Documents

Document Types

InvenTrack manages various business documents to track inventory movements and financial transactions:

Purchase Orders

Creating a Purchase Order

1. Navigate to Documents → New Purchase Order
2. Select or add supplier information:
   • Supplier name and contact
   • Delivery address
   • Payment terms
3. Add line items:
   • Search and select items
   • Enter quantities
   • Review pricing
   • Apply discounts if applicable
4. Set delivery details:
   • Expected delivery date
   • Shipping method
   • Special instructions
5. Review and submit for approval

Purchase Order Status

Invoices

Creating an Invoice

1. Go to Documents → New Invoice
2. Select customer:
   • Choose existing customer or add new
   • Verify billing address
   • Check credit terms
3. Add items to invoice:
   • Select from inventory
   • Set quantities and prices
   • Apply taxes and discounts
4. Configure invoice details:
   • Invoice date and due date
   • Payment methods accepted
   • Terms and conditions
5. Preview and send to customer

Payment Tracking

• Record partial payments as received
• Automatic aging reports for overdue invoices
• Send payment reminders
• Apply late fees if configured
• Generate statements for customers

Transfer Orders

Creating Transfer Orders

Transfer inventory between locations within your organization:

1. Navigate to Documents → New Transfer Order
2. Select source and destination:
   • From: Source location
   • To: Destination location
   • Transfer Date: Planned transfer date
3. Add items to transfer:
   • Select available items at source
   • Specify quantities
   • Add reason for transfer
4. Assign logistics:
   • Transportation method
   • Responsible person
   • Estimated arrival time
5. Submit for approval if required

Transfer Process

Default Workflow

Standard Document Workflow

Documents follow a standard approval and processing workflow:

Approval Rules

Document Actions

• Duplicate: Create a copy of existing document
• Void: Cancel an approved document
• Amend: Create revision of processed document
• Archive: Move completed documents to archive
• Export: Download as PDF or Excel