User Guide for Bitsila Inventory Management

Created by Surya Boddu, Modified on Wed, 3 Apr, 2024 at 9:17 AM by Surya Boddu

1. Overview

Bitsila offers a powerful inventory management solution for both online and offline business operations. It provides real-time visibility of inventory across multiple locations with its centralized platform. Outlets can easily request stock from warehouses, receive stock alerts to avoid stockouts, and streamline replenishment processes. Bitsila’s inventory reports provide valuable insights for data-driven decision-making, leading to cost savings and improved profitability. By leveraging Bitsila's inventory management features, businesses can optimize their stock levels, and enhance customer satisfaction to the next level.

2. Step-by-Step Guide to Use Bitsila Inventory Management

With Bitsila software, users can manage the entire inventory of the business through a centralized platform. It includes various features such as stock indent, stock audit, stock availability, and stock tracking. Let's explore how to maximize the benefits of these features and get the most out of Bitsila software for your inventory management needs.

2.1. Stock Indent/Stock Request

Bitsila caters to the unique requirements of different business cases by offering multiple methods of requesting stocks from the warehouse. This versatility ensures that businesses can select the most suitable approach to benefit their operations and streamline their stock management processes.

2.1.1. Stock Indent Through Import

Bitsila users can request the stocks from the store by importing the items with the required quantity to the system via an Excel sheet. Follow the below steps to request stocks through the import method.

Navigate to the Inventory Module and click on Stock Request.

Use the Actions dropdown in the top right corner and click on the Export/Import option.

Enter all the details related to the stock request as per your requirement as shown in the image and click on the Export button. The Excel sheet will be exported.

In the exported sheet change the stock request quantity as per your requirement and save the Excel sheet.

Import the edited sheet to the system by uploading the file by clicking on the Upload the CSV file option and clicking on the Import button as shown in the image below.

After the file is imported, the stock request will be in the pending status to cross-check the requested stock and make the necessary edits if necessary using the edit button next to the Delete button as shown in the screenshot below.

After making the necessary edits, the store executive can click on the Pending Approval button in the notification.

After the store executive cross-checks the stock request and clicks on the Pending Approval button, the stock request status will be changed to pending approval.

In-app notification will be sent to the higher authority staff of POS as shown in the screenshot below. The higher authorities of POS like the manager can approve the items requested by the store executive by clicking on the Approve Items button.

Note: The notification for approving items is sent exclusively to higher authorized staff of POS only upon their creation in the system and providing access to the approval action. To know more about staff creation and accesses refer to the admin module guide.

Now the items requested are approved and in-app notification will be sent again to the POS staff to confirm for fulfilling items requested. POS users can click on the Fulfill items button to request stock for fulfillment.

After clicking on the Fulfill item button in the notification, the stock request will be converted to Pending fulfillment status. Now the stock request is ready to fulfill by the warehouse which will be processed by Admin.

2.1.2. Stock Request/Stock Indent Through Clone

Users can create the stock request/indent by cloning the previous stock indent using the following steps.

In-stock request interface, click on the SR number of the stock request for which you want to clone.

Click on the Actions dropdown in the top right corner and select Clone.

Click on the Actions dropdown in the top right corner and select Clone.

The same stock request opens and now you can edit the stock request by adding/ deleting any items or changing quantity as per the requirement and click on the Clone button at the top right corner.

After the creation of the stock request it will be in pending status, send it for approval by clicking on the Pending Approval button in the notification as shown below.

The higher authorities of the POS get the notification to approve the stock request, they can use Approve Item button in the notification as shown below.

After the approval from a higher authority, the stock request status will be converted to Approved. You can ask the admin to fulfill the items by clicking on the Fulfill Item button in the notification as shown below.

After clicking the Fulfill Item button, the stock request is converted to Pending fulfillment.

2.1.3. Stock Indent Through Min Base Quantity

Users can create the stock request/stock indent using the min base quantity entered during the item creation using the following steps.

In the Stock Requests interface, use the Actions dropdown in the top right corner and click on Create New option.

In the popup choose the Quantity Based On the option as Minimum Base Quantity as shown in the image.

Add the items by using the Add items below and choose any item that you want to request stock and click on Add button.

After adding an item the store-requested quantity will be entered automatically to match the minimum base quantity of the item. Click on the create button to create the stock request using the minimum base quantity of the item.

