Real-time stock visibility and control, across every location.
The Inventory module gives your team a live view of stock positions, precise control over every movement, and the traceability to know exactly where every item has been — from the moment it arrives to the moment it leaves.
Built for businesses that need to know exactly what they have and where.
The Inventory module manages stock across every location in your operation. Every movement — receipts, transfers, sales, consumption, adjustments and write-offs — is recorded and traceable. Stock is tracked at the level of detail your business requires, from simple quantity-by-location through to full serial number, batch, expiry date and custom attribute tracking per SKU.
The module connects directly to Sales for stock reservation and fulfilment, to Purchase for goods receiving, to Service for parts consumption on jobs, and to Finance for real-time cost of goods posting. Stock levels, availability and valuations reflect your actual operations at all times.
Six functional areas covering complete stock management.
Stock Finder
The Stock Finder is a dedicated stock location and visibility interface. The opening view shows each SKU with its physical, available and reserved quantities at a glance, alongside location group, category, class and value context.
Selecting any item opens a detail panel with tabs covering per-location breakdown, reservation register, and the dynamic explorer — where you define the column breakdown order and filter by any combination of attributes, locations and groups to generate a populated permutation table for that SKU.
Key capabilities
- Summary stock view with physical, available and reserved quantities
- Per-location and per-group quantity breakdown tabs
- Reservation register with force release action
- Dynamic permutation explorer with configurable column breakdown
- Attribute and location filtering on the explorer
Stock Operations
Every type of internal stock movement and adjustment — transfers between locations, quantity adjustments, stock counts, write-offs, damage recording and staging — uses a purpose-built interface on a common document foundation that keeps every movement traceable.
A shopping cart bridges the Stock Finder and operations. Accumulate specific SKU selections while navigating the finder, then load them directly into a stock operation without re-selecting.
Key capabilities
- Transfers, adjustments, write-offs, damage recording, staging
- Shopping cart accumulation across Stock Finder sessions
- Three stock count modes: blank, offline, perpetual continuous
- Scanner-based counting support
- Variance review before any financial posting
- B-stock group for damaged or degraded items
Stock Groups and Availability
Stock availability is determined by group state, not just quantity. Every stock instance belongs to a group that defines its operational status. Standard groups include available, B-stock, return for repair, disposal and kept for other use. Only stock in an available group is visible to sales, service and procurement for fulfilment.
Staging is an optional group state for businesses with a physical staging area — holding incoming stock during inspection or outgoing stock before dispatch. Businesses that do not operate a staging workflow skip this configuration entirely.
Key capabilities
- Configurable stock group structure
- Group-based availability logic for fulfilment modules
- B-stock management separate from standard fulfilment flow
- Optional staging group for incoming and outgoing operations
- Full quantity accounting across all group states
Staging is optional. Small businesses without a staging workflow skip this entirely — it does not add complexity unless you need it.
Traceability and Tracking
The level of traceability applied to each SKU is configured at the SKU master level. Serial number tracking assigns a unique identifier to each individual unit. Batch and lot tracking groups items received together. Expiry date tracking records expiry per batch and applies first expiry first out policy at pick and pack. Custom attributes extend tracking beyond standard dimensions — each attribute defined on the SKU master becomes trackable, filterable and reportable.
Key capabilities
- Serial number tracking per unit
- Batch and lot tracking
- Expiry date recording per batch
- FEFO pick list generation for expiry-sensitive stock
- Multi-bin FEFO direction in complex warehouse layouts
- Custom attribute tracking, filtering and reporting
- Full movement history per tracked unit
BOM and Assembly
Operational kitting and simple assembly or disassembly. The assembly page starts with SKU selection — specify finished product SKUs and quantities, and the system displays the complete component requirement with current availability. A single action assembles the selected quantity, consuming component SKUs from stock and adding the finished item to the designated location and group. Disassembly works in reverse.
Full production order management — including Manufacturing Orders, batch execution and cost capture — belongs to the Production module.
Key capabilities
- Multi-SKU assembly selection
- Component availability review before assembly
- BOM tree export for planning and procurement
- Single-action assembly and disassembly
- Location and group specification per assembly
SKU Master and Configuration
Each SKU record covers basic information, product and vendor catalogue associations, properties including costing method (FIFO or weighted average at SKU level), attribute and traceability configuration, UOM conversion overrides, and BOM and production settings.
Key capabilities
- Full SKU profile: code, name, description, UOM, class, category, dimensions
- Sales product and vendor catalogue associations
- Per-SKU costing method: FIFO or weighted average
- Attribute and traceability configuration per SKU
- Per-SKU UOM conversion override
- BOM and production settings for assembly and manufacturing SKUs
Stock levels that reflect your actual operations, at all times.
Sales
Stock reserved immediately on sales order allocation. Delivery order confirmation deducts from inventory. Force release available from the reservation register for any reserved quantity.
Purchase
Goods received against purchase orders enter inventory through the receiving workflow. Stock is not available for fulfilment until receiving is complete and items are accepted into an available group.
Service
Parts consumed on work orders deduct from inventory in real time. Parts sourced for a job flow through purchase receiving before allocation to the service order.
Finance
Every stock movement with a cost implication posts to the financial ledger in real time. Write-offs and damage records post inventory loss entries. Stock count variances post after internal review.
From the warehouse floor to the finance report.
Your stock position is accurate. Your costs are correct. Nothing disappears without a trace.
The Stock Finder gives you a live view of what you have and where. Every movement leaves a record. The system always knows what state every piece of stock is in.
Find stock quickly, move it accurately, count it without disrupting operations.
The dynamic explorer lets you query any combination of attributes and locations in seconds. The shopping cart saves re-selecting the same items across multiple operations. Three stock count modes fit any counting programme from simple to continuous.
Every stock movement with a cost implication posts to the general ledger in real time.
COGS is calculated and posted at the point of sale, not at month end. The inventory module does not create a reconciliation problem for finance — it removes one.
Ready to see the Inventory module in action?
The Cloudby demo includes a pre-configured inventory environment with live stock positions, active reservations and a working Stock Finder.