inventory

Manage Inventory

Log on to Chillhub App
Navigate the Sales Order page by selecting Menu → Inventory → Inventory
The following options are located on the toolbar
- Search: Allows you to search for specific data
- Refresh: Updates the current view by reloading the data
- Export to Excel: Enables exporting the current view data to an Excel file.
- New: Creates a new entry or record in the system.
Additional Filter & Summary:
- Inventory Value: Displays the total monetary value of the available stock.
- Select Industry: Filter inventory based on the industry type.
- Select Warehouse: View inventory specific to a selected warehouse.
- Select Status: Filter inventory items by their status.
  - Ship: Items with pending outgoing shipments.
  - Replenish: Items that pending incoming replenishment.
  - Insufficient: Not enough available quantity after deducting customer-reserved stock.
  - Negative: Physical stock is below zero.
  - On Order: Items with open purchase orders not yet received.
Data Table: (Note that some of these columns may be hidden in the row details)
- : Opens a menu with additional options
  - Adjust/Transfer: Manually adjust stock levels or transfer inventory between warehouses.
  - Ship: Process shipments based on sales delivery notes.
  - Replenish: Restock inventory using purchase delivery notes.
  - Pending Orders: View and manage orders awaiting delivery.
  - Adjustment History: View a record of manual stock adjustment activities
- Status:
  - Ship: There are undelivered quantities based on sales delivery notes.
  - Replenish: There are incoming stock quantities based on purchase delivery notes that have not yet been received.
  - Insufficient: The available quantity is negative, meaning commitments exceed current stock.
  - Negative: The on-hand quantity has dropped below zero, indicating an inventory discrepancy.
- Product: Name of the product
- Description: Product description
- Brand: Product brand
- Qty On-hand: The actual physical quantity available in stock
- Qty Available: The stock quantity available for sale after deducting reserved or allocated stock
  - No delivery note has been created yet from Sales Orders or Invoices
- Pending Shipment: The quantity allocated for outgoing shipments but not yet dispatched.
  - Outgoing delivery note has been created, but shipping has not been performed
- Pending Replenishment: The quantity expected to be restocked but not yet received
  - Incoming delivery note has been created, but replenishment has not been performed
- Open P/O Qty: The quantity of the product currently on open purchase orders, awaiting fulfillment

Inventory Form

Industry: A filter for the Product field (visible only when adding a new inventory item)
Product: The product being adjusted (read-only when editing).
- When a product with existing inventory is selected, the user can switch to edit mode.
Date: The date of the stock adjustment
UOM: The unit of measure used for the displayed quantity. Defaults to the product’s base UOM. Alternative units can be selected based on the product’s UOM conversion.
Qty On-hand: The total quantity across all warehouses, automatically updated when warehouse quantities are modified (read-only).
Remark: Notes or reason for the stock adjustment.

Physical

Warehouse Qty Data Table: Adjust item quantities for each warehouse
- Warehouse: The warehouse name (read-only)
  - Warehouses labeled Unassigned indicate quantities that are not assigned to any specific warehouse.
- Current Qty: The existing stock quantity in the warehouse (read-only)
- New Qty: The updated stock quantity to be set.
- : Click to calculate the new quantity based on the difference entered by the user.

Accounting

Update Inventory Cost: Specify whether the inventory account value should be updated.
Qty to Adjust: The quantity to be adjusted. (defaulted to Total New Qty - Total Current Qty from the Physical tab)
Unit Cost: The unit cost of the added quantities (read-only if the quantity to adjust is negative).
Inventory Account: The inventory account assigned for the added quantities, defaulted to the inventory account configured in account rules (read-only if the quantity to adjust is negative).
Current Inventory Value Data Table: Displays the current inventory account costing for stock that has not yet been sold.
- Date: The date when the inventory value was added or purchased.
- Qty: The quantity added or purchased.
- Unit Price: The unit cost of the purchased quantity.
- Footer:
  - Total Qty: The total quantity recorded in the inventory account.
  - Total Value: The total value of the inventory account.
  - Average Value: The average cost per unit.

History

: Edit adjustment record (Mobile View: expand row to access)
Date: The date of the stock adjustment
Qty Adjustment: The quantity that was adjusted.
Warehouse: Details of the warehouse where the quantity change occurred.
Remark: Notes or reason for the stock adjustment.

