Multi-Warehouse Stock Tracking & Inventory Management

The Inventory & Stock module in VAP ERP helps trading companies, retail distributors, and light manufacturers maintain an accurate, real-time count of products across multiple locations, preventing expensive stockouts and over-ordering.

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1. Setting Up Products & Items

1. Open the App Launcher and select Inventory.
2. Click Items from the left navigation and select + New Item.
3. General Information:
   • Item Name & SKU: Enter the human-readable product title and your unique stock keeping unit (SKU) code or barcode.
   • Category: Group items (e.g. Raw Materials, Finished Goods, Consumables).
   • Unit of Measurement (UOM): Choose how stock is counted (e.g. Pieces, Kilograms, Boxes, Meters).
4. Pricing & Costing:
   • Purchase Cost: Default cost paid to suppliers.
   • Selling Price: Standard retail or wholesale price.
   • Default Tax Rate: Standard applicable GST or sales tax percentage.
5. Stock Thresholds:
   • Reorder Level: Minimum stock quantity that triggers an automated warning when inventory runs low.
6. Click Save Item.

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2. Managing Multiple Warehouses & Locations

If your business operates multiple branches, retail stores, or godowns:

1. Navigate to Inventory → Warehouses.
2. Click + Add Warehouse to create distinct locations (e.g. Main Godown Mumbai, Bhiwandi Hub, Retail Counter 1).
3. When viewing any product in your catalog, VAP ERP displays:
   • Total Available Stock: Across your entire business.
   • Per-Warehouse Breakdown: Exact stock quantities available at each physical location.

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3. Stock In, Stock Out & Internal Transfers

Every physical inventory movement is recorded in an immutable ledger:

• Stock In (Receiving Goods):
  When a supplier shipment arrives, go to Inventory → Stock Adjustments → Add Stock In. Enter the vendor name, destination warehouse, item quantities, and batch or lot numbers.
• Stock Out (Dispatches & Sales):
  When an invoice is issued in the Finance module, inventory is automatically deducted from the designated warehouse. You can also log manual deductions for damaged goods or internal usage.
• Internal Stock Transfer:
  To transfer stock from your central warehouse to a retail branch, go to Inventory → Transfers → New Transfer. Specify the source and destination warehouses, select the items, and click Initiate Dispatch. Once the receiving manager confirms delivery, the stock balances update in both locations.

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4. Automated Low-Stock Alerts

Never miss a sales opportunity due to unmonitored stockouts:

• Navigate to Inventory → Reorder Alerts to view a filtered list of all items currently below their designated safety thresholds.
• From this screen, you can generate a Purchase Requisition in one click to notify your purchasing manager or supplier.