Inventory and stock

1. Open Stock overview and press Set up inventory. Templates for plywood, boards, laminates, veneer, timber, hardware, edge banding, glass, profiles, tiles, fabric, paint, consumables, electricals and appliances are added, with a Main godown.
2. Add your other godowns or the workshop on Places. Project sites are added by themselves the first time stock goes to a project.
3. Add your items on Stock items, or import them with their quantities from Tally and Excel.
4. For items added by hand, record what you have today with New stock entry, Opening stock, with the rate you paid.

Pressing Set up inventory again is safe: it only adds what is missing.

1. Open Stock items and press New item.
2. Give the name, for example 18 mm BWP plywood, Century.
3. Choose a template. Its details appear: thickness, size and grade for plywood; design code and finish for laminates; species and section for timber; type and finish for hardware. The unit is filled in from the template.
4. For sheets and lengths, give the size in mm. Offcuts are then worked out from it.
5. Fill in the code, brand, HSN, GST %, barcode (if the pack has one), last rate, reorder level, maximum level, days to arrive and preferred vendor.
6. Tick Keep by shade or batch for laminates, tiles and veneer so shades do not get mixed, or Keep serial numbers for appliances.
7. Save.

Open an item to see where it is (each godown, site and lot), every entry it was in, what it has cost over time, and its QR label. The Materials list and Stock items are the same list: purchase orders pick from it too.

1. Press New stock entry on Stock entries or a quick button on Stock overview.
2. Choose what happened:

• Receive stock: bought without a purchase order. Give the vendor and the rate.
• Issue to site: choose the project; stock goes from the main godown (or the place you choose) to its site.
• Record use or Record wastage: used or wasted at a site; the project is charged.
• Return from site, Move between places, Send for job work, Back from job work, Return to vendor, Sell or scrap, Correct stock (a plus or minus quantity), Opening stock.

1. Add each item, its quantity and unit. Under each line you see how much is there.
2. Add the challan or bill number and vehicle number if there is one, and save.

Open any entry to see its lines and value, share it on WhatsApp (for the driver or site), or cancel it. Items kept by shade go out oldest first unless you pick a lot.

1. Press New stock entry and choose Record use (or Record wastage for broken or wrongly cut material).
2. Choose the project. Stock is taken from its site unless you choose another place.
3. Add the items and quantities used.
4. If a usable piece is left over, give the offcut length and width in mm. It goes back into stock as an offcut, as a share of a sheet, at the same cost.
5. Save. The project is charged for what was really used, and its material plan shows it as used.

Offcuts lists every piece with its size and place. Type the size you need: a piece counts either way round. Press Use or Scrap on a piece to record it.

1. Open Places and press New place.
2. Give the name and kind: godown, workshop, in transit, or at a vendor (for edge banding, polishing or coating, choose the vendor too).
3. Save. Press a place to see what is there.

A place no longer used can be set to No, keep it for history.

Settings (company admins): the main godown used when no place is chosen, the days after which stock counts as not moving, the project cost head for material used, whether deliveries against purchase orders add stock, and whether stock may go below zero.

1. Open Stock counts, choose the place and press Start count. Tick List every item to count items the books say are not there too.
2. Type what you counted against each line, or scan labels or barcodes: every scan adds one, and an item not on the sheet is added.
3. Press Post count. Each line that differs from the books becomes part of one count entry (CNT-0001), and the books now match.

Lines left empty are not changed. Cancel count drops a count without posting it.

1. Open Labels (or Label on an item).
2. Tick the items, give the copies of each and the label size (24 or 10 to an A4 sheet).
3. Press Print. Only the labels print.

Scanning a label with any phone camera opens the item in Inbecto. On Stock items and on a count, the scan box takes a USB or Bluetooth barcode scanner, a pack barcode saved on the item, the item code, or the phone camera where the browser allows it (Chrome on Android does).

Open Inventory reports:

• Reorder: items below the reorder level, or with fewer days of stock than they take to arrive. The suggestion fills up to the maximum level (or about a month of use), less what is free in stores and already on order. Tick, change quantities and vendors, and press Make purchase orders. Check the drafts and send them.
• Not moving: stock with no use for longer than set in Places, Settings.
• Stock summary: opening, in, out and closing for any dates and place, with Excel to download.
• Wastage: material used and wasted on each project.

The Low stock rule on Automation tells you the moment an item falls to its reorder level.

Inbecto keeps the stock; Tally keeps the books. Nothing needs installing.

