Inventory & Stock Management

Complete user guide for Pindah Basa

Warehouse staff. Store managers. Inventory controllers. Procurement. Finance.
Know what you have, where it is, and how it moved — catalogue, receipts, transfers, stock takes, pricing, and reports in one connected module of Pindah Basa.

Pindah Private Limited builds Pindah Basa, the operating platform for organisations that have outgrown fragmented systems. Stock, accounting, pharmacy, and procurement share one data layer — multi-location quantities, FEFO batches where used, and valuation that feeds the general ledger.

Learn more at pindah.org

When your operations outgrow the systems that built them.

Executive Summary

Inventory & Stock answers three questions at all times: what do we have, where is it, and how did it move.

From this module you manage the product catalogue, categories, warehouses and stores, suppliers, purchase receipts (goods receiving), transfers between branches, physical stock takes, markup rules and price approvals, POS tills, packages, and movement reports. Every sale in Accounting, every pharmacy dispense, and every stock receipt that posts to GL flows through these records.

The Stock Dashboard shows carrying value (IAS 2), stock health, receipts vs issues, reorder proposals, and NRV / dead-stock candidates — filterable by location.

Who This Is For

Key Capabilities

• Stock dashboard with KPIs, health, reorder and NRV insights
• Full product catalogue with bulk add, barcodes, categories
• Categories (hierarchical), suppliers, locations, units, pack sizes
• Stock receipts / purchase orders (Draft → Pending → Partial → Received)
• Stock takes with progress, variances, In Progress / Completed / Cancelled
• Stock transfers (Request → approval → in transit → received / completed)
• Issue/Transfer for internal issues (via Accounting POS transfer mode)
• Markup rules (Global, Category, Supplier, Product priority)
• Price change approvals queue
• Product packages (bundles for quick sales)
• Till management per location
• Reports: item movements, purchases, sales, issues, summary by item / customer

Important Concepts

Menu Map (sidebar)

Open Stock in the left sidebar of Pindah Basa.

Table of Contents

1. Getting Started
2. Stock Dashboard
3. Products (Inventory)
4. Packages
5. Categories
6. Suppliers
7. Locations
8. Units and Pack Sizes
9. Tills
10. Stock Receipts (Orders)
11. Stock Transfers
12. Issue / Transfer
13. Stock Takes
14. Markup Rules
15. Price Approvals
16. Reports
17. How Stock Connects to Other Modules
18. Setup Guide for New Organisations
19. Daily and Monthly Routines
20. Troubleshooting

Getting Started

1. Sign in to basa.pindah.org.
2. Confirm location / till in the top bar.
3. Open Stock in the sidebar → Dashboard.
4. For first-time setup, follow Setup Guide for New Organisations.

Tip: Ctrl+K jumps to any Stock screen by name.

Stock Dashboard

Path: Stock → Dashboard
URL: /stock/dashboard

What you see

Controls

Tables at the bottom highlight Top reorder proposals and Top NRV / dead stock with row menus.

Products (Inventory)

Path: Stock → Inventory
URL: /stock/inventory/list

List

Shows name, code (PROD…), category, Standard Cost, L.P.C. (last purchase cost), Sell $, Stock (green / red for zero), Min (reorder), Menu.

Filter by search, category, and warehouse. Paginate large catalogues.

Header actions

Typical row / product actions

Edit; create sale; issue; receive stock; stock take; generate barcodes — exact menu depends on permissions.

Adding a product

1. + Add New Product.
2. Enter Name, Code, Category, Supplier, Cost, Sell price, Reorder / Min, Unit, optional barcode.
3. Set opening quantity per location if needed.
4. Save.

Bulk add

1. Bulk Add Products.
2. Use template / paste rows.
3. Validate and save.

Packages

Path: Stock → Packages
URL: /stock/inventory/packages

Bundles for quick POS sales (e.g. “Period Pack” with multiple lines).

1. + Create Package — name, description, component products and quantities.
2. Search existing packages.
3. Row Menu → Edit / Delete.

Columns: Package Name, Description, Products (count), Total Qty, Items preview, Created.

Categories

Path: Stock → Categories

Hierarchical classification (root and child, e.g. Feminine Hygiene → Period Pack).

Assign products to categories for filtering, markups, and reports.

Suppliers

Path: Stock → Suppliers

Vendor master used on receipts and products.

Inline fields: Supplier Name, Email, Address, Phone, Contact Person, Tax Clearance (Valid). Use Refresh to reload. Add a blank row at the bottom for a new supplier.

Locations

Path: Stock → Locations

Warehouses, stores, and branches.

Add a new location on the empty bottom row. Every quantity and till is tied to a location.

