Inventory & Items — one quantity, one ledger

Items are the atoms — everything you buy, make and sell is one.

Inventory is the shared master under every other module. A product/item is bought (Purchasing), consumed and produced (Production), and sold (Sales). Its stock is one authoritative number moved by those modules through a single audited ledger. This guide is about the item itself and the stock behind it.

Where the screens live

All but Item detail are entries under Inventory in the sidebar; item detail / edit / stock history open by tapping through. Inventory ships in every plan. Permissions: canViewInventory to see, canAddProduct / canEditProduct to change (there's no separate delete flag — delete rides on edit/owner).

Nature, an auto code, goods-or-service, and opt-in stock.

erp.deetzo.com/#/catalog

Item nature & the auto-code prefix

Every item carries a nature that classifies it and drives an auto-generated code prefix (per-nature running counter, e.g. RM-0007):

The counter measures existing codes so it pulls up past any you typed manually. Prefixes are editable per business (Settings → Item Code Prefixes).

Goods vs service, and opt-in stock

• Item kind — goods or service. Services hide stock/specs/production and relabel HSN → SAC.
• Maintain stock — stock tracking is opt-in. When off, the item is never decremented/restocked (services, non-inventory items).
• Tax preference — taxable · exempt · nilRated · nonGst; non-taxable forces GST 0.
• GST unit (UQC) — required on a goods item under India GST (NOS, KGS, and the rest of the portal's list). A service is stored as NA and is never asked. Fix missing GST units, on the Items menu, writes the code onto the item or onto a finalised invoice, credit note or debit note, and does not change amounts.

On-hand, reserved, available, QC-HOLD, at-vendor — five balances, one item.

erp.deetzo.com/#/catalog · item detail

Enter in boxes, store in pieces.

An item has one base unit (e.g. pcs). Stock is always stored and moved in the base unit — alternative units are a data-entry convenience only.

• An alternative unit carries a factor = how many base units make one alt unit (base pcs, box factor 12 → 1 box = 12 pcs).
• When you receive or adjust in an alt unit, the system converts to base for the ledger and records the entry unit/qty for the audit trail.
• Purchase cost is normalised to a per-base-unit cost so weighted-average costing stays consistent.

Every movement, named. This is the master reason table for the whole system.

Each change writes a row to the item's Stock history with a signed quantity and a reason. The history and the Stock Movements screen show the label in the first column; these are written across Sales, Purchasing, Production and Quality — this is the complete map:

The manual lever — with a reason and an overselling guard.

The Adjust stock action opens a sheet: pick a reason, enter a quantity (in any unit), add a note. The six manual reasons:

With Settings → Allow overselling off (the default), a reduction that would take on-hand below zero is refused: you see "Stock would go negative" and, if you press Proceed, "Insufficient stock…". Turn the setting on and the adjustment goes through. The same setting decides whether finalising an invoice may oversell. Other outward moves have a fixed rule: a return to vendor or a job-work issue always refuses, a work-order issue goes below zero only if you tick its over-issue override, and a QC quarantine takes only what is there.

Where the total sits — an attribution layer over the one true quantity.

erp.deetzo.com/#/catalog/stores

Moving-average cost — where it updates, and where it doesn't.

Stock is valued at a moving-average cost (stored as costPrice, per base unit). On each priced GRN the cost re-blends:

newCost = (existingQty × existingCost + receivedQty × purchaseCost) ÷ totalQty

Inventory → Stock Valuation values every item at quantity × average cost, today or as of a past date (it rolls later movements back). On the Items screen the Stock value tile leaves out any item whose on-hand or cost is negative and lists them, so one bad row cannot distort the total.

Knowing when to buy.

• Low stock — an item is low when on hand ≤ its Low stock at threshold. The item detail shows a red level bar, and the dashboard rolls low items into a "running low on stock" banner and tile; an adjustment that crosses the threshold raises a notification.
• Reorder point — separate from the threshold. Inventory → Reorder Suggestions lists every active, purchasable item whose position (on hand − reserved + QC-HOLD + at vendor + still due on open POs) has reached its reorder point, grouped by preferred supplier.
• The suggested quantity is reorder point + safety stock − position, at least the minimum order qty. Edit it, untick what you don't want, and one tap creates a draft PO per supplier that follows the normal approval flow.
• A morning reminder lists items at or below their reorder point — sent when a new item joins the list, otherwise as a weekly digest while items stay low.

The tables to keep open while you learn.