Feature Availability

Vtiger Editions: One Professional | One Enterprise | One AI

Introduction

A Stockroom is a designated storage location where goods or inventory are stored before being sold, transferred, or used. In inventory-driven businesses, stockrooms help track product availability and manage inventory movements efficiently.

In Vtiger CRM, the Stockroom Add-on enables you to manage inventory across multiple warehouses and mobile units (such as vans), track incoming and outgoing stock, and perform stock transfers between locations.

Note: The Stockroom Add-on is available for $30 in the aforementioned editions.

Key Features

Stockroom Add-on

The Stockroom Add-on in Vtiger CRM is designed to manage the transfer of goods between different storage locations. It helps ensure that warehouses or mobile units with low stock can be replenished from locations with surplus inventory.

Using the Stockroom module, you can:

• Track product quantities in each stockroom.
• Record incoming and outgoing stock movements.
• Monitor inventory changes triggered by transactions such as Quotes, Sales Orders, Purchase Orders, Invoices, Delivery Notes, Receipt Notes, and Returns.
• Integrate inventory updates with sales and purchase workflows.

The add-on also provides inventory-related reports and analytics to help monitor stock levels, product performance, and replenishment needs.

Types of Stockroom

There are two Stockroom types in Vtiger CRM:

• Warehouse 
• Van

Warehouse Stockroom

A Warehouse Stockroom is used to track stock and stock movements across different physical warehouses or locations. 

Key Capabilities

• Track stock quantities for each product by warehouse
• Transfer inventory between warehouses
• Maintain separate inventory records for each location

Example of Warehouse Stockroom

Consider a company called BritishTech that sells electronic devices, including smartphones, laptops, and tablets. BritishTech operates warehouses in multiple cities.

The Warehouse Stockroom type tracks the quantity available for each product in each warehouse. For example,

• Warehouse A: 100 smartphones, 50 laptops, 30 tablets
• Warehouse B: 50 smartphones, 20 laptops, 40 tablets

If Warehouse B runs low on laptops while Warehouse A has excess stock, BritishTech can initiate a stock transfer. The system automatically deducts the quantity from Warehouse A and adds it to Warehouse B, updating inventory records for both locations.

Using the Warehouse Stockroom in Vtiger CRM, BritishTech efficiently manages its inventory across multiple warehouses, maintains optimal stock levels, and tracks stock movements and sales, resulting in better control and streamlined operations.

Van Stockroom 

A Van Stockroom is used to manage inventory assigned to mobile sales teams or delivery vehicles. This type of stockroom helps track products carried by each van or salesperson.

Key Capabilities

• Track stock allocated to each van
• Update inventory as products are delivered or sold
• View warehouse-linked products available in a van

Example of Van Stockroom

A company called FreshFoods delivers groceries directly to customers using delivery vans.

When a delivery van is loaded for a route, the Van Stockroom allocates the products it will carry. For example,

• Van 1: 50 kg fruits, 30 kg vegetables, 20 kg dairy products
• Van 2: 40 kg fruits, 25 kg vegetables, 15 kg dairy products

The Van Stockroom records the outgoing stock as the delivery vans make their rounds. When a delivery is made, the CRM system updates the stock levels in the respective van stockrooms.

Primary Stockroom

A Primary Stockroom is a stockroom where all the products from the Products module are added.

Key Points

• Every product added to the Products module appears in the Primary Stockroom.
• The Primary Stockroom reflects the Quantity in Stock from the Products module automatically upon installing the Stockroom Add-on.
• Stock is transferred from the Primary Stockroom to warehouses or vans.
• Sub-product stock is transferred along with the parent products.

Note:

• Sub-product stocks will also transfer if a product has sub-products.
• You cannot add a stockroom while creating a product.
• Products always appear in the Primary Stockroom by default.

Stock Transfer (Multi-Warehouse Support)

A Stock Transfer moves inventory from one stockroom to another. Transfers can occur between:

• Warehouses
• Warehouses and vans
• Stockrooms managed by the distribution centers
• Different departments

Partner Distributor

The Partner Distributors can also use the Stockroom feature. Distributors are important for in-stock operations.

How it Works

• Distributors are assigned specific warehouses.
• While creating a stockroom, you can select a distributor.
• Once selected, only warehouses managed by that distributor are available.

Benefits

The benefits of the Stockroom are:

• Simplified Stock Transfers: Easily move inventory between warehouses and vans.
• Centralized Inventory Management: Track stock levels from a single platform.
• Improved Stock Visibility: Monitor inventory availability across locations.
• Better Customer Service: Reduce stockouts and overstocks to improve order fulfillment.

