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For each batch of items received, set an Expiry Date.

Access the \"Expiry Inventory\" report, which allows you to see items that expire on a certain date.

Note that you can apply the necessary filters, such as Branch, category...

To access your Expiration report:

Log in to your account
Select Report
Click Expiring inventory

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What is a Pricing Review

A pricing review helps the business respond when supplier cost changes may affect profit margins.

What can you do during a pricing review?

You can compare the margin impact before making a decision.
You can update the sell price, keep the current sell price while updating cost, or dismiss the review without price changes.

Steps for Pricing Reviews

Open the pricing review page for the specific order
Review the old cost, new supplier cost, current selling price, and margin impact.
Choose to update the selling price if margin needs to be protected.
Choose to keep the current selling price if the business accepts the margin change.
Choose to dismiss the review if no pricing action is required.
Save the decision so the pricing review is closed or recorded.

How do order, GRN, and Bill records work together?

The PO shows what was planned.

The GRN shows what actually arrived.

The Bill shows what the supplier invoiced.

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How to create Bills

A Bill is the supplier invoice record in the procurement workflow.

It captures what the supplier actually charged, which may be different from what was ordered or received.

Steps for Bills and Reconciliation

Open the specific order and go to the GRN details when the supplier invoice is received.
Enter the actual supplier invoice costs and quantities.
Compare the Bill against the PO and approved GRNs.
Check for differences between ordered, received, and invoiced quantities or costs.
Then you can complete any pricing review based on the cost differences.
Save the Bill for finance reconciliation and audit records.

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Receiving a purchase order through GRN

A GRN(Goods Receipt Note) records goods physically received against a Purchase Order. It captures the date received, receiver, and the received, damaged, or Won’t Fulfil quantity for each item.

How does receiving work on a Purchase Order?
Receiving is tracked through Goods Receipt Notes. The PO receiving status updates based on approved GRNs.
Can one PO be fulfilled across multiple deliveries? (This is partial receive)
Yes. A Purchase Order can be received across multiple GRNs until all quantities are received, damaged, or marked as Won’t Fulfil.
How does the system handle outstanding quantities?

\tWhen creating a new GRN, you’ll see only items that still have outstanding quantities.

Does a GRN update stock immediately?
Stock increases after the GRN is approved, and only the Received quantity affects inventory.
Can files be attached to a GRN?
Yes. Users can attach delivery notes, photos, receipts, or supporting files within the configured attachment limits.
Who can approve a GRN?
Only users with the “Approve GRN” permission can approve or reject a pending GRN.
What happens when a GRN is approved?
The GRN status changes to Approved. Inventory increases by the Received quantity only. Damaged and Won’t Fulfil quantities are recorded for visibility but do not increase

Steps for GRN Approval

Open the GRNs page from the linked Purchase Order.
Review the supplier, PO reference, receiver, delivery date, and item quantities.
Check the received, damaged, and Won’t Fulfil quantities for accuracy.
Review any attached delivery documents or evidence.
Approve the GRN if the details are correct.
Reject the GRN if the receiving details are incorrect or need to be recreated.
After approval, confirm that inventory and PO receiving status have updated correctly.

Does Immediate Purchase require GRN approval?

No separate approval step is needed because the user must already have the required approval permissions.

Where are Immediate Purchase files stored?

Files added before confirmation are saved against the auto-generated GRN and can be viewed from the PO

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Options:

• Cannot See Purchase Orders

Step 1:

Please confirm whether you are on the PRO plan.

Purchase orders are available to PRO plan and Enterprise users.

Step 2:

Please confirm which staff member is accessing it.

Access is based on permissions.

• Create Purchase Order

We have 2 ways of creating a purchase order:

To create an immediate order

Open the Immediate Purchase option.
Select the supplier, branch, and items being purchased.
Enter the purchased quantities and actual costs.
Attach receipts, delivery notes, or supporting files where needed.
Confirm the Immediate Purchase.
The system automatically creates the approved Purchase Order and approved GRN.
Confirm that stock has increased immediately for the received quantities.

To create a planned order

Select Planned Purchase Order on the Purchase Orders page.
Select the supplier and add the items, quantities, and agreed costs.
Save or submit the Purchase Order based on the approval flow.
When goods arrive, create a GRN against the Purchase Order instead of updating received quantities directly on the PO.
Submit the GRN for approval.
Review the PO receiving status after the GRN is approved.

