Inventory Pro – Documentation

After installing and activating the module, you need to activate your license to unlock all features.

1. Go to Inventory → License Settings (visible to admins only)
2. Enter your License Key for this module (from your order confirmation email)
3. Enter the domain where Perfex CRM is installed (e.g., yourdomain.com)
4. Click Activate License
5. You should see a green confirmation message

The Dashboard is your central overview when opening the Inventory module. It shows real-time statistics and alerts at a glance.

• Total Stock Value – Combined value across all warehouses (based on FIFO/FEFO/Average valuation)
• Items in Inventory – Number of distinct items tracked
• Warehouse Count – Active warehouses
• Low Stock Alerts – Items below their minimum stock level

• Low Stock Items – Table of items below their min_stock threshold, with current quantity and warehouse
• Expiring Soon – Items with expiry dates within the configured warning period (default: 30 days)
• Recent Movements – Last 10 stock movements (receipts, deliveries, transfers, adjustments)

Beyond the basics, each warehouse offers detailed configuration options for contacts, notifications, and file attachments.

Each warehouse supports multiple contacts with different roles:

• Name, Email, Phone – Contact details
• Position – Manager, Supervisor, Warehouse Clerk, etc.
• Primary Contact – Mark one contact as the main point of contact

Add contacts via the Contacts tab on the warehouse detail page.

Get notified automatically when stock arrives or ships from a warehouse.

Attach documents to warehouses for reference:

• Floor plans and layout diagrams
• Safety certifications
• Operating procedures
• Insurance documents

Upload via the Files tab on the warehouse detail page.

Each item in Perfex CRM can have individual inventory tracking settings. Access these via Sales → Items → Edit Item → Inventory Pro tab.

• Min Stock Level – Triggers low stock alert when quantity drops below this value
• Max Stock Level – Informational capacity limit
• Reorder Point – Suggested quantity at which to reorder

• Requires Expiry Date – Make expiry date mandatory on goods receipts
• Shelf Life (Days) – Auto-calculate expiry date from receipt date

For fast day-to-day operations, Inventory Pro offers two streamlined entry modes accessible directly from the sidebar menu.

A simplified form for recording incoming stock:

1. Go to Inventory → Quick Receipt
2. Select the warehouse
3. Add items with quantities, lot/serial numbers, and costs
4. Click Save & Confirm to immediately book the stock

Create reusable presets for recurring receipts (e.g., weekly supplier deliveries):

1. Go to Inventory → Quick Entry
2. Click Manage Presets to create a new preset
3. Define items, default quantities, warehouse, and supplier
4. Next time: select the preset, adjust quantities if needed, and confirm

The Stock Overview provides a comprehensive, filterable view of all stock across your warehouses.

• Warehouse – Filter by specific warehouse
• Item – Search by item name or SKU (autocomplete)
• Stock Status – In Stock, Low Stock, Out of Stock, Expired, Expiring Soon
• Lot/Serial Number – Search by specific lot or serial number

From the stock overview, you can directly:

• Create Receipt – Pre-populated with item and warehouse
• Create Delivery – Pre-populated with item and warehouse
• Create Adjustment – Correct the stock level

Every stock change is recorded as a movement, creating a complete audit trail. Access via Inventory → Movement History.

• Quantity Before / After – Stock level before and after the movement
• Document Reference – Link to the source document (receipt, delivery, transfer, etc.)
• Staff Member – Who created the movement
• Timestamp – Exact date and time
• Lot / Serial – Batch or serial number involved

• Movement type (multi-select)
• Date range
• Warehouse
• Item

Reservations prevent overselling by holding stock for pending orders or deliveries.

1. When a delivery note is created in Draft status, the required stock is reserved
2. Reserved stock is excluded from the “Available” quantity (Available = Total − Reserved)
3. When the delivery is confirmed, the reservation is consumed and stock is deducted
4. When the delivery is cancelled, the reservation is released

Reservations can have an expiry time. If a draft delivery is not confirmed before the reservation expires, the stock becomes available again. This prevents indefinite blocking of stock.

Manage your shipping carriers and freight companies. Access via Inventory → Carriers.

