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OptiFlow provides comprehensive inventory management across multiple workspaces with real-time stock tracking, adjustments, and movement history.

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Overview

Inventory features include:
  • Multi-workspace stock tracking
  • Automatic stock deductions on sales
  • Manual stock adjustments
  • Stock movement history
  • Minimum stock level alerts
  • Inventory valuation

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Product Stock Configuration

Before tracking inventory, products must be configured:

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Enabling Stock Tracking

When creating or editing a product:
  1. Navigate to Products → Create Product or edit an existing product
  2. Enable Track Stock checkbox
  3. Set Minimum Quantity for low stock alerts (optional)
  4. Set Cost for inventory valuation
// Product model
'track_stock' => 'boolean',  // Enable/disable tracking
'cost' => 'decimal:2',       // Unit cost for valuation
Only products with track_stock = true will have inventory managed. Products without stock tracking can be sold unlimited quantities.

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Viewing Stock Levels

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Current Stock by Workspace

View real-time stock levels:
  1. Navigate to Inventory → Stock Levels
  2. Filter by:
    • Workspace (location)
    • Product category
    • Low stock items
    • Product name/SKU
Each product shows:
  • Current quantity per workspace
  • Minimum quantity threshold
  • Stock value (quantity × cost)
  • Available/Reserved quantities

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Product-Specific Stock View

  1. Go to Products → Select a product
  2. View the Inventory tab
  3. See stock breakdown by workspace
  4. View recent stock movements
Reference: ProductStock model stores quantity per product per workspace

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Stock Movements

All inventory changes are tracked as stock movements:

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Movement Types

TypeDescriptionImpact
INStock receivedIncreases quantity
OUTStock sold/removedDecreases quantity
ADJUSTMENTManual correctionIncreases or decreases
TRANSFER_OUTSent to another workspaceDecreases at source
TRANSFER_INReceived from another workspaceIncreases at destination
INITIALInitial stock setupSets starting quantity
Reference: StockMovementType enum in app/Enums/StockMovementType.php

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Viewing Stock Movements

1

Navigate to Movement History

Go to Inventory → Stock Movements
2

Filter Movements

Filter by:
  • Date range
  • Movement type
  • Product
  • Workspace
  • User who created the movement
3

View Movement Details

Each movement shows:
  • Product name and SKU
  • Quantity changed
  • Movement type
  • User who performed the action
  • Timestamp
  • Related document (invoice, transfer, etc.)
  • Notes

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Automatic Stock Movements

Stock movements are created automatically when:
  1. Invoice Created: Stock moves OUT for each line item
    • Reference: CreateInvoiceItemAction creates stock movements
    • Type: StockMovementType::OUT
    • Related to invoice
  2. Stock Transfer: Two movements created
    • TRANSFER_OUT at source workspace
    • TRANSFER_IN at destination workspace
    • Both linked by reference_number
// From StockMovement model
public function isIncoming(): bool
{
    return in_array($this->type, ['in', 'adjustment']) && $this->quantity > 0;
}

public function isOutgoing(): bool
{
    return in_array($this->type, ['out', 'transfer']) ||
           ($this->type === 'adjustment' && $this->quantity < 0);
}

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Stock Adjustments

Manual inventory corrections for damaged goods, loss, found items, or count corrections.
1

Navigate to Adjustments

Go to Inventory → Stock Adjustments → New AdjustmentReference: ProductInventoryAdjustmentController::create()
2

Select Workspace

Choose the workspace where inventory is being adjusted.The form loads:
  • All workspaces the user has access to
  • All products with stock tracking enabled
  • Current stock levels for each product in each workspace
// Current stock is loaded per product per workspace
$stockMap = ProductStock::query()
    ->whereIn('workspace_id', $workspaceIds)
    ->get()
    ->groupBy('product_id');
3

Add Adjustment Items

For each product being adjusted:
  1. Select Product: Choose from products with stock tracking
  2. Current Stock: System displays current quantity
  3. New Quantity: Enter the corrected quantity
  4. Adjustment: System calculates difference automatically
  5. Reason: Select reason (damaged, lost, found, count correction)
  6. Notes: Add explanation for the adjustment
4

Review and Save

Review the adjustment summary:
  • Total items adjusted
  • Net quantity change
  • Affected workspaces
  • Adjustment value (quantity × product cost)
Click Save Adjustment to commit changes.Reference: CreateProductInventoryAdjustmentAction::handle()

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Adjustment Process

When an adjustment is saved: 
// ProductInventoryAdjustment creates multiple items
$adjustment = ProductInventoryAdjustment::create([
    'workspace_id' => $workspace->id,
    'adjustment_date' => $data['adjustment_date'],
    'notes' => $data['notes'],
    'created_by' => $user->id,
]);

// For each item:
// 1. Update ProductStock quantity
// 2. Create StockMovement record
// 3. Track the adjustment reason
Stock adjustments directly modify inventory quantities. Ensure adjustments are reviewed and approved according to your internal controls.

