🧱 Step 1: Setup Prerequisites
Before using the Inventory Module, make sure the following are configured:
✅ 1. Create Inventory Locations (Must be Done First)
Inventory items must be assigned to one or more inventory locations in ProcureDesk. Without this step, you won't be able to configure or use inventory functionality.
To create locations:
Go to: Admin → General Settings → Configuration → Inventory Locations
Click "Add Location"
Use a structured name format if managing complex hierarchies
(e.g.West Coast | LA Shipyard | WH-1 | Bin-12)You can create unlimited locations
📌 Locations are required for tracking on-hand inventory, releases, returns, and transfers.
✅ 2. Add Inventory Items
After creating locations:
Navigate to: Purchase → Catalog → Add Item
Choose “Inventory Item” under item type
Assign one inventory location to the item
🔁 You can also import items in bulk using a spreadsheet. Download the template from the Import option in the inventory screen.
✅ 3. Upload On-Hand Quantities
Once inventory items are created, you can set their starting stock:
Go to: Inventory → Import On-Hand
Download the spreadsheet template
Populate available quantities per item and per location
Re-upload the sheet
📦 Step 2: Managing Inventory
🧾 Inventory Dashboard
Access via: Inventory → View All
View all inventory items, their on-hand quantity, average cost, and total value
Set reorder points to receive alerts when stock is low
View the status of all inventory orders, releases, returns, and transfers
📥 Ordering from Inventory
ProcureDesk allows internal requests for items from inventory:
Go to: Create Order → Standard PO
Select your Inventory Catalog
Choose items and use “Order from Inventory” (only if on-hand > 0)
The order is routed to a designated buyer or inventory manager
That person can review and release items to the requester
✅ Same PO process as standard ordering—just selecting from an internal inventory catalog.
📤 Releasing Items from Inventory
Access: Inventory → Orders
Find the request → Click "Create Release"
Choose recipient, location, and quantity
Upon submission, on-hand quantity is reduced accordingly
🔁 You can also release items without a prior request via direct release from the inventory view.
🔁 Returning Inventory
Navigate to: Inventory → Returns
Log returned quantities for any previously released item
Stock levels will be updated automatically
🔄 Transferring Inventory Between Locations
Go to: Inventory → Transfer
Move stock between locations (no release required)
Track internal inventory movements across warehouses or bins
📊 Inventory Reports & Valuation
Access: Inventory → Reports
View:
On-hand by item & location
Average cost per item
Total inventory valuation
Exportable to Excel for reporting and audit