The Perfect Inventory Manager — User Guide

Welcome to The Perfect Inventory Manager — an all-in-one inventory control platform built to support businesses in managing stock, sales, purchases, transfers, billing, and more across multiple departments or stores.

This guide walks you through the key pages and workflows available in the app. Each page in the sidebar has been designed with practical day-to-day usage in mind, making stock operations faster and smarter.

Inventory Management

The Inventory Management page is your central dashboard for tracking stock items across stores, branches, or departments.

Store Selection: View stock levels per store. Easily switch between stores using the dropdown menu.
Current Quantity: See the exact number of each item available in real-time.
Product Filtering: Search or filter by product category, name, barcode, or tags.
Batch & Expiry: View expiry dates and batch numbers where applicable.
Actions: Quick links to restock, transfer, or audit stock.

This page gives you visibility into what’s in stock, what’s running low, and helps plan restocking accordingly.

Incomes & Bills

This page allows you to manage income records and any form of billing that is not a product sale. It supports:

Adding Bill Records: Create new income bills by selecting a customer and choosing line items (e.g., services or charges).
Payment Management: Record payments, partial payments, and link to cash collections.
Bill Status: Track each bill’s status: Pending, Paid, or Partially Paid.
Bill Printing: Print or download the bill in a clear format, with custom branding from your settings.

This page supports service-based transactions, consultations, or other revenue that doesn’t fall under traditional sales.

Sales Management

The Sales Management page handles product sales in bulk or over the counter. It provides:

New Sale Creation: Quickly create a sale by selecting products and setting quantity and price.
Customer Linking: Optionally assign sales to customers or walk-in clients.
Discounts & Tax: Apply discounts per item or across the entire bill. Tax is automatically calculated.
Payment Integration: Record different payment types, including cash, card, or mobile money.
Return Items: Support for returning individual items from a past sale — updating both stock and balance.

It supports everything from retail to wholesale transactions with flexibility on pricing and discounts.

Borrowings & Loans

Use this page when a customer or staff member borrows items with the intention to return or pay later.

Track Borrowed Items: Record details of items borrowed, due dates, and borrower identity.
Partial Returns: Return some items while others remain borrowed.
Repayment History: Track how much value has been repaid or returned.
Outstanding Balances: Monitor what is owed at any point in time.

This is ideal for internal borrowings, staff loans, or credit-based stock disbursement workflows.

Dispensing

This page is used when dispensing items (like medications or goods) that are not necessarily being sold or borrowed. For instance:

Free Disbursements: Dispense stock for internal use, charitable giving, or inventory movement.
Track Recipients: Link the dispense record to a department, staff member, or patient (in clinical setups).
Stock Update: Automatically reduces stock without affecting income or sales.

Use this page for non-financial inventory disbursements — such as clinical supplies or internal consumption.

Inventory Management

🔁 Inventory Flow Summary

Purchase Products → Adds stock into a specific store.
Stock Movement → Items can be borrowed, sold, dispensed, or transferred.
Audit → Regular checks using Stock Taking module.
Reporting → Live dashboards, exports, and print-friendly summaries.

🏬 Managing Stores & Switching Between Stores

Everything in The Perfect Inventory Manager is organized by Store. A store could be a warehouse, a shop, a hospital department, or a pharmacy outlet.

🗃 What Is a Store?

Each store has its own stock, expiry tracking, and quantity alerts.
Stores receive purchases, handle sales, transfers, and audits independently.
You select your active store using the dropdown at the top of the Inventory page.

🔄 Switching Stores

Control	Action
🔽 Store Dropdown	Choose your active store
🔍 Searchbar	Filter products within the current store
➕ Add Item	Adds a product under the selected store only

🧠 Multi-Store Examples

Use Case	Example
Track separate pharmacy branches	Create a store per branch
Manage surgical vs. general supplies	Create one store per department
Separate medical and office stock	Use two distinct stores
Group inventory by lab section	Store = Haematology / Chemistry etc.

🧰 Actions Available Per Store

Tool Icon	Action
Add Item	Add a new product record
Stock & Expiry	View alerts for low quantity or upcoming expiry
Borrow	Add borrowed item entry
Dispense	Record a dispense entry
Manage Items	View full table of items with batch edit
Export CSV/JSON	Export item list
Print	Print inventory page
Import from File	Upload CSV/JSON file to add items
Delete	Bulk delete selected items (admin only)

✅ Importing Products (Admin Only)

Supports .csv and .json formats.
Download sample templates.
Upload shows validation errors in red if fields are missing.

