An ERP is only as trustworthy as its stock report. SaathiX ERP Inventory is designed for Indian retail realities — mixed-MRP boxes, expiry-dated pharma, IMEI-tracked electronics and loose-weight groceries — all in the same catalogue. This guide covers item creation, movement, valuation and the reports you'll actually use.
01Creating an item
Under Dashboard → Inventory → Items, click New. The minimum required fields are name, unit and HSN. Optional but recommended: sale rate, purchase rate, opening stock, GST slab, category and image. Enable 'Track batch' for expiry-dated goods, 'Track serial' for IMEI/serial goods, or 'Track by MRP' for goods sold at a fixed printed price.
02Units of measurement
Every item has one primary unit and up to three alternate units with conversion factors. Example: primary PCS, alternate BOX = 12 PCS, CTN = 6 BOX. You can bill in any unit; stock is always kept in the primary unit. This eliminates the classic 'sold in boxes but stock is in pieces' arithmetic errors.
03Godowns and multi-branch stock
Under Settings → Business → Branches, add each shop or warehouse. Every stock movement records which godown it came from and went to. The Stock report shows a live position per godown; you can transfer stock via Dashboard → Inventory → Transfers, which prints a delivery challan and updates both godowns in one transaction.
04Batch and expiry
For pharma, food, cosmetics and any goods with a shelf life, enable Track batch. Every purchase creates a batch with manufacture date, expiry, batch number and cost. Sales pick from FEFO (first-expiry-first-out) by default; the Expiry report under Reports → Inventory shows anything expiring in the next 30/60/90 days.
05Serial numbers
For mobiles, laptops and appliances, enable Track serial. Every serial (IMEI, MAC, S/N) is captured at purchase and matched at sale. The Serial Trace report tells you which invoice sold a given IMEI — invaluable for warranty and theft claims.
06Valuation methods
SaathiX ERP supports FIFO, Weighted Average and Manual (per-batch cost). Set the default under Settings → Business → Inventory Valuation. FIFO is the recommended choice for GST audit alignment; Weighted Average is easier for high-volume FMCG.
07Negative stock and warnings
By default, SaathiX ERP allows negative stock but warns you at billing time. Turn on 'Block negative stock' under Settings if you never want a bill to save without stock — recommended for pharma. Alerts for low stock (below reorder level) show up on the Dashboard home and can be sent as a daily WhatsApp digest to purchase managers.
08Cycle counts and adjustments
Under Inventory → Stock Adjustment, run a physical count and enter the counted quantity per item; SaathiX ERP generates the adjustment entry with a reason code (damage, theft, expiry, correction) that flows into the accounts as a Stock Loss or Gain journal.