Inventory, Stock Tracking & Warehouse Guide

Your inventory is your money sitting on shelves. If you have too little stock, you lose sales to competitors; if you have too much, your cash is trapped in slow-moving or expiring goods.

MEGSTAT POS gives store owners and warehouse staff complete visibility over every single item in the store, from receiving boxes from suppliers to conducting fast barcode audits and transferring stock between branches.

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How Stock Updates Automatically

In MEGSTAT POS, stock is never simply overwritten. Instead, the system keeps an exact history of every single piece that moves in or out of your store:

Incoming Goods                           Outgoing Goods
• Supplier Purchases   (Stock Increases)  • Customer Sales       (Stock Decreases)
• Customer Returns     (Stock Increases)  • Supplier Returns     (Stock Decreases)
• Transfers In         (Stock Increases)  • Transfers Out        (Stock Decreases)
                                          • Damaged / Expired    (Stock Decreases)

Every single movement records:

• Date & Time
• Which Staff Member did it
• The Reason & Document Number (Invoice #, Purchase Bill #, or Audit ID)
• Cost Price and Selling Price

You can pull up the history of any item at any time to see exactly why your stock count changed.

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Conducting a Physical Stocktake (Stock Audit)

Do the counts on your computer match what is physically sitting on your shop shelves? Periodic physical audits catch shoplifting, cashier scanning mistakes, and misplacements early.

MEGSTAT POS makes stocktaking fast using your barcode scanner:

Step 1: Start Audit Session ──▶ Step 2: Scan Shelf Barcodes ──▶ Step 3: Review Variance ──▶ Step 4: 1-Click Reconcile
(Choose aisle or category)      (Count physical items)          (Expected vs Counted)       (Update stock to match)

Step 1: Start a Stocktake Session

1. Go to Inventory → Stock Audits.
2. Click Start New Audit.
3. Choose whether you want to audit the Whole Store or a specific Category / Aisle (e.g., Beverages or Biscuits).

Step 2: Scan Physical Products

1. Take a tablet, laptop, or wireless scanner to the shelf.
2. Scan the barcode of an item and type the quantity counted (e.g., 24 cans).
3. Continue scanning down the shelf.

Step 3: Review the Variance Report

Once scanning is done, the system compares what you counted against what the computer expected:

• Expected Stock: 30 units
• Physical Counted: 28 units
• Variance: -2 units (Difference in value: ₹240 loss)

Step 4: Approve & Reconcile

1. The store manager reviews the variance report.
2. Click Reconcile Stock.
3. The system automatically updates shelf counts to match reality, and writes the financial loss to your audit report.

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Moving Stock Between Store Branches (Stock Transfers)

If you operate multiple store branches or a central warehouse, moving goods between locations is safe and structured:

Main Warehouse ──(Dispatches 50 bags)──▶ IN TRANSIT ──(Driver Delivers)──▶ Branch 2 Receives
(Stock deducts immediately)               (Tracked in delivery)             (Verifies and accepts)

1. Request / Dispatch:
   Branch 2 requests 50 bags of sugar from the Warehouse. The Warehouse packs the goods and clicks Dispatch Transfer. The items are immediately deducted from the warehouse and placed in In-Transit status.
2. Transportation:
   The delivery vehicle carries the official Transfer Challan printed from the system.
3. Receipt & Verification at Destination:
   When the delivery arrives at Branch 2, the manager inspects the boxes, enters the received count, and clicks Receive Transfer.
4. If 2 bags were torn or missing during transit, the receiving branch records 48 Received, 2 Damaged, ensuring both locations have 100% accurate books.

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Returning Damaged or Expired Goods (Return to Vendor - RTV)

When a box of milk arrives spoiled or a shipment of shirts has defective zippers:

1. Go to Inventory → Vendor Returns (RTV).
2. Select the Supplier and choose the damaged items.
3. Enter the reason ("Broken seal / Expired").
4. Click Confirm Return.
5. The system removes the damaged goods from your stock and automatically generates a Debit Note against the vendor, deducting the cost from your next payment to them!

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Low-Stock Alerts & Smart Reordering

Never lose a sale because a popular product was out of stock!

• Set Reorder Levels: When creating a product, enter a Reorder Point (for example, alert me when Sunflower Oil 1L drops below 15 units).
• Low Stock Report: Go to Inventory → Reorder Suggestions. The system displays a clear shopping list of all items running low, along with the supplier name and suggested order quantity.
• 1-Click Purchase Order: Convert the low-stock list directly into a purchase order to email or WhatsApp to your supplier.

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Identifying "Dead Stock" (Liquidating Slow Movers)

Cash trapped in unsold stock is dead money.

MEGSTAT POS includes a built-in Dead Stock Report (Reports → Dead Stock):

• Displays items that haven't sold a single unit in the last 30, 60, or 90 days.
• Shows the total money trapped in those idle products.
• Helps you make smart business decisions: bundle slow-moving items with popular products, launch a "Flat 30% Off" weekend promotion, or return them to the supplier before they expire!