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Vtiger Inventory Management

Learn all about Vtiger Inventory Management and related features.
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Bindu Rekha Babu
20 Nov, 2023 - Updated 3 months ago
Table of Contents

Vtiger Inventory Add-on

Vtiger Inventory module enables you to manage your inventory processes from Procurement to Order fulfillment by organizing Stocks, Vendors, Price books, Invoices, Payments, Notes, and Returns.
It automates stock adjustment when an order is received or delivered.


Process Flow diagram


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The following modules are available with Vtiger’s Inventory Add-On feature:

  • Catalog
    • Products represent a stock of goods in your inventory. Products can be either procured from your suppliers or rendered to your customers, depending upon the nature of your organization. To learn more about Products, click here.
    • Services refer to the free or paid assistance you offer to benefit your customers. In general, Services are non-stockable items rendered to your customers. Unlike Products, Services do not have bundles. To learn more about Services, click here.
    • Price Books: It allows you to define different product and service prices. The items' prices can sometimes vary depending on the customers' needs. When a Price Book is selected or changed, the system updates the selling prices of all line items based on the selected Price Book. To learn more about Price Books, click here.
    • Stock Adjustments is a module in Vtiger CRM that helps you adjust product stock in the CRM. Stock Adjustments lets you adjust a product's stock, i.e., increases or decreases the quantity in stock (Qty. in Stock)  or the Defective Stock value for a product. To learn more about Stock Adjustments, click here.
    • Discounts: The discounts in Vtiger refer to the reduced prices of products and services offered to customers. Discounts are essential in the Sales, Quotation, and Pricing processes. To learn more about Discounts, click here.
  • Order Fulfillment:
    • You can quickly create quotes, invoices, purchase orders, and sales orders in the CRM.
    • Vtiger's templates builder allows you to build quotes, invoices, purchase orders, and sales orders to spec, which include your company logo and addresses. Send them to customers via email in a single click, and find them in related contact or opportunity records. Approved documents automatically deduct values from inventory stock and can be synchronized with QuickBooks, Xero, and other accounting software.
    • Invoices: A non-negotiable statement to the customer lists the number of items purchased. A customer will make the payment once he receives the invoice. To learn more about Invoices, click here.
    • Credit Notes: When a customer is unhappy with the product or finds some defects, a credit note can be generated on the invoice or refund. It is an amount that must be paid back to the customer. To learn more about Credit Notes, click here.
    • Sales Orders (SO): An official document sent to the customer by the seller confirming the sale of goods and services. A sales order should cover all the important details, such as delivery date, delivery address, mode of payment, etc. The companies keep an internal document to track the orders they can fulfill. To learn more about Sales Orders, click here.
    • Purchase Orders (PO): An official document sent to the vendor by the buyer mentioning the number of products you want to buy, quantity, the agreed price, etc. To learn more about Purchase Orders, click here.
    • Delivery Notes: A document mentioning the list and quantity of products ordered by the customers. It is sent during the shipment of goods and services. The delivery note should include the name and contact details of the customer and the seller, the date of issue and delivery, etc. It can be generated from SO. To learn more about Delivery Notes, click here.
    • Sales Return: It is the return of sold goods from customers. It can be created from delivery notes, and product quantity will be updated automatically in the Products module. To learn more about Sales Return, click here.
    • Receipt Notes: An internal document produced as proof of the goods received after inspecting the delivery (for example, from a vendor) to process and match against your purchase orders. To learn more about Receipt Notes, click here.
    • Purchase Returns:  When the buyer returns goods and services to the vendor. It can be created from the receipt note. To learn more about Purchase Returns, click here.
    • Vendors: Link Products, Services, and Pricebooks details to vendors for quick purchase order creation when stock is low. To learn more about Vendors, click here.
    • Payments: The Payments module enables you to accept payments for the goods sold to your customers. Your customers can pay you online through a secure gateway, thereby ensuring that the payments are faster and safer. To learn more about Payments, click here.
    • Subscriptions: The Subscriptions module in Vtiger CRM automates invoice generation and payment processing for subscription-based services.
      Subscriptions in Vtiger CRM have two payment methods, Manual pay and Autopay, using which you pay for your subscriptions. A transaction record is created to keep track of every payment you make for a subscription. To learn more about Subscriptions, click here.
    • Bills: They are generated from a purchase order (PO) to initiate vendor payments. They are developed after receiving the ordered items. Bills are records that specify the payments made to the vendor on a particular PO. To learn more about Bills, click here.
    • Stock Reservations: It lets you reserve stocks from being sold. Your customers can ask you to secure stock for them during an emergency. To learn more about Stock Reservations, click here.
