How to manage solar inventory across multiple warehouses
This tutorial shows you how to set up your product inventory in CrmLeaf, manage stock across warehouses, link materials to project BOQs, track consumption per project and automatically flag shortfalls for procurement.
- Set up warehouses
- Add products to inventory
- Reserve stock from project BOQ
- Raise vendor PO for shortfalls
- Track stock transfers and consumption
5 steps to full inventory control
From warehouse setup to BOQ-linked procurement - configured in one session.
Step 1: Set up your warehouses
Start by defining your warehouse locations in CrmLeaf. Each warehouse has its own stock ledger. You can view aggregate stock across all warehouses or drill into a specific location.
- 1Go to Inventory → Warehouses → Add Warehouse
- 2Enter warehouse name, location and contact details
- 3Assign a warehouse manager (responsible for stock accuracy)
- 4Repeat for each physical warehouse location
- 5Set each warehouse as Active
Step 2: Add products to inventory
Add your solar products to the inventory system with current stock levels, minimum thresholds and reorder settings. Products in inventory are the same products in your BOQ catalogue - they share the same database.
- 1Go to Inventory → Products → Add Product (or import via CSV)
- 2Set product name, SKU, type (Panel / Inverter / Cable / BOS) and specifications
- 3Enter current stock quantity at each warehouse
- 4Set minimum stock threshold - CrmLeaf alerts you when stock drops below this level
- 5Set reorder quantity - how much to order when restocking
Step 3: Reserve stock from a project BOQ
When a project BOQ is approved, link it to your inventory to reserve the required materials. CrmLeaf checks current stock, reserves available quantities and identifies shortfalls.
- 1Open an approved project BOQ
- 2Click 'Check & Reserve Stock'
- 3CrmLeaf shows each BOQ line: In Stock, Reserved and Available quantities
- 4Items with sufficient stock are automatically reserved for the project
- 5Items with insufficient stock are flagged as 'Shortfall' with the quantity required
Step 4: Raise a vendor PO for shortfalls
For shortfall items, raise a vendor Purchase Order directly from the shortfall list. CrmLeaf creates the PO linked to the project BOQ, your approved vendor catalogue and the required quantities.
- 1From the shortfall list → click 'Raise PO'
- 2Select the vendor for each shortfall item (or use preferred vendor setting)
- 3Set required delivery date based on project timeline
- 4Review PO line items and confirm quantities
- 5Submit PO - vendor receives PO document
- 6Track PO status: Submitted → Confirmed → Delivered
Step 5: Track stock transfers and consumption
As materials are dispatched to project sites, log the dispatches in CrmLeaf to maintain accurate stock levels. When a project milestone is completed, consumption is compared to the BOQ plan.
- 1Go to Inventory → Dispatch → New Dispatch
- 2Select project and milestone
- 3Add dispatched items and quantities - stock reduces across the source warehouse
- 4For inter-warehouse transfers: Inventory → Transfers → New Transfer
- 5View Consumption Report: actual usage vs BOQ plan per project
- 6Investigate and explain variances before project close
Tutorial complete
Warehouses configured
Multiple warehouse locations each with their own stock ledger and aggregate visibility across all sites.
BOQ-linked stock
Material reservation from project BOQ ensures stock is committed before each project starts - no surprises on-site.
Consumption tracked
Actual vs BOQ usage tracked per project and milestone - margin variance visible in real time, not at project close.
Common questions
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