How Inventory works in GwizaSuite.
Four steps, one ledger — from the truck arriving at your warehouse to the valuation your accountant signs off.
Scan in a delivery with batches, expiry dates, and supplier reference. Cost captured at the batch level.
Every movement (sale, adjustment, transfer) writes to a ledger. You always know what’s on hand, where, and worth how much.
Expired or damaged stock goes through a clearance workflow with approval, reason code, and photo evidence.
Stock valuation, ageing, and expiry reports in two clicks. Exportable to CSV or PDF.
Everything Inventory does.
Every product tracked by batch ID, cost, and expiry date. FEFO suggestions when picking for sale.
Move stock between branches with a single transfer doc. Receiving branch confirms — no shrinkage in the gap.
Expired or damaged stock is proposed, reviewed, and approved. Photo, reason, and approver recorded.
Every correction carries a reason code and an audit trail. Manual tweaks can’t bypass the ledger.
Per-product minimum levels. Dashboard flags, email digest, and portal warnings when you dip below.
Configurable days-ahead window. Catch expiring SKUs 30, 60, or 90 days out and move them before they’re lost.
FIFO or weighted-average costing, set per product. Live valuation that reconciles to the general ledger every close.
Scan or type. Instant search across products, batches, and serial numbers — from any screen, any device.
The clearance workflow that keeps auditors happy.
In most tools, expired or damaged stock just … disappears. Someone deletes a row, or the count is quietly adjusted at month-end, and by the time an auditor asks what happened, nobody remembers. That’s exactly how an 800,000 RWF gap becomes a problem.
GwizaSuite’s clearance workflow is different. Expired or damaged stock can’t be deleted — it gets proposed by a storekeeper, reviewed by a manager, and approved by an owner. Every step captures the reason, a photo, and the value being written off. The ledger only moves after approval.
That means auditors don’t ask where the stock went — they see a frozen, tamper-evident paper trail of every clearance for the last seven years. RRA-ready, by default.
- Approval-gated writes — no ledger movement without sign-off
- Photo evidence required on every clearance request
- Reason codes fully customizable per branch
- Full audit trail retained 7 years, RRA-aligned
Connects to the rest of GwizaSuite.
No module is an island. Here’s how Inventory flows into and out of your other books.
When you issue an invoice → the matching stock deducts from the batch automatically.
When stock value changes → it flows to the balance sheet and cost-of-goods-sold in real time.
When a customer browses → they only see in-stock, cleared items — never phantom inventory.
Inventory FAQ.
Next up: once your stock is straight, let’s turn it into money. Quotes, invoices, credit notes, RRA-compliant VAT — and every sale automatically deducts from the right batch.
See SalesLess than the cost of one mistake.
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