Inventory · Reference

End-to-end workflows

How work moves through Inventory from start to finish, who does each step and what the system does in response.

On this page (13)

Go-live: opening stock to signed-off cutover Quality alert, hold and recall Receipt to customer return Cycle count to posted adjustment (two people)Landed cost on a receipt Reorder cycle: from low stock to goods received Promise stock to a customer, then fulfil in priority order Month-end stock to ledger check Transfer between warehouses through transit Set up a new warehouse from nothing to first receipt Month-end stock close Connect Inventory to an outside system with a webhook Negative stock with approval

Go-live: opening stock to signed-off cutover

Who: Data migrator M, Controller C, Accountant F

#	What the person does	What the system does
1	M: Opening stock: paste the old system's closing stock as CSV; Dry run	Errors listed per row (if any)
2	M: correct and Dry run again; Import	Imported once; stock on hand and value match the file; one journal to opening equity
3	M: Cutover check > New check against the old system's figures incl. inventory account balance; Check	Differences listed by area
4	M: try to Sign off with differences	Refused: a different person must accept the differences
5	C: Sign off with a note	Signed off; record kept
6	F: Reporting > Inventory to ledger	Stock valuation equals the inventory account

Quality alert, hold and recall

Who: Quality officer Q (inventory.recall + inventory.quality.release), Storekeeper S, Sales user U

#	What the person does	What the system does
1	S: Held in place > Hold stock 4 units of LOT-1 as Quality hold	Units cannot be reserved
2	U: confirm a sales order for LOT-1 product	Delivery stays Waiting for the held units
3	Q: supplier confirms a defect: New recall for LOT-1; Start the recall	Lot on Recall hold; reservations released; trace shows customers who received it
4	S: try to deliver LOT-1	Refused: the lot is on recall hold
5	Q: Dispose LOT-1 on the recall	Stock written off; recall closed

Receipt to customer return

Who: Storekeeper S, Picker P, Sales user U

#	What the person does	What the system does
1	Buyer confirms a purchase order for 10 x TEST-001 at 12.50 AED	Receipt raised in Inventory > Receipts
2	S: open the receipt; Validate done 10	Done; on hand +10; value +125.00; putaway rule (if any) puts it in the right bin
3	S: New internal transfer from the receiving location to bin A-01; 10 units; Confirm; Validate	Stock now at A-01
4	U: confirm a sales order for 4 x TEST-001	Draft delivery from the default warehouse
5	P: Confirm; Check availability; Validate done 4	Stock -4; cost of goods posted at average 12.50
6	U: customer sends 1 back; New return from a customer on that delivery; Authorise; Receive	1 unit in the RETURNS location (not available to sell)
7	S: inspection New + Restock; Carry out; then Raise credit note	Unit back on the shelf; draft credit note for 1 unit

Cycle count to posted adjustment (two people)

Who: Counter A, Approver B

#	What the person does	What the system does
1	A: Cycle counts > New count for WH/Stock, Blind count, Freeze ticked; Start count	Count opens with the location's lines; quantities start at 0 (blind)
2	Any user: try to validate a transfer from WH/Stock	Refused: location frozen by the count
3	A: enter counted quantities (one line 1 short); Save counts	Status Counted (or Recount if over the class threshold)
4	A: Approve	Refused: a different user must approve
5	B: Approve	Stock corrected by -1; journal posted for the net value; freeze lifted
6	Check Reporting > Count variances	The count and its variance are listed

Landed cost on a receipt

Who: Storekeeper S, Accountant F

#	What the person does	What the system does
1	S: validate a receipt of 2 products worth 1000 and 3000 AED	Receipt done
2	F: Landed costs > New; receipt; Estimate (accrued now) 400; By value; Post	Stock value +400; accrual credited
3	F: freight invoice arrives at 450; New landed cost Actual 450, Replaces the estimate; Post	Only +50 reaches stock; the estimate shows replaced
4	F: try to replace the same estimate again	Refused: 'That estimate has already been replaced: a charge is capitalised once.'
5	Open Stock valuation and the journal entries	Unit costs include the landed cost; GL inventory matches the valuation

Reorder cycle: from low stock to goods received

Who: Inventory planner, buyer with inventory.replenish.approve, storekeeper

#	What the person does	What the system does
1	Planner sets (or checks) a replenish rule for P-100 in DXB: min 50, safety 10, max 120, multiple 24, buy from a supplier	Rule saved
2	Planner opens Planning > Replenishment and clicks Run replenishment	Message '1 new ...'; a Proposed row of 96 needed by today + lead days
3	Planner opens the row and reads the explanation and the pegging	Projected 30 against trigger 60 is explained with the orders behind the demand
4	Buyer (with the approve right) clicks Approve	Proposal Approved; a draft purchase order for 96 is named in the status
5	Buyer confirms the purchase order in Purchases; storekeeper receives it in Warehouse > Receipts	Receipt validated; on hand rises by 96
6	Planner runs replenishment again and reopens ATP for P-100	No new proposal (or the old one withdrawn); ATP now above the trigger