In this article, you will learn about:

• Stockroom
• Installing the Stockroom Add-on
• Adding Stockroom
• Transfering Stocks

Key Terminology

Key Term	Definition
Stockroom	A storage area or a designated space where goods or inventory are kept before they are sold or used.
Warehouse	A Warehouse stockroom is a system for managing inventory that focuses on tracking stock and movements across different physical warehouses or locations.
Van	A Van stockroom manages a subset of inventory designated for mobile sales teams or delivery vehicles.
Stock Transfer	A Stock Transfer, or an inventory transfer, moves goods, products, or materials between stockrooms.
Products	Products represent a stock of goods in your inventory.

Installing the Stockroom Add-on

Follow these steps to install the Stockroom Add-on:

1. Log in to the CRM.
2. Go to the Main Menu.
3. Click Add-ons. The Add-on page opens.

​

4. Type Stockroom in the search bar. The Stockroom Add-on appears.
5. Click Install. A pop-up window appears to confirm the installation.
6. Click Yes.

A success message will be displayed on successful installation. Once it is installed, you will find it under the Inventory module.

Adding a Stockroom

Follow these steps to add a Stockroom:

1. Log in to the CRM.
2. Go to the Main Menu.
3. Select Stockroom under the Inventory app. The Stockroom List View opens.
4. Click the +Add Stockroom. The Add Stockroom window opens.
5. Enter or select the following information:

 

1. ​​​​Stockroom name
2. Type of the Stockroom
3. Parent Stockroom
4. Assigned to
5. Distributor
6. Address Details

6. Click Save.

Adding Stock Transfer Details

Follow these steps to add Stock Transfer:

1. Log in to the CRM.
2. Go to the Main Menu.
3. Select Stockroom under the Inventory app. The Stockroom List View opens.
4. Open a record.
5. Click Stock Transfer in the Summary View. The Stock Transfer window opens.
6. Vtiger integration with Tally supports the following two types of transfers:
   1. Single stockroom transfer: Choose this option if you are transferring stock from a single source stockroom to a single destination stockroom. You can transfer multiple products between these stockrooms.
   2. Multi-stockroom transfer: Choose this option if you are selecting multiple stockrooms as the source or destination. Validations will not be done on quantity fields in the source or destination.
7. ​Enter or select the following information:
   1. From Stockroom: It will be auto-filled with the Stockroom name.
   2. To Stockroom: Add To Stockroom.
   3. Select the Stock Transfer Status from the following:
      1. Initiated
      2. Dispatched
      3. Received
      4. Canceled
   4. Filter the Products by selecting the following conditions:​​​
      1. All Conditions (All Conditions have to be met).
      2. Any Conditions (At least one of the conditions must be met).
   5. Click Apply.
8. Enter the quantity of a product to transfer.
9. Click Save.

Print Template for Stock Transfer

You can now add Print Templates for the Stock Transfer module, enabling you to create professional, printable documents for your stock transfer records. Click here to learn about Print Templates.
In the template editor, the Special Fields > Item block will include merge tags called as Stock Transfer Products that will appear in the Stock Transfer record.

Views in the Stockroom

Once the Stockroom add-on is installed, you can create Stock records. These records are displayed in the List View of the Stockroom feature. You can find the Stockroom Name, Created Time, Modified Time, and the Distributor, if any.

You can perform all List View actions here. 

 

 

In the Summary View of a stock record, you can perform the following actions:
 

 

• Edit: You can edit the first and last name of the contact.
• Follow: You can follow a record to get updates on all the activities performed on that record.
• Tags: You can add tag names to a record to identify the record quickly.
• Open New Tab: You can open the record in a new tab.
• Link: You can click on the link icon that copies the URL. You can paste the URL to a notepad, in your browser, or in an email.
• Loading: The Load option is available in the van stockroom record. It allows you to add the products to the Van from the Stockroom.
• Activity: You can post a comment in the Activity section and address any users using @mentions.
• Stock Transfer: You will find the details, like the Stock transfer name, From Stockroom, To Stockroom, and stock transfer status by clicking the Stock transfer tab.
• Products: You will find the product name, quantity in stock, available stock, committed stock, and incoming stock.
  • You can search for a product in the Stockroom using the Product Name and the Product Code.

Generating Stockroom Reports

You can now display Stockroom reports with quantities (Qty in stock) for individual stockrooms. This will provide you with insights into the quantities present in different stockrooms, aiding in effective stock management.
How does it work:

• When you create a report for the Stockroom module as a primary module and Products as a secondary module, then the following fields are available for you to select as columns from the Stockroom module:
  • StockRoom - Qty in Stock
  • StockRoom - Available stock
  • StockRoom - Committed stock
  • StockRoom - Incoming stock
• Even if a stockroom has multiple products, the system will display information for all of them. You can also select  Product stock fields for your report. For example,  Products - Qty in Stock.

Note:

• Stockroom stock fields will show up only when the primary module is Stockroom and the secondary module is Products. For all product quantities/stock to appear, you must select the product fields in the reports.
• Stockroom stock fields will be allowed in columns, data fields, and conditions.