Know Your Stock: Every Store, Every Batch.
Every purchase, delivery and transfer moves stock in AYBN ERP, by store, batch and serial number, so you can see what you have, where it is and what it is worth.
AYBN ERP — From Lead to Ledger, Everything Connected.
- Purchase invoiceAdds stock with batch and costStock in
- Stock transferFrom one store to anotherMoves
- Delivery challanAgainst the customer orderStock out
Stock, kept by store
- Stock by store
- Batches and serials
- Minimum stock levels
- Stock valuation
Stock registers that never agree with the godown.
When stock is updated after the fact, every decision about buying and selling starts from the wrong number.
Inventory mismatches
The stock register is updated days after goods arrive or leave.
No view across godowns
Each store keeps its own count, and nobody sees the total.
Unknown stock value
Without cost per batch, stock value is an estimate.
Shortages found too late
Items run out before anyone notices they are low.
Stock moves with the documents your team already creates.
In AYBN ERP purchase invoices bring stock in, delivery challans and direct invoices take it out, and transfers move it between stores, all by batch. Each document can be entered in any unit you set up for the item, and stock is always kept in the item’s base unit. Stock is never a separate register to keep up to date.
Receives: Purchase invoices (stock in, with batch cost), delivery challans and direct invoices (stock out), and transfers.
Feeds: Stock value feeds the stock valuation report and your reports, and each delivery draws from the store and batch you choose.
AYBN ERP — From Lead to Ledger, Everything Connected.
What you can do with Inventory in AYBN ERP
The capabilities that matter most day to day, each connected to the rest of the ERP.
Multi-store stock
Keep stock by store or godown, with users limited to the stores they work in.
Batch management
Track stock and cost by batch, from opening stock and purchase through to delivery.
Learn more about Batch managementSerial numbers
Keep a register of serial numbers for serialised items.
Learn more about Serial numbersStock transfers
Move stock, batch by batch, from one store to another with a transfer document.
Minimum stock levels
Set a minimum quantity per item and see which items have fallen below it.
Stock valuation
See the value of the stock you hold in the stock valuation report.
Item stock ledger
For any item and date range, see opening, in, out and running stock, document by document.
Multiple & alternate units of measurement
Buy, sell, deliver, return and open stock in the unit you trade in, such as boxes, pieces, kg or metres. AYBN ERP keeps stock in the item’s base unit and remembers the unit used on every document.
Item catalogue
Items with categories, HSN codes and images, and bulk import from a spreadsheet.
Opening stock
Bring in opening stock and its value, item by item and store by store, when you start.
Upcoming in Inventory
UpcomingPhysical stock counts and adjustments
UpcomingYou will count stock by store, item and batch, approve the differences, and post the adjustment to the books.
Complete serial traceability
UpcomingYou will trace any serial number from the day you bought it to the customer who has it.
Stock-shortage alerts
UpcomingAYBN ERP will alert you when items run short.
See Inventory in a guided demo
We will walk through it with your own products, customers and documents.
How stock moves through AYBN ERP.
Each step is a document your team already creates. Stock changes because the document says so.
- StepAvailable today
- StepUpcoming
- Not linked yet
The Inventory workflow
- Goods Receipt / Purchase
- Stock by Store
- Transfer
- Sales Delivery
- Stock Deduction
- Minimum Stock Check
- Stock Adjustment (upcoming)
- Valuation
Steps with a clock are upcoming.
Goods receipt or purchase
A goods receipt against a purchase order, or a direct purchase invoice, adds stock to a store, with its batch.
Transfer
A transfer moves stock, batch by batch, between stores.
Sales delivery
A delivery challan (or a direct invoice) takes stock out of the store and batch you choose.
Minimum stock check
Items below their minimum quantity show on the minimum stock list.
Stock adjustment
UpcomingCounted differences will be approved and posted.
Valuation
The stock valuation report shows what your stock is worth.
Every unit, accounted for document by document.
Pick an item and a date range to see its opening stock, every movement in and out, and the running balance.
- Opening, in, out and running stock for any period
- Each movement tied to the document that caused it
- Stock kept by store and batch
- Minimum stock list for items running low
- Opening stockAt the start of the period
- Stock inPurchases and transfers in
- Stock outChallans, invoices and transfers out
- Running stockBalance after every document
What it means for your business
Improve inventory control
Stock changes only through documents, so the count stays honest.
See every godown
Stock by store, with users limited to their own stores.
Know what stock is worth
Batch cost feeds the stock valuation report.
Reorder before you run out
The minimum stock list shows items below their level.
Less manual entry
Purchases and deliveries move stock as they are recorded.
Practical guides related to Inventory
- Guide · Inventory
Inventory control across godowns, batches and serial numbers
How to set up stock locations, decide when to use batches or serial numbers, and keep stock records that agree with invoices and the books.
7 min read - Article · Inventory
Inventory valuation methods: FIFO, weighted average and batch cost
How the main stock valuation methods work, why the method changes your profit and closing stock, and what to check so your stock value can be trusted.
6 min read - Guide · Inventory
How to reduce stock discrepancies across godowns
Why book and physical stock drift apart, and a routine of transfer documents, regular counts, recorded adjustments and minimum levels that keeps them together.
6 min read
Inventory: common questions
Can AYBN ERP manage stock in more than one godown?
Yes. Stock is kept by store or godown, transfers move it between stores, and users can be limited to the stores they work in.
Does stock update automatically when I buy or sell?
Yes. Purchase invoices add stock, and delivery challans or direct invoices take it out, from the store and batch you choose.
Can I track stock by batch and serial number?
Yes. Stock and cost are tracked by batch, and you can keep a register of serial numbers for serialised items.
Can I see which items are running low?
Yes. Set a minimum quantity per item and the minimum stock list shows items that have fallen below it.
Can I import items from a spreadsheet?
Yes. Items can be imported in bulk from a spreadsheet file.
Can I buy in boxes and sell in pieces?
Yes. Give the item a base unit (for example Piece) and a conversion such as 1 Box = 10 Pieces. Sales invoices, purchase invoices, delivery challans, opening stock, sales returns and purchase returns can then be entered in Boxes or Pieces. Stock is always counted in Pieces, and the invoice, challan and PDF show the unit you entered, with the rate per that unit.
How does stock stay correct when units differ?
Example: a distributor sets 1 Box = 10 Pieces for a USB cable. Buying 20 Boxes adds 200 Pieces. Selling 3 Boxes takes out 30 Pieces, and selling 7 single Pieces takes out 7, leaving 163 Pieces. Stock checks, returns and the stock valuation report all compare these normalized quantities, so different units never get mixed up.
What happens to old documents if I change a conversion?
Nothing changes on them. Each document keeps the conversion it was saved with, so if 1 Box = 10 Pieces becomes 1 Box = 12 Pieces, an old sale of 5 Boxes still counts as 50 Pieces. Returning or cancelling it uses the original conversion too. An invoice made from a delivery challan uses the challan’s conversion and does not take the stock out a second time.
Can I record physical stock counts?
Not yet. Physical counts with approved adjustments are upcoming. Today stock changes through purchases, deliveries, invoices and transfers.
See How AYBN ERP Can Connect This Workflow
Bring your sales, inventory, accounting, GST and payments together in one connected ERP.