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 Products in Vtiger CRM Vtiger Services Module Managing Vendors Managing Bills Managing Payments Managing Purchase Orders Managing Sales Orders Managing Subscriptions in Vtiger CRM Managing your Assets Vtiger Inventory App Overview Managing your Vtiger CRM Subscriptions & Billing Stock Update in Vtiger Stockroom in Vtiger CRM Vtiger Discounts for Products & Services Product Rules Product Options Vtiger CPQ Summary Variables Chart of Accounts

Feature Availability

Vtiger Editions: One Pilot | One Growth | One Professional | One Enterprise

Introduction

Stock management is a critical function for any business that sells, distributes, or stores products. It involves monitoring, controlling, and optimizing inventory levels to ensure that items are available when needed—without holding excessive Stock that leads to unnecessary costs or risks such as damage or obsolescence.

Effective stock management relies on strategic practices such as forecasting, inventory control, stock rotation, and periodic stock counts. In Vtiger CRM, Stock Management helps businesses maintain accurate stock levels, streamline operations, and make informed decisions using automated, rule-based inventory updates.

Stock Management in Vtiger CRM

Vtiger CRM utilizes picklist-driven rules to adjust stock quantities, eliminating the need for custom workflows. The Stock Management settings page enables administrators to configure when and how stock updates occur, based on the inventory module statuses. This centralization allows businesses to manage inventory, purchase operations, and sales commitments with greater accuracy, reducing the risk of stockouts or overstocking.

Stock Management Fields in Product Records

The Stock Management settings control three key fields for each product:

• Available Stock: The quantity of items available for sale is obtained by subtracting committed Stock from total Stock.
• Committed Stock: Items reserved for open sales orders.
• Incoming Stock: Items ordered from vendors that have not yet been received.

Key Features

• Automated Stock Updates: Automatically increases or decreases stock quantities based on related sales and purchase records.
• Centralized Inventory Tracking: Consolidates inventory data across products, orders, and warehouse activities.
• Configurable Stock Rules: Allows administrators to configure conditions under which Stock increases, decreases, or remains unchanged.
• Real-Time Stock Visibility: Displays available, committed, and incoming Stock directly at the product record level.
• Scheduled Recompute: Automatically recalculates stock values based on outstanding orders.
• Integration with Inventory Modules: Works seamlessly with Sales Orders, Purchase Orders, Invoices, Delivery Notes, and Receipt Notes.

Benefits

The benefits of Stock Management in Vtiger are:

• Improve Order Fulfillment Accuracy
  • Ensure Stock is available to fulfill orders on time and reduce the risk of stockouts.
• Optimize Inventory Costs
  • Avoid overstocking and reduce capital tied up in unused inventory.
• Enhance Decision-Making
  • Use real-time stock data to adjust reorder points, forecast demand, and plan procurement strategies.
• Streamline Operations
  • Integrate inventory updates across sales, purchasing, and warehousing for greater operational efficiency.
• Ensure Data Accuracy
  • Maintain consistent and reliable stock values without manual updates or workflow dependencies.
• Gain Complete Inventory Insights
  • Track available, incoming, and committed stock in a single platform.

Key Terminology ​​​​

In this article, you will learn about 

• Stock Management in Vtiger
• Configuring the Stock Management settings page
• Recomputing the Stocks
• Scheduling Recompute of Stocks
• Troubleshooting Tips

Configuring Stock Management

As an Admin user, you can configure the Stock Management settings on the Vtiger CRM settings page.
Note: To use this feature, install the Inventory Add-on.

Follow these steps to configure Stock Management:

