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Adding Custom Fields to Inventory Module Line Items Approval Process for Quote Discounts Configure Authorize.net to process payments Creating and Managing Invoices Creating and Managing Work Orders Creating Credit Notes Creating Delivery Notes Creating GST compliant invoices for Indian Businesses Creating Price Books Creating Receipt Notes GST in India Logging the Details of your Products Logging the Details of your Services Logging the Details of your Vendors Managing Bills Managing Payments Managing Purchase Orders Managing Sales Orders Managing Subscriptions Managing your Assets

Vtiger Inventory Add-on

B
Bindu Rekha Babu
9 Mar, 2021 - Updated 6 months ago

Introduction to Vtiger Inventory Add-on

Vtiger Inventory add-on enables companies to automate their order processing and purchasing process. It automates stock adjustment when an order is received or delivered.
 

Process Flow diagram

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Availability

The feature is available only in Sales Professional, Sales Enterprise, Vtiger One Professional, Vtiger One Enterprise editions. These are the modules available in the Inventory add-on:

  • Credit Notes
  • Delivery Notes
  • Receipt Note
  • Bills

To know about the pricing of the add-on, please visit Vtiger Pricing Page.

Glossary

  • Delivery Notes: It is a document accompanying a shipment of goods that lists the description, and quantity of the goods delivered.
  • Receipt note: It acts as an internal document produced as a proof of goods received after inspecting delivery, to process and match against your purchase orders.
  • Bill: It is an invoice that has the itemized list of products sold or services provided by the vendor or supplier. In other words, an invoice is sent to the customer, and a bill is received from the vendor.

Inventory Stock update

Every time you receive an order from the vendor or deliver a product to the customer, the “Qty in stock” field of the respective product gets updated.

Workflows in “Receive Notes” and “Delivery Notes” modules are enabled to update stock. So, when the Receive Note status = Received and Delivery Note status = Delivered, the respective product stock gets updated, automatically.

Note!

  • Inventory workflows can update stock when a Purchase order is fully received or a Sales order is fully shipped or every time you receive or deliver a stock.
  • If you enable the Receipt Note workflow, the Purchase Order workflow to update the stock is disabled automatically and vice-versa.
  • If you enable the Delivery Note workflow, the Invoice workflow to update the stock is disabled automatically and vice-versa.

For existing users - Receipt Note and Delivery Note workflows are disabled by default, with Purchase Order and Invoice workflows enabled.

Stock Reversal

When you reopen a closed Receipt Note or Delivery Note, the status changes to “Open” and the stock is reversed, i.e., the stock is decremented in Receipt Note and incremented in Delivery Note.

Steps to purchase and install the Inventory Add-on:

Inventory Add-on comes up with in-built features. To get all these features, you need to install the add-on from the Extension store.

To install, follow the below steps:

  1. Login to Vtiger instance
  2. Click on the Main Menu.
  3. Click on Extension Store button at the bottom right corner.
  4. In the Extension Store, locate the “Vtiger Inventory Add-ons” extension.
  5. Click on the Buy button and proceed with the purchase. Please note that billing is automatically processed monthly.
  6. After the purchase, the extension is automatically installed. You can view all the modules in the Main Menu > Inventory App.

Receipt Note

Purchase order management supports the creation of a receipt note for a purchase order linked to a vendor, and the generation of a bill when the order is fulfilled.

Benefits of Receipt Notes

  • Keep track of all the items you receive from the vendors.
  • Quickly create a bill from purchase order to make payment to the vendor on receiving a part of an order.
  • Automatic update of the product stock.

How to create a Receipt Note?

To create a Receipt Note from related Purchase Order, follow below steps:

  1. Click on the Menu Main.
  2. Click on Inventory.
  3. Click on Purchase Order.
  4. Select a preferred purchase order record from the list view.
  5. In the summary view, click on  option and select Create Receipt Note.
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  6. Enter the necessary details.

  7. In Item Details block, you can view all the products populated by the purchase order.
  8. You can configure the items, and it’s quantity you are about to receive from the vendor.
  9. Add a description, if necessary and click Save.

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After you save the Receipt Note, the status of the Purchase Order is set to Receipt Initiated.

Note!

  • You cannot delete a Receipt Note or a Purchase Order unless the order is canceled.
  • If Receipt Note is marked as Received and if you need to change the quantity received, you have to reopen the record, edit it, and finally mark it as received.

Line Item details

  1. Item Name - Choose the product you requested to purchase from the vendor.
  2. Ordered - Items ordered as part of the original Purchase Order.
  3. Received - Items received as part of previous receipt note if any. This is a running total that tracks the stock quantity received across all receipt notes concerning the original quantity in the Purchase Order.
  4. Receiving - Items received as part of the receipt note.
  5. Outstanding - Items remaining to be received as part of the original Purchase Order.

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    • For Eg, Consider you have ordered for 100 headphones from a vendor. Now say, you received 25 headphones and are expecting to receive 30 headphones next week. So the outstanding value will be 45, i.e.,
      Outstanding = Ordered(100) - Received (25) - Receiving (30).

Receipt Note Status

  1. Open - On creation of a receipt note.
  2. Received - On receiving an item from the vendor.
  3. Canceled - On canceling the ordered items.

