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Inventory & purchasing New /a/inventory

Know what's in your godown, order more before you run out, receive it in, and issue it to projects — so you can see what each job really consumed against what you quoted.

Inventory page with Stock Value and Low Stock Items KPIs and the Stock Summary table

Before you start

In Settings → Product Catalog, set Track Stock? = Yes on the items you hold, with their Opening Stock and Reorder Level.

On the Godowns & Vendors tab here, add at least one godown and your suppliers (below). A new install has none, and you need both to raise a purchase order.

Five tabs

Tab	What it's for
Stock Summary	On-hand quantity, reorder level, value and status (OK / Reorder) for every tracked item. Search, or tick Low stock only.
Purchase Orders	Raise, print, edit and receive POs.
Goods Receipt	Every delivery received against a PO (GRN).
Material Issues	Every issue of stock to a project or site.
Godowns & Vendors	Your storage locations and suppliers.

The two KPIs at the top are Stock Value (total value of stock on hand) and Low Stock Items (also shown on the Dashboard).

Godowns and vendors

Godown — Name, State, In Charge, and Address (printed as "Ship To" on POs). Click Add.
Vendor — Name, GSTIN, Contact / Mobile, Email, and Address (printed on POs). Click Add.

Stock control, not accounts payable. Vendors and purchase orders exist so stock has a way in and a purchase rate. Solarflow doesn't track what you owe suppliers.

Raising a purchase order

New Purchase Order modal with vendor, godown, dates, one line item of 20 Solar Panel 550W at 14,000 and totals

On Purchase Orders, click + New PO.

Choose the Vendor and Deliver To (Godown), check the PO Date and set Expected Delivery.

Pick each Item; the rate is pre-filled from the catalog — change it to the vendor's actual unit cost and enter Qty. Click + Add Item for more lines. Subtotal, GST and Total update as you go.

Add any Notes / Terms (printed on the PO) and click Save PO. The PO is numbered PO-YYYY-NNNN with status Sent.

Type quantities after the rate fills inWait a moment after choosing an item before typing Qty and Rate — the catalog values fill in just after you pick the item.

Purchase Orders list with PO-2026-0001 Received and Print action

Each PO row has Print, plus Edit and Receive until it's received.

Receiving goods

Receive Goods modal with receipt date, vehicle number and vendor invoice number

When the delivery arrives, click Receive on the PO.

Enter the Receipt Date, Vehicle Number and the vendor's invoice number in Vendor Invoice #.

Click Confirm Receipt. All ordered quantities are added to the godown's stock, the PO turns Received, and a GRN appears on the Goods Receipt tab.

Goods receipts can't be deleted. If you made a mistake, correct the stock instead so the movement history stays intact.

Issuing material to a project

The usual way is from the project itself: open the project and click Issue Material in its Materials card. Quantities come pre-filled from the accepted quotation — see Projects → Materials. You can also click Issue Material on the Material Issues tab to issue stock to a project or any other site.

Material Issues tab listing an issue with items, godown, issued to, date and status Issued

Each issue records the project or site, the items and quantities, the godown, who it was issued to, the date and its status.

Stock can't go negative. If you try to issue more than the godown holds, Solarflow stops you and says how many are in stock.

Who can do what

Admin — everything.
Accounts — purchase orders, goods receipts, purchase rates and stock value.
Store Keeper — goods receipts, material issues and the stock summary, without sales pricing.
Field Technician — sees material issued to their project.

See how quoted and issued material compare on each project's Materials card.