After the stock request creation, it will be in the pending status. Click on the Pending Approval button in the notification to send the stock request for approval.

Once the higher authorities approve the request, another notification is sent as shown in the screenshot. Click Fulfill Item button to ask for fulfillment to admin.

Now the stock request status becomes Pending fulfillment as shown in the screenshot.

2.1.4. Stock Indent Through Max Base Qty

Bitsila users can create the stock request/stock indent using the max base quantity entered during the item creation using the steps below.

In the Stock Requests interface, use the Actions dropdown in the top right corner and click on Create New option.

In the popup choose Quantity Based On as Maximum Base Quantity as shown in the image.

Add the items by using the Add items below and choose any item that you want to request stock and click on Add button.

After adding an item the store-requested quantity will be entered automatically to match the minimum base quantity of the item. Click on the create button to create the stock request using the minimum base quantity of the item.

After the stock request creation, it will be in the pending status. Click on the Pending Approval button in the notification to send the stock request for approval.

A notification is sent to the Higher authorities of the POS to approve the stock request created by the store staff. After the verification, they click on the approve items button of notification.

Once the higher authorities approve the request, another notification is sent as shown in the screenshot. Click Fulfill Item button on the notification to send it to admin for fulfillment.

Once after asking for fulfillment from the admin, the stock request comes to pending fulfillment status.

2.1.5. Stock Indent Manually

To create the stock requests manually follow the steps explained below.

In the stock request interface use the Actions dropdown and click on the Create New button.

A popup appears, enter relevant details related to the stock request and add the items by clicking on Add items button and enter the store-requested quantity as per requirement. Click on the Create button in the top right corner to create the stock request manually.

The generated stock request will be in the pending status, click on the pending approval button in the notification to send it for approval from the higher authority of POS.

The approval request is sent to the authorized staff for approval, they will click on the Approve item button to make their approval.

After approval, another notification is sent, click on the Fulfill item button to complete the stock request process.

Now the stock request status will be changed to Pending fulfillment and need to be approved and dispatched by the admin.

2.1.6. Stock Indent Through barcode scanner

POS users can create the stock indent through a barcode scanner. Follow the steps below to create the stocks using a barcode scanner.

In the inventory module, click on the Stock request option, use the Actions dropdown in the top right corner, and click on the Create New button.

Fill in the details related to the stock request and while adding the items scan the bar code of the item, each time the item is scanned the quantity gets added. After adding the item with the appropriate quantity click on the create button.

2.1.7. Process And Dispatch Stock Request From The Admin Side:

When the stock request is created from the POS staff, it is reflected to the admin as shown in the below screenshot. To process the stock request click on the SR number.

After opening the stock request, the admin can process the stock request using the Process button in the in-app notification.

Stock editing is allowed to admin using the edit button in the top right corner before the Print button.

Upon clicking the Process button, the admin is allowed to edit the stock request and edit the requested stock and enter the sent quantity as shown in the image below. After editing the stock request save edited data using the Update button.

After updating the stock request, the admin can process the request using the Actions dropdown in the top right corner and click on the Change Status option.

Change the New status/Next Action to Process and click on Change Status.

After processing the order the stock request status is converted to Processes, the user can dispatch by clicking on the dispatch button in the notification as shown in the screenshot below.

When the stock requested is dispatched from the warehouse to the store, the stock request status will be reflected as Dispatched in POS.

2.1.8. Stock Indent Express Dispatch

If there are any emergencies of the stock, the admin can create the stock indent by themselves and dispatch it immediately in the fastest way possible, and this method is called Express Dispatch.

Navigate to the Inventory module, and select Stock Requests. In the Stock Request interface, click on the Actions dropdown and select the Express Dispatch option.

In the express dispatch popup, enter the relevant fields and download the CSV file by clicking on the Export button.

Open the exported sheet and enter the Req Qty, Allotted Qty, and Received Qty for the items as per the requirement and save the sheet.

After editing and saving the CSV file, upload the edited sheet by using the Upload CSV File option and click on the Dispatch/Import button as shown below.

Now the express dispatch is done without any approvals or status flows, Hence the status of the stock request is Completed as shown in the screenshot below.