🚥 Inventory at a Glance

Card	Description
🏷️ No. of Products	Total items in store
💰 Stock Cost	Total cost of inventory
📈 Stock Value	Total selling price of inventory
💹 Expected Profit	Difference between value and cost

🏷️ Managing Products

➕ Adding New Products

Go to Inventory Page
Select the correct store
Click "Add Item"
Fill in the product form

🔑 Key Fields

Field	Description
Name	Product name (e.g. "Paracetamol 500mg")
Quantity	Available stock
Cost	Unit cost price
Amount	Unit selling price
Subunit	e.g. "ml", "tablet"
Subunit Count	No. of subunits in a unit (e.g. 100ml)
Subunit Price	Price per subunit
Quantity Alert	Min threshold for stock alert
Expire Date	Optional expiry date
Shelf	Location identifier
Barcode	For scanners or barcode printing
Category	Organize with pre-defined categories
Image	Upload photo for identification

🔍 Searching & Filtering

Use the search bar at top right
Matches by name or barcode
Scoped to current store

🚨 Stock & Expiry Alerts

Under "Stock & Expiry" tab
Low quantity and expiry alerts shown with badges
Clickable links take you to restock or edit

✅ Bulk Actions

Select multiple items with checkboxes
Bulk delete (admin only)
Image fallback for products without photos

📁 Item Details Panel

Click on any product to view full information:

Item: Edit product details
Timeline: History of transactions involving the product
Comments: Staff notes
Files: Upload documents or images

🧾 Timeline Example

Timestamp
Action type (dispense, borrow, return)
Quantity involved
Linked transaction

📂 Files Tab

Supports drag and drop upload
Images can be marked report-worthy
Files are deletable and viewable inline

Bill Management

📄 Modes of Operation

Module	Bill Mode
Sales Management	sale
Incomes & Bills	income
Borrowings & Loans	borrow
Dispensing	dispense

All use the same interface powered by the shared bill-management module and page-bill component.

🧾 Bill Interface Features

Bill list (left): Paginated history with search
Bill panel (right): Editable bill with full form

🎯 Filters

Today’s bills
This month
Unpaid
Customer filter

🛒 Bill Line Items

Item, Quantity, Unit Price, Total
Subunit calculations supported

💳 Payment Fields

Date
Customer
Method (cash, card, bank)
Discount, Tax
Balance, Paid

✔️ Bill Actions

Checkout
Pay
Suspend (Save Draft)
Print / Email
Return Item

📜 Bill History & Refunds

Internal comments & notes
Refund logs
Third-party payments (e.g., insurance)

🔐 Permissions

Receive Payment → income.receive_payment = true
Add Discounts → income.add = true
Pair Card Device → Admin only

📊 Summary Dashboard

When no bill is selected, the right panel shows a dashboard with:

Daily, Monthly, Yearly totals
Switch between amount and count view
Line graphs using zing-chart

Point of Sale

The Point of Sale (POS) page is optimized for real-time counter sales. It’s designed for high-speed transactions with minimal clicks.

Quick Product Selection: Tap to add products with automatic quantity incrementing.
Customer Name (Optional): Assign a customer or keep it anonymous for fast checkout.
Payment Input: Accept cash, card, or custom payment types. Calculates change automatically.
Receipt Printing: Instantly print or reprint POS-style receipts with logos and tax info.
Barcode Scanner Support: Use a scanner to instantly add products to the cart.

POS is best for retail counters, pharmacies, and front-desk sales points where speed is critical.

Stock Taking & Audit

This page supports regular stock verification (physical vs system stock).

Initiate Stock Take: Select a store and start a stock-taking session.
Input Actual Count: For each item, enter the real count found on shelves.
Discrepancy Report: See mismatches between recorded and actual counts.
Adjustment: Option to adjust stock immediately to reflect the actual count.

This ensures accountability and keeps your inventory accurate over time.

Expiring Products

Track all products with expiry dates nearing or already expired.

Filter by Timeframe: View products expiring in 30, 60, 90 days etc.
Batch Tracking: Shows each batch and its corresponding expiry date.
Actions: Move to dispose, remove from sale, or alert staff.

This helps you reduce waste and proactively handle time-sensitive stock.

