User Guide

Complete guide for the Warehouse Inventory Management System

Quick Navigation

Click on any section below to expand and view detailed information. Click again to collapse.

Quick Start Guide

Getting Started

  1. Login: Use your credentials on the login page to access the system
  2. Select Warehouse: Choose your warehouse from the dropdown in the top navigation
  3. Navigate: Use the main navigation buttons (Dashboard, Inventory, Transactions, Reports)
  4. Start Managing: Add items, record transactions, and generate reports

Tip: Start by adding your first inventory item from the Inventory section, then practice recording transactions.

Dashboard

Overview

The Dashboard provides a real-time snapshot of your warehouse operations.

Key Metrics
  • Total Items: Current count of unique items in your selected warehouse
  • Low Stock Items: Number of items below their minimum stock threshold
  • Today's Transactions: Number of inventory movements recorded today
  • Total Value: Combined value of all inventory items (quantity × price)
Charts
  • Monthly Transaction Volume: Bar chart showing transaction counts over the past 12 months
  • Transaction Types Distribution: Doughnut chart showing the breakdown of transaction types
Recent Transactions

View the latest inventory movements with details including item name, type, quantity, and timestamp.

Inventory Management

Managing Your Inventory

Adding Items
  1. Click the "Add Item" button in the Inventory view
  2. Fill in the required fields:
    • Item Name: Descriptive name for the item
    • SKU: Unique Stock Keeping Unit identifier
    • Category: Classification for grouping similar items
    • Quantity: Initial stock quantity
    • Price: Unit price in dollars
    • Min Stock: Minimum quantity threshold for low stock alerts
  3. Optionally configure package information for bulk receiving
  4. Click "Add Item" to save
Package Information

Configure package settings to simplify bulk receiving:

  • Units per Package: Number of individual units in each package
  • Package Type: Choose from Box, Case, Pallet, Bundle, Pack, Spool, or Carton
  • When recording transactions, you can enter quantity in packages and the system automatically calculates total units
Search and Filter
  • Search: Type in the search box to find items by name, SKU, or category
  • Category Filter: Select a category to view only items in that category
  • Low Stock Filter: Toggle to show only items below their minimum stock level
Excel Import
  1. Click "Import Excel" button
  2. Download the template file to ensure correct format
  3. Fill in your inventory data in the template
  4. Upload the completed Excel file
  5. Review the preview of items to be imported
  6. Click "Import Items" to add all items at once
Transfer Between Warehouses
  1. Click the "Transfer" button
  2. Select the item to transfer
  3. Choose the destination warehouse
  4. Enter the quantity to transfer
  5. Add optional notes
  6. Click "Transfer Item" to complete

Transactions

Recording Inventory Movements

The Transactions view allows you to record all inventory movements and track history.

Transaction Types
Adjust In (+)

Increases inventory quantity. Use for receiving new stock, returns, or corrections.

Adjust Out (-)

Decreases inventory quantity. Use for damaged items, theft, loss, or corrections.

Turn

Records inventory turnover for tracking usage patterns without changing quantity.

Work Order

Decreases quantity for items used in work orders, production, or projects.

Recording a Transaction
  1. Click on the transaction type button you need
  2. Select the item from the dropdown
  3. Choose entry mode (Units or Packages if configured)
  4. Enter the quantity
  5. Add optional notes for reference
  6. Click "Process" to complete
Transaction History

All transactions are logged with timestamps, user information, and details for complete audit trail and reporting.

Warehouse Management

Multi-Location Management

Manage multiple warehouse locations from a single system.

Accessing Warehouse Management
  1. Click the settings icon (⚙️) next to the warehouse selector in the top navigation
  2. The Warehouse Management modal will open
Adding a New Warehouse
  1. Click "Add Warehouse" button
  2. Fill in warehouse details:
    • Warehouse Name: Full name of the location
    • Code: Short code for easy identification (max 10 characters)
    • Address: Physical address
    • Phone: Contact phone number
    • Email: Contact email
    • Manager Name: Person responsible for this location
  3. Click "Save Warehouse"
Switching Warehouses

Use the dropdown selector in the top navigation to switch between warehouses. All views (Dashboard, Inventory, Transactions) will update to show data for the selected warehouse.

Deleting a Warehouse

When deleting a warehouse with inventory:

  • You must select a destination warehouse to transfer items
  • All items will be moved to the selected warehouse
  • Transaction history is preserved for audit purposes

Reports

Generating Reports

Generate comprehensive reports for analysis and record-keeping.

Available Reports
Inventory Report

Complete list of all items with current stock levels, values, and status.

Includes: Item name, SKU, category, quantity, price, total value, stock status

Transaction Report

Detailed history of all inventory movements.

Includes: Date/time, item, type, quantity, user, notes, warehouse

Low Stock Report

Items that need attention due to low inventory levels.

Includes: Items below minimum stock threshold with reorder recommendations

How to Generate
  1. Navigate to the Reports view
  2. Click "Generate Report" on the desired report card
  3. Review the results displayed on screen
  4. Use your browser's print function (Ctrl+P or Cmd+P) to print or save as PDF

Tip: Reports reflect data from the currently selected warehouse. Switch warehouses to generate reports for different locations.

Troubleshooting & Tips

Common Issues

Can't see my inventory items

Check that you have the correct warehouse selected in the top navigation dropdown.

Dashboard shows zero values

This is normal if you haven't added any items yet. Start by adding inventory items from the Inventory view.

Excel import not working

Ensure you're using the template file with the correct column headers. Check that all required fields are filled in.

Can't delete a warehouse

If the warehouse has items, you must select a destination warehouse to transfer them before deletion.

Best Practices

  • Set minimum stock levels for all items to receive low stock alerts
  • Add notes to transactions for better tracking and audit trails
  • Use consistent category names for easier filtering and organization
  • Configure package information for frequently bulk-received items
  • Generate regular reports for inventory audits and planning
  • Review the Dashboard daily to stay informed about inventory status

Security Tips

  • Always log out when finished using the system
  • Use strong, unique passwords for your account
  • Don't share your login credentials with others