Inventory
XBuddy Inventory is the single source of truth for everything you physically stock. It tracks on-hand quantity across warehouses, receives goods from suppliers, moves and counts stock, and runs the full outbound fulfillment flow — pick, pack, dispatch, transit — right through to delivery. Every stock movement values inventory correctly and posts COGS and stock valuation to Accounting.
Who uses it: warehouse and inventory managers keeping stock accurate, receiving clerks processing goods receipts, fulfillment staff picking and packing orders, and procurement/logistics owners planning replenishment. Inventory sits between Procurement (what comes in) and Sales (what goes out), and feeds Accounting the numbers that matter.
Unit of Measure (UOM) conversion runs where it matters: at buy (Goods Receipt) and at sell (Goods Issue). Once stock is on hand it is always held in the item’s base unit, so internal moves (transfers, adjustments, stocktakes) are base-unit and need no conversion.
Key Features
- Item master with SKU, category, UOM, and costing method (FIFO, AVCO, or standard)
- Lot/batch and serial-number tracking with expiry management
- Multi-warehouse and multi-location on-hand visibility
- Reorder points and stock requests for automatic replenishment
- Goods Receipt (GRN) with UOM conversion from purchase orders
- Stock transfers between warehouses and inventory adjustments
- Stocktaking / cycle counting to reconcile physical vs. system
- Full outbound flow: pick → pack → dispatch → transit → history
- Three-way matching between PO, goods receipt, and supplier bill
- Automatic COGS and stock valuation postings to Accounting
Important features
Full feature reference
| Nav item | What it does |
|---|---|
| Overview | Inventory dashboard with stock value, low-stock alerts, movement volume, and warehouse KPIs. |
| Items | Master catalog of stock-tracked products: SKU, UOM, costing method, lot/serial flags, and per-warehouse on-hand. |
| Warehouses | Warehouse and location/bin setup; the physical structure that on-hand quantity is tracked against. |
| Reorder | Reorder-point management showing which items are at or below their replenishment threshold. |
| Inventory Requests | Internal requests for stock replenishment that can cascade into a purchase order. |
| Transfers | Stock movements between warehouses/locations, operating in the base unit. |
| Adjustments | Manual increases/decreases to on-hand for damage, loss, or count corrections, with a reason and journal posting. |
| Stocktaking | Physical count / cycle-count workspace to reconcile counted quantities against system on-hand. |
| GRN | Goods Receipt Notes recording supplier deliveries, applying UOM conversion and valuing incoming stock. |
| Returns | Customer and vendor returns that put stock back or send it out, reversing the original movement. |
| Goods Issue | Outbound stock consumption (delivery/sale), where UOM conversion to base unit and COGS posting occur. |
| Outbound Picking | Pick-list generation and picking of items for outbound orders. |
| Outbound Packing | Packing of picked items into packages ready for dispatch. |
| Outbound Dispatch | Hand-off of packed shipments to a carrier. |
| Outbound Transit | In-transit tracking of dispatched shipments until delivery. |
| Outbound History | Archive of completed outbound shipments for audit and lookup. |
| Lots | Batch/lot register with remaining quantity and expiry tracking. |
| Serials | Serial-number register with per-unit movement history for full traceability. |
| 3-Way Matching | Reconciliation of purchase order, goods receipt, and supplier bill to validate quantities and prices. |
| Suppliers | Supplier records relevant to receiving and replenishment. |
| Reports | Inventory reporting: stock valuation, aging, movement, turnover, and shortage reports with CSV export. |
| AI Hub | Run inventory AI assistants (Inventory Planner, Procurement Assistant, Logistics Coordinator) and review suggestions. |
| Workflows | Automation for inventory events — low-stock alerts, auto-reorder, or transfer approvals. |
| Settings | Configure costing method defaults, UOM, warehouses, permissions/data scope, and inventory master data. |
Integration points
| Connects to | How the data flows |
|---|---|
| Procurement | Purchase orders are received as Goods Receipts (GRN); received stock increases on-hand and drives three-way matching. |
| Sales | Confirmed sales orders trigger goods issue and the outbound pick→pack→dispatch flow to fulfill the delivery. |
| Accounting | Every receipt, issue, transfer, and adjustment posts stock valuation and COGS to the general ledger. |
| Manufacturing | Raw materials are consumed from stock for work orders (in base units) and finished goods are received back into inventory. |
Related AI agents
| Agent | What it does |
|---|---|
| Inventory Planner | Watches stock levels and reorder points, forecasts demand, and proposes what to replenish and when. |
| Procurement Assistant | Turns replenishment needs into purchase orders, checks supplier terms, and flags receiving mismatches. |
| Logistics Coordinator | Optimizes the outbound flow and shipment routing, surfacing delays and dispatch priorities. |
In this guide
Items masterWarehouses & multi-locationReorder & stock requestsGoods Receipt (GRN) with UOM conversionStock transfers & adjustmentsStock adjustmentsStocktakingGoods issue & returnsCosting & valuationThree-way matchingOperations & repairOutbound fulfillment flowLots, serials & expiryWorkflows & examplesLimits, troubleshooting & FAQ