1. Purpose and users
Stores and Inventory manages parts, stock, suppliers, procurement requests, purchase orders, goods receipts, stock reservations, stock movements, and supplier invoices. It is used by storekeepers, inventory controllers, procurement officers, workshop teams, finance teams, and management.
The module exists to protect stock integrity. Every part should have a controlled item record, every quantity change should have a movement, and every workshop reservation or issue should be traceable back to the job card or procurement document that caused it.
2. Inventory item setup
The workflow starts by creating inventory items. An item stores SKU, name, category, branch, unit, reorder point, preferred supplier, last cost, active status, opening stock, and descriptive details. Categories separate spare parts, tyres, lubricants, and other stock types.
Good item setup is important because workshop estimate lines, purchase requisitions, purchase orders, and goods receipts all depend on the item catalog. If items are duplicated or named poorly, stock searches and valuation become unreliable.
3. Stock movements
Stock quantity changes are recorded as formal movements. Receipts increase stock, issues decrease stock, adjustments correct stock, and transfers move stock between locations or branches. The system blocks negative stock so users cannot issue parts that are not available.
Movement history gives the storekeeper a full trail of what happened to an item. A user can see when stock was received, consumed, adjusted, transferred, reserved, or released. This is the base evidence used in stock audits and valuation review.
4. Workshop reservations
Workshop job cards can reserve parts against a job before the parts are consumed. Reservation protects stock from being used by another job while the vehicle is waiting for work. If stock is not available, the job can stay in waiting parts until stores resolves the shortage.
When the job progresses, unused reservations can be released or reserved parts can be consumed. This connects workshop execution directly to inventory quantity and cost. It also allows management to see parts demand by job card, asset, workshop bay, and technician workload.
5. Procurement requisitions
When stock is low or a department needs items, users create purchase requisitions. A requisition records requested items, quantities, purpose, branch, supplier context, and approval status. It is the internal request to buy or replenish stock.
A requisition should be reviewed before it becomes a purchase order. This separates the person asking for items from the person authorizing procurement. It also prevents informal buying that bypasses stores and finance control.
6. Purchase orders and goods receipts
Approved procurement moves into purchase orders. A purchase order tells the supplier what has been authorized, including item lines, quantities, prices, and supplier details. Once goods arrive, the goods receipt confirms what was physically received.
Goods receipt is the point where stock should increase. If the supplier delivers less than ordered, the receipt reflects the actual quantity received. This lets stores and procurement track partial deliveries, outstanding quantities, and supplier performance.
7. Supplier invoices
Supplier invoices record payable evidence after goods or services are received. They connect procurement and stores activity to finance review. Finance teams can compare invoices against purchase orders and goods receipts before payment decisions.
This workflow keeps stock, procurement, and finance aligned. The system can show what was requested, what was ordered, what was received, and what was invoiced, reducing disputes and missing paperwork.
8. Reporting and daily use
Inventory reports focus on stock position, reorder pressure, valuation, movement history, workshop reservations, parts consumed, supplier activity, pending requisitions, open purchase orders, and outstanding invoices.
In daily use, Stores starts with item setup, records stock movements, reserves parts for workshop, raises procurement demand when needed, receives goods, supports invoice control, and ends with auditable stock and purchasing reports.