NAVAC Inventory · Stock Control
Know What You Have, Where It Is, and What It’s Worth.
Receive, issue, transfer and count stock across every warehouse. Each movement is recorded, each balance can be explained, and your stock value is always up to date.
Stock you can’t trust.
Stock is often the largest sum of money a business carries, and it is tracked in a counter book, a spreadsheet updated at the end of the day, or the storekeeper’s memory. Sales promise goods that are not there. Purchase orders stay open after the goods have arrived. At month-end nobody can say what the closing stock is worth. Your team spends its time counting and arguing about the numbers instead of selling and replenishing.
The Book and the Shelf Disagree
Stock is written in a counter book or a spreadsheet, usually at the end of the day. By the time someone counts, the figures no longer match, and nobody can say which entry was wrong.
BOOK 40 · SHELF 31Racks
Sold Twice
Two salespeople quote the last ten units to two different clients. One of them gets a call the next day saying the goods are not available.
QUOTED TWICE · 10 UNITSSales desk
It Runs Out Before Anyone Notices
A fast-moving item reaches zero on a Tuesday. You find out when a customer asks for it, and the supplier needs two weeks to deliver.
ON HAND 0Reorder
Received, but Never Matched
The delivery arrives and the storekeeper signs the note. The purchase order stays open, and weeks later finance cannot tell what came in against which order.
ORDER STILL OPENReceiving
Transfers by Phone Call
Stock moves between stores on a phone call. It leaves one book and never reaches the other, so for a while it exists in neither.
OUT 60 · IN 0Transfer bay
Stock Value Is a Guess
At month-end the accountant asks for closing stock. Someone multiplies a rough count by last year’s price, and the cost of what you sold is anyone’s estimate.
VALUE ?Office
Order to delivery, on record.
Every unit of stock follows the same six steps. Each step is recorded against a document, so you can always see where an item came from and where it went.
Order
Raise a purchase order with your supplier, in the same system that holds your suppliers and bills.
- 1. Order. Raise a purchase order with your supplier, in the same system that holds your suppliers and bills.
- 2. Receive. Record the goods against the order. The system will not accept more than the order still has due, and it closes the order when everything has arrived.
- 3. Shelve. Every item has its barcode, warehouse and bin. Batch numbers, expiry dates and serial numbers are captured where the item needs them.
- 4. Reserve. Stock quoted to a client is set aside, so a second salesperson cannot promise the same units.
- 5. Issue. Deliver against the invoice. The system will not release more than the invoice shows as still undelivered.
- 6. Count. Count by warehouse. Differences post as surplus or shortage, and a second person approves them.
- Stage 01 · Office
Order
Raise a purchase order with your supplier, in the same system that holds your suppliers and bills.
- Stage 02 · Dock
Receive
Record the goods against the order. The system will not accept more than the order still has due, and it closes the order when everything has arrived.
- Stage 03 · Racks
Shelve
Every item has its barcode, warehouse and bin. Batch numbers, expiry dates and serial numbers are captured where the item needs them.
- Stage 04 · Sales desk
Reserve
Stock quoted to a client is set aside, so a second salesperson cannot promise the same units.
- Stage 05 · Dispatch
Issue
Deliver against the invoice. The system will not release more than the invoice shows as still undelivered.
- Stage 06 · Cycle count
Count
Count by warehouse. Differences post as surplus or shortage, and a second person approves them.
Everything a stock room runs on.
Items, stock, documents and warehouses on one screen.
Example data. Your own items, bins and quantities appear here.
Items & warehouses
- Barcode labels you print yourself
- Batch, expiry and serial tracking
- Unit conversions, carton to piece
- Damaged stock held apart, still valued
Movements & scanning
- Receive against purchase orders
- Issue against invoices, return against credit notes
- Transfers between warehouses
- USB, Bluetooth or phone-camera scanning
Control & reports
- 16 reports with CSV export
- Low-stock and expiring-batch alerts
- Stock value and cost of sales
- Import from Excel or CSV, checked before saving
Stock changes by document, never by edit.
Every receipt, issue, transfer, adjustment and count is a numbered document, and posted documents are final.
- Stock moves through a document. Every receipt, issue, transfer, adjustment and count is a numbered document. There is no way to type a new quantity over the old one.
- Posted means final. A posted document cannot be edited. To correct a mistake you reverse it, and both entries stay visible.
- A second person approves. Adjustments, write-offs and counts can require approval from someone other than the person who raised them.
- No overselling. Two people issuing the last units at the same moment cannot both succeed. Negative stock is refused unless you switch it on.
Unit costs and stock value are hidden from any role you have not given permission to see them.
Adjustment raised
Storekeeper · ADJ-0041, example
Approval requested
Warehouse manager, not the person who raised it
Posted to the ledger
Final. A mistake is reversed, never edited.
Built for anyone who holds stock.
Distributors and wholesalers
Many items, several stores, and customers who expect today’s stock to be right when they order.
Manufacturers
Raw materials and finished goods held in separate warehouses, with batch numbers where you need them.
Hardware and building supplies
Thousands of fast-moving lines, sold by the piece, the bag or the metre, and converted for you.
Importers and traders
Goods received against supplier orders, held in a warehouse, and released against client invoices.
One system, no side book.
Items are the products you already quote and invoice. Suppliers and purchase orders are the ones you already raise. You issue stock from the invoice, so nothing is typed twice, and NAVAC POS sells from the same warehouses.
All included. Plans differ by team size, not by feature.
Straight answers, before you ask.
Do I have to type in all my stock again?
No. Upload your items and opening quantities from Excel or CSV. Every row is checked first, and anything wrong is reported by row and column. Nothing is saved until the whole file is clean.
What happens if someone makes a mistake?
A posted document cannot be changed. You reverse it, which restores the exact quantities and costs, and the original and the reversal both stay on record.
How is stock valued?
At weighted average cost, per item and per warehouse. The method is printed on the valuation report.
Can everyone see what stock costs?
No. Unit costs and stock value are hidden from any role you have not given permission to see them.
Does it send stock to KRA through eTIMS?
Not yet. Your items carry their KRA tax class, and every movement is kept in a ledger that cannot be altered, ready for it. Invoices continue to go to eTIMS as they do today.
Does it work with a barcode scanner?
Yes. USB and Bluetooth scanners work in any browser. Phone-camera scanning works in browsers that support it, such as Chrome on Android.
Count once. Then keep count.
Load your items, set up your warehouses and post your opening stock. Get 14 days free with every module and guided onboarding from our team.