Stores & Inventory
This is the home of your physical goods — where they sit, how much you have, and what they're worth. Set up the stores your stock lives in, then let every purchase, sale and production job keep the numbers right for you. You enter the movements; Bizconnekt keeps the counts and the value.
This page explains the ideas behind it all in plain terms. The step-by-step guides for each screen are linked at the bottom.
Where your stock lives: locations, groups and stores
Bizconnekt describes your physical world in three simple levels, the same way you'd describe it out loud.
| Level | What it is | Real-world example |
|---|---|---|
| Location | A single site or address — one place on the map. | "The Pune plant", "the Nashik warehouse" |
| Store group | A folder for organising stores — a building or a zone. It holds no stock itself. | "Building A", "the cold-storage wing" |
| Store | The actual place goods sit. | "Raw Material Store", "Finished Goods Store" |
So you build it top-down: a location (your site) can have store groups (buildings or zones, which you can nest as deep as you like), and inside those sit the stores where stock actually rests.
A store is the smallest place Bizconnekt tracks. Racks, pallets, shelves and bins inside a store aren't tracked separately yet — a store is treated as one place.
Why a store move inside one site is "free"
Here's the one idea that explains a lot: the value of your stock is held at the location (the site), and a store only records where goods are sitting.
- Move goods from your Raw Material store to your Finished Goods store in the same site, and nothing about their cost or your accounts changes — it's just a re-tag of where they sit. (Use a Material Issue with a store-move reason.)
- Move goods to a different site, and that's a real Stock Transfer — it affects your books because the goods now belong to a different place's stock.
The "Unassigned" stock — normal, not an error
Because the site owns the value, you can receive goods into a site without yet saying which store to put them in. When materials arrive you can inward them straight into a store, or leave them Unassigned and put them away later.
"Unassigned" simply means "here at this site, not yet placed on a shelf." It is a normal state, not a mistake — and that stock is fully counted and fully valued. There is no store actually named "Unassigned"; it's just stock waiting to be put away.
The five stock numbers, made simple
For every item, Bizconnekt keeps five numbers. You almost never have to do the maths yourself — but it helps to know what each one means.
| Number | In plain words |
|---|---|
| On hand | What's physically on your shelves right now. |
| Reserved | Of that, how much is already spoken-for by orders you've accepted or work orders you've released. Set aside, not gone. |
| Available | On hand minus Reserved — what you can freely sell or use right now. |
| Incoming | On the way but not here yet: buying (open purchase orders) + making (work orders in production) + in transit (dispatched to you, not yet received). |
| Available to promise | Available plus the free part of what's incoming — a planning view of "how much could I safely commit to a new customer". |
"Reserved" is one word for one idea. Reserved, promised, held — they all mean the same thing here. By default, when you approve a sales order, Bizconnekt automatically reserves free stock for it, so it's set aside for that order until it ships. Your administrator can switch this so stock is reserved only by hand. Holds don't last forever — each one has a release-by date and frees up automatically if it isn't used. Goods bought or made for a sales order — on a purchase order or work order raised for it — are held for that order as soon as they arrive. See When stock is reserved for how automatic holds are shared between orders, and why stock you reserve by hand, or that arrived for an order, stays with its order.
You'll never do the arithmetic — you'll read a coverage tracker
On a sales order, work order or purchase order line, you don't see raw numbers to add up. You see a coverage tracker that reads like parcel tracking:
30 needed = 10 ready to ship + 12 on the way (on PO-123) + 8 being made (on WO-45) → 0 short
At a glance you know the order is fully covered, and where each part is coming from. If something can't be covered, the tracker shows it short so you can act.
A purchase order that is past its expected delivery date still counts as on the way until someone closes or cancels it — a late order is not dropped from the tracker.
When supply for a sales order changes, you're told
When something happens to a purchase order or work order raised for a sales order, Bizconnekt leaves a note on the document that needs to know — so sales and buying stay in step without anyone having to check.
| What happened | Note on | Notification |
|---|---|---|
| A purchase order raised for the sales order is cancelled, short-closed or deleted while still bringing goods for it | The sales order — which items are no longer coming | Yes — to everyone in the business unit who can view sales orders |
| A work order raised for the sales order is cancelled, or closed before it was completed | The sales order | Yes — to everyone in the business unit who can view sales orders |
| Part of a receipt for the order arrived damaged or failed inspection | The sales order — those goods don't count as received for it | No |
| Goods bought for the order were returned to the supplier | The sales order — those goods don't count as received for it | No |
| The sales order was reduced, a line removed, or the order closed, expired or deleted while a purchase order or work order is still bringing goods for it | The purchase order or work order — what it is bringing that the order no longer needs | Yes — to everyone in the business unit who can view purchase orders (or work orders) |
What these mean for you:
- Damaged or returned goods leave the sales order short on its tracker, unless other stock covers the line. The purchase order doesn't put them back on order, so the buyer decides whether to buy a replacement.
- Extra supply is never cut for you. The buyer or planner decides whether to reduce the purchase order or work order, cancel it, or keep the goods for stock.
What your stock is worth (valuation)
Every item carries its own costing method, chosen on the item form — FIFO (first-in-first-out), LIFO (last-in-first-out) or FEFO (first-expiry-first-out). FIFO is the common choice: the oldest stock is treated as the first to go out.
You pick the method once; from then on Bizconnekt values your stock and your cost of sales automatically — you don't calculate anything. When freight, duty or clearing charges arrive, add them with a Landed Cost so an item's value reflects what it truly cost to land, not just the supplier's price.
You read the results in the Inventory reports — stock summary and stock valuation.
The movement documents at a glance
Each of these is a document you create when stock needs to move or change. Pick the one that matches what really happened.
| Document | Use it when… |
|---|---|
| Stock Transfer | Goods move from one site to another (Pune → Nashik). Tracks goods in transit until received. |
| Stock Adjustment | The book count needs to match reality — damage, shrinkage, or a stock-take correction. |
| Stock Conversion | You turn some items into different items — building a kit or repacking — without a full production job. |
| Landed Cost | Freight, duty or clearing charges need adding onto the value of received goods. |
Getting started
| Task | Guide |
|---|---|
| Set up your stores | Stores |
| Move stock between sites | Stock Transfer |
| Correct a count | Stock Adjustment |
| Build a kit from components | Stock Conversion |
Related guides
- Items — create the items your stock is counted in
- BOM vs WO Process — the difference between a parts list and a production route
Need help? Contact support at support@bizconnekt.com