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Inventory guides

How to use Inventory

Inventory keeps your items, warehouses and every movement of stock in one place. Smart Books and Billing read items and stock from here, so you add an item once and it is ready everywhere.

Open Inventory About Inventory

Start here

New to Inventory? Do these in order.

  1. Set up your warehouses and storage places 4 steps
  2. Add an item 6 steps
  3. Enter your opening stock 4 steps
  4. See what is running low and what to reorder 4 steps

Get set up

Do these once, when you start.

Set up your warehouses and storage places Tell Inventory where you keep stock — a shop, a godown, a shelf — so every movement says where it happened. 4 steps Add an item Create a product once — name, unit, price, tax and stock levels — and use it in Billing and Smart Books. 6 steps Enter your opening stock Record what you have on the day you start, with its value, so stock and accounts begin from the right figures. 4 steps Update many items at once Change prices, groups or GST rates across many items in one go, with a preview before anything is saved. 4 steps

Daily work

The jobs you do every day or every week.

Receive goods from a supplier Record goods coming in with an Inward Challan (GRN), before or along with the supplier’s bill. 4 steps Send goods to a customer Dispatch goods with a Delivery Challan when they leave before the invoice. 4 steps Move stock between warehouses Shift stock from one place to another with a Stock Transfer, so each warehouse shows the right count. 4 steps Write off damaged stock or add found stock Remove damaged, expired or lost stock — or bring in stock you found — with the right record. 4 steps Make finished goods from raw material Set up a bill of materials once, then record production so components go out and finished goods come in. 4 steps

Month-end

Check, match and file at the end of the period.

Count your stock and fix differences Compare what the system says with what is on the shelf, item by item, and correct the gap. 5 steps Check that stock agrees with Smart Books Make sure the value of your stock in Inventory matches the stock figure in your accounts. 5 steps

Reports

See where your business stands.

See what is running low and what to reorder Find items below their reorder point before you run out. 4 steps See stock balances, movements and value Find how much of any item you have, where, what it is worth, and every movement behind it. 4 steps

Good to know

  • An AICOUNTLY account and a company, shared with Smart Books where stock value is posted. See the guides

Works with

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