Key points
- Stock changes instantly with every transaction.
- Every counter, branch and the owner’s phone see the same number.
- It depends on every movement being recorded.
- Physical counts are still needed to catch damage, theft and mistakes.
- Cloud ERP shares live stock across locations; desktop ERP shares it on a local network.
What updates stock
| Event | Effect on stock |
|---|---|
| Sale | Down |
| Sales return | Up |
| Purchase | Up |
| Purchase return | Down |
| Transfer out / in | Down at one location, up at another |
| Production | Raw material down, finished goods up |
| Damage or write-off | Down, with a reason |
| Stock count adjustment | Corrected to the counted figure |
Why it matters
- Staff can tell a customer at once whether something is in stock.
- Salesmen don’t book orders for goods you don’t have.
- Reorder lists are based on the real position, not yesterday’s.
- The owner sees the same picture as the shop, from anywhere.
What it doesn’t do on its own
Real-time tracking is only as good as the entries. If a sale isn’t billed or a delivery isn’t entered, the system is wrong in real time. That’s why regular counts still matter. See inventory tips.
Across locations
With cloud ERP, every branch and godown updates the same database, so stock is live everywhere. With desktop ERP, computers on the same local network share live stock, and branches can sync periodically.
Getting started
- Count your opening stock Accurately, on the day you start.
- Record every movement Including returns, transfers and damages.
- Use barcodes To avoid wrong-item errors. See barcode inventory.
- Count a little every week To keep the system honest.