Inventory Adjustments

You can access shipping records from multiple pages within the system:

From Inventory Page: Click the Options button in the data table row, then select Adjustment History to view adjustment history for the selected product.
From Main Menu: Navigate the Inventory Adjustment page by selecting Menu → Inventory → Adjustments

The following options are located on the toolbar
- Search: Allows you to search for specific data
- Refresh: Updates the current view by reloading the data
- Export to Excel: Enables exporting the current view data to an Excel file.
- New: Open inventory form to make new inventory adjustment.
Additional Filter:
- Select Filter: Choose from options
  - Date: View adjustment history for a specific date.
  - Product: View adjustment history for a specific product.
Data Table: (Note that some of these columns may be hidden in the row details)
- : Expand row to view more details. (Only visible in Mobile View)
- : Edit adjustment record (Mobile View: expand row to access)
- Product: Name of the product which inventory is being adjusted.
- Qty Adjustment: The quantity that was adjusted.
- Remark: Notes or reason for the stock adjustment.\
- Warehouse: Details of the warehouse where the quantity change occurred.
- Cost Qty Adjustment: The quantity of inventory account to be adjusted.
- Unit Cost: The cost per unit of the added inventory.

Edit Adjustment Form

Product: The product being adjusted (read-only).
Date: The date of the stock adjustment
UOM: The unit of measure used for the displayed quantity. Defaults to the product’s base UOM. Alternative units can be selected based on the product’s UOM conversion.
Qty On-hand: The total quantity across all warehouses, automatically updated when warehouse quantities are modified (read-only).
Remark: Notes or reason for the stock adjustment.

Physical

Warehouse Qty Data Table: Adjust item quantities for each warehouse
- Warehouse: The warehouse name (read-only)
  - Warehouses labeled Unassigned indicate quantities that are not assigned to any specific warehouse.
- Qty to Adjust: The quantity to be adjusted (negative to reduce stock, positive to increase stock).

Accounting

Update Inventory Cost: Specify whether the inventory account value should be updated.
Qty to Adjust: The quantity to be adjusted. (defaulted to Total New Qty - Total Current Qty from the Physical tab)
Unit Cost: The unit cost of the added quantities (read-only if the quantity to adjust is negative).
Inventory Account: The inventory account assigned for the added quantities, defaulted to the inventory account configured in account rules (read-only if the quantity to adjust is negative).

Accessing Shipping List

You can access shipping records from multiple pages within the system:

From Inventory Page: Click the Options button in the data table row, then select Ship to view shipping records for the selected product.
From Invoice Page: Click the Options button in the data table row, then select Ship to view shipping records for the selected invoice.
From Invoice Form: Navigate to the Delivery Tab and click Ship button to view shipping records for the selected invoice.
From Sales Order Page: Click the Options button in the data table row, then select Ship to view shipping records for the selected sales order.
From Sales Order Form: Navigate to the Delivery Tab and click Ship button to view shipping records for the selected sales order.
From Main Menu: Select Ship menu from the main menu to view shipping records for any specific dates.

Manage Shipping List

The following options are located on the toolbar
- Search: Allows you to search for specific data
- Refresh: Updates the current view by reloading the data
- Export to Excel: Enables exporting the current view data to an Excel file.
Additional Filter:
- Select Filter: Choose from options
  - Delivery Date: View shipping records for a specific date.
  - Product: View shipping records for a specific product.
  - Invoice No.: View shipping records for a specific invoice.
  - Sales Order No.: View shipping records for a specific sales order.
  - All Pending: View all records that are pending delivery.
Data Table: (Note that some of these columns may be hidden in the row details)
- : Expand row to view more details.
- : Modify shipment details (Mobile View: expand row to access)
- : Modify invoice or sales order details (Mobile View: expand row to access)
- Status: Displays the current shipment status (e.g., Pending, Delivered, Exceeded, Cancelled)
  - Pending: Delivery note items are created but have not yet been shipped from the warehouse.
  - Delivered: Delivery note items have been shipped from the warehouse.
  - Cancelled: The invoice or sales order has been cancelled.
  - Return: Return note items are created but have not yet been returned to the warehouse.
- Delivery Date: Scheduled date for shipment.
- Product: Item being shipped.
- Qty to Deliver: Quantity planned for delivery.
- Qty Delivered: Quantity that has been shipped.
- UOM: The unit of measure used for the delivery quantities.
- Warehouse Detail: Quantity breakdown specifying the warehouses from which the shipment was dispatched.
- Customer: Customer Name
- Address: Customer Address
- City: Customer City
- Delivery Note No.: Unique identifier for the delivery order.
- Invoice/Sales Order No.: Associated invoice or sales order number.

