Inventory Tracking: Worked Examples
Two complete examples — a pharmacy with batches and expiry, and an apparel shop with colours and sizes.
A. Pharmacy: paracetamol with batches and expiry
Goal: sell DOLO in 500 mg / 650 mg and 10 / 20 tablet packs, tracked by batch with expiry, sold first-expiry-first.
| # | Screen | Action | Result |
|---|---|---|---|
| 1 | Item Master | Create item DOLO (unit, category, VAT, price) | Base item |
| 2 | Item Variants | New → Item DOLO → template Tablets: strength × pack → untick 250 mg, 1 g, 30 tablets → Save | 2 strengths × 2 packs |
| 3 | Item Variants | Generate Variants → Select all new → Create selected | DOLO-500-10T, DOLO-500-20T, DOLO-650-10T, DOLO-650-20T |
| 4 | Bulk Tracking Profile | Search "DOLO", select all 4, profile Batch + expiry, confirm | All 4 tracked |
| 5 | Purchase (usual screen) | Buy DOLO-500-10T × 10 at branch 1001; save, don't post | Saved purchase |
| 6 | Batch Allocation → Purchases | Batches: P2610A × 6 (exp 2027-06-30), P2610B × 4 (exp 2028-03-31) → Apply → Save batches → Post with batches | Two batches in stock |
| 7 | Sales invoice (usual screen) | Sell DOLO-500-10T × 3; save | Saved sale |
| 8 | Batch Allocation → Sales | Batches → Suggest (P2610A × 3) → Apply → Save batches → Post with batches | P2610A 3, P2610B 4 |
| 9 | Item Attribute Values | DOLO-500-10T → click P2610A | History: in 6, out 3 |
Video coming soon
Pharmacy, end to end
This video will show: the whole pharmacy example above in one continuous recording.
B. Apparel: T-shirt in colours and sizes (no batches)
| # | Screen | Action | Result |
|---|---|---|---|
| 1 | Item Master | Create POLO SHIRT | Base item |
| 2 | Item Variants | New → Item POLO SHIRT (prefix POLOSHIRT) → template Apparel: colour × size → keep Black, White, Navy and S, M, L, XL → Save | 3 × 4 |
| 3 | Item Variants | Generate Variants, fill barcodes, Create selected | 12 items, e.g. POLOSHIRT-NVY-XL |
| 4 | Purchases and sales | Use the usual screens; no batches needed | Stock per variant |
| 5 | Variant Stock Matrix | Choose POLO SHIRT | Colour × size grid |
C. Switching on an item that already has stock
| # | Screen | Action | Result |
|---|---|---|---|
| 1 | Item Attribute Values | Item with 10 in stock → profile Batch + expiry → Save → confirm | Unassigned · 10 |
| 2 | Batch Allocation → Sales | Sale of 3: Suggest takes Unassigned first | Unassigned · 7 |
| 3 | Batch Allocation → Purchases | Next purchase: enter a real batch | Unassigned · 7 and the new batch |
Coming: Batch split — after a stock count, split the Unassigned stock into real batches.