Setting Up Inventory & Multi-Warehouse Stock
Track stock across every warehouse location, with quantities that update automatically as material moves to a job - no physical count required to trust the number.
CrmLeaf TeamUpdated July 202630 minStore & Operations Managers
Prefer to set up as you read? Spin up a free CrmLeaf workspace and track your own stock across every warehouse.
Start Free TrialAdd Your Warehouse Locations
Why it matters: Every physical location needs its own record - stock at one site shouldn't appear available at another.
- Go to Operations → Warehouses → Add Warehouse
- Enter the name, address, and a manager contact for each location
WHAT YOU SEE WHEN DONEEvery physical warehouse location appears in the Warehouses list.
Build Your Product Catalogue
Why it matters: A shared catalogue means every BOQ pulls from the same pricing - no more inconsistent quotes across reps.
- Go to Operations → Products → Add Product
- Enter each material with its purchase cost and selling cost
- Group similar items into categories for faster BOQ selection later
WHAT YOU SEE WHEN DONEYour full material catalogue appears with accurate purchase and selling costs.
Enter Opening Stock Per Warehouse
Why it matters: Inventory data is only trustworthy from day one if opening stock is accurate - retrofitting it after go-live means reconciling against jobs already in progress.
- Go to each warehouse's Inventory tab
- Enter current stock quantity for every product, based on a recent physical count
- Import via CSV instead if your catalogue is large
WHAT YOU SEE WHEN DONEEvery warehouse shows accurate opening stock for every product.
Set Low-Stock Alerts
Why it matters: A stock-out discovered mid-installation is far more expensive than one caught a week in advance.
- Go to Operations → Products and set a minimum threshold per item
- Enable notifications to the Store Manager when stock falls below threshold
WHAT YOU SEE WHEN DONEA test product below its threshold triggers a low-stock notification.
Record a Stock Transfer Between Warehouses
Why it matters: Materials move between sites constantly - logging the transfer is what keeps both warehouses' numbers accurate.
- Go to Operations → Stock Transfers → New Transfer
- Select the source and destination warehouse, and the quantity moving
- Confirm receipt at the destination warehouse once it arrives
WHAT YOU SEE WHEN DONEStock decreases at the source warehouse and increases at the destination once confirmed.
Review Stock Committed vs Available
Why it matters: "In stock" isn't the same as "available" - material already allocated to an open requisition shouldn't be promised to a second job.
- Open the Inventory dashboard for any warehouse
- Review the breakdown: Opening Stock, Committed, Available, On Purchase Order
- Use Available, not Opening Stock, when deciding if a new BOQ can be fulfilled
WHAT YOU SEE WHEN DONEThe dashboard clearly separates committed stock from what's actually available to allocate.
Reconcile After a Physical Count
Why it matters: Even an automated system drifts occasionally - a periodic physical count keeps the numbers trustworthy long-term.
- Schedule a quarterly (or more frequent) physical stock count
- Compare counted quantities against CrmLeaf's recorded stock
- Adjust any discrepancies with a note explaining the cause
WHAT YOU SEE WHEN DONERecorded stock matches the physical count, with discrepancies documented, not silently overwritten.
You've completed this tutorial
Inventory is live and updating automatically. Next: run a full project from lead to commissioning and watch stock move in real time.
Next: Lead to CommissioningContinue learning
Keep going with the next tutorials in the Solar CRM series.