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Open the item and material master, enter the material code and description, and set the inventory, sales and purchasing units of measure, the tax group, valuation method and cost, and the reorder minimum and maximum levels. Add category, specifications, packaging conversions and dimensions, and enable lot and expiry for batch goods. Items can also be imported from Excel. See Item & Material Master — or the Learn Hub for the big picture.

Each item carries a minimum level (the reorder point) and a maximum level on the master. When on-hand stock falls to or below the minimum, the reorder-level dashboard flags the item for replenishment, and WhatsApp or email alerts can notify the buyer. Fast Planning reads the same levels to drive MRP, so what the plan buys reflects what stock actually needs. See Item & Material Master.

At go-live you seed the system with your starting stock: opening balances load initial per-item and per-location quantities (and lot detail where batches apply) so day-one stock and valuation reports are correct rather than starting from zero. This is part of every implementation and we do it with you. See Item & Material Master.

Use the store receipt screen: select the supplier and items, enter quantities and rates, and for batch goods enter lot number and expiry. Saving the receipt posts stock — the on-hand balance increases and a stock-ledger entry is written with a PLUS effect. A gate pass can record the inward vehicle before the receipt is booked. See Stock Movements & Transactions.

A material issue slip takes stock out to production or a customer — the on-hand balance falls and a ledger entry is written with a MINUS effect. Unused material comes back through a material return slip, which adds it to stock again. Both ride the same movement engine, and for batch goods FEFO decides which lot is consumed. See Stock Movements & Transactions.

A stock transfer moves quantity from one store or location to another — the net change is zero, it just changes where the stock sits. A gate pass is the inward or outward vehicle record at the gate, used to control what physically enters or leaves the premises. Reserve and de-reserve, meanwhile, move quantity between free and reserved without leaving the store. See Stock Movements & Transactions.

For batch-controlled goods, each lot carries its own batch number, production and expiry dates, and status. Stock is held both as an aggregate balance and as lot-level detail, and the lot-to-location history is append-only so you can always see where a batch is and what state it is in. This keeps traceability intact from receipt through issue. See Lot, Batch & Expiry (FEFO).

FEFO — First-Expiry-First-Out — excludes expired lots as a hard filter and consumes the nearest-expiry eligible lot first when material is issued. The expiry dashboard buckets available lots by window — previous, today, this week, this month, this quarter and beyond — so near-expiry stock is actioned before it is lost. Essential for pharma, food, chemical and dairy. See Lot, Batch & Expiry (FEFO).

A lot carries a status — available, hold/quarantine, damage or closed. Setting a lot to hold or quarantine removes it from availability so it can't be issued, without moving or reducing its quantity. That is how you fence off suspect stock pending inspection or a decision, while the quantity stays visible and traceable. See Lot, Batch & Expiry (FEFO).

Choose the count type — annual, quarterly or perpetual — pick the user and location, and select or scan each item or lot. The system shows the book (system) quantity, the operator enters the physically counted quantity, and the count is saved as a header with detail lines recording the variance for each item. See Stock Taking & Reconciliation.

No — and this is the key discipline. Physical stock taking records the variance between system and counted quantity only; it never changes stock by itself. You reconcile the counted variance by posting a stock adjustment (increase or decrease), which updates the balance and writes a ledger entry. Keeping count and adjustment separate protects the audit trail. See Stock Taking & Reconciliation.

Cycle counting spreads counts across the period instead of shutting the stores for one big annual count. A perpetual count checks a subset of items each day or week, often driven by ABC class so high-value A items are counted most often. It keeps accuracy high continuously and catches drift early, without disrupting operations. See Stock Taking & Reconciliation.

The stock ledger is the immutable, per-movement record behind every balance: for each item and store it shows opening balance, quantity in and out, running balance and closing, with the transaction type and reference for full traceability. Because every receipt, issue, transfer and adjustment writes a ledger row, you can always explain how a balance got to where it is. See Reports & Analytics.

ABC analysis sums value by item and classifies each into A, B or C by its share of cumulative value — a common split is A above 70 percent, B between 30 and 70 percent, and C below 30 percent. Because a few A items carry most of the value, the classification drives how often you cycle-count, how tightly you control reorder, and where purchasing attention goes. See Reports & Analytics.

The reporting suite covers item- and location-wise stock, valuation at cost or lot rate, stock aging, fast- and slow/non-moving analysis for de-stocking and write-down decisions, the reorder-level dashboard, the reconciliation sheet and the item-by-location cross-reference. Dhruv AI can add plain-English questions and clustering of non-moving stock and expiry risk on top. See Reports & Analytics.

Yes. Item and lot barcodes drive scan-based entry, physical counting and label printing, with support for 1D, 2D and QR codes. You can scan to receive, issue and count instead of typing codes, which cuts errors and speeds up the stores. Labels can be generated and printed on thermal printers. See Barcode, RFID & Automation.

Yes — Fast Inventory supports RFID and NFC tags and handheld and Bluetooth scanners for receiving, counting and issue. Heavy directed scanning across an entire warehouse — scanner-driven putaway and picking — is the emphasis of the Fast WMS superset; Fast Inventory covers scan-based accuracy on the desktop and handheld. See Barcode, RFID & Automation.

Yes. The stock ledger is append-only — postings aren't edited in place; a correction is a new posting, and a cancellation reverses the exact delta with its own document. Every write is logged with who did it and when, and access is role-based so each user sees only their screens. For full-traceability industries an optional blockchain ledger mode is available. See Barcode, RFID & Automation.