Inventory, Warehouses, Transfers, Fulfillment and Tracking

Open Accounting > Inventory. The tabs are Overview, Warehouses, Transfers, Fulfillments, Counts and Tracking. Access and actions depend on your role and enabled modules.

Before you start

Create products with correct SKUs, variants and units. Decide where physical stock is held and check whether the tenant uses a hub's inventory. A product's total stock, a warehouse balance, reserved stock and physically counted stock are different values.

Warehouses and overview

1. Open Warehouses and create a warehouse using its name/address and other required fields.
2. Review active/default settings offered in the form and save.
3. Expand/open warehouse inventory and search the intended product.
4. Compare the Overview totals with the selected warehouse and variant.
5. Edit warehouse details through the same form. Do not delete a warehouse holding stock or used by live operations simply to rename it.

Transfer stock

1. Open Transfers and create a draft with source and destination warehouses.
2. Add the actual products/variants and quantities.
3. Review the draft, then use Ship when the stock leaves the source.
4. At the destination, open Receive and record the received quantities.
5. Verify the Received status and both warehouse balances.
6. Use Cancel only when appropriate for the current transfer state.

Draft, In transit, Received and Cancelled are different states. Creating a transfer is not proof that goods arrived. After a timeout, inspect its status before recording receipt again.

Fulfillment

1. Open Fulfillments and create the supported fulfillment for the order and warehouse.
2. Pick/scan the correct SKU and verify each item and quantity.
3. Use Pack when picking is complete.
4. Choose the actual carrier, local delivery or store-pickup workflow offered.
5. Enter required shipment/tracking information or use the label workflow when ready to purchase a label.
6. Update delivery/pickup status only after the real event.

Buying a label can incur a carrier charge. A Packed or Ready for pickup record does not mean delivered, and delivery does not by itself confirm payment. See Order Fulfillment.

Physical stock counts

1. Open Counts, choose the warehouse/scope and create a count.
2. Open its detail and enter physically counted quantities.
3. Save the count items and review discrepancies.
4. Complete the count only after checking the proposed corrections.
5. Inspect resulting stock history and balances. Cancel an unwanted unfinished count rather than completing invented quantities.

Avoid making unrelated stock edits while counting without a reconciliation plan. Completing a count is not a harmless preview.

Lots and serial tracking

1. Open Tracking and choose Lots or Serials.
2. Filter warehouse/status and search for the intended product.
3. Create the lot with the requested identifiers/dates/quantity information, or add serial numbers with the appropriate product and optional lot.
4. Save and inspect the records.
5. Use lot-status controls only when their operational meaning is understood.

A parent SKU is not a unique serial number. Keep identifiers accurate and do not reuse a serial to represent multiple physical units.

Verify and troubleshoot

Missing stock: check warehouse, variant, unit conversion, reservations, count/transfer status and linked hub. Scan fails: compare the barcode/SKU with the selected order item. Action unavailable: check role, state and required fields. For mismatched totals, review source movements rather than replacing the quantity blindly.

Use Linked Stores, Units and Opening Balances, and Discrepancy Checks.