Asset sovereignty. Every serial number tracked.

Purchase orders flow through draft, approval, and receipt stages. Goods Received Notes (GRN) reconcile against the PO with discrepancy flagging. Aelita's Smart GRN scanner parses photographed supplier invoices and pre-fills the GRN, highlighting line-item mismatches. A three-way match holds purchase order, supplier invoice, and goods actually received against each other — so you never pay for more than you ordered, or more than physically arrived.

• PO workflow: draft, submit, approve or reject, partly received, received, cancelled
• Aelita Smart GRN with photographed-invoice OCR
• Three-way matching: PO vs invoice vs received, with variance warnings
• Approval is a right of its own: a submitted PO is approved, or sent back to draft with a reason, by someone who holds it

Multiple physical warehouses with bin-level location tracking. Vehicle stock for field crews; equipment carried on a truck is its own stock location with its own balance. Stock transfers between warehouses tracked with dispatch and receipt confirmation. Costing is moving average by default; where FIFO is selected in the settings, receipts become cost lots that issues consume oldest first.

• Bin-level location tracking per warehouse
• Vehicle stock as first-class warehouse
• Transfer dispatch + receipt confirmation
• Moving-average costing, or FIFO cost lots where selected

Inventory opens on a Store Board built for the storeman: a large item search first, then the work waiting for the store. A manager can be limited to the stores their team runs, and then works only in their own store.

• Item search by code or name as you type, showing what is on hand; typing or scanning an exact item code and pressing Enter opens that item at once
• A Needs attention strip appears only when something needs attention: open stock alerts and goods-receipt follow-ups that are pending or overdue
• Three large job buttons — vehicle keys (how many sets are out and how many are in the yard), receive a delivery (purchase orders waiting for stock) and issue stock — beside a queue of the newest requests from other teams; a button or the queue is drawn only when the signed-in person may open where it leads
• The board refreshes itself when what it shows changes, with no manual reload, and the search box is left alone so typing is never interrupted
• A manager limited to one store receives, issues, transfers to main or branch warehouses, posts adjustments, creates and submits purchase orders (approval stays with others), runs stock takes, cycle counts, picklists and putaway, and loads the store’s items and opening stock from CSV; their reports show stock on hand, movements and reorder quantities for their own stores only, with no prices
• Access is handed to the team through the org chart, so nobody is switched on person by person and leaving the team ends it; customer-side screens, supplier settings and purchase-order approval stay closed to them and do not appear in their menu
• Every Inventory screen shares one flat look that follows the light and dark theme and is sized for touch, so it works on a tablet at the shelf

Each serial-numbered device has its own lifecycle: received, reserved, dispatched, installed, recovered, returned. The same serial cannot be in two places at once. Lost devices show up immediately because their last-known location stays on the dispatch record until reconciled.

• Per-serial lifecycle states
• Last-known location preserved on dispatch
• Cross-vehicle and cross-warehouse search
• Serial collision detection on receipt

Staff can reserve equipment from a specific warehouse against a contract, work order, quote or sales order, by serial number for tracked devices; a reservation is refused when the stock is not available. It holds the stock until it is fulfilled, released or expires. Confirming a sales order reserves its lines, and cancelling or completing it releases them; by default a reservation is fulfilled when matching stock is issued.

• Reservations against a contract, work order, quote or sales order
• Released by hand, with a cancelled or completed sales order, or when the hold expires
• Fulfilled when matching stock is issued (default setting)
• Collection requests to recover equipment from a contract, raised by staff

Damaged or faulty equipment enters an RMA queue. The supplier's warranty terms are tracked per device; eligible items are routed for replacement claims. Each RMA has its own lifecycle (raised, shipped, replacement received, closed) so the warehouse always knows whether a missing item is "lost" or "with the supplier."

• Supplier warranty terms per device class
• RMA lifecycle states with audit trail
• Replacement device receipt linked to original RMA
• RMA list shows the supplier and filters by supplier

Cyclic stocktake schedules per warehouse with variance reporting. Low-stock alerts per device class with configurable thresholds. Supplier-side reconciliation: the items the supplier shows as shipped vs the items we received and confirmed.

• Cyclic stocktake with variance reports
• Configurable low-stock alerts per device class
• Supplier-side reconciliation flow
• End-of-month stock valuation by warehouse

Reorder suggestions are generated on demand: a manager presses Generate and each stocked item at or below its reorder level gets a suggestion with the current quantity, a suggested order quantity, and a priority; days of stock remaining appears once daily usage has been recorded. Accept one and a draft purchase order is raised automatically; reject it if a delivery is already inbound.