• Code – Short code (e.g., “DHL”, “FDX”, “UPS”)
• Company Name – Full name
• Contact Details – Address, email, phone, website
• Status – Active / Inactive
• Notes – Internal notes

Attach documents to carriers that can be automatically included in delivery and transfer PDFs:

• Shipping label templates
• Tracking sheets
• Standard operating procedures

Mark a document as “Attach to PDF” to automatically merge it when generating delivery or transfer documents.

When creating a delivery note, transfer, or goods receipt, you can select a carrier from the dropdown. The carrier’s tracking number field will appear for shipment tracking.

Assign a default warehouse per client to streamline delivery note creation.

1. Go to Customers → [Client Name]
2. Click the Inventory Pro tab (after Billing/Shipping)
3. Select a Default Warehouse from the dropdown
4. Click Save

When creating a delivery note for this client, the selected warehouse will be pre-selected automatically.

Inventory Pro integrates deeply with Perfex CRM invoices to automatically create delivery notes when invoices are generated.

1. Create an invoice with items that are linked to inventory items
2. Select the warehouse per invoice line (or use the client’s default warehouse)
3. When the invoice is created, Inventory Pro automatically generates delivery notes
4. If multiple warehouses are selected, one delivery note per warehouse is created
5. Optionally: delivery notes are auto-confirmed (configurable in Settings)

On the invoice form, each line item shows a warehouse selector. This allows you to fulfill different items from different warehouses in a single invoice.

1. Per-line warehouse selection (if set)
2. Client’s default warehouse (if configured in Client Settings)
3. System default warehouse (from module Settings)

When an invoice is cancelled, related delivery notes are automatically cancelled and stock is reversed.

Inventory Pro sends three types of email notifications, all configurable via Setup → Email Templates → Inventory Pro.

• Trigger: Delivery note confirmed
• Recipients: Warehouse contacts (based on notification settings)
• Content: Delivery number, date, items, customer, shipping address

• Trigger: Goods receipt confirmed
• Recipients: Warehouse contacts (based on notification settings)
• Content: Receipt number, date, items, supplier, quantities

• Trigger: Daily cron job at configured hour
• Recipients: Warehouse staff → Default email → All admins (fallback chain)
• Content: Table of items below minimum stock level, grouped by warehouse

Available in all templates:

• {invpro_delivery_number}, {invpro_receipt_number} – Document number
• {invpro_warehouse_name}, {invpro_warehouse_code} – Warehouse info
• {invpro_delivery_items}, {invpro_receipt_items} – HTML item table
• {invpro_customer_name}, {invpro_supplier_company} – Contact info
• {invpro_low_stock_items}, {invpro_low_stock_count} – Low stock data

Configure the format and appearance of PDF documents generated by Inventory Pro.

• Goods Receipt PDF – Receipt details with items, lot/serial numbers, costs
• Delivery Note PDF – Delivery details with items, shipping info, optional signature field
• Transfer PDF – Transfer details with from/to warehouses, carrier info
• Adjustment PDF – Adjustment details with reason codes, before/after quantities
• Warehouse Dossier – Complete warehouse report with contacts, stock summary

Delivery note PDFs can automatically merge attached documents:

• Image attachments (JPG, PNG, GIF) are added as new pages
• PDF attachments are imported and appended (preserving original layout via FPDI)
• Only attachments marked “Attach to PDF” are included
• Carrier documents marked for attachment are also merged

Delivery notes and transfers can include signature fields at the bottom of the PDF (configurable in Settings). Options:

• Hide Signatures – Remove signature fields from PDFs
• Hide Shipping Label – Remove the shipping label section from delivery PDFs

Global attachments are reusable documents that can be automatically included with specific document types.

Global attachments can be configured per document type:

• Delivery note attachments (e.g., packing slips, terms & conditions)
• Receipt attachments (e.g., receiving checklists)
• Transfer attachments (e.g., chain of custody forms)
• Adjustment attachments (e.g., audit forms)

1. Go to Inventory → Settings → Attachments
2. Select the document type tab (Delivery, Receipt, Transfer, Adjustment)
3. Upload files and configure options

When using Purchase Pro, you can assign a default warehouse to each supplier. This means goods receipts from that supplier automatically pre-select the correct warehouse.

1. Go to Purchase Pro → Suppliers → [Supplier Name]
2. In the Inventory Pro section, select a Default Warehouse
3. When creating a goods receipt from a purchase order, the warehouse is pre-filled