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Track all inventory changes, including opening stock, closing stock, stock added, sold, transferred, or adjusted. This helps you monitor item quantities and identify the source of stock changes.

To access your stock movement report:

Log in to your dashboard
Select Report
Click Stock movement

You can search by item name and apply filters such as date, branch, and sell status to view specific stock movements.

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• Reconcile Stock

Log in to your dashboard
Under the Stock Management menu
Scroll to Stock Reconciliation
Click on the Reconcile Stock menu
Select the branch
Add a reconciliation note, which is optional
Select items to reconcile (by category, supplier, or search using name, SKU, or barcode)
Save as a draft if you want to continue or edit later
Click Submit Count once completed

• Physical Stock Different from System Stock

Physical stock is the actual quantity of items available in the warehouse or store when you physically count them, while System stock is the quantity recorded in your software or dashboard.

• Reconciliation Report:

To check the Stock Reconciliation history, kindly follow the steps below:
Log in to your dashboard
Go to Report
Scroll to Reconciliation Report

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The stock overview allows you to:

Forecast your inventory

• Forecast Inventory Needs

You can forecast inventory by checking your Stock Overview page, which will show you:

In Stock
Low stock
Out of stock
Also, you can determine the status of an item on the Stock Overview page:
Last received date
Last sold date

• Check Low Stock

You can check low stock in two ways:

1. From the All Items page

Go to the All Items page

Click on the item

Select Edit Item

Scroll to the Branches section

View the Low Stock details

2. From Stock Overview

Log in to your dashboard

Go to Stock Management

Click on Stock Overview

Select Low Stock Alert

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This helps track inventory in batches, showing detailed information for each batch such as stock received, remaining stock, and expiry dates.

To access Batch Management:

Log in to your dashboard
Go to Inventory
Scroll to Batch Management

You can search using Batch ID, External Batch ID, Item name, SKU, or Barcode, and filter by date and branch to quickly find specific batches.

You can also export batch management data for reporting.

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Creating a stock adjustment

Log in to your dashboard

Scroll to Stock Adjustment

Click Adjust Stock

Proceed to adjust the stock for the branch you intend to

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Options:

• Produce Items

Moniebook's Production feature allows you to create finished products from raw materials or ingredients while automatically updating your inventory.

For example, if you produce bread from flour, water, and yeast, Moniebook will deduct the ingredients used and increase the stock of the finished bread item.

To use Production:

1. Create your finished product

2. Add the ingredients/components required to make the item

3. Ensure **Track Stock** is enabled for both the ingredients and finished product.

4. Produce items either through:

Production and recipe page under stock management

Once production is completed, ingredient stock is reduced and the finished product stock is automatically increased.

This feature is ideal for bakeries, restaurants, juice bars, manufacturers, and other businesses that produce items before selling them.

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Options:

• Generate Barcode

To generate a barcode:

You can input the barcodes from your items, or the system generates a SKU(Stock Keeping Unit)

Print it out using label printing for items without barcodes.

Steps:

Log in to your dashboard

Select All Items page

Click More Actions at the top right corner

Click on Print Labels

Label format-Label size-Branch-Pricing group-Barcode source field(SKU)

Select (Add by category or Add by supplier or select any item)

Print Label

• Add Multiple Barcodes

You can now assign more than one barcode to a single item—making product handling faster and much more flexible at checkout.

What this means for you:

* Scan any barcode for the same product—no more manual searches

* Avoid creating duplicate items for different barcode variations

* Speed up checkout, especially in busy stores like supermarkets

* Keep your product catalog cleaner and easier to manage

How to use it:

Simply add all barcodes for an item, separated by commas.

Example:

234324234, 234234235, 234234234243, 54534534534

This works great for products that come in different packaging but share the same price and stock

• Print Labels

To print labels:

Log in to your dashboard
Scroll to the All Items menu
Click More Actions
Select Print Labels.

Under Label Printing, review and configure your label settings by selecting:

Label format
Label size
Branch
Pricing group
Barcode source field
Items (you can add items by category or supplier)

Once you have confirmed your selections, click Print Label.

