Inventory Management Create Packing List and Approval

Table of Contents

1. Introduction

2. Overview of the Inventory Management Module

3. Core Concepts & Terminology

4. Configuration / Setup Steps

5. Using the Inventory Module
    5.1 Managing Warehouses
    5.2 Stock Items / Products
    5.3 Stock Adjustments
    5.4 Transfers Between Warehouses
    5.5 Purchase Orders & Receiving

6. Reporting & Inventory Audits

7. Best Practices & Tips

8. Summary

1. Introduction

This tutorial walks you through the Inventory Management module of DUTCH ERP. It is intended for users, administrators, or implementers who want to understand how to configure, operate, and maintain the inventory functionality in the system.

By the end of this guide, you’ll know how to:

• Define and manage warehouses

• Add and organize products / stock items

• Perform stock adjustments and transfers

• Link purchases and receipts to inventory

• Generate relevant inventory reports and audits

2. Overview of the Inventory Management Module

The Inventory Management module in DUTCH ERP helps you track goods as they move through your supply chain — from purchase, to storage, to transfers, to adjustments. It gives you visibility into stock levels in different warehouses and lets you maintain accuracy (e.g. via audits or adjustments).

Key goals:

• Avoid stockouts or overstocking

• Maintain accurate real-time quantities

• Be able to trace transfers and adjustments

• Support multi-warehouse operations

3. Core Concepts & Terminology

Before diving into configuration, here are key terms you should be familiar with:

4. Configuration / Setup Steps

1. Activate / Enable the Inventory Module
   In the settings/administration section of DUTCH ERP, locate modules or features and enable “Inventory Management” if it is not already active.

2. Define Warehouses

   • Create records for each warehouse or storage location.

   • Assign a name (e.g. “Warehouse A”), address, and any relevant codes.

   • Optionally define parent/child relationships if your layout is hierarchical.

3. Set up Units & Categories (if applicable)

   • Define measurement units (e.g. pieces, kilograms).

   • Create product categories to group related items (e.g. Electronics, Office Supplies).

4. Configure Permissions

   • Assign user roles and permissions so that appropriate staff can perform inventory functions (adjustments, transfers, receives).

5. Initial Stock Entry / Opening Balances

   • For existing stock, perform an “opening stock” entry to bring the system’s quantities in line with physical counts.

5. Using the Inventory Module

Below are the main operational tasks you’ll perform regularly.

5.1 Managing Warehouses

• To view, edit, or delete warehouses, go to Inventory → Warehouses.

• You can see current stock levels per warehouse.

• Edit details like name, location, or enable/disable a warehouse.

5.2 Stock Items / Products

• Navigate to Inventory → Items / Products

• For each product:

  • Assign SKU or code

  • Give a name/description

  • Choose unit(s) of measurement

  • Optionally define cost, alert thresholds, categories

• You may also link the product to purchase settings (e.g. preferred vendor).

5.3 Stock Adjustments

• Use adjustments when you need to manually correct stock (due to breakage, theft, counting error).

• Go to Inventory → Stock Adjustments

• Create a new adjustment:

  1. Choose warehouse

  2. Select product

  3. Enter adjustment quantity (positive or negative)

  4. Provide a reason or note

  5. Save / approve

• The system updates the on-hand balance accordingly.

5.4 Transfers Between Warehouses

• To move stock from one warehouse to another:

  1. Go to Inventory → Stock Transfers

  2. Specify “From Warehouse” and “To Warehouse”

  3. Choose product(s) and quantities

  4. Save and approve the transfer

• The system deducts from the source and adds to the destination warehouse.

5.5 Purchase Orders & Receiving

• When you place a purchase order, you eventually receive items into inventory.

• Go to Purchases / Procurement → Purchase Orders

• Record when goods are received / delivered:

  • Link the receipt to a warehouse

  • Select which products and quantities were received

  • The inventory module updates stock based on receipt

• Any shortfalls or over-receipts can be adjusted via stock adjustments.

6. Reporting & Inventory Audits

• The module includes reports to help you monitor stock levels, movements, and discrepancies.

• Some useful reports:

  • Current Stock Report: by warehouse, product

  • Stock Movement / History: showing adjustments, transfers, receipts

  • Low Stock / Reorder Report: identifies items that fall below thresholds

  • Inventory Audit / Count Reconciliation: helps you reconcile physical count vs. system

• To perform an audit:

  1. Do a physical count of items in a warehouse

  2. In the system, enter the counted quantities

  3. The system computes discrepancies and you can post adjustments automatically

7. Best Practices & Tips

• Regular counts — schedule periodic cycle counts rather than one big count once a year.

• Use reason codes for adjustments (damage, theft, error) to track root causes.

• Set reorder alerts to avoid stockouts.

• Restrict permissions — limit who can adjust stock or perform transfers to maintain control.

• Maintain consistent naming & SKU practices — avoid duplication or confusion.

• Use transfers instead of negative adjustments when moving stock across warehouses.

8. Summary

The Inventory Management module in DUTCH ERP is a powerful tool to help you maintain accurate stock records across multiple warehouses. By properly configuring warehouses, adding items, and using adjustments, transfers, and purchase receipt flows, you can ensure your on-hand inventory is reliable. Reports and audits help you monitor discrepancies and maintain accountability.