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Guide to Warehouse Management, Stock In/Out & Internal Transfers

MaxSeller's Warehouse & Stock In/Out module provides comprehensive multi-warehouse management, tracking both Physical On-hand Stock and Available Stock, supporting purchase orders, internal stock issues, and inter-branch transfers.

🌟 1. Distinguishing On-Hand Stock vs. Available Stock​

  • On-hand Stock: Total physical quantity stored inside the warehouse.
  • Available Stock: Available Stock = On-hand Stock - Reserved Stock in Pending Orders. When an order is created, the system immediately reserves stock to prevent overselling.

🚀 2. Step-by-Step Operational Guide​

📌 Step 1: Initialize Warehouse Directory (Warehouses)​

  1. Navigate to Products & Inventory ➔ Select Warehouses (path /warehouses).
  2. Click + Add New Warehouse.
  3. Fill in details:
    • Warehouse Name: e.g., "Main Central Hub", "Bangkok Branch Warehouse", "Defective/Returns Warehouse".
    • Pickup Address: Exact pickup address for carrier drivers.
    • Warehouse Manager Contact: Phone number of the logistics coordinator.
    • Set as Default Warehouse: Automatically selected when creating new orders.
  4. Click Save Warehouse.

📌 Step 2: Create a Goods Receipt from Supplier (Stock In)​

Use when receiving new inventory or restocking:

  1. Navigate to Products & Inventory ➔ Select Stock In (path /stock-in).
  2. Click + Create Stock In Receipt.
  3. Fill in receipt details:
    • Destination Warehouse: Choose the receiving facility.
    • Supplier: Choose vendor from directory.
    • Product List: Scan barcodes or search names, entering Quantity and Unit Purchase Price.
    • Incidental Costs (Freight, unloading fees): Automatically allocated into product landed cost.
    • Payment Option:
      • Pay Immediately: Select bank or cash source ➔ Automatically generates a Payment Voucher.
      • On Credit: Added to Accounts Payable for the supplier.
  4. Click Complete & Restock: Inventory is credited immediately, and the weighted average cost is recalculated.

📌 Step 3: Create an Internal Goods Issue (Stock Out)​

Use for vendor returns, disposal of damaged/expired goods, or promotional giveaways:

  1. Navigate to Products & Inventory ➔ Select Stock Out (path /stock-out).
  2. Click + Create Stock Out Receipt.
  3. Select Issue Reason: Return Defective Goods to Vendor, Dispose Damaged Items, Marketing Sample / Gift, Internal Use.
  4. Select items and quantities to be written off.
  5. Click Confirm Stock Out: Reduces physical on-hand stock immediately.

📌 Step 4: Inter-Branch Stock Transfers (Stock Transfer)​

Use when transferring goods between warehouses or branches:

  1. Navigate to Products & Inventory ➔ Select Stock Transfers (path /stock-transfers).
  2. Click + Create Transfer Order.
  3. Select Source Warehouse and Destination Warehouse.
  4. Add items and quantities to be transferred.
  5. Two-step verification protocol:
    • Step A (Dispatch): Origin manager approves ➔ Status becomes In-Transit and deducted from source.
    • Step B (Receipt): Destination manager counts items upon arrival and clicks Confirm Receipt ➔ Added to destination stock.

📌 Step 5: Inspect Stock Card & Movement Ledger (Stock Card)​

In any product view, open the Stock History tab to audit complete movement history:

  • Trace transaction details: Timestamp, Document Code (Order, Stock In, Stock Out), Quantity (+ / -), Balance After Transaction, Staff Member.
  • Rapidly identify discrepancies or inventory shrinkages.