How can inventory or stocks are managed across multiple warehouses?
1. Overview
The CADDAYN application provides a structured way to manage inventory across multiple shops and warehouses. It helps businesses maintain accurate records of:
Products purchased from suppliers
Stock received and updated after purchases
Purchase returns to suppliers
Stock transfers between warehouses
Product batches and expiry dates
Purchase payments and pending amounts
Buying price, selling price, tax, and profit
These features help ensure that stock availability and product movements are properly recorded across all branches.
2. Purchase and Stock Management
2.1 Purpose
When a product is purchased from a supplier, the purchase must be recorded in the CADDAYN application. Once the purchase entry is saved, the purchased quantity is added to the stock of the selected branch or warehouse.
This allows the business to maintain an accurate record of both the purchase and available inventory.
2.2 Creating a Purchase Entry
To create a purchase entry:
Go to the Purchase section.
Select Create Purchase Entry.
Enter the required purchase details.
Add the purchased item and its quantity.
Enter the buying price, tax, batch, manufacturing date, expiry date, and selling price.
Set the required profit.
Verify the purchase and payment details.
Save the purchase entry.
Once the purchase entry is successfully created, the stock is updated automatically.
2.3 Purchase Details
The purchase entry may contain the following information:
Field | Description |
|---|---|
Bill Number | Supplier's purchase bill number |
Supplier | Supplier from whom the product was purchased |
Branch | Branch or warehouse receiving the stock |
Item | Purchased product |
Total Landing Cost | Additional costs associated with purchasing the product |
Bill Amount | Total amount mentioned on the purchase bill |
Date of Purchase | Date on which the purchase was made |
Payment Method | Method used to make the payment |
Amount | Amount paid |
Quantity | Quantity of product purchased |
Buying Price | Purchase price of the product |
Tax | Applicable tax |
Batch | Product batch number |
MFG Date | Manufacturing date |
Expiry Date | Product expiry date |
Selling Price | Price at which the product will be sold |
Profit | Profit amount or margin set for the product |
2.4 Total Landing Cost
Total Landing Cost refers to additional expenses incurred to bring the purchased product to the business.
Examples include:
Courier charges
Vehicle or transportation charges
Other applicable purchasing or delivery expenses
These additional costs are considered along with the purchase cost when managing the actual cost of the product.
2.5 Uploading the Purchase Bill
The Upload PDF/PNG option allows the user to upload a digital copy of the supplier's purchase bill.
This provides supporting documentation and proof of the purchase transaction.
3. Payment Splits
3.1 Purpose
Payment splits are used when the full purchase amount is not paid at once.
For example, if a purchase amount is ₹100,000 and the customer pays ₹50,000 immediately, the remaining ₹50,000 can be recorded as pending.
This allows the application to maintain an accurate record of both the paid and outstanding amounts.
3.2 Available Payment Methods
The available payment methods may include:
Cash
Credit Card
Debit Card
UPI
Pending
Cheque Book
Bank Account
The user can select the appropriate payment method while recording the purchase.
3.3 Payment Split Scenario
Scenario: Partial Payment to Supplier
A business purchases products worth ₹100,000 from a supplier.
Total purchase amount: ₹100,000
Amount paid in cash: ₹50,000
Remaining amount: ₹50,000
Remaining amount status: Pending
The purchase can be recorded using payment splits so that the application reflects the amount already paid and the outstanding amount.
4. Product and Profit Details
4.1 Entering Product Details
When adding an item to a purchase entry, the user enters:
Quantity
Buying Price
Tax
Batch
Manufacturing Date
Expiry Date
Selling Price
Profit
The selling price is recorded based on the purchase and profit details entered by the user.
4.2 Profit Requirement
A purchase entry is created only when a profit is set for the purchased item.
The user can review the buying price, selling price, tax, and profit before saving the purchase entry.
4.3 Purchase Calculation Scenario
Scenario: Purchasing a Product for Resale
A shop purchases a product from a supplier.
