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Inventory Management System is a paid app available on the SiteGUI Appstore. This app can help keep track of all physical products from when they are purchased and arrived at the warehouse until they are sold and delivered to customers. It can work independently or closely integrated with the Order Management app to ensure all order items are picked, packed and shipped out correctly. This app keeps track of all products in the inventory, you always know what is in, what is out and the remaining stocks in the warehouse.

Configuring the Inventory Management System

Once the app has been purchased and activated for your site, you can configure the outgoing steps to ship order items. There are 3 modes you can choose:

  • Pack+Ship (1 step): for a small warehouse where staff can pick the order item, pack it and click on Pack to print a shipping label to attach it to the parcel. Once this step is done, the item will be marked as Delivered.
  • Pick, Pack+Ship (2 steps): with this mode, order items can be picked by warehouse staff and transferred to a packaging area where they are packed and labeled by another staff.
  • Pick, Pack, Ship (3 steps): order items are picked by warehouse staff, packed by packaging staff and labeled/shipped out by another staff. This is suitable for large warehouses where dedicated staff are assigned to each step.

Next, you can enter warehouse information and address where shipping couriers can pickup/deliver your packages. Multiple warehouses are supported, each warehouse should have a distinct ID and name. You can set authorized staff for each warehouse to allow only authorized staff to view and manage inventory transaction coming in or out of that warehouse.

Creating an Incoming Inventory Transaction

When you buy products from suppliers to resell or you receive products from your factory or another warehouse (internal transfer) or your customer (returned merchandise), you will need to create an incoming inventory transaction to record what are or will be moved into your warehouse. This type of transaction could be created by other apps such as Purchase Order or Sales Return as part of their operations. An incoming inventory transaction should include the following:

  • Product variant: you can search by the variant name or SKU. If it does not exist, please create the product first.
  • Direction: In for incoming products that will be received and stored in the warehouse
  • Quantity: the number of product will be received
  • Warehouse: choose the warehouse where the product will be stored
  • Bin: the location e.g: 01-A5-12 in the warehouse where the product will be stored
  • Reference: the source for the transaction. It could be a Purchase Order, a Sales Return or an Internal Transfer (between warehouses).
  • Note: note for the transaction.

After the transaction is created, its status will reflect the state of the product:

  • Purchased: the product has been purchased but not yet received. The stock has not changed
  • Partially Received: a partial number of the product has been received and we are expecting the rest. The stock has been increased by the number of received product
  • Received: the product has been received in full. The stock has been increased accordingly.

Creating an Outgoing Inventory Transaction

When a product is sold to your customer or returned to your supplier (faulty item) or transferred to another warehouse, you will need to create an outgoing inventory transaction to record what will be moved out of your warehouse. This type of transaction can also be created by other apps such as Order Management or Purchase Order as part of their operations. An outgoing inventory transaction should include the following:

  • Product variant: you can search by the variant name or SKU. 
  • Direction: Out for outgoing products that will be shipped out from the warehouse.
  • Quantity: the number of product will be shipped out
  • Warehouse: choose the warehouse where the product will be picked up
  • Bin: the location e.g: 01-A5-12 in the warehouse where the product will be picked up
  • Reference: the source for the transaction. It could be a Sales Order, a Purchase Return or an Internal Transfer (between warehouses).
  • Note: note for the transaction.

After the transaction is created, its status will reflect the state of the product:

  • Sold: the product has been reserved for an order. The stock has not changed
  • Partially Picked: a partial number of the product has been picked and ready to be packed.
  • Picked: the product has been picked in full and ready to be packed.
  • Partially Packed: a partial number of the product has been packed and ready to be labeled and shipped out
  • Packed: the product has been packed in full and ready to be labeled and shipped out
  • Partially Delivered: a partial number of the product has been shipped out
  • Delivered: the product has been shipped out in full

Updating an Inventory Transaction

Transactions (except Received/Delivered status) can be updated to change the quantity and status of the inventory. If the quantity to be processed is less than the expected transaction quantity, the transaction will be a partial transaction until the rest is processed. A partial transaction keeps track of the total quantity, the quantity has been processed and the remaining quantity to be processed.

Listing Inventory Transactions

Click on the App Listing menu and choose Inventories to list all inventory transactions. Each transaction will show the product, the status, the quantity, the location (warehouse, Bin) and the direction of the transaction. Partial transactions also show the processed quantity over the total quantity. Transactions can be updated or cloned but cannot be deleted.
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