Customers

The Customers page lets you manage client records for personalized service and billing.

Add Customers: Capture full name, contact details, and optional address.
Transaction History: View all bills, payments, or borrowings linked to each customer.
Balance Tracking: Easily view outstanding debts or credit per customer.
Filters: Search by name, phone, or customer ID.

Keeping good records of customers enables loyalty tracking and credit control.

Purchases & Stock Alert

This module manages all incoming stock entries through supplier purchases.

Create Purchase Entry: Select a supplier, input invoice number, and add items.
Stock Update: Increases stock automatically when purchase is saved.
Cost Tracking: Record unit cost, purchase tax, and total value.
Reorder Alerts: Items marked below minimum quantity are flagged for reorder.

Use this module to log procurement activities and keep supplier records accurate.

Stock Transfer to Stores

This feature allows internal movement of stock from one location to another — e.g., from warehouse to outlet.

Initiate Transfer: Select a source store and a destination store.
Product Selection: Choose products and quantities to transfer.
Transfer Status: Track if the receiving store has acknowledged the stock.
Automatic Stock Update: Stock is deducted from the sender and added to the receiver.

This keeps multi-location stock movements traceable and ensures stores don’t run dry.

Products

This page is where you manage all stockable items sold or stored in your business.

Add Product: Define product name, category, SKU/barcode, pricing, and stock control options.
Track Expiry: Enable expiry tracking for products with shelf life.
Batch Management: Handle multiple batches of the same product with different expiry dates or costs.
Price Control: Set retail and wholesale prices, plus optional price tiers.

This is your product master list — where items are created, categorized, and prepared for sales or purchases.

Services

Unlike products, services are intangible offerings (e.g., repairs, consultations, diagnostics).

Create Services: Add service name, pricing, and optional tags or descriptions.
Include in Bills: Services can be added to income or sale bills as line items.
Non-stock: Services don’t affect inventory levels and do not require quantity tracking.

Use this module to bill for work done or non-physical offerings.

Suppliers

Track all your vendors and suppliers through this entity page.

Vendor Details: Capture name, company, email, and phone number.
Purchase History: View all past purchases made from the supplier.
Credit Control: Monitor how much is owed to each supplier (if purchases are on credit).

This ensures you have full visibility into vendor transactions and contact details.

Sales (Entity Records)

This section shows historical sales transactions in a tabular format.

Search & Filter: Find sales by customer, date, amount, or bill number.
Audit Details: Drill down into each sale for line-item details, payment records, and print options.
Return or Void: Take corrective actions if needed — returns or voiding of invalid sales.

This is the archive of all sales that have occurred in the system.

Income (Entity Records)

Displays all income entries — typically from service bills or direct income.

Filter by Date or Type: Easily drill into income by week, customer, or category.
Export Records: Download income data for reconciliation or reporting.
Status Management: See if a bill is paid, pending, or partially paid.

Allows tight control over non-sales-based revenue streams.

Expenses

Log business expenses such as rent, salaries, transport, and more.

Create Expense: Enter amount, category, description, and supporting note or file.
Expense Type: Classify each entry (e.g., recurring, one-time, capital).
Track Spending: Identify your largest cost centers through reporting.

Proper expense tracking improves profitability monitoring and financial forecasting.

Appointments

If your setup includes bookings (e.g., services by schedule), this page shows all appointments.

Create Appointment: Assign a customer, time, and service or reason for the booking.
Status Tracking: Mark as Pending, Confirmed, or Completed.
Calendar View: View all appointments in a weekly/monthly layout.

This supports front-desk booking workflows and ensures time slots are well managed.

Reports

This section gives you access to financial and inventory performance reports.

Sales Report: View total sales over time, broken down by category, store, or product.
Inventory Report: See which products are best sellers, or nearing expiry.
Tax Reports: Calculate and export VAT or other tax-specific summaries.
Profit & Loss: Estimate overall financial performance (requires expenses input).

The reporting module helps you make informed business decisions with data.

Tasks

Assign, view, and track general tasks related to inventory, billing, or store operations.

Add Tasks: Define task title, description, and due date.
Assign to User: Allocate tasks to team members or yourself.
Status Tracking: Mark as In Progress, Completed, or Overdue.

This page supports workflow organization and team accountability.

End of Documentation.
If you need help customizing any part of the system, please contact your system administrator or SaruTech support.