Cloud ERP by Business Layers

Inventory Guide — Quantities, Locations and Transfers

Guide for the site admin: how to see how much of each item is available and where, update quantities, and transfer inventory between locations.

What the Inventory Screen Does

The inventory screen displays all of the business's active items in one table: SKU, name, image, cost, quantity, value, location and note. Items with inventory appear first, and the summary row shows the total quantity and inventory value.

A location is any card on the address board — warehouse, store, lab or supplier. The same item can be in multiple locations. Every quantity update and transfer is recorded in the item's movement log.

What Inventory Management Provides

  • All inventory in one table, with total quantity and value.
  • Update the quantity and note directly in the table.
  • Transfer inventory between locations with one click, with a note.
  • The same item in multiple locations — with a quantity and note for each.
  • Quick filtering and a "Only in stock" button.
  • A movement log for each item — when, how much and where.

How to Read the Inventory Table

Green on the SideIn StockThe item has a quantity greater than zero.
Orange on the SideNo LocationNo location has been set for the item yet — "unassigned".
Greenish BackgroundHas a LocationThe item is assigned to a location.
TOTALSummary RowThe total quantity and value of the rows currently displayed.

"Move to location" transfers the entire quantity from the current location. To split the quantity between multiple locations, use the multiple locations button.

How to Manage Inventory, Step by Step

  1. Open the Inventory Screen

    A table of all active items appears. Items with inventory appear at the top.

  2. Find an item

    Type part of a name, SKU, location, or note in the search bar. "In-stock only" shows only items with a quantity.

  3. Update quantity

    Change the number in the Qty column and leave the field. The quantity is saved and the change is logged.

  4. Assign a location

    For an "unassigned" item, click "assign", select a location from the list, and click the confirmation button.

  5. Move to another location

    Click "Move to location", search for a destination, select it, add a note if needed, and click "Transfer to".

  6. Split across multiple locations

    Click the layers icon in the Actions column. In the window, update the quantity and note for each location, add a location using "ADD LOCATION", and click "SAVE & UPDATE".

  7. Add a note

    Type in the Note column and leave the field - the note is saved.

  8. Check history

    Click "transactions" in the row to open the item's transaction log.

Inventory table columns

Code - SKU
Click to open the item card.
Img - Image
Click to enlarge the image.
Cost - Cost
Cost per unit, from the item card.
Qty - Quantity
Can be edited directly in the table.
Sub-Value - Value
Quantity x cost.
Location - Location
Location name, or "unassigned" when none is assigned.
Note - Note
Free-text note for inventory at this location.
Actions
Multiple locations and transaction log.

Inventory-Related Guides

item-det-step1.php

Item card — cost, image, and details. Open the item’s inventory from the "inventory" area.

Inventory_transactions.php

Item transaction log.

address.php

Address book — add a new location here, such as a warehouse or store.

Inventory Management Tips

  • Before you start, create a card in the address book for each warehouse or location that holds inventory.
  • "Move to location" transfers the entire quantity. To split it, use the multiple locations window.
  • Add a note to every transfer — it is saved in the log and helps explain what happened later.
  • Inventory value is calculated based on the cost in the item card. An updated cost = accurate value.

Inventory Management FAQ

How do I see the quantity of each item?

On the inventory screen, in the Qty. column. The TOTAL row at the bottom shows the total quantity and value.

How do I update a quantity?

Change the number in the Qty column and leave the field. The change is saved and recorded in the transaction log.

How do I transfer inventory to another location?

Click "Move to location" in the row, select a destination, and click "Transfer to". The entire quantity is transferred to the destination.

How do I transfer only part of the quantity?

Click the layers icon in the Actions column, update the quantity for each location, and click "SAVE & UPDATE".

What does "unassigned" mean?

An item that has not yet been assigned to a location. Click "assign" and select a location.

How do I add a new warehouse?

Create a new card in the address book. It will immediately appear in the locations list.

Where can I see the change history?

Click "transactions" in the item row. All updates and transfers appear there, with the date, quantity, and note.

Take me to the inventory screen