Inventory Management

Overview

OptiFlow provides comprehensive inventory management with real-time stock tracking, automated movement recording, and multi-workspace support. The system automatically updates inventory when invoices are created and provides detailed stock movement history.

Inventory is tracked at the workspace level, allowing the same product to have different stock quantities across multiple locations or business units.

Key Features

Real-Time Tracking

Stock levels update automatically when invoices are created, ensuring accurate inventory counts at all times.

Movement History

Complete audit trail of all stock movements including sales, purchases, adjustments, and transfers.

Multi-Workspace

Track inventory separately for each workspace with support for inter-workspace transfers.

Low Stock Alerts

Monitor stock levels against minimum thresholds and identify products that need reordering.

Stock Records

ProductStock Model

Each product has a stock record per workspace:

// ProductStock model (app/Models/ProductStock.php)
$stock = ProductStock::create([
    'product_id' => $product->id,
    'workspace_id' => $workspace->id,
    'quantity' => 100.00,
    'minimum_quantity' => 20.00,
    'supplier_id' => $supplier->id, // Optional
]);

Stock Properties

Product: The product being tracked
Workspace: Location/workspace where stock is held
Quantity: Current stock level (decimal for fractional units)
Minimum Quantity: Reorder threshold for low stock alerts
Supplier: Optional primary supplier for this stock

Stock Operations

Checking Stock Levels

// Get current stock quantity
$currentQty = $stock->quantity;

// Check if stock is low
if ($stock->isLow()) {
    // Quantity <= minimum_quantity
    notify('Stock is running low!');
}

// Check if sufficient for order
if ($stock->isSufficient($requiredQty)) {
    // Proceed with sale
}

// Get stock status
$status = $stock->status; // 'in_stock', 'low_stock', or 'out_of_stock'

// Get level percentage
$percentage = $stock->level_percentage; // Stock qty as % of minimum

Updating Stock

// Increase stock (receiving inventory)
if ($stock->incrementStock(50)) {
    // Stock increased successfully
}

// Decrease stock (shipping/selling)
if ($stock->decrementStock(10)) {
    // Stock decreased successfully
} else {
    // Insufficient stock available
}

The decrementStock() method returns false if insufficient quantity is available, preventing negative stock levels.

Stock Movements

Movement Types

OptiFlow tracks all inventory movements:

Incoming
Outgoing
Transfers

Stock additions to inventory:

Purchase/Receipt: Stock received from suppliers
Adjustment (positive): Inventory count corrections
Transfer In: Stock received from another workspace

StockMovement::create([
    'type' => StockMovementType::In,
    'quantity' => 50,
]);

Stock removals from inventory:

Sale: Stock sold via invoice
Adjustment (negative): Inventory count corrections
Transfer Out: Stock sent to another workspace

StockMovement::create([
    'type' => StockMovementType::Out,
    'quantity' => 25,
]);

Inter-workspace stock transfers:

StockMovement::create([
    'type' => StockMovementType::Transfer,
    'from_workspace_id' => $source->id,
    'to_workspace_id' => $destination->id,
    'quantity' => 10,
]);

Recording Movements

// Create a stock movement (app/Models/StockMovement.php)
$movement = StockMovement::create([
    'workspace_id' => $workspace->id,
    'product_id' => $product->id,
    'type' => 'in', // or 'out', 'adjustment', 'transfer'
    'quantity' => 100,
    'unit_cost' => 45.00,
    'total_cost' => 4500.00, // Auto-calculated if not provided
    'related_invoice_id' => $invoice->id, // Optional
    'user_id' => auth()->id(),
    'reference_number' => 'PO-2024-001',
    'note' => 'Stock received from supplier',
]);

Movement Properties

Type: Movement type (in, out, adjustment, transfer)
Quantity: Amount moved (always positive)
Unit Cost: Cost per unit (for purchases)
Total Cost: Total value of movement
Related Invoice: Invoice that triggered the movement
User: Who performed the action
Reference Number: External reference (PO, transfer number)
Note: Additional context
From/To Workspace: For transfers between locations

Automatic Movements

Stock movements are automatically created when:

Invoice Created: Decreases stock for sold items
Invoice Deleted: Returns stock to inventory
Manual Adjustments: Explicit inventory corrections

// Automatic movement when invoice is created
$invoice->stockMovements; // Related movements

// Each invoice item creates a stock movement

Querying Inventory

Find Low Stock Products

// Products with low stock in workspace
$lowStock = ProductStock::lowStock()->get();

// Filter by workspace
$warehouseLowStock = ProductStock::forWorkspace($warehouse)
    ->lowStock()
    ->with('product')
    ->get();

Check Stock Availability

// Products with sufficient stock
$available = ProductStock::sufficientStock($requiredQty)
    ->forWorkspace($workspace)
    ->get();

Movement History

// Get all movements for a product
$movements = StockMovement::forProduct($product)
    ->orderByDesc('created_at')
    ->get();

// Movements within date range
$movements = StockMovement::betweenDates($startDate, $endDate)
    ->forProduct($product)
    ->get();