Purchase Order Status

  1. Created - Purchase Order is created with items to purchase from a vendor.
  2. Receipt Initiated - On creation of first Receipt Note linking to the Purchase Order.
  3. Partially Received - On receiving a part of an ordered item or all items. (This action is used if items are received in multiple shipments.).
  4. Fully Received - On receiving all the items ordered from the vendor.
  5. Canceled - On canceling the order from the vendor.

Note! Make sure the “Allow linking to closed Purchase Orders” checkbox is enabled to link Receipt Notes to Purchase Order when Purchase Order Status is Receipt Initiated and Partially Received.

Bills

Bills are generated from the Purchase Order to initiate the payment to the vendor, after receiving the ordered items.

How to create a Bill?

To create a bill from a purchase order, follow the below steps:

  1. Click on the Main Menu.
  2. Click on Inventory.
  3. Click on Purchase Order.
  4. Select a preferred purchase order record from the list view.
  5. In the summary view, go to the Bills tab and click on Add Bill.
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  6. Enter the necessary information such as the bill date, due date, vendor name, etc.

  7. In the Item Details block, select the received items for which you need to make a payment to the vendor.
  8. Add a description if required and click Save.

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Create a Payment

After you create a bill, you need to initiate a payment to pay the vendor. To do so, follow the below steps:

  1. Go to the summary view of the Bills record.
  2. Here, click on the  option and select Create Payment.
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  3. Enter all the necessary details such as the amount, mode of transaction, etc.

  4. Add a description if required and click Save.

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To learn in detail about Payments, please click here.  

Delivery Note

Sales order management supports the creation of a delivery note for a sales order linked to a customer, and the generation of an invoice once the order is fulfilled.

Benefits of Delivery Note

  • Keep track of all the items you delivered to your customers.
  • Easy creation of an invoice from the sales order.
  • Automatic update of the product stocks.

How to create a Delivery Note for a Sales Order?

To create a Delivery Note from related Sales Order, follow the below steps:

  1. Click on the Main Menu.
  2. Click on Inventory.
  3. Click on Sales Order.
  4. Select a preferred sales order record from the list view.
  5. In the summary view, click on the  option and select Create Delivery Note.
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  6. Enter the necessary details.

  7. In Item Details block, you can view all the products populated by the purchase order.
  8. You can configure the items, and it’s quantity you are about to receive from the vendor.
  9. Add a description, if necessary and click Save.

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After you save the Delivery Note, the status of the Sales Order is set to Delivery Initiated.

Line Items details

  1. Item Name - Select the product to deliver to the customer
  2. Quantity - The number of items that are scheduled for delivery.
  3. Outstanding - Items remaining to be delivered as part of the original Sales Order.

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    • For Eg, Consider the customer has ordered for 10 headphones. Now say, you delivered 5 headphones and had scheduled to deliver 3 headphones next week. So the outstanding value will be 2 i.e.,
      Outstanding = Ordered(10) - Delivered(5) - Scheduled(3).

Delivery Note Status

  1. Open - On creation of delivery note.
  2. Scheduled for delivery - On scheduling the shipment date for delivery of the items.
  3. Shipped - Items are shipped from the warehouse.
  4. Delivered - Items are delivered to the customer.
  5. Canceled - Items ordered are canceled due to some reason.

Sales Order Status

  1. Created - Sales Order is created with items to deliver to the customer.
  2. Delivery Initiated - On creation of first Delivery Note linking to the Sales Order.
  3. Partially Delivered - On shipping a part of an ordered item or all the ordered items.
  4. Fully Delivered - On delivering all the items to the customer.
  5. Cancelled - On cancelling the order.

After you successfully deliver the order to the customer, you can share the delivery note as a PDF or an attachment via email to the customer.

Invoices

After the order is fulfilled, generate an Invoice from the Sales Order and send an email to the customer. To learn more about Invoices, click here.  

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Credit Notes

You can create a credit note if a customer is charged above list price or when a defective product is returned or to credit when a complaint on a service is raised.
For details on credit notes, click here

FAQ

  1. How to print a delivery note?

    • To print a delivery note,

      1. Go to the summary view of the record.
      2. Click on  option and select Print/Export PDF.
      3. Select the type of template from the drop-down.

        • Delivery Note: Contains complete item details.
        • Packing Slip: Contains items and its quantity.
      4. Next, click on “Print” option or “Save a PDF” to download.

  2. How do I send a delivery note to a customer?

    • To send a delivery note,

      1. Go to the summary view of the record.
      2. Click on  option and select Print/Export PDF.
      3. Select the type of template from the drop-down.
      4. Next, click on “Email with PDF”.
      5. In the compose window, the delivery note file gets attached.
      6. Next, enter the customer email address and email body.
      7. Click “Send Email” to send a delivery note to a customer.
  3. How do I adjust stock only after a Purchase Order or Sales Order is fully received or delivered?

    • You need to enable the Purchase Order or Sales Order workflow - “Update Inventory Products On Every Save” to adjust the stock only after a Purchase Order or Sales Order is fully received or delivered, respectively.
  4. How do I adjust stock after each receipt or delivery?

    • This is possible when the Receipt Note or Delivery note workflow - “Update Inventory Products On Every Save” is enabled.
  5. How do closed states affect inventory modules?

    • If the closed states for Purchase Order and Sales Order are enabled and the “Allow linking to Purchase Order[or Sales Order]” toggle button is disabled, you cannot link any Related receipt note or delivery note when the Purchase Order or Sales Order, respectively is in closed states.
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