Inventory — Stock and Resource Tracking

Inventory is the module that tracks raw materials, semi-finished goods, finished products, and services, and automatically records their movement as orders are processed.

The system can operate in strict accounting mode or in a simplified mode without hard balance enforcement.

Inventory is updated automatically by orders at every status transition. Calculations determine what is written off and in what quantities.

What Is Inventory

Inventory is a registry of all resources used in your business:

• raw materials — ingredients, consumables, base materials
• semi-finished goods — intermediate products used across orders
• finished goods — output created during order execution
• services — do not affect stock balances

For each item, the system tracks:

• current stock balance
• unit cost
• movement history (documents)

What You Can Do in Inventory

In the inventory module you can:

• view current stock balances
• track item movement
• create manual stock documents
• conduct inventory reconciliation
• manage semi-finished goods
• analyze stock levels

Types of Inventory Items

Raw Materials

• base ingredients or materials
• used as components in calculations
• written off automatically when an order reaches "Ready" status

Semi-Finished Goods

• intermediate products
• reusable across multiple orders
• can have their own calculations
• can be prepared in advance through manual production documents

Finished Goods

• final output of the production process
• created during order execution

Services

• included in orders, but do not affect stock balances

Automatic Inventory Updates from Orders

Inventory is tightly integrated with orders.

When order statuses change, the system automatically:

At "In Progress"

• reserves raw materials and semi-finished goods
• prevents write-off conflicts across concurrent orders

At "Ready"

• writes off raw materials based on the calculation
• creates a production output document
• resolves all nested calculation levels

At "Delivery" / "Completed"

• records the sale
• finalizes cost price

For a detailed breakdown, see Order Lifecycle.

Manual Stock Operations

You can work with inventory independently of orders.

Available operations:

• receiving — record incoming materials
• production — create semi-finished goods manually
• write-off — record losses or corrections
• reconciliation — align system balances with physical stock

This is useful when:

• you want to prepare stock in advance
• you track items outside the order flow
• balances need correction

Receipt Recognition (AI-Powered Receiving)

One of the key scenarios — adding raw materials to inventory.

Via Receipt Photo

Process:

1. Photograph the purchase receipt
2. Send it to the Telegram Bot
3. The system recognizes line items
4. Clarifying questions are asked if needed
5. A receiving document is created automatically

Features:

• data can be corrected manually
• the system adapts to specific suppliers over time
• significantly reduces manual data entry

Manual Entry

You can create a receiving document manually:

• specify items
• set quantities
• set unit prices

Calculations and Inventory

Inventory works together with calculations:

• the calculation defines how much raw material is needed per unit
• write-offs happen automatically when the order reaches "Ready"
• cost price is computed from average ingredient costs

Nested Structures

Complex product compositions are supported:

Product → Semi-finished good → Raw material

Semi-finished goods can themselves contain other semi-finished goods. The system resolves the full chain, ensuring precise resource consumption accounting.

Cost Price

Cost price is calculated:

• based on the calculation structure
• using average unit costs of ingredients

Used for:

• profit analysis
• report generation
• business cost control

Inventory Modes

The system supports two operating modes:

Strict Mode

• balances are enforced
• you cannot write off more than is available
• high cost price accuracy

Allow Negative Stock

• balances are not enforced
• operations continue even when stock is insufficient

⚠️ This may result in inaccurate cost price.

Stock Reconciliation

You can:

• compare physical stock with system balances
• correct discrepancies

This helps:

• maintain accounting accuracy
• identify errors or losses

Inventory Documents

All stock operations are recorded as documents:

You can:

• view full document history
• analyze stock movement
• trace documents back to specific orders

Rollback

If you move an order status backward:

• related inventory documents are deleted automatically
• stock balances are recalculated

This guarantees:

• data integrity
• no double write-offs

Related Sections

• Orders — order management and status transitions
• Calculations — recipes, norms, and cost price
• Order Lifecycle — when inventory actions are triggered
• Telegram Bot — receipt recognition and stock replenishment via chat

FAQ

Can I use GetOrder without strict inventory control? Yes, enable "allow negative stock" mode.

When are raw materials written off? At the "Ready" stage of an order.

Can I prepare semi-finished goods in advance? Yes, through manual production documents in inventory.

What if my balances don't match reality? Use the reconciliation function to correct discrepancies.

Is inventory required? No, you can use GetOrder for order management only, without inventory tracking.