1. Log in to your CRM account.
2. Click the User Menu in the top right corner.
3. Click Settings.
4. Look for Inventory.
5. Click Stock Management.
6. Enter or select information for the following:
   1. Qty. in Stock - Increases
      1. Select the required inventory record from the drop-down. The inventory module record may be a Purchase Order or a Receipt Note.
      2. Select all the required statuses of the inventory module record from the drop-down.  
   2. Qty. in Stock - Decreases
      1. Select the required inventory record from the drop-down. Inventory module records may be Sales Orders, Invoices, or Delivery Notes.
      2. Select all the required statuses of the inventory module record from the drop-down.
   3. Committed Stock - Increases
      1. Select the required inventory module record from the drop-down. The inventory module record here can only be a Sales Order.
      2. Select all the required open statuses of the inventory module record from the drop-down. 
   4. Committed Stock - Decreases
      1. Select the required inventory record from the drop-down. The inventory module record can be a Sales Order or a Delivery Note.
      2. Select all the required closed statuses of the inventory module record from the drop-down.
   5. Incoming Stock - Increases
      1. Select the required inventory record from the drop-down. The inventory module record here can only be a Purchase Order.
      2. Select all the required open statuses of the inventory record from the drop-down.
   6. Incoming Stock - Decreases
      1. Select the required inventory record from the drop-down. The inventory module record can be a Purchase Order or a Receipt Note.
      2. Select all the required closed statuses of the inventory record from the drop-down.

Note: If you don't want to update your stock using the Stock Management configuration in Vtiger CRM, you can choose the Never option from the drop-down instead of creating an Inventory module record. This will prevent any updates to your stock levels through the Stock Management feature.

Use Case

Let's imagine a company called ABC Electronics that sells home appliances, such as refrigerators, microwaves, and washing machines. They use Vtiger CRM to track stock movement across sales and purchase activities.

Scenario Setup

ABC Electronics manages stock for the FrostCool Refrigerator – Model X100.

The Admin configures Stock Management as follows (based on the image):

• Qty in Stock — Increases when the Receipt Note is Received.
• Qty in Stock — Decreases when the Delivery Note is Delivered.
• Committed Stock — Increases when the  Sales Order is Created or Approved.
• Committed Stock — Decreases when the Delivery Note is Delivered.
• Incoming Stock — Increases when the Purchase Order is Created, Approved, or Delivered.
• Incoming Stock — Decreases when the Receipt Note is Received.

Recomputing the Stock

Committed Stock, Incoming Stock, and Available Stock for all products are recomputed based on outstanding sales and purchase orders. You can recompute the value using the Schedule Recompute button in the Stock Management settings page or using the Recompute Stock Values option in a product record.

Recomputing Stock Values of a Product

Follow these steps to recompute the stock values of a product:

1. Log in to your CRM account.
2. Click the Main Menu.
3. Click Inventory.
4. Click Products.
5. Select the required product from the List View.
6. Click the More icon in the top right corner.
7. Click Recompute Stock Value.

You have successfully recomputed the product's stock values. The system recalculates all inventory items, including those added and reduced as specified in the purchase and sales orders imported into the CRM. 

Note: The Committed and Incoming stocks for a product and its sub-products will be updated during recomputation.

Scheduling Recompute of Stocks

When you schedule the recompute of stocks via the recompute Cron, it will run at 11 PM in the account owner's timezone.
 

Follow these steps to schedule a stock recompute:

1. Log in to your CRM account.
2. Click the User Menu in the top right corner.
3. Click Settings.
4. Look for Inventory.
5. Click Stock Management.
6. Click the Schedule Recompute button. 
7. Click Schedule.

Troubleshooting Tip

If you have made frequent changes to the Stock Management settings page, computing a product's stock from its record may sometimes be restricted. In that case, you can always go to the Stock Management Settings page and schedule the recompute cron by clicking the Schedule Recompute button.

Stock Management Status Field

• You do not need to consider sales and purchase orders in the Closed state when calculating Committed and Incoming stocks.
• Here are the other options: 
  • Qty in stock increases 
    • When a purchase order is fully received or in any other custom closed status.
    • When a receipt note is in Received or in any other custom closed status.
  • Qty in Stock Decreases 
    • When a sales order is in the Fully Delivered or any other customer-closed status.
    • When the delivery note is in the Delivered or any other custom closed status.
    • When the invoice is in any status except Canceled.
  • Committed Stock increases
    • When a sales order is in New or any other open status.
    • When a sales order is in Fully Delivered or any other closed status.
    • When a delivery note is in Delivered or any other closed status.
  • Incoming Stock increases
    • When a purchase order is in New or any other open status.
    • When a purchase order is in Fully Received or any other closed status.
  • Incoming Stock decreases when a Received Note is in Received or any other closed status.

References

• Stock Adjustments
• Stock Reservations

Stock Update in Vtiger