inventory [Chillhub App Knowledge Base]

Please refer to the guide below for detailed information on inventory module.

Manage Inventory: Overview of the current inventory levels, including stock availability.

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.
- Pending Shipment: The quantity allocated for outgoing shipments but not yet dispatched.
- Pending Replenishment: The quantity expected to be restocked but not yet received.
- Open P/O Qty: The quantity of the product currently on open purchase orders, awaiting fulfillment.

Inventory Form: Manually adjust stock levels or transfer inventory between warehouses.

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: Overview of past ad-hoc inventory changes.

Edit Adjustment: Update a previously recorded inventory adjustment or transfer.

Shipping: Edit outgoing shipment details based on sales delivery notes.

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.

Replenish: Edit incoming replenishment details based on purchase delivery notes.

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.