Inventory & Stock Management
Know What Stock You Have. And What You Can Actually Deliver.
Your team should not need three phone calls to find out whether an item is in stock.
See what you have in each warehouse, what is moving between locations and which items need attention. Keep stock receipts, transfers, dispatches and counts connected to the right records.
YourOrderBook helps you organise inventory using suitable ERPNext and Frappe workflows, so sales, stores, purchasing and accounts can work from a clearer picture.
Start with one stock problem. You do not need to replace everything at once.
A simple warehouse example
Having Stock Is Not the Same as Having It Where You Need It
A customer wants 60 LED floodlights from Ahmedabad. Your business has 120 in total. But only 50 are in Ahmedabad.
Watch how moving stock from another warehouse changes what the team can promise.
Sample item: FL-50W LED Floodlight | Order: 60 units from Ahmedabad
- Ahmedabad
- 50units
- Surat
- 70units
- Goods in transit
- 0units
- Company total
- 120units
AhmedabadFulfilment Warehouse
50units
Received 20 units
SuratMain Warehouse
70units
Sending 20 units
1 carton = 10 units
Goods in transit
20 units
Not yet received at Ahmedabad
Stock is now in the right warehouse. Confirm other commitments before dispatch.
Customer order
60 units from Ahmedabad
10 short here
Can plan to fulfil 60
Step 1 of 4
Your device asks for reduced motion, so the example does not play by itself. Use the steps.Ahmedabad has 50 units. Surat has 70. Total stock is 120, but the quantities are in different places.
The customer needs 60 units from Ahmedabad. Only 50 are there, so that warehouse is short by 10 units.
Surat sends 20 units. They are recorded as in transit. Ahmedabad still has only 50 until the stock is received.
Ahmedabad receives the 20 units and now has 70. The team can plan to fulfil the order of 60, subject to other commitments and normal checks.
Check stock
Ahmedabad has 50 units. Surat has 70. Total stock is 120, but the quantities are in different places.
Stock is now in the right warehouse. Confirm other commitments before dispatch.
Company-wide stock is useful. Stock at the right location is what helps you fulfil the order.
Illustrative quantities. No live inventory or orders are changed. This is a simplified stock-transfer example. Real stock changes follow the correct submitted warehouse transactions.
80 Units in the Warehouse Does Not Always Mean 80 Free to Sell
Some stock may already be kept aside for other customer orders. More may be on the way from suppliers or another warehouse.
Before confirming an order, your team needs the right view for that item and location.
On hand80 units
- Already committed in this example
- 20 units
- Not committed in this example
- 60 units
- Incoming stock
- check its expected receipt separately
Check the right quantity before you promise a delivery date.
Daily stock movements
Know What Came In, What Went Out and Why
Stock records are most useful when they are updated as work happens, not several days later.
- Receipt
- Warehouse
- Transfer / Issue
- Delivery
Receive goods
When materials or products arrive, record the item, quantity, warehouse and source document. The store can then see what was received.
Send goods to customers
When goods are dispatched, keep the delivery linked to the customer and the items sent. The stock movement should match what actually left.
Move between locations
Record where stock moved from, where it is going and whether it is still in transit. That helps avoid counting the same cartons in two places.
Issue materials for work
Materials used for manufacturing or internal work should leave the correct warehouse through the appropriate stock transaction.
One movement, one traceable reason, and a record the next team can understand.
One Business. More Than One Warehouse. A Clearer Stock Picture.
A wholesale business may keep stock in its main godown, a branch and a dispatch location. A manufacturer may also have separate stores for raw materials and finished goods.
Keep each location’s stock visible without losing the company-wide picture.
- Check item quantities by warehouse.
- See receipts, issues and transfers against their locations.
- Identify where stock is short before buying more.
- Track stock sent to another warehouse until it is received.
- Set up location detail that matches your business process.
Company-wide stock
A wholesale business
- Main godown
- Branch
- Dispatch location
A manufacturer
- Raw material store
- Finished goods store
Replenishment
Know What Needs Reordering Before the Store Runs Empty
The purchase team should not discover a shortage only after a customer or production team asks for an item.
You can set reorder rules for suitable items and warehouses. When the configured condition is reached, ERPNext can prepare a Material Request for review.
Packing tape
Review a material request
- Example projected quantity
- 18 rolls
- Reorder level
- 20 rolls
Things the team should consider:
- Current and expected demand
- Supplier lead time
- Minimum or preferred order quantities
- Stock at another warehouse
- Existing requests and purchase orders
Let the records bring the need to your attention. Let your team make the buying decision.
Trace the Right Product, Not Just the Quantity
Some businesses need more than “50 pieces in stock”. They need to know which batch or which individual unit was received and sent out.
