Manage Inventory

• Log on to Chillhub App
• Navigate the Sales Order page by selecting Menu → 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, Replenish, Insufficient, Negative)
• 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.
  • 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

• 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
• 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 Price: 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

• 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.

Accessing Shipping List

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

1. From Inventory Page: Click the Options button in the data table row, then select Ship to view shipping records for the selected product.
2. From Invoice Page: Click the Options button in the data table row, then select Ship to view shipping records for the selected invoice.
3. From Invoice Form: Navigate to the Delivery Tab and click Ship button to view shipping records for the selected invoice.
4. 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.
5. From Sales Order Form: Navigate to the Delivery Tab and click Ship button to view shipping records for the selected sales order.
6. 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.
    • Exceeded: Delivery note items have been shipped in excess of the planned delivery quantity.
    • Cancelled: The invoice or sales order has been cancelled.
  • Delivery Date: Scheduled date for shipment.
  • Product: Item being shipped.
  • Qty to Deliver: Quantity planned for delivery.
  • Qty Delivered: Quantity that has been shipped.
  • 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 Note No.: Delivery note number for the item to be shipped
• Delivery Date: Scheduled date for shipment.
• Product: Item being shipped.
• 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: Planned quantity for delivery.
• Qty Delivered: Total quantity shipped across all warehouses, automatically updated when warehouse delivery quantities are modified (read-only).
• Warehouse Data Table: Manage item quantities delivered 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: Quantity shipped from the respective warehouse (editable). Inventory quantity will be deducted 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:

1. From Inventory Page: Click the Options button in the data table row, then select Replenish to view replenishment records for the selected product.
2. 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.
3. From Purchase Order Form: Navigate to the Delivery Tab and click Replenish button to view replenishment records for the selected purchase order.
4. 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.
    • Exceeded: Items have been replenished beyond the planned delivery quantity.
    • 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.
  • 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 Note No.: Delivery note number for the item to be replenished
• Delivery Date: Scheduled date for replenishment.
• Product: Item being replenished.
• Purchase Order No.: Associated purchase order number
• Qty to Deliver: Planned quantity for delivery.
• Qty Delivered: Total quantity replenished across all warehouses, automatically updated when warehouse delivery quantities are modified (read-only).
• Warehouse Data Table: Manage item quantities delivered 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: Quantity replenish to the respective warehouse (editable). Inventory quantity will be added accordingly upon saving.