Skip to content
ARSOC Logo ALPHA System Documentation

Stock Module

The Stock Module manages inventory from purchase through assignment to agents, tracking transfers and returns. It is the operational backbone for managing physical goods.

1. Batches

Section titled “1. Batches”

Purpose

Section titled “Purpose”

Batches group multiple product units purchased together from a supplier. A single batch may contain different product models (e.g., Samsung S23 Ultra, Samsung S10, Samsung A15 in one phone batch).

Creating a New Batch

Section titled “Creating a New Batch”

When new inventory is received, a batch must be created in the system. This involves:

  • Navigate to Stock > Batches
  • Click Create New Batch
  • Add description
  • Select Supplier (company that provided the items)
  • Select Warehouse
  • Add one or more Models with:
    • Model Description (e.g., Samsung S23 Ultra)
    • Quantity (number of units)
    • Buying Price (cost from supplier)
    • Retail Price (selling price to end customer)
  • Add supporting documents (invoices, delivery notes, etc.) - required for batch approval
  • Click Submit for Approval

Batch Status Workflow

Section titled “Batch Status Workflow”
  • Pending: Batch created but awaiting approval by Operations Manager
  • Approved: Operations Manager verified supporting documents; batch is ready for agent assignment
  • Rejected: Supporting documents were incomplete or incorrect; batch must be corrected or resubmitted

2. Agents

Section titled “2. Agents”

Purpose

Section titled “Purpose”

The Agents section displays all field sales agents and the inventory assigned to them. Stock managers use this section to view which agents have which products available for sale.

Viewing Agent Assignments

Section titled “Viewing Agent Assignments”
  • Navigate to Stock > Agents
  • View list of all agents in the organization
  • Click on an agent name to see detailed inventory assigned to that agent
  • Filter by branch, product category, or availability

Agent Assignment

Section titled “Agent Assignment”

When an approved batch is ready, the operations manager randomly assigns individual units to agents within the specified branch. This ensures balanced distribution. The system assigns each unit a serial number which becomes the permanent identifier for tracking through sales and commission.

3. Transfer Stock

Section titled “3. Transfer Stock”

Purpose

Section titled “Purpose”

Occasionally, an agent may wish to sell an item that has been assigned to a different agent. Rather than informal exchanges, the Transfer Stock feature formalizes the process in the system. This maintains accurate inventory records and ensures proper commission attribution.

Creating a Stock Transfer

Section titled “Creating a Stock Transfer”
  • Navigate to Stock > Transfer Stock
  • Select item(s) to transfer by serial number
  • Select from Agent (current holder)
  • Select to Agent (new holder)
  • Click Submit

4. Returned Stock

Section titled “4. Returned Stock”

Purpose

Section titled “Purpose”

When customers return items or agents return unsold inventory, the system tracks these returns to update available stock and reconcile inventory.

Recording a Return

Section titled “Recording a Return”
  • Navigate to Stock > Returned Stock
  • Click Record Return
  • Review details and confirm

5. Supplies (Suppliers)

Section titled “5. Supplies (Suppliers)”

Purpose

Section titled “Purpose”

Maintain a database of all suppliers from which inventory is sourced. This information is required when creating new batches.

Adding a Supplier

Section titled “Adding a Supplier”
  • Navigate to Stock > Supplies
  • Click Add New Supplier
  • Enter Supplier Name
  • Enter contact details (phone, email, address)
  • Click Save

6. Category

Section titled “6. Category”

Purpose

Section titled “Purpose”

Define product categories (phones, furniture, electronics, etc.). These categories help organize inventory and are required when creating batches.

Adding a Category

Section titled “Adding a Category”
  • Navigate to Stock > Category
  • Click Add New Category
  • Enter Category description (e.g., Mobile Phones, Furniture)
  • Click Create

7. Manufacturer

Section titled “7. Manufacturer”

Purpose

Section titled “Purpose”

For categorized products (phones, electronics), record manufacturers. For example, if the category is Mobile Phones, manufacturers might be Samsung, Apple, Huawei, etc.

Adding a Manufacturer

Section titled “Adding a Manufacturer”
  • Navigate to Stock > Manufacturer
  • Click Add New Manufacturer
  • Enter Manufacturer Description (e.g., Samsung)
  • Click Create

8. Model

Section titled “8. Model”

Purpose

Section titled “Purpose”

Define specific product models. A model is the specific variant (e.g., Samsung S23 Ultra is a model within the Samsung manufacturer). Models are created at the configuration level and are then selected when adding items to batches.

Adding a Model

Section titled “Adding a Model”
  • Navigate to Stock > Model
  • Click Add New Model
  • Enter Model Description (e.g., Samsung S23 Ultra)
  • Select Manufacturer (e.g., Samsung)
  • Select Category (inherited from manufacturer)
  • Click Create

9. Warehouse

Section titled “9. Warehouse”

Purpose

Section titled “Purpose”

Record physical warehouse locations where inventory is stored before distribution to agents.

Adding a Warehouse

Section titled “Adding a Warehouse”
  • Navigate to Stock > Warehouse
  • Click Add New Warehouse
  • Enter Warehouse Shortcode, Description, Location and Type
  • Click Create

10. Reports

Section titled “10. Reports”

The Reports section is reserved for future development. Once implemented, it will provide analytics and insights on stock movements, agent performance, and inventory metrics.