Inventory Management
Sophisticated multi-layer inventory tracking that mirrors real coffee trading operations. Track coffee through expected, physical, and quality-approved states with precision.
Multi-Layer Stock System
Track inventory through three distinct states, enabling sell-before-arrival and ensuring quality control before sales.
- Expected Inventory - coffee on order or in transit (sell before arrival capability)
- Physical Inventory - actually received coffee in warehouses
- Quality-Approved Inventory - coffee cleared for sale after QC inspection
- Real-time stock calculations (current, reserved, available)
- Automatic recalculation on all movements
- Multi-warehouse support with unlimited locations per office
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Lot Management
Track individual coffee lots from receipt to sale with comprehensive details and complete lifecycle visibility.
- SKU generation and management with origin traceability
- Farm, producer, variety, and process tracking
- Package types and bag sizes with pricing per kg and per bag
- Quality scores and cupping notes
- Status transitions (expected → physical → quality_approved → depleted)
- Lot aging analysis and FIFO compliance monitoring
- Complete movement history (kardex) with transaction-level detail
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Warehouse Transfers
Efficiently move inventory between warehouse locations with a robust two-phase transfer system.
- Phase 1 (Scheduled): Block source inventory, create expected destination inventory
- Phase 2 (Delivered): Complete physical movement via delivery order
- Multi-item transfers - transfer multiple lots in one operation
- Include active reservations with inventory transfers
- Automatic reservation splitting and reallocation
- Unique transfer references (TR-2024-0001) with complete audit trail
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Write-Offs & Adjustments
Handle inventory losses, damage, and corrections with comprehensive documentation and automatic reservation management.
- Categorized write-offs (damage, spoilage, loss, quality issues, contamination)
- Photo evidence attachment support for documentation
- Cost impact calculation and tracking
- FIFO-based reservation reduction when write-offs affect reserved stock
- Automatic client notification of affected orders
- Category-based analytics and monthly/quarterly loss reports
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Quality Control System
Ensure only approved coffee reaches your customers with systematic quality inspections and approval workflows.
- Record quality inspections with detailed notes and scoring
- Quality scoring and cupping profiles with photo documentation
- Full lot approval, partial approval, or rejection workflows
- Automatic inventory status updates on approval/rejection
- Inspector assignment and certification tracking
- Pending quality control dashboard with approval rates by supplier
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Key Business Benefits
Transform your operations and drive measurable business results
- Eliminate manual inventory tracking
- Real-time stock visibility across all locations
- Automated stock calculations and alerts
- Streamlined warehouse operations
- Reduce write-offs through better monitoring
- Optimize inventory levels and minimize losses
- FIFO compliance for accurate cost tracking
- Better inventory valuation and reporting
- Complete inventory traceability
- Quality control before sales
- Low stock and critical stock alerts
- Audit trail for all movements
- Accurate inventory availability
- Quality assurance on every sale
- Sell-before-arrival capability
- Transparent stock status