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These are the basic steps to organize warehouse or store inventory and prevent missed stock movements. The guide is designed so non-technical users can start quickly.

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Key features

  • Create inventory records to visualize stock balance by item
  • Create locations to manage warehouses, stores, and shelves
  • Record stock in (purchases, returns, transfers)
  • Record stock out (shipments, internal use) and update balances automatically

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Daily flow

  1. Initial setup: Register items, locations, and opening stock via CSV or the UI.
  2. Record stock in: Log incoming inventory from purchasing or transfers and keep an audit trail.
  3. Record stock out and allocate: Record outgoing inventory for orders or internal use and allocate stock.
  4. Check variances: Note differences from stock counts and register adjustment transactions.

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Tips for stable operations

  • Assign owners per warehouse and register stock in/out on the same day.
  • Use templates for standard items to keep input fields consistent.
  • Review dashboards weekly or monthly and note the causes of any anomalies.

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Change inventory status (unit state)

In addition to stock movements, you can use Inventory Status to represent the “state” of a unit (for example, Reserved → Picked → Shipped).

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Option 1: Update manually

  1. Open the Inventory record you want to update.
  2. Change Inventory Status.
  3. Save.

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Option 2: Update automatically with Workflows

Use the workflow action Update Record → Inventory to update Inventory Status when a trigger record changes.
  • Trigger - Inventory: Use when the workflow trigger record is an Inventory.
  • Trigger - Order / Trigger - Case: Use when the workflow trigger record is an Order or Case. Sanka resolves the target inventories through line items → item → inventory.
If you use both actions in the same workflow:
  1. Create Inventory Transaction
  2. Update Record → Inventory
This order updates the same Inventory record(s) that were actually used for the stock movement.

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Rotation (when multiple inventories exist for the same item)

If multiple Inventory records exist for the same item, enable the “prefer inventories with stock (rotate)” option in Update Record → Inventory so it prioritizes an inventory that still has stock.