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Setting Initial Stock

For new products or when starting to use OptiFlow:
1

Navigate to Initial Stock

Go to Inventory → Initial StockReference: InitialStockController
2

Select Products and Workspaces

Choose:
  • Products to set initial stock for
  • Workspaces where stock exists
  • Initial quantities per workspace
  • Unit cost for valuation
3

Save Initial Stock

Click Save to create:
  • ProductStock records with initial quantities
  • StockMovement records with type INITIAL
  • Starting inventory valuation
Set initial stock before processing any sales to ensure accurate inventory from the start.

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Multi-Workspace Stock Management

OptiFlow supports tracking inventory across multiple locations (workspaces).

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Workspace Context

  • Each workspace maintains independent stock levels
  • Users can have access to one or multiple workspaces
  • Inventory reports can be workspace-specific or consolidated

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Viewing Stock Across Workspaces

For users with ViewAllLocations permission:
  1. Navigate to Inventory → Stock by Location
  2. View consolidated stock levels across all workspaces
  3. See stock distribution per location
// ProductInventoryAdjustmentController checks permission
if (! $user->can(Permission::ViewAllLocations)) {
    $workspacesQuery->whereIn('id', $user->workspaces()->select('workspaces.id'));
}

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Stock Transfers Between Workspaces

Transfer inventory between locations without creating invoices. See the dedicated guide: Stock Transfers

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Inventory Reporting

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Available Reports

  1. Stock Valuation Report
    • Total inventory value by workspace
    • Value by product category
    • Cost basis calculation
  2. Stock Movement Report
    • Movements by date range
    • In/Out/Adjustment breakdown
    • Movement trends
  3. Low Stock Report
    • Products below minimum quantity
    • Workspaces affected
    • Reorder recommendations
  4. Stock Aging Report
    • Products by time in inventory
    • Slow-moving items
    • Inventory turnover
Reference: Navigate to Reports → Inventory Reports

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Low Stock Alerts

Configure automatic alerts for low stock:
1

Set Minimum Quantities

For each product:
  1. Edit the product
  2. Set Minimum Quantity threshold
  3. Save changes
2

View Low Stock Items

Navigate to Inventory → Low StockProducts below minimum quantity are highlighted.
3

Configure Notifications (Optional)

Set up automations to send notifications when stock falls below minimum:
  1. Go to Settings → Automations
  2. Create trigger: “Product Stock Below Minimum”
  3. Add action: “Send Email Notification”
  4. Specify recipients

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Stock Count Procedures

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Physical Inventory Count

Best practice for periodic stock verification:
1

Export Current Stock

  1. Navigate to Inventory → Stock Levels
  2. Export to Excel/CSV
  3. Print count sheets
2

Perform Physical Count

Count actual stock on hand and record on sheets
3

Compare and Adjust

  1. Compare physical count to system quantities
  2. Create stock adjustment for discrepancies
  3. Document reasons for variances
4

Review and Approve

Have manager review and approve adjustments before committing

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Common Issues

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Negative Stock

Problem: System shows negative inventory Solution:
  1. Review stock movements for the product
  2. Identify incorrect transactions
  3. Create stock adjustment to correct
  4. Enable “Prevent Negative Stock” in settings (if available)

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Stock Deduction Not Happening

Problem: Invoice created but stock not deducted Solution:
  1. Verify product has track_stock enabled
  2. Check if product has ProductStock record for the workspace
  3. Review stock movement history for the transaction

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Incorrect Stock Levels After Transfer

Problem: Stock levels don’t match after workspace transfer Solution:
  1. Navigate to Inventory → Stock Transfers
  2. Find the transfer record
  3. Verify both TRANSFER_OUT and TRANSFER_IN movements exist
  4. Check the reference numbers match
  5. Create manual adjustment if needed

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Best Practices

Regular Stock Counts: Perform physical inventory counts monthly or quarterly to ensure system accuracy.
Set Minimum Quantities: Configure minimum stock levels for all regularly sold items to avoid stockouts.
Document Adjustments: Always add detailed notes to stock adjustments for audit trail purposes.
Review Movement History: Regularly review stock movement reports to identify patterns and potential issues.
Use Categories: Organize products into categories for easier inventory reporting and management.

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