  • Inventory Administration
    • Tax Management: It is a fee charged (or levied) by a government on a product, service, income, or activity. Vtiger CRM allows you to hassle-free manage all your tax rates through the Tax Management feature. To learn more about Tax Management, click here.
    • Terms and Conditions: Vtiger CRM lets you define your company’s terms and conditions related to your inventory, in the form of text. This is automatically reflected in the Inventory modules, such as Quotes, Invoices, Sales Orders, and purchases. To learn more about Terms and Conditions, click here.
    • Approval Configuration: Businesses have processes that require approvals by managers or other team members. Process owners can set up approval processes using Vtiger’s approvals to automate their business processes. To learn more about Approval Configuration, click here.
    • Stock Management: It is an essential aspect of any business that deals with products or merchandise. It involves tracking and controlling the goods inventory to ensure they are available when needed but not in excessive quantities. This would tie up unnecessary resources or increase the risk of loss due to damage. To learn more about Stock Management, click here.
    • Chart of Accounts: Chart of Accounts (CoA) is an organized and systematic documentation of financial accounting transactions, such as sales, purchases, assets, income, etc, for an organization. To learn more about Chart of Accounts, click here.
  • Add-ons
    • Quickbooks Configuration: It is an accounting software for small and medium-sized businesses. It comes in both on-premise and cloud-based versions. QuickBooks covers a wide range of accounting functions, such as tracking expenses, manage payroll, generate reports. To learn more about Quickbooks, click here.
    • Xero Configuration: If you use Xero to connect to different bank accounts and apps, you can integrate it with Vtiger CRM.  This way, you can sync your business data, like organization details, contacts, products, services, payments, etc., between your existing Vtiger CRM and Xero accounts. To learn more about Xero Configuration, click here.
    • Tally Configuration: Vtiger CRM’s integration with Tally allows you to sync data between Vtiger and Tally. So, you can quickly transfer Ledgers, Stock Items, and Sales Vouchers from Tally to Vtiger’s Organizations, Products, and Invoices, and vice versa. This way, you will avoid dual data entry on both platforms. To learn more about Tally Configuration, click here.
    • Shopping Cart Configuration: The Shopping Cart extension in Vtiger CRM supports integration with the Magento app. If you are a Magento user, you can install the Shopping Cart extension, configure Magento in Vtiger, and effortlessly sync data for the following:
      • Contacts in Vtiger -> Customers in Magento
      • Products in Vtiger -> Products in Magento
      • Sales Orders in Vtiger -> Orders in Magento
                       To learn more about  Shopping Cart Configuration, click here.
  • Inventory Tools: 
    • Print Templates: It enables you to print a document or a record in a PDF format. You can customize and beautify the template's look and feel.  To learn more about  Print Templates, click here.
    • Email Templates: An email template is a predesigned or preformatted email that you can use to write your own emails. You can replace the content in the template with your own, including text, colors, designs, logos, and style. Email templates save time! To learn more about  Email Templates, click here.
    • Work Orders: The work to be performed on a customer asset, or a service to be completed as per customer’s request are considered as Work Orders. To learn more about  Work Orders, click here.
      In Vtiger CRM, you can use the Work Orders module to create and manage work orders and add service appointments.
    • Assets: Assets are tangible or intangible resources rendered to your customers. When products are shipped to customers, information on individual product items like - Product Number, Serial Number, Date Sold, Organization Name, etc., are stored in Vtiger CRM as Asset records. To learn more about  Assets, click here.

Feature Availability

The feature is available in the following modules:

  • Credit Notes
  • Delivery Notes
  • Receipt Note
  • Bill
 

One Growth

One Pilot                

One Professional

One Enterprise

Feature Availability

Credit Notes


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Delivery Notes

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Receipt Note

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Bills

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Key Terminology

 

Key Term

Definition

Delivery Note

A document accompanying a shipment of goods that lists the description and quantity of the goods delivered.

Receipt Notes

An internal document produced as proof of goods received after inspecting delivery to process and match against your purchase orders.

Bill

An invoice with 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.

Installing the Inventory Add-on

The Inventory add-on comes up with in-built features. You need to install the add-on from the Extension store to get all these features.
Follow the steps below to install the add-on: 

  1. Log in to CRM.
  2. Click on the User Menu.
  3. Click Settings.
  4. Click Extension Store.
        
 
  1. Look for the Vtiger Inventory Add-ons extension.
  2. Click Install and proceed with the purchase. Please note that billing is automatically processed monthly.
After the purchase, the extension is automatically installed. You can view all the modules in the Main Menu > Inventory App.
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