2.1.9. Accept The Dispatched Stock From POS

Login to the POS, navigate to the inventory module and click on stock requests. Open the dispatched stock request by clicking on its SR number.

Notification will be sent to complete the stock request by accepting the dispatched stock, click on the complete button in the notification.

A popup will be displayed as shown below enter the received quantity of the items and click on the update button.

Now to accept the dispatched items use the Actions dropdown in the top right corner and click on Change Status.

Change the New Status/Next Action to Accept Stock Request and click on Change Status.

The stock request status is now changed to Completed.

2.1.10. Different Variations or Ways of Stock Indent Type.

1. Stock Indent Type

During the stock indent creation, Bitsila offers various Ident types to choose from as per the business requirements. It includes requesting stocks from the warehouse, returning stocks for the warehouse, transferring items to other outlets, and customer orders.

Stock Request
Stock Return
Intra transfer- Stock Transfer to Other Outlet
Customer order

2. Reverse Pre-load of stock upon Stock receiving

When the stock request is dispatched and the store executive urgently needs to use the stocks without accepting the stocks, they can click on the Pre-load Stock receive button and immediately use the dispatched staff.

Once after accepting the stocks with the usual process, they have the option to Pre-Load Stock Stock Reverse option next to the Edit button as shown in the image below.

3. Stock Invoice Creation

When the Stocks are dispatched from the warehouse, POS store staff accepts the stocks entering the number of items received. After accepting items sent, they can create stock Invoices using the Generate invoice button in the top right corner.

4. Print Delivery Challan/Print Pick-Up List

When the stock request is dispatched from the warehouse, the admin can generate a Delivery Challan/Print Pick-Up List using the Print Delivery Challan button in the top right corner.

5. Variance Management By Approval From The Sender

When the stock is dispatched from the warehouse to the store, due to any reason, the store can accept less quantity of items than the sent quantity. This includes damaged, expired, or etc. It will be managed by dedicated variance approval from the sender using the below steps.

Open the stock request dispatched by the warehouse, and click on the complete button in the notification as shown below.

A popup appears, enter the received quantity as per the variation and click on update button.

Now to accept the stock with variance, use the Action dropdown in the top right corner and click on the change status button.

Change the New status as Accepted with Variance and click on Change Status button.

The Accepted with Variance status will be reflected to admin, to accept the variance click on the Approve Variance button in the notification as shown below.

A popup appears enter the accepted variance quantity as shown below and click on update.

Now use the Actions dropdown and select Change Status.

Select the new status as Approve Variance and click on the Change Status button.

Now a notification is sent to complete the stock request, click on the Complete with variance button. The status of the stock request is changed to Completed with Variance in both POS and admin sides.

6. Tracking Of Stock Indent

Bitsila users can track the stock indent, transaction details, soh, requested quantity, and more by navigating to the Stock Tracker tab next to General info as shown below.

7. View The Audit History Of Stock Requests

Bitsila users can track each and every step in the stock request and changes at every level using the History tab next to Stock trackers as shown below.

8. Indent Creation Based On The Linked Warehouse

Users can create stock requests by choosing the linked warehouses from where they want the items to be fulfilled as shown below.

2.2. Stock Audit

If there are any stock mismatches in the store and system, store managers can audit the stocks using stock audit functionality and the admin will then approve it. The steps to use Stock Audit are as shown below:

2.2.1. Stock Audit with a barcode scanner, SKU Code, and Item name

POS users can search the items for stock audit using 3 methods i.e. barcode scanner, SKU Code, and Item name. To use the stock audit option use the following steps.

Navigate to the Inventory module and click on Stock Audits.

When the stock audit interface opens, click on the Start Audit button.

Search the items using their SKU code and the product appears.

Search the item using the item name.

Search the item by scanning its barcode and the item appears as shown in the image below.

After getting the item, enter the quantity and adjustment type using the dropdown as shown in the image below and click on Add button below.

After the creation of the stock audit, click on the create button, Now the stock audit is created by the POS staff and needs to be approved by the admin/higher authority.

2.2.2. Multiple statuses support

Bitsila has multiple statuses support for Stock audit submission from the store to make sure the auditing is cross-checked.

When the stock audit is created by the POS staff, it will be in pending status, they can cross-check the audit again and submit it for approval using Submit for Approval button.

It will go to the submit for approval status as shown in the image below and get reflected for the admin.

