> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Inventory Management
> How to manage the Bizaxl Toy Store's product catalogue, warehouses, stock movements, and inventory reports - from setting up toy items to tracking every unit across the store.
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.
***
## 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.
1. Go to the **Inventory Workspace** and click **Item**.
2. Click **New**.
3. Fill in the details below.
4. Click **Save**.
### 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**.
1. Go to **Inventory Workspace** and click **Purchase Receipt**, or go via **Purchase Workspace**.
2. Click **New**.
3. Select the **Supplier** and the **Purchase Order** this delivery is against.
4. The system fills in the expected items and quantities from the order.
5. Verify the actual quantities received against the delivery note from the supplier.
6. Change quantities if the delivery is short or has extras.
7. Set the **Accepted Warehouse** to **Inward Store - M**.
8. For any damaged items, enter the rejected quantity and set **Rejected Warehouse** to **Rejected Warehouse - M**.
9. Click **Submit**.
Stock now appears in the Inward Store. It has not yet reached the shelf.
***
## Moving Stock from Inward Store to Main Store (Shelf)
After inspection, approved stock is transferred to the retail shelf.
1. Go to **Inventory Workspace** and click **Stock Entry**.
2. Click **New**.
3. Set **Stock Entry Type** to **Material Transfer**.
4. In the Items table, add the items and quantities to transfer.
5. Set **Source Warehouse** to **Inward Store - M**.
6. Set **Target Warehouse** to **Main Store - M**.
7. Click **Submit**.
Stock now appears in the Main Store and is available for POS billing.
***
## 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.
1. Go to **Inventory Workspace**, click **Stock Reconciliation**.
2. Select the **Warehouse** (Main Store - M).
3. Add all items and enter the **Quantity as per physical count**.
4. The system shows the **Current Quantity** it holds in its records.
5. 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.
***
## Related Features
* [Procurement](/retail/toy-store/procurement)
* [Point of Sale](/retail/toy-store/point-of-sale)
* [Reports and Analytics Overview](/retail/toy-store/reports-overview)