Batch tracking
Keep relevant stock together under a batch number. This can help trace a received lot and manage expiry details for items that require them.
Serial number tracking
Track individual high-value or warranty-related items through their recorded purchase, movement and sale.
Expiry visibility
Where expiry dates are part of the item and batch setup, the team can review which batches need attention before they are selected for use or dispatch.
Not every product needs batch or serial tracking. We help choose the level of detail that makes sense for your business.
Stock counting
The System Says 50. The Shelf Has 48. Now What?
A stock report is only useful if it is based on goods that were actually received, moved and counted correctly.
Explore a sample shelf count and see why differences should be checked before adjusting the stock record.
Ahmedabad · Packing material
More counted than this shelf shows
−2 unitsShort by 2
Stock count slipSample
Item: Packing material | Warehouse: Ahmedabad
- Recorded in system
- 50 units
- Counted on shelf
- 48 units
- Difference
- −2 unitsShort by 2
- Next action
- Investigate and review before posting a stock correction
Short by 2 units. Check recent receipts, dispatches, transfers and counting before making a correction.
Try a count:
Whole units, 0 or more
Review note
No review note yet. Choose “Show review note” to keep a copy of the current count.
Sample count review. Not submitted to ERPNext. No stock has been changed.
A discrepancy should be visible, explainable and reviewed - not quietly hidden.
Know What Your Stock Is Worth - And What Is Not Moving
Stock is money sitting in your stores. It helps to know both the quantity and its recorded value.
- Stock value and balance
- Review item and warehouse stock balances, inward and outward movement, and recorded stock value using the configured valuation method.
- Movement history
- Use the Stock Ledger to see when a quantity changed and which recorded transaction caused it.
- Slow-moving items
- Review goods that have stayed in stock for a long time. That can help the team decide whether to buy less, redistribute items or investigate old stock.
Stock Ledger
Sample rows · FL-50W · Ahmedabad
| Transaction | In / Out | Balance |
|---|---|---|
| Balance before the transfer | — | 50 |
| Material transfer received from Surat | +20 | 70 |
Reports depend on accurate and timely transactions. A stock report cannot correct a shelf count by itself.
Inventory Should Not Be Another Separate File
When a supplier delivery arrives, purchasing and stores need to agree on what came in. When sales confirms a customer order, the team needs reliable stock information. When manufacturing uses raw material, the store needs the correct movement record.
Purchasing
Know what was ordered, received and still pending from suppliers.
Explore Purchase ManagementSales and orders
Check stock before committing to dispatch quantities and delivery dates.
Explore Order ManagementManufacturing
Track raw materials issued and finished goods recorded through the proper production and stock steps.
Explore ManufacturingFinance and accounting
Connect recorded stock movements and valuation with the relevant accounting process and reports.
Explore Finance & Accounting
The aim is not to make everyone use more screens. It is to stop different teams working from different stock figures.
See the Procure to Pay processStart With the Inventory Problem You Face Every Day
You do not need every feature on day one. Choose the part of stock control that is causing the most confusion.
- Stock is hard to find
- Begin with item and warehouse records that the team can trust.
- Transfers are not clear
- Record dispatch, transit and receiving between locations.
- Goods run out unexpectedly
- Review demand, reorder settings and buying handoffs.
- Physical counts do not match
- Plan smaller checks and a clear discrepancy-review process.
- Batches or serial numbers get lost
- Set up the tracking needed for the items that require it.
- Stock value is unclear
- Check transaction completeness, valuation setup and stock reports.
Start with one warehouse, one item group or one common problem. Improve the process, then expand.
Make Inventory Work the Way Your Business Actually Moves Goods
A distributor, spare-parts shop and manufacturer may all use stock records, but they do not receive, store and dispatch products in exactly the same way.
We start with what happens in your warehouse today. Then we help set up suitable ERPNext and Frappe processes around that work.
Step 1: Understand the current flow
Review items, warehouses, inward/outward work, stock counts and who needs the information.
Step 2: Clean up the important records
Check item names, units of measure, warehouses, starting stock and the details that matter to your team.
Step 3: Connect the transactions
Configure receipts, transfers, dispatches, reordering, permissions and relevant reports.
Step 4: Test with real work
Pilot a practical process, help the team learn it, and improve based on exceptions and daily use.
Some requirements can be met using standard ERPNext features. Others need configuration, process changes, custom development or integrations. We explain the difference before recommending a solution.
What Inventory Problem Is Slowing Your Team Down?
Maybe your branches cannot see each other’s stock. Maybe the quantity on the shelf does not match the report. Or perhaps you keep buying items that are already sitting somewhere else. Tell us how you handle stock today. We will help you identify a practical first improvement and what it would take to connect your inventory records.
No need to prepare a full software specification.