2.2.3. Multi-Level Approval Mechanism

When a Stock audit is sent for approval to the admin it will be reflected in the Stock Audit option as shown in the screenshot below.

Click on the SA number to approve the stock audit sent by the staff.

Admin can edit the stock audit if there are any stock adjustments needed by using the edit button in the right corner

When the stock adjustment is done, click on the Update button.

After the edit, the admin can approve the stock using the Approve button shown in the screen above.

When the Stock Audit is approved, the audit status changes to the approved on both the admin and POS staff side as shown in the image below.

2.3. Stock Adjustments

2.3.1. Stock Adjustments via Import and Manual methods.

Bitsila users can adjust their stocks if there are any mismatches on the system side and the store side. There are two ways to adjust the stocks i.e. Import method and the manual method.

1. Stock Adjustments using Import method

Navigate to the Inventory module and click on Stock Adjustments.

To make the stock adjustments using Import/Export method click on Import/Export button in the top right corner.

A popup appears, fill in all the fields related to stock adjustment as shown in the screenshot, and click on the export button.

A excel file with stock details will be exported, fill in the quantity for which you want to adjust and save the file.

After making the adjustments in the Excel file, upload the file by clicking on Upload CSV file/Xlsx file option and click on Import button.

After the stock adjustments, it will be in the pending status to make it active

When the stock adjustment is done by the store executive, a notification to send to submit it for approval. They can send it for approval to higher authorities like store managers by clicking on the Submit Approval button.

When the stock adjustment is sent for approval to the store manager, they will get a notification as shown below. They can click on Approve button to approve the Stock adjustments done by the store executive.

The store executives can also send the created stock adjustments for approval using the Actions dropdown. Change the New Status/Next Action as Submit For Approval and click on Change Status.

2. Stock Adjustments With Manual Method.

To do the stock adjustments of your store manually follow the below steps:

In the Stock adjustment interface, click on the Create New button in the top right corner.

A popup appears, fill in all the details related to the stock adjustment and add the items that you want to adjust the stocks by clicking on Add Items button.

Select the required item for which you want to adjust stock and click on Add button as shown in the image.

After adding the items update the quantity you want to adjust and click on Create button in the top right corner.

After the stock adjustment is done, it will be in the pending status, and the store executive can send it for approval using the in-app notification by using Submit Approval button as shown in the screenshot below.

When approval is asked by the store executive, it is notified to the higher authority via in-app notification as shown in the screenshot. The higher authority approval will be given by clicking on the Approve button in the notification.

2.3.2. Custom Stock adjustment type creation

Bitsila users can create and add custom reasons for stock adjustment using the following steps:

Go to Profile in the top right corner and click on Business Profile.

In the Business profile navigate to Adjustment Types and click on Add New.

A popup appears enter the adjustment type that you want to add and other fields as shown below and click on Create button.

After the addition of custom adjustment type, it will be reflected in the stock adjustment popup as shown below.

2.3.3. Multi-Level statuses and Approval Mechanism

After the stock adjustment is made it will be in the pending status as shown below. In order to get the created adjustment implemented in the store, it needs to go through multiple level statuses and approval as shown below.

In order to implement the stock adjustment, the store executives need to send it for approval using the in-app notification by using Submit Approval button as shown in the screenshot below.

When approval is asked by the store executive, it is notified to the higher authority via in-app notification as shown in the screenshot. The higher authority approval will be given by clicking on the Approve button in the notification.

2.3.4. Positive and Negative Stock Adjustments

Bitsila users can either add or remove the stocks in the stock adjustments by providing an appropriate reason as shown in the image below.

They can also create custom adjustment types from the business profile as shown below.

2.4 Stock Availability

By getting the complete data on Stock Availability, businesses can get real-time information about the availability of items with other crucial information. It enables businesses to efficiently manage their stock levels, and avoid stockouts or overstocking. By having accurate and up-to-date stock availability data, businesses can optimize their supply and improve customer satisfaction by ensuring timely order fulfillment, and ultimately increase sales and profitability.

2.4.1. Track The Current Stock Of The Items Across Outlets

To check the Stock availability, navigate to the Inventory module and click on Stock availability. Here you can track the stocks for all the items across multiple outlets as shown in the screenshot.

