ICONK OS
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Inventory

Draft

Manage products, categories, warehouses, stock movements, and inventory adjustments.

Goal

Explain how to manage products, categories, warehouses, stock movements, and stock adjustments in ICONK OS.

Who This Guide Is For

Inventory managers, warehouse staff, purchasing agents, and anyone who manages products or stock levels.

What You Can Do

  • Create and manage products
  • Organize products into categories
  • Set up warehouses
  • View stock levels by warehouse
  • Track stock movements
  • Make manual stock adjustments
  • View inventory transaction history

What You Should Not Expect Yet

  • Advanced inventory costing methods (FIFO, weighted average) are not fully implemented.
  • Real-time stock synchronization across multiple warehouses has not been fully verified.
  • Inventory valuation on the dashboard is a summary and may not represent a full valuation calculation.

Step 1: Products

Products are the items you buy, sell, or track in your inventory.

Viewing Products

  1. Go to Inventory → Products in the sidebar.
  2. You will see a list of all products with their name, SKU, current stock, and price.
  3. You can search and filter by name, SKU, category, or stock status.

Creating a Product

  1. Click Add Product (or New Product).
  2. Fill in the product details:
    • Name — The product name.
    • SKU — A unique stock keeping unit code.
    • Barcode — Optional barcode for scanning.
    • Category — Select a product category.
    • Selling Price — The price you sell the product for.
    • Cost Price — The price you buy or stock the product for. Purchase orders can use it as a suggested prefill, but the final vendor unit price on a purchase order can be different.
    • Unit of Measure — The base unit (e.g., each, kg, liter).
    • Warehouse Stock — Optionally set initial stock for one or more warehouses.
  3. Save the product.

Editing a Product

  1. Open the product from the product list.
  2. Click Edit.
  3. Update any field — name, price, category, etc.
  4. Save the changes.

Product Currency

Products can have a specific currency for their prices. If no currency is set, the company's base currency is used.

Step 2: Categories

Categories help you organize products into groups.

Viewing Categories

  1. Go to Inventory → Categories in the sidebar.
  2. You will see a tree view of all categories, including sub-categories.

Creating a Category

  1. Click Add Category.
  2. Enter the category name and an optional description.
  3. If it is a sub-category, select a parent category.
  4. Save the category.

Editing or Deleting a Category

  • You can edit a category's name, description, or parent.
  • You can delete a category only if it has no products assigned to it.

Step 3: Warehouses

Warehouses represent the physical locations where your stock is stored.

Viewing Warehouses

  1. Go to Inventory → Warehouses in the sidebar.
  2. You will see a list of all warehouses with their name, code, and total stock value.

Creating a Warehouse

  1. Click Add Warehouse.
  2. Enter the warehouse name, code, and optional address and city.
  3. Mark it as Default if you want it to be the default warehouse for new products.
  4. Save the warehouse.

Viewing Warehouse Details

  1. Click on a warehouse from the list.
  2. You will see:
    • Warehouse information
    • Stock levels for each product in this warehouse
    • Recent stock movements

Deleting a Warehouse

  • You can delete a warehouse that is not set as the default.
  • Warehouses with existing stock may need to be cleared first.

Step 4: Stock Movements

Stock movements track every change to your inventory — sales, purchases, adjustments, and returns.

Viewing Stock Movements

  1. Go to Inventory → Stock Moves (or Movements) in the sidebar.
  2. You will see a list of all inventory transactions with:
    • Product
    • Quantity change (positive for additions, negative for deductions)
    • Warehouse
    • Date
    • Reference (e.g., sale, purchase, adjustment)

Filtering Movements

You can filter by:

  • Date range
  • Product
  • Warehouse
  • Movement type

Step 5: Stock Adjustments

Use stock adjustments to manually correct stock levels when the physical count does not match the system.

Creating a Stock Adjustment

  1. Go to Inventory → Adjustments in the sidebar.
  2. Click New Adjustment.
  3. Select the product and warehouse.
  4. Enter the quantity to adjust:
    • Use a positive number to add stock.
    • Use a negative number to remove stock.
  5. Add notes explaining the reason for the adjustment (e.g., "Physical count discrepancy," "Damaged goods").
  6. Save the adjustment.

What Happens After an Adjustment

  • The warehouse stock is updated immediately.
  • The product's total stock is recalculated.
  • An inventory transaction record is created for audit purposes.

How Stock Is Tracked

Per-Warehouse Stock

Stock is tracked separately for each warehouse. The system stores the exact quantity of each product in each warehouse.

Total Stock

Each product also shows a total stock figure, which is the sum of stock across all warehouses. This is a cached value that is updated whenever warehouse stock changes.

Stock Changes from Other Modules

Stock is automatically adjusted by other modules:

  • Sales and POS — Deduct stock when items are sold.
  • Purchasing — Adds stock when goods are received and reduces stock when confirmed receipts are returned to vendors.
  • Invoicing — May deduct stock when an invoice is sent (depending on configuration).
  • Food & Beverage — Deducts stock when menu items are prepared.

Known Limitations

  • Inventory valuation on the dashboard is a summary and may not represent a full, accurate valuation. Advanced costing methods are future work.
  • UNCERTAIN: Real-time stock synchronization across multiple warehouses has not been fully verified. If you operate multiple warehouses, periodically verify stock levels match physical counts.
  • Product listing uses session-based company access rather than explicit inventory permissions in some cases.
  • A confirmed issue exists with category deletion where the company ID may not be handled correctly. If you encounter errors deleting categories, contact your administrator.
  • Advanced inventory costing and accounting workflows are future work.

How to Get Help or Troubleshoot

  • If stock levels do not match your physical count, create a stock adjustment to correct the discrepancy. See Step 5 above.
  • If a product's total stock seems incorrect, check the stock levels in each warehouse individually.
  • If you cannot see the Inventory module, check your role permissions. See Roles and Permissions.
  • For general questions, see the FAQ.
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