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Documentation Index

Fetch the complete documentation index at: https://ombamanual.ombaerp.com/llms.txt

Use this file to discover all available pages before exploring further.

The Inventory module gives you real-time visibility into what you hold, where it is, and what it is worth. From the dashboard you can see headline KPIs at a glance, then drill into individual tools to manage products, move stock between locations, correct discrepancies, and model composite or production items.

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Inventory dashboard

Open Inventory > Inventory Dashboard to see a live summary of your stock position. Four metric cards update automatically every five minutes:

Items count

Total number of distinct stock-keeping units across all locations.

Categories

Number of product categories currently in use.

Units

Aggregate quantity of all items on hand.

Total value

Monetary value of all stock at cost price.
Below the KPI cards, three charts break down inventory cost by category, item type, and location so you can see at a glance where your capital is concentrated. Use the Reload Page button to force an immediate refresh outside the five-minute auto-update cycle.

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Products and categories

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Categories

Navigate to Admin > Categories to create and manage the classification groups that products belong to. Each category has a code and a name. You can search existing categories, edit names, or remove categories that are no longer in use.

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Products

Navigate to Admin > Products to maintain your full product master. Each product record includes:
FieldDescription
CodeShort identifier used across transactions
NameFull display name
DescriptionOptional longer description
G.L. AccountGeneral ledger inventory account
Item typeClassifies the product (e.g. raw material, finished good)
CategoryCategory group the product belongs to
UoMUnit of measure (max 3 characters)
Stock itemToggle to flag as a stock-tracked item
VATableToggle to mark the product as subject to VAT
Service pointLocation where the product is served or consumed
From the products list you can also set selling prices, configure composite item components, assign barcodes, and define reorder levels per location. You can import products in bulk by uploading an Excel file.

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Stock taking

Navigate to Inventory > Stock Taking to capture a physical count and reconcile it against system quantities.
  1. Select a location from the dropdown. The grid loads all products assigned to that location with their current system quantities.
  2. Enter the actual quantity you physically counted in the Actual Qty column for each product. The Difference column calculates automatically and is colour-coded: green for an exact match, amber for a small variance (up to 5 units), and red for a larger discrepancy.
  3. You can navigate between rows using the arrow keys or Enter key without reaching for the mouse.
  4. When you have finished counting, select a date, an account, and enter a narrative to describe the adjustment.
  5. Click Adjust Stocks to post the differences as inventory corrections, or Adjust Stocks as Sale to post the shortfall as a sale transaction.

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Stock adjustments

Navigate to Inventory > Adjustments to manually increase or decrease stock quantities outside of a purchase or transfer transaction.
Stock adjustments alter financial records and inventory balances. They require an authorised account and a narrative before they can be processed. Only users with the appropriate permission can post adjustments.
To create an adjustment:
  1. Click Add New or search for an existing adjustment by transaction number.
  2. Fill in the date, location, account, and a narrative describing the reason for the adjustment.
  3. Add products to the adjustment line by selecting a product, entering the quantity (positive to increase, negative to decrease), the cost price, and an optional expiry date.
  4. Click Add To List to stage each line. You can remove a line before posting if needed.
  5. Click Process Data to post the adjustment. The transaction updates the inventory balance and the general ledger immediately.

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Inter-location transfers

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Making a stock transfer

1

Open Inventory Transfers

Navigate to Inventory > Inventory Transfer and click Add New to start a new transfer.
2

Set the transfer header

Select the date, the From location (the source), and the To location (the destination). Enter a narrative to describe the purpose of the transfer.
3

Add products to the transfer

Select a product from the dropdown, enter the quantity to move, and optionally set an expiry date for the batch. Click Add To List. Repeat for each product you want to include in the same transfer.
4

Review the transfer lines

Check the grid showing all staged lines — product, narrative, quantity, and expiry. Remove any line by clicking the delete icon if you need to correct it.
5

Process the transfer

Click Process Data to post the transfer. OMBA deducts the quantities from the source location and adds them to the destination location simultaneously. Both ledger accounts are updated.
You can retrieve any existing transfer by entering its transaction number in the search bar and clicking Search.

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Requisitions

Navigate to Inventory > Requisition Form to raise a formal stock request. Requisitions are used when a department or outlet needs stock and wants to route the request through an approval or fulfilment workflow. Each requisition includes a location (where stock is needed) and a memo (the reason for the request). You then add product lines — each specifying the product and the total volume required. Once saved, a requisition can follow several paths:
  • Approve — authorise the request before fulfilment
  • Raise PO — convert the requisition directly into a purchase order
  • Transfer — fulfil the request by initiating an inventory transfer from another location
  • Receive — record that the requested items have been received
  • Print — print the requisition document
  • Messages — send or view internal messages attached to the requisition
The requisition list shows each order number, date, submitter, status, description, approval date, and approving user.

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Composite items

Navigate to Inventory > Composite Item Configuration to define which component products make up a bundled or kit item. This is used when selling or issuing a parent product should automatically consume a specific set of child products from stock. Open the composite configuration for a product, then add each component by selecting the product and entering the quantity consumed per unit of the parent. You can remove component lines at any time before saving.

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Production (portion management)

Navigate to Inventory > Production to record a production run that converts raw materials into a finished product batch. Fill in the date, production location, and a narrative. Then select the finished product and the finished quantity you are producing. Add each raw material line — specifying the ingredient product and the quantity consumed — then click Add To List. The footer shows a live summary: total raw material lines, total cost of inputs, and the finished quantity. A colour-coded grid highlights lines where quantity or cost may be unusual. When the bill of materials is complete, click Process Data to consume the raw material stock and add the finished product units to the production location.