2.4.2. Export Support

Users can also export the stock availability data by using the export button in the top right corner. It helps to share the stock availability data with other staff who do not have access to this option.

2.4.3. Multiple filters supported for better analysis

Users can also apply multiple filters to search appropriate items, groups, or categories and look if they are available or not as shown in the image below.

2.4.4. Available Stock With Their Sales Price And Average Price Analysis

In Stock availability, the users can also check the sales price and average price of an item with ease using the filters.

2.4.5. Available Stock With Their Expiry

Users can also view the expiry date of each item in the dedicated column as shown in the image below. It helps businesses to analyze which items to sell fast by generating offers for particular items.

2.4.6. Alerts for Min Buy Quantity and Max Buy Quantity

Bitsila users are alerted for min buy quantity and max-based inventory alerts for the registered email id.

Email
In-app Notification

2.5. Stock Tracker

Bitsila users can track the stocks of all the items in multiple outlets using the stock tracker option with various functionalities like export, filter, etc.

2.5.1. Transaction-Level Stock Tracker

In the stock tracker option, users can track the stocks based on various factors as shown in the image below. The stock tracker provides various data such as:

Transaction date
Outlet
Transaction quantity
Transaction Type
Before and after transaction qty
Transaction Type details

2.5.2. Export Support

Users can export the data obtained in the stock tracker and share it with other staff using the export button in the top right corner.

2.5.3. Multiple Filters Supported For Better Analysis

Bitsila users can also filter the data on the stock tracker using various factors like item, biz brand, transaction date, object type, and transaction type as shown in the screenshot.

2.6 Stock Summary

It provides businesses with a concise overview of their stock levels, sales performance, and inventory value. It helps identify popular products, slow-moving items, and potential stockouts. By analyzing this data, businesses can make informed decisions, and optimize inventory management.

2.6.1. Stock Summary Based On Various Factors

By getting a comprehensive view of stock summary based on various factors businesses can gain valuable insights into their stocks to effectively manage their inventory.

Users can get the Outlet level stock summary using the filter shown below.

Businesses can filter the stock summary data based on per day, per week, and per month using the filters shown below.

Users can view the opening stock, closing stock, stock transfer, adjusted stock, closing actual stock, and system-calculated stock for better analysis of their store stocks.

Users can export the stock summary of the outlet using the Export button in the top right corner as shown in the screenshot.

Users can also utilize multiple filters like category, tracker date, stock countable, etc to understand the stock in an organized manner and strategize sales accordingly.

2.7. Inventory Reports

Stock reports provide detailed insights into stock levels, inventory value, sales trends, and product performance. By analyzing these reports, businesses can identify potential issues, optimize their inventory management, make informed decisions, and maintain optimal stock levels to meet customer demands efficiently while minimizing costs. To view and analyze the inventory reports follow the below steps.

Navigate to the Inventory module and click on Inventory Reports.

Here users can get multiple reports such as

Stock Demand Report
Stock Variance Report
Items with Serial numbers
Serial Number Availability Report
Raw Material Availability Report
Raw Material Consumption Report
Despatch Report
Stock Request With Variance Report
Expiring Stock Report

Users can apply filters for each report and get that particular report as shown in the screenshot below.

Users can also apply various filters like the store, from the store, Stock request type, category, group, and time to get the particular data.

3. FAQs

Can I track inventory levels in real-time with Bitsila?

Yes, Bitsila users can track the inventory levels in real-time using the stock availability option.

Can I manage multiple warehouses or locations with Bitsila?

Yes, Bitsila supports multiple warehouses or locations, you can multiple warehouses in the Bitsila software by providing the necessary information.

Is stock requesting available from the warehouse?

Yes, Bitsila users can request stocks from multiple warehouses linked with the store.

Does the Bitsila has analytics and reporting capabilities for inventory management?

Yes, Bitsila offers inventory management reports that include multiple reports related to stocks that include Stock Demand Report, Stock Variance Report, Items with Serial numbers and more.

Does the software handle multi-channel sales, such as e-commerce platforms, brick-and-mortar stores, and marketplaces?

Yes, Bitsila syncs supports multichannels selling and syncs the inventory with every channel sales in real time.

Is there a mobile app available for inventory management on the go?

Yes, we offer Bitsila mobile app version of the software that can be used by anyone including the store staff with access to only required modules and features.