Quantity: 100 units
Buying price: ₹100 per unit
Tax: Applicable tax
Batch: BATCH-001
MFG Date: 01/08/2026
Expiry Date: 31/07/2028
Profit: Set by the user
Selling Price: Automatically recorded based on the entered details
After verifying the information, the user saves the purchase entry. The purchased quantity is then added to the selected warehouse or branch stock.
5. Purchase Return
5.1 Purpose
If a purchased product needs to be returned to the supplier, the transaction can be recorded using the Purchase Return feature.
This ensures that the returned quantity is properly recorded and the corresponding stock is reduced.
5.2 Creating a Purchase Return
To create a purchase return:
Go to the Purchase Return section.
Select Create.
Enter the Bill Number.
Select the corresponding purchase.
Select the item being returned.
Verify the purchase and product details.
Enter or verify the return quantity and reason.
Select Proceed to Return.
After the return is completed, the stock is updated accordingly.
5.3 Purchase Return Details
Before proceeding with the return, verify:
Purchase Code
Item Name
Batch
Quantity
Return Reason
Unit Price
Total Price
5.4 Purchase Return Scenario
Scenario: Damaged Product Returned to Supplier
A shop purchases 100 units of a product from a supplier. After receiving the products, 10 units are found to be damaged.
The user can:
Open Purchase Return.
Select the original purchase using the bill number.
Select the damaged product.
Select the relevant batch.
Enter the return quantity as 10 units.
Select the appropriate return reason.
Verify the unit and total price.
Select Proceed to Return.
The returned 10 units are then removed from the available stock and the purchase return is recorded.
6. Stock Transfer Between Warehouses
6.1 Purpose
When a product is unavailable or has insufficient stock at one shop, stock can be transferred from another warehouse or branch.
This is useful for businesses operating multiple shops or warehouses.
6.2 Creating a Stock Transfer
To transfer stock:
Go to the Stock Transfer section.
Select new transfer
Select the From Warehouse.
Select the To Warehouse.
Select the required Item.
Enter the required stock transfer details.
Save the stock transfer.
The transfer records the movement of stock from one warehouse to another.
6.3 Stock Transfer Scenario
Scenario: Product Out of Stock at One Shop
A business has two shops:
Shop A: Product is out of stock
Shop B: Product is available in sufficient quantity
Shop A requires additional stock to continue sales.
The user can:
Open Stock Transfer.
Select Shop B as the From Warehouse.
Select Shop A as the To Warehouse.
Select the required product.
Enter the quantity to be transferred.
Save the stock transfer.
The stock movement is recorded between the two locations, helping maintain accurate inventory at both shops.
7. Complete Inventory Management Scenarios
Scenario 1: New Stock Purchase
A supplier delivers 200 units of a product to Shop A.
The user creates a purchase entry with the supplier, bill number, quantity, buying price, tax, batch, manufacturing date, expiry date, selling price, and profit.
After saving the purchase:
Supplier → Purchase Entry → Shop A Warehouse → Stock Increased
Scenario 2: Purchase with Partial Payment
A business purchases products worth ₹100,000.
The business pays ₹60,000 through UPI and leaves ₹40,000 pending.
The payment can be recorded using payment splits:
Purchase Amount: ₹100,000
Paid: ₹60,000
Pending: ₹40,000
This allows the business to track both the completed and outstanding payment.
Scenario 3: Product Returned to Supplier
A business receives 50 units of a product, but 5 units are damaged.
The damaged products are returned to the supplier.
The user records the transaction through Purchase Return:
Purchased Stock: 50 units
Returned Stock: 5 units
Remaining Stock: 45 units
The return transaction is recorded against the original purchase.
Scenario 4: Transfer Between Shops
Shop A has no stock of a particular product, while Shop B has sufficient stock.
The business transfers 20 units from Shop B to Shop A.
The transfer is recorded as:
Shop B → 20 Units → Shop A
The stock movement is maintained in the application so that the inventory at both locations remains accurate.