• Reorder suggestions ranked Critical / High / Normal
• “Days of stock remaining” per item and warehouse, once daily usage has been recorded
• One-click accept → auto-created purchase order
• Forecast methods for steady, weighted, and seasonal demand, worked out from recorded daily usage

Sell equipment to customers as a one-time hardware purchase — routers, mesh nodes, spare ONUs — without bending the recurring-billing model around it. A sales order moves from confirmed to picking to shipped, and at the picking stage the warehouse gets a guided picklist: what to pull, from which bin, in priority order, with serial numbers captured as each unit is picked.

• Sales order workflow: confirmed, picking, partial, shipped, completed
• Per-line quantities, pricing, discounts, and tax
• Guided picklists with Normal / High / Urgent priority
• Serial capture during picking for tracked devices

Group items that always move together. An assembly consumes its components when built and becomes a single stocked unit; a bundle keeps components separate but sells as one line. For consumables and materials where the lot matters — cable reels, items with certificates or expiry dates — batch tracking records manufacture and expiry dates, quality status, and the supplier’s batch reference, with days left and an expiring-in-30-days filter on the batch list.

• Assembly kits with build / un-build and full build history
• Bundle kits for grouped sales without consuming stock
• Batch / lot tracking with manufacture and expiry dates
• Quality status, days left and an expiring-in-30-days filter per batch

Every field technician carries their own virtual warehouse. Issuing stock to a crew is a handover the technician must confirm with two-factor verification before it counts as received — so a device is never “in the van” on trust alone. Going the other way, a collection request drives the retrieval of equipment from a customer at cancellation, upgrade, relocation, or fault, tracking the expected count against what actually came back.

• Per-agent virtual warehouse with live stock balance
• Two-factor receipt confirmation on every handover
• Collection requests linked to the contract being closed
• Expected-vs-collected counts with technician assignment

Capture supplier invoices manually or let the AI invoice scanner read a photo or PDF — it extracts supplier, invoice number, date, line items, and totals with a confidence score, then suggests the matching purchase order. Record payments against each invoice, link bank transactions to mark bills paid automatically, and batch-tag invoice lines to the right accounting expense type. It is far more than OCR: the whole bill-to-payment trail lives in one place.

• Manual entry or AI invoice scanner with confidence scoring
• Payment recording with running paid / remaining balance
• Bank-transaction matching to auto-mark invoices paid
• Batch-tag lines to expense types for clean accounting

After goods are received, a guided putaway queue tells warehouse staff exactly where to store each item, using the preferred bins you configure per item. A barcode scanner identifies whatever it reads — serial number, MAC, item code, and status — so a device is recognised in seconds. And labels print one at a time or in bulk, so every serial and item leaves the dock tagged.

• Guided putaway tasks with suggested bins per GRN
• Per-item bin preferences driving putaway suggestions
• Scan-to-identify for serials and items alike
• Single or bulk barcode-label printing

A manager who runs one store loads that store’s items and opening stock from a CSV file: the file is checked in full before anything is written, opening stock is booked once, and a file holds up to 300 rows. People who run every store can convert existing ERP products into trackable inventory items from the same import page.

• Items and opening stock for one store from a CSV file — no prices, and nothing is imported unless every row is correct
• Opening stock is booked once, so loading a file twice does not double the stock
• Existing ERP products can be converted into trackable inventory items

Four exportable reports the warehouse and finance teams pull on demand instead of building their own spreadsheet. Stock on Hand shows current quantities as they stand right now; Inventory Valuation prices that stock out for the balance sheet; Movement History gives a full audit trail of everything that moved in or out and when; the Reorder Report lists exactly what needs buying before it runs out. Every one of them filters by warehouse, so a site manager can pull their own numbers without wading through the whole network's.

• Stock on Hand, Inventory Valuation, Movement History, and Reorder — four standing, exportable reports
• Every report filterable by warehouse
• Ready to run on demand for finance and operations reviews, not built by hand each time

The module includes an approval engine: sign-off rules with a value threshold and one or more levels, approve, reject and escalate, a delegate while a manager is away, a history of every step, and a pending-approvals queue per manager. It is not connected to purchase orders, RMAs or sales orders, so nothing is routed to it; a purchase order is approved by the PO approval right alone.

• Sign-off levels with a value threshold
• Approve, reject, escalate, or delegate while away
• A history of every step taken
• A pending-approvals queue per manager