Sending to Tally

1. On Tally and Excel, type the company name exactly as Tally shows it and save.
2. Press Items, groups, units and godowns once (and again after adding items). In Tally: Import, Masters, choose the file.
3. Choose the dates and press Stock entries for Tally. Receipts with a vendor become Receipt Notes; issues, moves, use, wastage and corrections become Stock Journals between godowns. In Tally: Import, Transactions.

Tick Only entries not sent to Tally before so nothing goes twice. An entry cancelled after it was sent must also be deleted in Tally.

Bringing items in

In Tally, open the list of Stock Items and export it as XML. Here, press Items from Tally (XML), check the list and press Import. Names, codes, groups, units, HSN, GST, a second unit and opening stock come across.

On Tally and Excel:

• Item list downloads every item with its stock.
• Template downloads a sheet to fill in.
• Import items reads an Excel or CSV file. Headings like Item, Stock Item, Code, Group, UOM, HSN/SAC, GST %, Rate and Closing Balance are understood, so the item list from Busy, Marg, Zoho Books or QuickBooks can be used as it is.

Before importing you see the list. Tick Add their quantities as opening stock and choose the godown. Items already here are matched by code, then by name, and only filled in. Everything brought in or sent is listed under What was sent and brought in.

Other software can also read your items and stock with an API key, and receive low stock alerts through a webhook on Automation.

At the site

1. Open Site requests and press Ask for material.
2. Choose the project, when it is needed by, and each item and quantity. Type an item if it is not in the list.
3. Press Send request. The project manager hears about it (or the company admins when the project has none).

In the godown

1. Open the request. Press Approve or Not approve (with a reason the site sees).
2. Choose where to send from, check the quantities (part is fine) and press Send to site. An issue entry is made and the person who asked is told.

Site staff can also press Record use at site to record what was used or wasted at their site. Cancelling an issue made against a request gives the quantity back to it.

Open the project, then Materials. Under the material plan, Stock for this project shows what is at its site and what is set aside for it.

• Set aside from plan: for each planned item, keeps what is still needed (planned, less what is at the site and used) from what is free in the godowns.
• Issuing to the site uses the set-aside stock up. Release frees it for other jobs.
• Issue to site, Record use and Ask for material work from here too.

Material used or wasted on the project is added to its costing.

Stock overview shows the value of your stock (in stores and at sites), what needs ordering, stock that is not moving, and site requests waiting.

• Items are what you keep: plywood, boards, laminates, veneer, timber, hardware, glass, profiles, tiles, fabric, paint and anything else.
• Places are where stock can be: godowns, the workshop, each project site, in transit, or at a vendor for job work.
• Entries move stock: receive, issue to site, use, return, move, wastage, job work, return to vendor, sell, correct.
• Deliveries against purchase orders add stock by themselves.
• Material used on a project is added to that project's cost.

The quick buttons on the overview (Receive, Issue to site, Record use, Return from site, Move, Count stock) open the right entry in one tap. Stock is valued at the average cost of what you bought, as Tally does.

Open the item, press Edit, and under Other units press Add a unit: for example 1 sheet = 32 sqft on glass counted in sqft, or 1 box = 10 nos on hinges.

Every entry then lets you pick the unit on each line, and Inbecto turns it into the item unit. An entry in a unit the item does not know is refused with a note to add it first. Deliveries in the purchase order unit are converted the same way.

1. Open the entry on Stock entries.
2. Press Cancel entry and say why.
3. Make the entry again the right way.

A receipt whose material has already gone out (issued or used) cannot be cancelled until that is cancelled too, unless your workspace allows stock below zero.

A receipt that came from a purchase order delivery is changed by changing or deleting the delivery on the purchase order, which corrects the stock by itself.

The message says how much is at that place. Usually one of these:

• The stock is at a different place: choose the right From.
• The material arrived but was not received: record the delivery on its purchase order, or a Receive stock entry.
• The books are wrong: count the place on Stock counts and post the count.

A company admin can allow stock to go below zero on Places, under Settings, but the books are only as good as the entries.

• Locked page: your plan does not include it. Inventory comes with Turnkey. See Subscription to change plan, or raise a help request and Inbecto can switch it on for your workspace.
• Not in the menu: a company admin may have hidden it in menu settings, or switched it off for you on Team. Site requests can be open to you without the rest of Inventory.
• Can see but not record: receipts, issues and counts are for admins, project managers and accounts, or people given add-and-edit on Inventory. Site staff can ask for material and record use at a site.

What a workspace recorded is kept if Inventory is switched off, and comes back when it is switched on again.