Inventory
The Inventory module is the stock hub of ERPX. It covers everything from defining warehouses and items, through every movement of stock (openings, receipts, issues, transfers, counts), to the documents that connect stock with Purchase and Sales — Goods Received Note and Delivery Note — and finally to valuation and reporting.
Every approved stock movement in ERPX writes to one shared ledger: the Stock Ledger. Quantity, valuation rate, and stock value all come from that ledger, and the matching accounting entries are posted at the same time. That is why the same numbers appear in the Stock Balance report, the Item Ledger, and the Balance Sheet.
How Inventory is organized
Think of the module as three layers:
| Layer | What it is | Examples |
|---|---|---|
| 1. Setup | Configure once — masters and rules | Warehouses, Items, Attributes, Batches, Serial Numbers, Bundles, Reorder Levels |
| 2. Transactions | Move stock every day | Stock Opening, Stock Entry (Receipt / Issue), Stock Transfer, Stock Reconciliation, GRN, Delivery Note, Landed Cost Voucher, Packing |
| 3. Insights | See balances, movements, and value | Stock Balance, Stock Ledger, Item Ledger, Batch / Serial Ledgers, Warehouse Valuation |
Recommended first-time order: Setup (Warehouses → Items → Attributes & Variants → Batch / Serial → Bundles → Reorder Levels) → Stock Opening → then day-to-day GRN, Delivery Note, Stock Entry, and Stock Transfer. Stock Opening must be the earliest stock document for an item in a warehouse, so post it before anything else.
Overall Inventory flow
What you can do in Inventory
| Area | Purpose | Typical users |
|---|---|---|
| Setup | Warehouses, items, attributes, batches, serials, bundles, reorder levels | Inventory Admin |
| Stock Valuation | Understand the weighted-average rate and stock value | Finance / Inventory |
| Stock Transactions | Opening, receipts, issues, transfers, reconciliation | Store keepers |
| Goods Received Note | Receive purchased goods against a Purchase Order | Receiving / Stores |
| Delivery Note | Dispatch goods against a Sales Order or Letter of Credit | Dispatch / Stores |
| Delivery Schedule | Plan committed dates and track on-time vs delayed fulfilment | Planning / Procurement |
| Landed Cost Voucher | Add freight, duty, and other charges into item cost | Finance |
| Packing | Packing structures, packing lists, and physical packings | Packing / Export |
| Reports | Balances, ledgers, valuation, GRN and delivery analysis | Everyone |
How the pieces connect
Setup is not optional busywork — it unlocks the screens your team uses every day:
| You configure… | So you can… |
|---|---|
| Warehouses (tree) | Choose where stock sits and move it between locations |
| Items + Item Types + UOMs | Transact at all, in the right unit, with the right conversion |
| Attributes + Attribute Values | Generate variants such as Colour / Size combinations |
| Item Batch (Has Batch Number) | Track expiry and pick batches FIFO on issue |
| Item Serial Number (Has Serial Number) | Trace individual units end to end |
| Item Bundle (Is Bundle Parent) | Sell a kit as one line and ship its components automatically |
| Item Reorder Levels + Reorder Rules | Warn or block on low stock, and auto-raise purchase requests |
Where inventory documents come from
Inventory does not live alone. Two of its most-used documents must start from another module’s document:
A GRN cannot be typed from scratch — use Get Items to pull rows from a Purchase Order. A Delivery Note works the same way: pull rows from a Sales Order or a Letter of Credit. Free-typed rows are rejected on save with “Parent Document Required”.
Browse by section
Warehouses, Items, Attributes & Variants, Batch, Serial Number, Item Bundle, and Reorder Levels.
How the global weighted-average rate is calculated and where it is used.
Stock Opening, Receipt, Issue, Transfer, and Reconciliation.
Receive against a Purchase Order, handle rejections, batches, and serials.
Dispatch against a Sales Order or LC, including bundles and returns.
Commit quantities and dates against purchase or sales orders, then track on-time versus delayed fulfilment.
Distribute freight, customs, and other charges into item valuation.
Packing structure templates, packing lists, and physical packing records.
Stock balance, ledgers, batch/serial ledgers, valuation, GRN and delivery reports.
Typical status flow
Most inventory documents follow the same lifecycle:
| Document | Statuses you will see |
|---|---|
| Item | Draft → Enabled → Disabled |
| Warehouse | Active / Inactive |
| Stock Opening / Entry / Transfer / Reconciliation | Draft → Pending → Approved → Cancelled |
| Goods Received Note | Draft → Pending → To Bill → Completed (also Return, Return Issued, Cancelled) |
| Delivery Note | Draft → Pending → To Bill → Completed / Closed (also Return, Return Issued, Cancelled) |
| Item Bundle / Landed Cost Voucher | Draft → Active |
| Item Packing | Draft → Approved → Cancelled |
Stock only moves on approval. A Draft or Pending document changes no balance, posts no accounting entry, and is invisible to reports. Nothing is final until the document is Approved.
The one rule to remember
Stock quantity and stock value are derived, never typed. They come from approved documents in the Stock Ledger. If a balance looks wrong, do not overwrite it — find the document that created it using the Stock Ledger or Transaction Chain report, then correct or cancel that document, or post a Stock Reconciliation.