> For the complete documentation index, see [llms.txt](https://docs.xenoraa.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.xenoraa.com/xenoraa-tenant-onboarding-guide/inventory-and-order-management.md). # Inventory & Order Management ## Inventory & Order Management 📦 The **Inventory & Order Management** module connects your product catalog with your sales and procurement workflows. It manages stock levels, price books, quotes, sales orders, purchase orders, and customer invoices, ensuring that your operations remain synchronized across retail, online, and B2B sales channels. *** ### 🔄 The Order-to-Cash Workflow Xenoraa supports a fully integrated transactional flow from initial quotation to final payment: ``` [ Quote ] --------> [ Sales Order ] --------> [ Invoice ] --------> [ Payment ] (B2B Proposal) (Order Confirmed) (Billing Issued) (Cash/Bank/Card) ``` 1. **Quote:** A formal price proposal sent to a prospect or client. 2. **Sales Order:** A confirmed order placed by a customer, authorizing fulfillment. 3. **Invoice:** A formal request for payment issued to the customer. 4. **Payment:** Recording the transaction in your accounts (reconciling the invoice). *** ### 👤 Step-by-Step Module Walkthrough #### 1. Product & Catalog Management Your product catalog is shared across CRM quotes, POS terminals, and your E-Commerce store. * **Managing Products:** Navigate to `Inventory > Products`. Here you can view stock levels, SKU codes, cost prices, selling prices, and applicable GST/tax rates. * **Creating Products:** Click **Create Product**. Specify the product name, SKU, unit of measure, initial stock, safety stock (reorder level), cost price, selling price, and tax category. * **Categories & Attributes:** Organize products into hierarchical categories (e.g., *Electronics > Accessories*) and define attributes (e.g., size, color) to streamline search. #### 2. Price Books Price Books allow you to manage multiple pricing strategies for the same product catalog. * **Standard vs. Custom Price Books:** Navigate to `Inventory > Price Books`. By default, all products use the *Standard Price Book*. You can create custom price books for different customer segments (e.g., *Wholesale (20% Off)*, *VIP Clients*, or *Seasonal Promo*). * **Assigning Price Books:** You can assign a specific price book to a B2B Account so that any quotes or sales orders created for them automatically apply their contracted pricing. #### 3. Quotes & Proposals Create professional, itemized quotes for your B2B clients. * **Creating a Quote:** Navigate to `Inventory > Quotes > Create`. Select the target Account/Contact, choose the Price Book, and add products. The system automatically pulls prices, calculates GST/taxes, and computes the grand total. * **Fulfillment Conversion:** With a single click on an active quote, you can **Convert to Sales Order** or **Convert to Invoice** once the client approves. * **PDF Export:** Click **Export PDF** on any quote to generate a clean, professional, table-based PDF proposal that can be printed or emailed directly. #### 4. Sales Orders (SO) & Fulfillment Sales orders represent confirmed commitments to deliver products or services. * **Managing Orders:** Navigate to `Inventory > Sales Orders`. Track orders by their status: *Draft*, *Pending*, *In Progress*, *Shipped*, or *Delivered*. * **Procurement Link:** If you run low on stock for an item in a sales order, you can trigger a **Purchase Order** directly from the sales order screen to replenish inventory from your vendor. #### 5. Purchase Orders (PO) & Procurement Manage your relationships and transactions with suppliers and vendors. * **Vendor Management:** Navigate to `Inventory > Vendors` to maintain a directory of your suppliers, their contact info, payment terms, and historical purchase orders. * **Creating a PO:** Navigate to `Inventory > Purchase Orders > Create`. Select a vendor, add items, and specify delivery instructions. * **Receiving Inventory:** When the vendor delivers the goods, mark the PO as *Received*. Xenoraa will automatically increment your product stock levels in real-time. #### 6. Invoices & Billing Invoices record the financial liability of your customers. * **Creating an Invoice:** Navigate to `Inventory > Invoices`. Invoices can be created manually or auto-generated from quotes or sales orders. * **Recording Payments:** When a customer pays an invoice, click **Record Payment**. Specify the payment method (Cash, Bank Transfer, Card), payment date, and reference number. This automatically updates the invoice status to *Paid* and recalculates the balance due. *** ### 💡 Pro-Tips for Inventory Managers * **Safety Stock Alerts:** Keep an eye on the **Reorder Level** column in your product list. Xenoraa highlights products that fall below safety stock, letting you know it's time to generate a purchase order. * **Clone Functionality:** Speed up your workflow by using the **Clone** button on quotes, sales orders, or invoices to replicate recurring orders instantly. * **Multi-Currency & Taxes:** Ensure your tax rates are correctly configured in `Accounts > Tax Rates` before generating invoices to guarantee compliance with local tax regulations. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://docs.xenoraa.com/xenoraa-tenant-onboarding-guide/inventory-and-order-management.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.