Promise stock to a customer, then fulfil in priority order

Who: Sales coordinator, warehouse supervisor

#	What the person does	What the system does
1	Coordinator checks Available to promise for P-100 in DXB	ATP 80, after soft reservations 55
2	Coordinator creates a soft reservation of 25 for the customer, 48 hours, reference of the quote	Row Active; ATP after soft 30
3	Customer accepts: the sale is confirmed and a draft delivery is raised	Delivery waiting or ready in Warehouse > Deliveries
4	Coordinator releases the soft reservation	State released; no double counting against the delivery
5	Supervisor opens Allocation & shortages, picks the warehouse and 'Highest priority', ticks take-back if needed, clicks Allocate	'N ready, M waiting' and the ranked list
6	Supervisor reads the shortage list for deliveries still waiting	Each short product shows next supply or 'Replenish: nothing is on the way'

Month-end stock to ledger check

Who: Inventory accountant, finance controller

#	What the person does	What the system does
1	Accountant opens Reporting > Valuation (AVCO) and notes the total	Total value in AED
2	Accountant opens GL reconciliation (R032)	Valuation, Ledger and Difference; Reconciled when 0.00
3	If not reconciled, accountant opens Inventory to ledger, sets As at to month end	Unmatched journals and unmatched stock layers are listed
4	Accountant corrects the cause (reverse the manual journal or post the missing document) and reopens the screen	Difference 0.00 - reconciled
5	Accountant opens Exception centre and Inventory aging	No 'reconciliation' exception; aging buckets reviewed for slow stock
6	Controller closes the stock period (Configuration > Stock periods)	Hard close succeeds only when valuation equals the account

Transfer between warehouses through transit

Who: Warehouse supervisors in DXB and AUH

#	What the person does	What the system does
1	DXB supervisor opens Transfer through transit, picks DXB to AUH and P-100 x 40	Two transfers are made and named
2	DXB storekeeper validates the shipping transfer	Stock leaves DXB into Transit and keeps its value
3	Open Inventory 360 for P-100	On hand still counts the stock; Where it is shows the Transit location
4	AUH storekeeper validates the receiving transfer when the truck arrives	Stock lands in AUH; Transit is empty
5	Open Available to promise for AUH	ATP in AUH rises by 40

Set up a new warehouse from nothing to first receipt

Who: Inventory administrator (warehouse.manage), storekeeper (inventory.operate)

#	What the person does	What the system does
1	Stock policy: set New warehouses and bins to 'Start as drafts and wait for review' and Save	Saved; new masters will start as Draft
2	Warehouses > New warehouse: code DXB2, name 'Dubai Annex'	Created as Draft with DXB2/STOCK, DXB2/IN, DXB2/OUT
3	Zones: New zone BULK (Bulk storage), FAST (Fast pick)	Both listed
4	Locations & bins: create A-01-01 in FAST with capacity 100 and A-02-01 in BULK	Bins created as Draft
5	Putaway rules: product P fixed bin A-01-01 priority 10; zone BULK First bin with room priority 50	Both listed
6	Routes & operations: choose DXB2, Receive in 2 steps	Input > Stock chain used from now on
7	Open each master and use the lifecycle bar: Mark reviewed, Activate (warehouse, then bins)	Status Active; a receipt before activation was refused, after activation it works
8	Create and validate a receipt of 120 units of P into DXB2	Stock sits in Input; the put-away transfer suggests A-01-01 for 100 units (capacity) and a BULK bin for the 20 that do not fit

Month-end stock close

Who: Stock controller (inventory.period.close), accountant

#	What the person does	What the system does
1	Open Stock periods and read the last month: valuation, inventory account, Difference	Figures shown for the month
2	If Difference is not 0.00, open Inventory to ledger and find the cause; correct it	Difference becomes 0.00
3	Click Soft close on the month	Status Soft-closed; normal users cannot post into it
4	A user with the override right posts a late receipt into the month	Posts; ordinary user is refused
5	After the month has ended and Difference is 0.00 click Hard close	Hard-closed; earlier months close with it; valuation and account frozen on the row
6	Try to post dated in the closed month as an administrator	'<Month Year> is closed for stock. Post it in an open month.'
7	Reopen the latest closed month (needed for a correction), fix it, close again	Reopen works only from the latest hard-closed month downward; audit trail shows each step

Connect Inventory to an outside system with a webhook

Who: Integration administrator (inventory.events.manage)

#	What the person does	What the system does
1	Webhooks > New webhook: name erp-feed, https address of the test receiver, tick receipt_posted and shipment_posted	Created; signing secret shown once
2	Copy the secret into the receiver; click Send test	Receiver gets inventory.ping.v1 and the signature verifies
3	Validate a receipt and a delivery	Two POSTs arrive in order, each with its own event id
4	Make the receiver return 500 and validate another receipt	Failure counted, next attempt waits 30 s; list shows Waiting
5	Fix the receiver; click Send now (or wait)	Pending event delivered, failures reset to 0
6	Rotate the signing secret and update the receiver	Only the new secret verifies
7	Send again from sequence 0 to replay history	Receiver deduplicates by event id

Negative stock with approval

Who: Storekeeper, stock approver (stock.negative.approve)

#	What the person does	What the system does
1	Stock policy: add rule for product P: Approval	Rule active
2	Storekeeper delivers 5 of P with 3 on hand	Refused: somebody with the right to approve negative stock has to confirm it
3	The approver repeats the delivery and confirms the negative stock	Posts with '<code> taken below zero with approval.'; on hand -2
4	Receive 10 of P	On hand 8; cost keeps following the average

Updated 3 October 2026