Items, Stock & Warehouses

This guide covers how to manage your product catalog, monitor stock levels, process stock adjustments, organize warehouses, define bills of materials, and handle inventory exceptions.

Items

Browsing Items

Open Inventory Hub > Items to see your full item catalog. The list view shows item code, name, item group, and default unit of measure.

• Search by item name or item code using the search bar.
• Filter by item group, status (active/disabled), or custom properties using the filter controls.
• Click any row to open the item detail view.

Creating a New Item

Click + New Item and fill in the required fields:

Field	Description
Item Code	A unique identifier (e.g., SKU-001)
Item Name	The display name for the product
Item Group	Category for grouping (e.g., Raw Materials, Finished Goods)
Unit of Measure	Default UOM such as Nos, Kg, or Litre
Properties	Additional attributes like weight, dimensions, or customs tariff

Click Save to add the item to your catalog. The item will sync to ERPNext automatically.

Editing an Item

Open any item from the list to view its full detail page. You can update the name, group, UOM, and custom properties. Changes are saved and synced when you click Save.

Batch, expiry, and compliance fields

Some clients need additional item fields depending on their industry profile. Examples include:

• whether the item is stock tracked
• batch or serial tracking
• expiry dates
• default warehouse
• COA requirement
• track-and-trace or license reference fields
• brand or manufacturer information
• tax treatment for reporting

These fields should be used only when they apply to the client. A service client should not be forced into inventory or cannabis-adjacent workflows.

Stock

Open Inventory Hub > Stock to see current quantities across all warehouses.

• Each row shows the item, warehouse, current quantity, and valuation.
• Batch and expiry columns may appear when the client and item are configured for batch or expiry tracking.
• Filter by item to see where a specific product is stored.
• Filter by warehouse to see everything held at one location.
• Use the date selector to view historical balances as of a specific date.

Stock Entries

Stock entries record physical changes to inventory. Use the stock movement or reconciliation workflow available for the client to review or create entries.

Creating a Stock Entry

Click + New Stock Entry and select the entry type:

Type	Use Case
Material Receipt	Goods arriving into a warehouse (no purchase order)
Material Transfer	Moving stock between two warehouses
Material Issue	Removing stock from a warehouse (consumption, write-off)

For each line item, select the item, enter the quantity, and choose the source and/or target warehouse. Add a reason or reference note if needed, then click Submit.

Submitted stock entries immediately update stock balances and post corresponding accounting entries.

Warehouses

Open Inventory Hub > Warehouses to manage your storage locations.

• The list shows each warehouse name, type, and parent warehouse (if grouped).
• Click + New Warehouse to add a location. Enter a name and optionally assign it under a parent warehouse for hierarchical grouping.
• Click any warehouse to edit its details.

Warehouses are referenced throughout the inventory module — in stock entries, stock balances, and order fulfillment.

Bill of Materials (BOM)

For manufacturing clients, open the Manufacturing area to review BOM and work order signals. A BOM defines how assembled or manufactured products are composed.

A BOM lists the component items and quantities needed to produce one unit of a finished item.

Creating or reviewing a BOM

1. Click + New BOM and select the finished item.
2. Add component rows: select each raw material or sub-assembly item and enter the required quantity.
3. Set the quantity of the finished product this BOM produces (typically 1).
4. Click Save and then Submit to activate the BOM.

Active BOMs are used to calculate raw material requirements and to create stock entries for manufacturing.

Batch and COA review

For clients with batch or expiry tracking, use batch detail and COA review surfaces to inspect:

• item and batch number
• expiry or retest date
• COA or supporting evidence status
• whether the batch is quarantined, recalled, or available
• recall trace when the batch may affect downstream orders

If a required COA or batch reference is missing, treat the item as needing review before using it for client-facing reporting or close sign-off.

Inventory close checks

Inventory close review helps support the month-end close by surfacing:

• stock reconciliation needs
• negative or unusual stock
• slow-moving inventory
• NRV or write-down candidates
• missing evidence for regulated or high-risk stock

Use these signals alongside financial statements and ERPNext source records. They are review aids, not a substitute for professional judgment.

Inventory Exceptions

Open Inventory Hub > Exceptions to review stock anomalies detected by the system.

Exceptions may include:

• Negative stock — A warehouse shows a negative balance for an item.
• Valuation mismatches — Stock value does not align with expected costs.
• Stale stock — Items that have not moved for an extended period.

Investigating and Resolving

Click an exception to see the details, including the affected item, warehouse, and suggested corrective action. Common resolutions include:

1. Create a stock reconciliation — Adjust the recorded quantity to match a physical count.
2. Post a corrective stock entry — Add a material receipt or issue to fix the balance.
3. Mark as reviewed — If the discrepancy is explained and acceptable, mark the exception as reviewed.

Resolved exceptions are moved to the history tab for audit purposes.