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• Add an Item

Go to the Inventory tab on your dashboard.

Select All Items

Click Add item at the top right corner of your dashboard

Confirm the type of item you want to create(Standard, Variant, or Bundled items)

Select Get started

Fill in the Essentials: Enter the name, category, and selling price.

Set your Cost Price: This helps Moniebook calculate your actual profit!

You can decide to sell at different prices across the branches or turn off to sell in a particular Branch

Hit Save, and you’re ready to start selling.

• Add Products in Bulk

For bulk upload:

Get an Excel/CSV file/download our sample file on the dashboard

Enter your items and the necessary item details in the file columns

Use N for branches where the item is not available, and Y for branches where it is available.

Proceed to import to the dashboard, match the file to the right column, and upload.\"

• Export Inventory Data

To export all items in the inventory:

Navigate to the All Items page from the dashboard.
Click the More Actions button located at the top-right corner of the page.
Select Export from the dropdown menu.
The system will generate and download a file containing all inventory items to your device.

To export specific items:

Navigate to the All Items page.
Apply the necessary filters to display only the items you wish to export.
Click the More Actions button in the top-right corner of the page.
Select Export from the dropdown menu.
The system will export and download only the filtered items to your device.
• Delete Items

To delete items, please follow these steps:

1. Bulk select items by checking the box next to each item in the \"All Items\" section.

2. Choose to delete 10, 25, 50, or 100 rows per page.

3. Alternatively, you can select items one at a time.

• Help Clear Inventory

We may not be able to assist you with deleting your inventory.

To delete items, please follow these steps:

1. Bulk select items by checking the box next to each item in the \"All Items\" section.

2. Choose to delete 10, 25, 50, or 100 rows per page.

3. Alternatively, you can select items one at a time.

• Standard Items

A single item or service sold on its own.

Example: A bottle of water, a haircut, or a consultation session.

Each item has its own price, SKU, and inventory or usage tracking.

• Variant Items

An item or service that comes in multiple forms based on attributes like size, color, or duration.

Example: A T-shirt in different sizes (S, M, L), or a massage service with 30, 60, or 90-minute options.

Each variation is tracked separately with its own SKU and pricing.

• Bundled Items

A combination of items and/or services sold together as a package.

Example: A gift box with snacks and drinks, or a spa package that includes a massage and facial. The bundle has its own SKU and price, while components are tracked individually.

• BULK ACTIONS

• Bulk Upload Products/items

For bulk upload:

Get an Excel/CSV file/download our sample file on the dashboard

Enter your items and the necessary item details in the file columns

Use N for branches where the item is not available, and Y for branches where it is available.

Proceed to import to the dashboard, match the file to the right column, and upload

• Bulk Stock Tracking

To bulk toggle stock tracking:

Export the file/a new file

In the stock column

Enter the stocks(If no stock quantity for the item, enter zero

Reupload the file

Map the Stock Column to the stock while mapping it

Confirm the import

For manual toggling, select the item

Edit it

Toggle on stock tracking

• Bulk Sell on Register

\"To bulk toggle sell on register, follow the steps below:

Export your file

Create a new column

Name it Sell on register/Available on Register

Insert Y for the whole column

Import the file

Map the column to the Sell on register while mapping

Confirm Upload

For a manual toggle:

Edit each item and toggle on sell on register.\"

• Adjust Stock Quantity

You can adjust stock in multiple ways:

- Adjusting individual item stock, which can be achieved via the item page.

Log in to your dashboard:

Under Inventory

Select All Items

Select Add Items

Create any item(Standard, Variant, Bundle)

- Creating a purchase order

Log in to your dashboard

Scroll to Stock Management

Select Purchasing Order

Click New Order

Select either Planned or Immediate purchase

- Creating a stock adjustment

Log in to your dashboard

Scroll to Stock Adjustment

Click Adjust Stock

Proceed to adjust the stock for the branch you intend to

-Stock Transfer

Log in to your dashboard

Under Stock Management

Scroll to Stock Transfer

New Order

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To manage perishable items, you can set an expiration date for each received batch of an item. It can help you ensure proper stock rotation, and avoid selling expired items.

You can add an expiration date upon receiving a batch of items. But if you made a mistake, or perhaps forgot to add the expiration date, you can do so by going to Batch management and selecting Edit batch.