// Only incoming movements
$receipts = StockMovement::incoming()->get();

// Only outgoing movements
$shipments = StockMovement::outgoing()->get();

Movement Attributes

// Get effective quantity (negative for outgoing)
$effectiveQty = $movement->effective_quantity;

// Check direction
if ($movement->isIncoming()) {
    // Stock added
}

if ($movement->isOutgoing()) {
    // Stock removed
}

// Get human-readable description
$description = $movement->description;
// "Added 50 units of Premium Widget"

Workspace Transfers

Transfer stock between workspaces:

// Create transfer movement
$transfer = StockMovement::create([
    'workspace_id' => $fromWorkspace->id,
    'product_id' => $product->id,
    'type' => StockMovementType::Transfer,
    'quantity' => 25,
    'from_workspace_id' => $fromWorkspace->id,
    'to_workspace_id' => $toWorkspace->id,
    'reference_number' => 'TR-2024-001',
    'user_id' => auth()->id(),
]);

// Access transfer workspaces
$source = $transfer->fromWorkspace;
$destination = $transfer->toWorkspace;

Transfers require corresponding movements in both the source and destination workspaces to maintain accurate inventory counts.

Supplier Management

Track primary suppliers for stock:

// Assign supplier to stock record
$stock->supplier_id = $supplier->id;
$stock->save();

// Get all stock supplied by a contact
$suppliedStock = $supplier->suppliedStocks;

Reporting & Analytics

Stock Valuation

// Calculate total stock value
$stockValue = ProductStock::forWorkspace($workspace)
    ->get()
    ->sum(function ($stock) {
        return $stock->quantity * $stock->product->cost;
    });

Movement Reports

// Monthly stock movements
$monthlyMovements = StockMovement::forProduct($product)
    ->betweenDates(now()->startOfMonth(), now()->endOfMonth())
    ->get();

// Calculate total incoming
$totalIn = $monthlyMovements
    ->filter->isIncoming()
    ->sum('quantity');

// Calculate total outgoing
$totalOut = $monthlyMovements
    ->filter->isOutgoing()
    ->sum('quantity');

Use Cases

Multi-Location Retail

Track inventory separately for each store location, transfer stock between locations, and monitor which products need reordering at each site.

Warehouse Management

Monitor stock levels across multiple warehouses, track incoming shipments from suppliers, and fulfill orders from the appropriate location.

Stock Audits

Use the adjustment movement type to correct discrepancies found during physical inventory counts.

Supplier Performance

Track which suppliers provide stock for different products and analyze delivery history through movement records.

Best Practices

Set Minimum Quantities

Configure appropriate minimum stock levels for each product to receive timely low stock alerts.

Document Movements

Always include notes and reference numbers on manual stock movements for clear audit trails.

Regular Reconciliation

Periodically verify physical stock counts match system records and use adjustments to correct discrepancies.

Track Costs

Record unit costs on incoming movements to support accurate inventory valuation and COGS calculations.

API Reference

ProductStock Methods

isLow() - Check if stock is at or below minimum
isSufficient(float $qty) - Check if sufficient quantity available
incrementStock(float $qty) - Add to stock
decrementStock(float $qty) - Remove from stock
product() - Relationship to Product
supplier() - Relationship to Contact (supplier)

Model location: app/Models/ProductStock.php:1

StockMovement Methods

isIncoming() - Check if movement adds stock
isOutgoing() - Check if movement removes stock
product() - Relationship to Product
relatedDocument() - Relationship to Invoice
fromWorkspace() - Source workspace for transfers
toWorkspace() - Destination workspace for transfers
createdBy() - Relationship to User

Model location: app/Models/StockMovement.php:1

Get Started

Core Features

Guides

Workflows & Automation

​Overview

​Key Features

Real-Time Tracking

Movement History

Multi-Workspace

Low Stock Alerts

​Stock Records

​ProductStock Model

​Stock Properties

​Stock Operations

​Checking Stock Levels

​Updating Stock

​Stock Movements

​Movement Types

​Recording Movements

​Movement Properties

​Automatic Movements

​Querying Inventory

​Find Low Stock Products

​Check Stock Availability

​Movement History

​Movement Attributes

​Workspace Transfers

​Supplier Management

​Reporting & Analytics

​Stock Valuation

​Movement Reports

​Use Cases

​Best Practices

Set Minimum Quantities

Document Movements

Regular Reconciliation

Track Costs

​API Reference

​ProductStock Methods

​StockMovement Methods

​Related Resources

Build docs developers (and LLMs) love

Overview

Key Features

Stock Records

ProductStock Model

Stock Properties

Stock Operations

Checking Stock Levels

Updating Stock

Stock Movements

Movement Types

Recording Movements

Movement Properties

Automatic Movements

Querying Inventory

Find Low Stock Products

Check Stock Availability

Movement History

Movement Attributes

Workspace Transfers

Supplier Management

Reporting & Analytics

Stock Valuation

Movement Reports

Use Cases

Best Practices

API Reference

ProductStock Methods

StockMovement Methods

Related Resources