Units and Pack Sizes

Units (/stock/units) — units of measure (each, box, litre, …) assigned on products.

Pack Sizes (/stock/pack-sizes) — pack definitions for purchasing and selling in multiples.

Maintain these before bulk-loading products so codes stay consistent.

Tills

Path: Stock → Tills

POS terminals linked to locations.

+ Add Till creates a terminal for a location. Accounting POS and stock issues require a till to load products and deduct stock correctly.

Stock Receipts (Orders)

Path: Stock → Orders
URL: /stock/orders

Title: Stock Receipts — purchase orders and receiving history.

Status tabs

All Orders | Draft | Pending | Partial | Received | Canceled

Actions

Columns

#, Date, Supplier, Location, Invoice #, Items, Total Value, Status, Created By, Menu.

Receiving workflow

1. Receive Stock or open a Pending order → Fulfill.
2. Confirm location, supplier, invoice number, lines, batch/expiry if used.
3. Complete receive — stock increases; Accounting may post GOODS_RECEIVED when costing is present.

Statuses: Draft → Pending → Partial → Received (or Canceled).

Stock Transfers

Path: Stock → Transfers

Move stock between locations with a controlled lifecycle.

Status tabs

Request | Awaiting approval | In transit | Dispatched | Received | Completed (plus Rejected on rows)

Actions

Typical flow

Request → Awaiting approval → In transit / Dispatched → Received → Completed
                              ↘ Rejected

1. Create transfer: From location/till → To location, add items.
2. Approver accepts or rejects.
3. Dispatch / mark in transit.
4. Destination Receives — quantities move; GL may post transfer events.

Filter by status, location, and date range. Search by transfer id.

Issue / Transfer

Path: Stock → Issue/Transfer
URL: /accounting/sales/create/transfer

Opens the Accounting Issue/Transfer (POS transfer mode) for internal stock issues without a customer sale — creates a transfer / issue request that completes through Stock transfers and stock deduction at the till’s location.

Use for: branch replenishment, internal consumption, warehouse-to-store moves when using the POS-style picker.

Stock Takes

Path: Stock → Stock Takes

Physical counts and reconciliation.

List

Filter All Statuses / All Locations. + New Stock Take.

Counting

1. + New Stock Take — choose location (and category if offered).
2. Open count screen (/stock/stocktakes/:id/count).
3. Enter counted quantities (blind count / scan where enabled).
4. Review variances.
5. Complete — system adjusts stock; Cancel abandons without applying.

Markup Rules

Path: Stock → Markup Rules

Automatic sell-price calculation from cost.

Priority (most specific wins)

Product → Supplier → Category → Global

Screen

• Search / filter by type and Active
• Stats: Active Rules, Avg Markup, Range
• Cards show type badge (Category, Global), %, price range, Apply, Edit, Delete
• + Create Rule

After creating or changing a rule, use Apply so products recalculate. Resulting price changes may enter the Price Approvals queue.

Price Approvals

Path: Stock → Price Approvals

Manager review of proposed price updates.

Tabs: Pending Requests | Historical Requests

Select rows → Approve (n) to push live. Reject via row actions where available.

Reports

Path: Stock → Reports

Tabs:

Set Start / End dates, search item / reference / batch, then View or Download.

Movement columns typically: Date, Item, Location, Type, Quantity, Unit Cost, Balance After, Reference, Dest., Creator.

How Stock Connects to Other Modules

Receipts with cost feed inventory valuation and optional GOODS_RECEIVED journals. Transfers and write-offs can post stock GL events when Accounting is configured.

Setup Guide for New Organisations

1. Locations — create warehouses/stores; mark one Default.
2. Tills — at least one till per selling location.
3. Units and Pack Sizes.
4. Categories (hierarchy as needed).
5. Suppliers.
6. Products — add or bulk import; set cost, sell, min/reorder.
7. Markup Rules — Global default, then category/product overrides; Apply.
8. Opening stock — via Receive Stock or opening quantity on products.
9. Smoke test: receive → POS sale → transfer → stock take → Item Movements report.

Daily and Monthly Routines

Daily

1. Confirm till / location.
2. Receive Stock for deliveries.
3. Process Transfers (approve / receive).
4. Sell via Accounting POS / Pharmacy.
5. Check Dashboard low stock and reorder proposals.

Weekly / monthly

1. Run Stock Take for critical locations.
2. Clear Price Approvals.
3. Review NRV / dead stock on Dashboard; adjust or write down with finance.
4. Run Item Movements and Purchases reports for the period.

Troubleshooting

Support

• In-app Help and Guides
• Email admin@pindah.org
• Web pindah.org
• Platform basa.pindah.org

Pindah Basa · Inventory & Stock Management · © Pindah Private Limited