> ## 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.
# Inventory management: stock, transfers, and production
> Track stock levels across locations, manage products and categories, perform adjustments, run stock takes, and handle transfers and requisitions.
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.
## Inventory dashboard
Open **Inventory > Inventory Dashboard** to see a live summary of your stock position. Four metric cards update automatically every five minutes:
Total number of distinct stock-keeping units across all locations.
Number of product categories currently in use.
Aggregate quantity of all items on hand.
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.
## Products and categories
### 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.
### Products
Navigate to **Admin > Products** to maintain your full product master. Each product record includes:
| Field | Description |
| ------------- | --------------------------------------------------------- |
| Code | Short identifier used across transactions |
| Name | Full display name |
| Description | Optional longer description |
| G.L. Account | General ledger inventory account |
| Item type | Classifies the product (e.g. raw material, finished good) |
| Category | Category group the product belongs to |
| UoM | Unit of measure (max 3 characters) |
| Stock item | Toggle to flag as a stock-tracked item |
| VATable | Toggle to mark the product as subject to VAT |
| Service point | Location 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.
## 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.
## 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.
## Inter-location transfers
### Making a stock transfer
Navigate to **Inventory > Inventory Transfer** and click **Add New** to start a new transfer.
Select the **date**, the **From** location (the source), and the **To** location (the destination). Enter a **narrative** to describe the purpose of 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.
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.
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**.
## 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.
## 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.
## 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.