Procurement & inventory: complete guide

How the item catalogue is structured

Items are organised the same way as accounts, so stock reports summarise and drill down cleanly.

• Item Main Head — broad groups such as raw material, consumables, services, fixed assets.
• Item Sub Head — categories within a group.
• Item Control Head — the working category an item sits in.
• Item Opening — the individual item, with its code, description and unit.

Creating items

1. 1Set up your units of measure first.
2. 2Create item main heads, then sub heads, then control heads.
3. 3Open Procurement & Inventory → Definition → Item Opening and add each item.
4. 4Give the item a code, a clear description, its unit and its nature — consumable, service or asset.

Receiving goods

Stock enters in two ways. A purchase invoice adds stock and records the payable at the same time. A good receipt records goods physically received — useful when goods arrive before the invoice.

1. 1Go to Procurement & Inventory → Transactions → Good Receipt and choose Add.
2. 2Enter the date, supplier and reference documents.
3. 3Add each item with quantity, unit, rate and the location it is stored in.
4. 4Save. Stock at that location increases immediately.

Issuing stock

A store issuance moves material out of the store to the department that will use it. This is what turns stock into cost.

1. 1Go to Procurement & Inventory → Transactions → Store Issuance and choose Add.
2. 2Enter the date and the receiving department.
3. 3Add each item and the quantity issued.
4. 4Save. Stock reduces and the cost is charged to that department.

How FIFO costing works

Every receipt creates a cost layer: a quantity at the price you actually paid. When you issue or sell, Eywa ERP consumes the oldest layer first — first in, first out.

If you bought 100 kg at 450 and later 100 kg at 480, issuing 150 kg costs 100 at 450 plus 50 at 480. Your cost of goods reflects real purchases, not an average guess, so margins and stock value are accurate.

Locations and departments

• Location answers "where is it?" — which store or warehouse holds the stock.
• Department answers "who used it?" — which part of the business consumed it.
• Every issuance records both, so you can report stock by site and consumption by department.

Stock reports

• Store Item Stock — what is available now, by item and location.
• Item Ledger — every movement of one item, in and out, with balances.
• Store Issuance Summary and Detail — what went out, to which department.
• Good Receipt Summary and Detail — what came in, from whom.
• Location Stock-Take — a counting sheet for physical stock checks.
• Chart of Items — your full catalogue.

Physical stock counts

1. 1Print Location Stock-Take for the location being counted.
2. 2Count the physical stock and write the counted quantity beside each item.
3. 3Compare against the system quantity and investigate differences.
4. 4Record an adjustment for genuine differences, with a note explaining why.

Assets

Items bought to keep rather than consume — machinery, vehicles, computers, furniture — belong in the Asset Register. Each asset records its cost and location, and movements between locations are logged.