Qlomack ERP: stock, purchasing and goods receipts

Set up warehouses and opening stock

1. 1

   Step 1: Add your warehouses

   Choose New warehouse. Enter a short Code (for example WH2 or VAN-01), a Name and optionally a Branch, city and address. Tick Make this the default warehouse for the one you use most. Choose Add warehouse.

   Where to find it

   1. Inventory & Resources
   2. Warehouses
2. 2

   Step 2: Add your products

   Products live in Directory → Products & items, or can be imported in bulk from Import & export. See the guide to adding your records.

3. 3

   Step 3: Record opening stock

   Choose New adjustment. Pick the Warehouse, keep the reason Stock count correction, and enter each product with a positive quantity and its unit cost. Choose Post adjustment.

   Where to find it

   1. Inventory & Resources
   2. Adjustments

   Tip: Many products? The products import can set opening stock for each warehouse in the same file. See the guide to adding your records.

Raise and approve a purchase order

1. 1

   Step 1: Create the order

   Choose New purchase order. Pick the Supplier, Deliver to warehouse, Order date and Expected delivery. Add lines with Add line; prices and tax default from each product. Choose Create draft.

   Where to find it

   1. Inventory & Resources
   2. Purchase orders
2. 2

   Step 2: Submit it for approval

   On the order, choose Submit for approval. Approvers are notified and the request appears in Tasks & Approvals. If you can approve orders yourself, the button reads Approve order and approves it straight away.

   • The approver chooses Approve (with an optional note) or Reject (with a reason).
   • A rejected order goes back to draft so you can edit and resubmit it. Only drafts can be edited.

Print the order and send it to the supplier

1. 1

   Step 1: Print it

   On the order, choose Print. It opens in a new tab with your organization’s details, the supplier and their GSTIN, the delivery warehouse and expected date, each line with its SKU, quantity, unit price and tax, the totals, the payment terms and the signatory. Press Ctrl+P (⌘+P on a Mac) and choose Save as PDF to keep a copy.

   • Your logo, GSTIN and signatory come from the settings of Accounts & Invoicing (CFO), when you have set them there.
   • An HSN/SAC column appears when the products have been invoiced with an HSN/SAC code.
   • Drafts and orders awaiting approval print with a “not approved” banner, and cancelled orders are marked cancelled.
2. 2

   Step 2: Email it to the supplier

   On an approved order, choose Send to supplier. To is the supplier’s email (or their primary contact’s); add any CC addresses, check the Subject and Message and keep Include a link to view the purchase order online ticked. Choose Send order.

   • An order summary (items, quantities, prices, total and delivery details) is added below your message. Replies go to your organization’s email address (or yours, if the organization has none).
   • The Sent to supplier card lists each email with its delivery status. Once an email is accepted for delivery, the order shows Sent to supplier with the date and the list marks it Sent.
   • Copy link gives you the online link to share another way; Revoke link stops it working. Cancelling the order also takes it offline.

   Note: Only approved orders (including partly or fully received ones) can be sent or shared.

Receive the goods

1. 1

   Step 1: Open the receipt

   On an approved order, choose Receive goods.

2. 2

   Step 2: Enter what arrived

   Check Receive into warehouse and Received date, and add the Supplier invoice / delivery note no. Enter the quantity under Receive now for each line, with the batch, serial number or expiry date for tracked items. Choose Post receipt.

   • Leave a line at 0 to receive it later. The order shows as Partially received until everything has arrived, then Received.
   • Stock is added at the order’s unit price as soon as you post.

   Important: Posted receipts can’t be edited or deleted. Correct a mistake with a stock adjustment.

3. 3

   Step 3: Receive without an order (optional)

   For stock that arrived with no purchase order, choose Receive goods, pick the Supplier and enter each item with its Unit cost.

   Where to find it

   1. Inventory & Resources
   2. Goods receipts

Transfer, adjust and issue stock

Each of these posts to the stock ledger immediately, and stock can never go below zero.

1. 1

   Step 1: Transfer between warehouses

   Choose New transfer, pick From warehouse and To warehouse, add the items and choose Post transfer.

   Where to find it

   1. Inventory & Resources
   2. Transfers
2. 2

   Step 2: Adjust after a count or a loss

   Choose New adjustment and a Reason: Stock count correction, Damaged, Lost / missing, Expired, Found or Other. A positive quantity adds stock and a negative one removes it. Choose Post adjustment.

   Where to find it

   1. Inventory & Resources
   2. Adjustments
3. 3

   Step 3: Issue stock for internal use

   Choose Issue stock, pick the warehouse, an Employee or Department, and the Purpose. Choose Post issue.

   Where to find it

   1. Inventory & Resources
   2. Issues

Reorder before you run out

1. 1

   Step 1: Check low stock

   Items at or below their reorder level are listed with a suggested order quantity and preferred supplier.

   Where to find it

   1. Inventory & Resources
   2. Reports
   3. Low stock
2. 2

   Step 2: Create the purchase orders

   Choose Create purchase order for one item, or the order button under a supplier’s name to order all of their low items at once. A draft order opens, ready to review and submit.