Sync Orders Inventory

Automatically sync your sales and purchase orders with inventory to keep stock levels accurate in the CGIC App.

Prerequisites: Before creating a product you’re should have;

• Logged in and have access to CGIC App inventory management role.
• Your products, warehouses, and Suppliers/Customers are already set up

1. How Integration Works

Sales Orders → Delivery Notes → Stock Out

• When a Sales Order is submitted, it reserves stock but doesn’t yet adjust inventory.
  • Create and submit a Delivery Note against the Sales Order.
  • Submitting the Delivery Note generates a Stock Entry of type Material Issue, which deducts the delivered quantity from your warehouse.

Purchase Orders → Purchase Receipts → Stock In

• When a Purchase Order is submitted, stock is not yet in hand.
• Create and submit a Purchase Receipt against the Purchase Order.
• Submitting the Purchase Receipt generates a Stock Entry of type Material Receipt, which increases your warehouse stock.

Returns & Exchanges

• For sales returns, use Delivery Note Return to credit inventory back via a Material Receipt stock entry.
  • For purchase returns, use Purchase Return to debit inventory via a Material Issue stock entry.

2. Step-by-Step Setup

1. Enable Stock Integration
   • Go to Stock ▶️ Settings.
   • Ensure “Maintain Stock” is checked for all stock-tracked items.
2. Configure Default Warehouses
   • On each Item record, set Default Warehouse under the Inventory section.
   • Optionally, set a Customer-specific or Supplier-specific warehouse in Stock Settings ▶️ Warehouse.
3. Use Order to Delivery/Purchase Workflow
   • Always trigger inventory adjustments via Delivery Notes and Purchase Receipts—never by manual Stock Entry alone.
   • Link each Delivery Note to its Sales Order and each Purchase Receipt to its Purchase Order.
4. Automate via Naming Series (optional)
   • Standardize your document naming under Setup ▶️ Naming Series for Sales Order, Delivery Note, Purchase Order, and Purchase Receipt.

3. Monitoring & Reporting

• Stock Balance Report: Reflects real-time stock once Delivery Notes and Purchase Receipts are submitted.
• Stock Ledger: Shows every Material Issue/Receipt entry linked back to its originating document.
• Reorder Report: Uses updated stock levels to flag items below their reorder threshold.

Best Practices

• Reserve Before Issue: Always create Sales Orders before Delivery Notes to reserve stock.
• Match Quantities: Ensure Delivery Note quantities match Sales Order lines to avoid stock mismatches.
• Regular Audits: Reconcile Physical Stock vs. Stock Balance using Stock Reconciliation entries.
• Permissions: Restrict manual Stock Entry creation to senior inventory staff to prevent unsynced adjustments.