To view a report of all your perishable items, go to Expiry report in the Inventory side-menu.

Recording damages or losses

If your stock has exceeded the expiration date and you can’t sell them, you can adjust the stock with the reason as Damage or Loss.

Adjusting the stock with either of these reasons will automatically deduct stock from your batch with the oldest expiration date.

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Production helps you track and manage inventory for finished goods that are made from raw materials or ingredients. This is best for businesses that create products in batches, or need to monitor ingredient usage over time.

Setting up produced items

To set up produced items:

Start by either selecting an existing item, or creating a new item
Enable Track stock
From within item details, enable Production
Add all of the items that are used to create the final product
Make sure that each item has Track stock enabled

Adding produced items to your stock

Now that you have produced items in your inventory, it’s time to add them to your stock.

To adjust one produced item stock:

Select the item you want to produce
Select Adjust stock
Select Production as the reason for adjustment and specify the quantity you want to add
Select Update item at the top right-hand side to save your adjustment

To adjust the stock of several produced items as a time:

Select Stock adjustment from the left-hand side of your Moniebook account
Select Adjust stock
Select Production as the reason for adjustment
Add all of the items that you wish to produce and specify their respective quantities
You can add items one by one manually, or add many at a time by category or supplier

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The inventory valuation report helps you see all of your inventory’s value and profit potential in one place. You’ll find your report under Inventory on the left-hand side of your Moniebook account.

Your report is filterable by date, item category, or branch. It can also be exported into a CSV.

Keep in mind:

Only items marked with Track stock will appear on this list
To mark these items, go to Update item
Items with a negative stock are not included in the total inventory value
Items with a negative stock or variable price are not included in the total selling price or potential profit

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When pricing your items in Moniebook, it’s important to remember that:

Cost is what you pay to get the product
Price is what you charge your customers when selling the product

There are 3 types of pricing options:

Fixed price
Variable price
Price range

Fixed price

The item has a set price that is automatically filled in at the point of sale (POS). Cashiers cannot change this price.

Fixed prices are best for stores where prices are standardized, like supermarkets or pharmacies.

Variable price

The cashier will manually enter the price of the item for every sale. Variable pricing has no limits, giving full control to the cashier over the selling price.

Variable prices are best for business where haggling is a part of the sales process, like open market or tailoring services.

Price range

The cashier will manually enter the price, but only within a defined minimum and maximum range. This helps avoid mistakes or over-discounting while still allowing flexibility.

Price ranges are best for stores that allow negotiation but want to keep pricing under control, like furniture stores or electronics shops.

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Sometimes the items received at the destination branch may not match the stock transfer order. You can fix this either by cancelling and creating a new transfer, or by sending back the extra with another stock transfer.

To cancel and create a new stock transfer:

Log in to your Moniebook account
Select Transfer List on the left-hand side
Find the mistaken transfer and select Cancel Transfer
Select Confirm
Select New Transfer and create a new stock transfer with the correct item/quantities

Remember, canceling a transfer will reverse any In Transit stock quantities and revert the stock at the source branch to its original amount.

To send back the extra:

Mark the stock transfer as Received
Create a new stock transfer at the destination branch to send back the extra items/quantities

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Transferring stock can help you:

Move inventory between branches while maintaining accurate stock counts
Track the source and destination of transferred goods for auditing and accountability
Ensure receiving branches confirm receipt of goods, improving inventory accuracy
Avoid over-ordering by reallocating existing stock from overstocked branches

ℹ️ Only Administrators, Inventory Managers, or custom roles can create/manage stock transfers

To transfer stock from one branch to another:

Log in to your Moniebook account
Select Inventory on the left-hand side
Select Stock Transfer
Select New Order
Enter the information into the fields:
Source branch: where the stock is coming from
Destination branch: where the stock is going to
(Optional) Add an expected date: when you expect the stock to arrive to the destination branch
(Optional) Add a note or reference
Items to transfer: the stock you’re transferring
Select Submit

Once submitted, the stock will be deducted from the source branch and a pending transfer will show up at the destination branch. Once the stock has physically arrived at the destination branch, make sure to mark the pending transfer as Received.

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Stock Management

ARTICLES IN THIS SECTION

Expiring Inventory Report