business Rules
❗ Required Fields
Product (from catalog)
Quantity (positive number)
Created By (automatically assigned)
✅ Validation Rules
Quantity must be a positive number
Reason is mandatory for stock adjustments
Cannot transfer stock to an invalid bin
Cannot reduce stock below 0
Cannot reduce available stock below on-hold quantity
Warehouse and bin combinations must be valid
🔄 Stock Movement Rules
All movements follow FIFO principle
Stock ledger entries required for all changes
Adjustments require mandatory reasons
Transfers must specify valid destinations
🔗 Integration with Other Modules
📥 Receipt Management
Stocks are created from received items
Automatic price and quantity transfer
Maintains receipt-to-stock traceability
🚚 Shipment Management
Real-time stock validation
Automatic stock holding and release
Prevents overselling
🛍️ Product Catalog
Product validation and linking
Tax rate and pricing information
SKU and product detail integration
🏢 Warehouse & Bin Management
Storage structure integration
Location validation
Transfer capabilities
👤 User Management
Role-based access control
User responsibility tracking
Permission validation
📊 Stock Ledger
Automatic ledger entry creation
Complete audit trail
Transaction history
🔐 Data Security
🛡️ Access Control
Only authorized users can adjust or transfer stock
Role-based permissions for different operations
User authentication required
🔒 Data Integrity
All operations occur within safe database transactions
Validation prevents invalid data entry
Rollback capabilities on errors
📝 Audit Trails
Tracks all adjustments, transfers, and reasons
Complete history of stock movements
User accountability for all actions
💼 Common Use Cases
🌅 Daily Operations
Assigning received stock to storage locations
Transferring stock between warehouses
Processing customer orders and shipments
Adjusting quantities after physical counts
📊 Monthly/Quarterly Tasks
Stock valuation audits
Warehouse/bin reorganization
Error correction and reconciliation
Inventory turnover analysis
🚨 Exception Handling
Handling damaged goods
Correcting receiving errors
Managing stock discrepancies
Processing returns and exchanges
🧭 How to Use the Stock Management System
1. 📦 View Stock Inventory
Go to Inventory → Stocks
Review current stock levels
Check available vs. on-hold quantities
Filter by warehouse or product
2. 🔄 Put Away Stock
Select stock item from list
Click "Put Away" action
Choose destination warehouse and bin
Confirm transfer
System updates location and creates ledger entry
3. 📉 Adjust Stock Quantities
Select stock item requiring adjustment
Click "Stock Adjustment" action
Choose increase or decrease
Enter quantity to adjust
Provide mandatory reason
Confirm adjustment
4. 👀 Monitor Stock Movements
View stock ledger for complete history
Track all transfers and adjustments
Review user responsibility
Generate reports for analysis
5. 🔍 Search and Filter
Use search to find specific products
Filter by warehouse or availability
Sort by quantity or date
Export data for reporting
💡 Best Practices
✅ Daily Operations
Regular Put Away: Assign received stock to proper locations promptly
Accurate Adjustments: Always provide clear reasons for stock adjustments
Monitor Holds: Check on-hold quantities regularly to prevent delays
Location Consistency: Maintain organized warehouse and bin assignments
📋 Inventory Management
Physical Counts: Conduct regular physical inventory counts
Audit Trail: Review stock movements regularly for accuracy
Exception Handling: Address discrepancies promptly
User Training: Ensure staff understand proper stock procedures
🔧 System Maintenance
Data Validation: Regularly validate stock quantities against physical counts
Performance Monitoring: Monitor system performance with large stock volumes
Backup Procedures: Maintain regular backups of stock data
Access Control: Review user permissions periodically
🚀 Getting Started Tips
✅ Initial Setup Checklist
Configure Warehouses: Set up your warehouse locations first
Create Bins: Define bin locations within warehouses
Product Catalog: Ensure products are properly configured
User Permissions: Set up appropriate access controls
Test Receipts: Create test receipts to generate initial stock
📈 Optimization Strategies
FIFO Management: Ensure oldest stock is used first
Location Efficiency: Organize frequently used items in accessible locations
Regular Audits: Schedule periodic stock audits
Training Programs: Provide ongoing training for staff
Performance Metrics: Monitor key performance indicators
🔮 Advanced Features
📊 Reporting and Analytics
Stock valuation reports
Movement history analysis
Warehouse utilization metrics
User performance tracking
🔄 Automation Capabilities
Automatic stock creation from receipts
FIFO-based stock allocation
Real-time availability calculations
Integrated ledger management
🔗 API Integration
Connect with external systems
Automated data synchronization
Custom reporting solutions
Third-party warehouse management
🆘 Troubleshooting Common Issues
❌ Stock Adjustment Issues
Problem: Cannot reduce stock below zero
Solution: Check current quantity and on-hold amounts
❌ Transfer Problems
Problem: Cannot transfer to invalid bin
Solution: Verify warehouse and bin configuration
❌ Availability Issues
Problem: Stock shows as unavailable despite quantity
Solution: Check on-hold quantities from pending shipments
❌ Permission Errors
Problem: User cannot perform stock operations
Solution: Verify user has appropriate permissions
📞 Support and Resources
Need help with the Stock Management system? Here are your resources:
System Administrator: Contact your internal system administrator
User Manual: Refer to the complete Concord CRM documentation
Training Materials: Access online training resources
Technical Support: Contact Concord CRM support team
For technical assistance or advanced configuration, please contact your system administrator or refer to the Concord CRM support documentation.
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