Inventory Management

Inventory management in a toy store means knowing exactly what you have, where it is, and how it is moving. Bizaxl gives you a full picture: a structured catalogue of every toy, three warehouses for different stages of stock, and a complete movement history for every item. Whether you are receiving a new delivery, moving boxes from the back room to the shelf, or running a stock count, this is the section that covers it.

Inventory management overview showing item catalogue, warehouse layout, and stock movement flow

Who Uses This Feature

Role	What They Do
Store Manager	Sets up items and categories, monitors stock levels, reviews reports
Stock Team / Store Assistant	Receives goods, moves stock between warehouses, conducts stock counts
Warehouse Manager	Manages warehouse organisation, approves stock transfers, resolves discrepancies
Procurement Officer	Reviews stock levels to decide what to order

Before You Start

The three warehouses (Main Store - M, Inward Store - M, Rejected Warehouse - M) are already set up.
The five item groups (Educational Toys, Action Toys, Games and Puzzles, Dolls and Figures, Accessories) are already created.
Items need to be added to the catalogue before they can be sold or tracked.

Setting Up a New Toy (Item)

Every product you sell must have an Item record. Here is how to create one.

Go to the Inventory Workspace and click Item.
Click New.
Fill in the details below.
Click Save.

Item creation form showing item name, group, price, tax template, and shelf location fields

Field Guide: Item

Field	Description
Item Code	A unique identifier for the toy (e.g., TOY-EDU-001). You can let the system auto-generate this or type your own.
Item Name	The full name of the toy as it appears on bills and reports (e.g., “Junior Science Kit”)
Item Group	The category this toy belongs to: Educational Toys, Action Toys, Games and Puzzles, Dolls and Figures, or Accessories
Brand	The toy manufacturer or brand (optional but useful for filtering)
Is Sales Item	Must be ticked for the item to appear in the POS and on sales invoices
Is Purchase Item	Must be ticked for the item to appear on purchase orders
HSN / SAC Code	The GST product classification code. Essential for correct tax calculation.
Item Tax Template	The GST rate that applies to this item (e.g., 12% GST, 18% GST)
Item Location	Custom field - the shelf or bin where this item is stored in the Main Store (e.g., “Aisle 3, Shelf B”)
Standard Selling Rate	The regular selling price
Standard Buying Rate	Your typical purchase cost
Maintain Stock	Keep this ticked so the system tracks quantities

Tip on Item Location: The custom “Item Location” field helps staff find items quickly at the counter without leaving the billing screen. When the cashier searches for a toy that the customer cannot find on the shelf, they can see exactly where it should be.

Toy Categories (Item Groups)

Your toy store has five item groups. Assign every new item to the right group so reports and pricing rules work correctly.

Item Group	What It Includes
Educational Toys	Science kits, STEM sets, learning games, building blocks, art and craft materials
Action Toys	Action figures, toy vehicles, remote-controlled toys, superhero sets
Games and Puzzles	Board games, jigsaw puzzles, card games, strategy games
Dolls and Figures	Fashion dolls, miniature figures, playsets, dollhouses
Accessories	Toy accessories, spare parts, batteries, carrying cases, gift wrapping

Your Three Warehouses

Warehouse	Purpose
Main Store - M	The retail shelf. This is where stock is available for sale through the POS and for delivery on sales orders.
Inward Store - M	The receiving bay. Goods from suppliers are first received here before being inspected and moved to the shelf.
Rejected Warehouse - M	Holds damaged, defective, or returned items. Stock here cannot be sold until it is transferred back to the Main Store (after repair or repackaging) or written off.

Receiving Stock from a Supplier

When a supplier delivery arrives, the stock team records a Purchase Receipt.

Go to Inventory Workspace and click Purchase Receipt, or go via Purchase Workspace.
Click New.
Select the Supplier and the Purchase Order this delivery is against.
The system fills in the expected items and quantities from the order.
Verify the actual quantities received against the delivery note from the supplier.
Change quantities if the delivery is short or has extras.
Set the Accepted Warehouse to Inward Store - M.
For any damaged items, enter the rejected quantity and set Rejected Warehouse to Rejected Warehouse - M.
Click Submit.

Stock now appears in the Inward Store. It has not yet reached the shelf.

Purchase Receipt form showing supplier, items, accepted quantities, and warehouse selection

Moving Stock from Inward Store to Main Store (Shelf)

After inspection, approved stock is transferred to the retail shelf.

Go to Inventory Workspace and click Stock Entry.
Click New.
Set Stock Entry Type to Material Transfer.
In the Items table, add the items and quantities to transfer.
Set Source Warehouse to Inward Store - M.
Set Target Warehouse to Main Store - M.
Click Submit.

Stock now appears in the Main Store and is available for POS billing.

Stock Entry form for material transfer showing source warehouse, target warehouse, and items

Stock Reconciliation (Counting the Shelf)

When you do a physical stock count, use Stock Reconciliation to correct any differences between what the system shows and what is actually on the shelf.

Go to Inventory Workspace, click Stock Reconciliation.
Select the Warehouse (Main Store - M).
Add all items and enter the Quantity as per physical count.
The system shows the Current Quantity it holds in its records.
Submit the reconciliation - the system adjusts the difference automatically and creates an accounting entry for any stock variance.