Ship Item Form

Delivery/Return Note No.: Delivery/Return note number for the item to be shipped/returned
Delivery Date: Scheduled date for shipment/return.
Product: Item being shipped/returned.
Invoice No.: Associated invoice number (visible only when linked to an invoice)
Sales Order No.: Associated sales order number (visible only when linked to a sales order without an invoice)
Qty to Deliver/Return: Planned quantity for delivery/return.
Qty Delivered/Returned: Total quantity shipped/returned across all warehouses, automatically updated when warehouse delivery/return quantities are modified (read-only).
Warehouse Data Table: Manage item quantities delivered/returned across warehouses
- Warehouse: The warehouse name (read-only)
  - Warehouses labeled Unassigned indicate quantities that are not assigned to any specific warehouse.
- Qty Available: Current stock quantity in the warehouse (read-only).
- Qty Delivered/Returned: Quantity shipped from/returned to the respective warehouse (editable). Inventory quantity will be updated accordingly upon saving.
Serial No.: Enter a list of serial numbers for the items being delivered. (optional)
- : Use the camera on mobile devices to scan barcodes for serial number input.
View Document button: View, print and share delivery note document.

Accessing Replenish List

You can access replenishment records from multiple pages within the system:

From Inventory Page: Click the Options button in the data table row, then select Replenish to view replenishment records for the selected product.
From Purchase Order Page: Click the Options button in the data table row, then select Replenish to view replenishment records for the selected purchase order.
From Purchase Order Form: Navigate to the Delivery Tab and click Replenish button to view replenishment records for the selected purchase order.
From Main Menu: Select Replenish menu from the main menu to view replenishment records for any specific dates.

Manage Replenish List

The following options are located on the toolbar
- Search: Allows you to search for specific data
- Refresh: Updates the current view by reloading the data
- Export to Excel: Enables exporting the current view data to an Excel file.
Additional Filter:
- Select Filter: Choose from options
  - Delivery Date: View replenishment records for a specific date.
  - Product: View replenishment records for a specific product.
  - Purchase Order No.: View replenishment records for a specific purchase order.
  - All Pending: View all records that are pending delivery.
Data Table: (Note that some of these columns may be hidden in the row details)
- : Expand row to view more details.
- : Modify replenishment details (Mobile View: expand row to access)
- : Modify purchase order details (Mobile View: expand row to access)
- Status: Displays the current replenishment status (e.g., None, Pending, Delivered, Exceeded, Cancelled)
  - None: No active delivery note is planned.
  - Pending: Delivery note items are created but not yet replenished to the warehouse.
  - Delivered: Delivery note items have been replenished to the warehouse.
  - Return: Return note items are created but have not yet been returned from the warehouse.
  - Cancelled: The purchase order has been cancelled.
- Delivery Date: Scheduled date for replenishment.
- Product: Item being replenished.
- Qty to Deliver: Quantity planned for delivery.
- Qty Delivered: Quantity that has been replenished.
- UOM: The unit of measure used for the replenish quantities.
- Warehouse Detail: Breakdown of replenished quantities by warehouse.
- Open P/O Qty: Ordered quantity from the supplier that has not yet been delivered (no delivery note issued).
- Supplier: Supplier Name
- Delivery Note No.: Unique identifier for the delivery order.
- Purchase Order No.: Associated purchase order number.

Replenish Item Form

Delivery/Return Note No.: Delivery/Return note number for the item to be replenished
Delivery/Return Date: Scheduled date for replenishment.
Product: Item being replenished.
Purchase Order No.: Associated purchase order number
Qty to Deliver/Return: Planned quantity for delivery/return.
Qty Delivered/Returned: Total quantity replenished/returned across all warehouses, automatically updated when warehouse delivery quantities are modified (read-only).
Warehouse Data Table: Manage item quantities delivered/returned across warehouses
- Warehouse: The warehouse name (read-only)
  - Warehouses labeled Unassigned indicate quantities that are not assigned to any specific warehouse.
- Qty Available: Current stock quantity in the warehouse (read-only).
- Qty Delivered/Returned: Quantity replenish to/return from the respective warehouse (editable). Inventory quantity will be updated accordingly upon saving.
Serial No.: Enter a list of serial numbers for the items being delivered. (optional)
- : Use the camera on mobile devices to scan barcodes for serial number input.

Pending Order List

From the Inventory Page, click Pending Orders to view the list of pending orders.
This list displays sales orders and invoices without scheduled delivery, which impacts the Quantity Available.
The following options are located on the toolbar
- Search: Allows you to search for specific data
- Refresh: Updates the current view by reloading the data
- Export to Excel: Enables exporting the current view data to an Excel file.
Product: View pending orders for the selected product.
Data Table: (Note that some of these columns may be hidden in the row details)
- Date: The date of the sales order or invoice.
- Invoice/Sales OrderNo.: The reference number of the invoice or sales order.
- Customer: The customer name associated with the order.
- Qty: The quantity ordered.
- UOM: The unit of measure used for the ordered quantities.