Workflow Journey

New item → Create Item Record (name, group, HSN, tax template, shelf location)
    → Add selling price and buying price

Delivery arrives → Purchase Receipt (to Inward Store)
    → Inspect goods → Stock Entry: Transfer (Inward Store → Main Store)
    → Item available on shelf → POS billing begins

Damaged item found → Transfer to Rejected Warehouse
    → Decide: repair → transfer back, or write off → Stock Entry: Write Off

Stock count done → Stock Reconciliation → System quantity updated

Reports and Monitoring

Report	What It Shows	Where to Access
Stock Ledger	Full movement history for any item - every receipt, sale, transfer	Inventory Workspace
Stock Balance	Current quantity of every item across all warehouses	Inventory Workspace
Bin-wise Toy Store Stock	Custom report: stock per item in the Main Store, including shelf location	Inventory Workspace
Stock Projected Quantity	Expected future stock based on pending orders and open sales	Inventory Workspace
Item Prices	Selling and buying prices for all items	Inventory Workspace
Low Stock Report	Custom report: items below their minimum reorder level	Inventory Workspace, Reports
Batch Expiry Status Report	Items nearing or past their expiry date	Inventory Workspace, Reports
Expired Items List	Items whose expiry date has passed	Reports
Item Expiry within 90 Days	Items expiring in the next 90 days	Reports
Stock Moving Report	Items that are actively selling vs slow movers	Reports

Warehouse wise Stock Value Chart

Available on the Inventory Workspace, this chart shows the total stock value in each warehouse as a bar. If Inward Store has significant value, it means goods are waiting to be shelved.

Total Stock Value Number Card

The Total Stock Value card at the top of the Inventory Workspace shows the combined value of all stock across all warehouses. Use it as a quick check of your inventory investment.

Notifications and Alerts

Alert	Trigger	Who Is Notified	What to Do
Material Request Receipt Notification	A Material Request status changes to received	Procurement Officer, Store Manager	Confirm the request has been fulfilled and close it if so
Purchase Receipt Submitted	A Purchase Receipt is created and submitted	Store Manager	Verify the receipt matches what was ordered and move goods to shelf

Automatic Actions

When a Stock Entry (Transfer) is submitted:

The item quantity decreases in the source warehouse
The item quantity increases in the target warehouse
The Stock Ledger records the movement with date, time, and user

When a Purchase Receipt is submitted:

Stock appears in the Inward Store at the landed cost (purchase price plus any additional charges)
A payable entry is not yet created - that happens when the Purchase Invoice is submitted

Best Practices

Always receive goods into the Inward Store first. Never put incoming stock directly into the Main Store without creating a Purchase Receipt. Skipping this step means your accounts will not match your stock.
Update the Item Location field when you change the shelf. If you reorganise the store layout, update the item location in the item record so cashiers can guide customers accurately.
Run the Low Stock Report every Friday. Use the output to compile your weekly purchase order. Do not wait for items to reach zero before reordering popular toys.
Do stock reconciliation at least once a quarter. For toys, shrinkage through display damage, misplacement, and occasional theft is real. A quarterly count catches these variances before they grow.
Use item codes consistently. When creating items, follow a consistent naming pattern (e.g., TOY-EDU-001 for Educational Toys, TOY-ACT-001 for Action Toys) so reports and searches are easier.
Do not delete items that have been sold. If a toy is discontinued, mark it as Disabled in the item record. Deleting it will break historical reports.

Troubleshooting

The item is not showing up in POS search. Check that Is Sales Item is ticked in the item record and the item has a price in the active price list. The stock balance shows a negative quantity. This usually means a sale was recorded before stock was received. Run the Stock Ledger for that item to trace the sequence of events. Submit the missing Purchase Receipt to correct the balance. The Bin-wise Stock report is showing items in the Inward Store instead of the Main Store. The goods have been received but not yet transferred. Create a Stock Entry (Material Transfer) from Inward Store to Main Store. I cannot submit the Stock Reconciliation. Check that the posting date is not in a locked period. Also check that you have the correct user permissions to submit Stock Reconciliation records.

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Toy Store

Who Uses This Feature

Before You Start

Setting Up a New Toy (Item)

Field Guide: Item

Toy Categories (Item Groups)

Your Three Warehouses

Receiving Stock from a Supplier

Moving Stock from Inward Store to Main Store (Shelf)

Stock Reconciliation (Counting the Shelf)

Workflow Journey

Reports and Monitoring

Warehouse wise Stock Value Chart

Total Stock Value Number Card

Notifications and Alerts

Automatic Actions

Best Practices

Troubleshooting

​Who Uses This Feature

​Before You Start

​Setting Up a New Toy (Item)

​Field Guide: Item

​Toy Categories (Item Groups)

​Your Three Warehouses

​Receiving Stock from a Supplier

​Moving Stock from Inward Store to Main Store (Shelf)

​Stock Reconciliation (Counting the Shelf)

​Workflow Journey

​Reports and Monitoring

​Warehouse wise Stock Value Chart

​Total Stock Value Number Card

​Notifications and Alerts

​Automatic Actions

​Best Practices

​Troubleshooting

​Related Features

Who Uses This Feature

Before You Start

Setting Up a New Toy (Item)

Field Guide: Item

Toy Categories (Item Groups)

Your Three Warehouses

Receiving Stock from a Supplier

Moving Stock from Inward Store to Main Store (Shelf)

Stock Reconciliation (Counting the Shelf)

Workflow Journey

Reports and Monitoring

Warehouse wise Stock Value Chart

Total Stock Value Number Card

Notifications and Alerts

Automatic Actions

Best Practices

Troubleshooting

Related Features