Inventory & warehousing
Inventory management software for Kenyan businesses
Know what you hold, where it sits and what it is worth. VisionONE connects stock records across branches and warehouses with receiving, transfers, counts and ERP finance, so your team can explain every movement.
Stock by location
See item quantities by branch, warehouse and bin. Keep receiving, dispatch and transfer records against the right location.
Receiving & dispatch
Follow goods received, stock movements and delivery notes with consistent item references and quantities.
Batches, serials & expiry
Keep batch and serial identifiers with item movements. Review expiry dates and trace the stock behind each delivery.
Reorder levels
Set minimum and reorder levels for the items you carry. Review suggested purchases against stock availability and demand. Explore procurement for the purchasing workflow.
Counts & adjustments
Use cycle counts and stocktakes to compare physical stock with the records. Review differences before approved adjustments.
Valuation & finance
Connect inventory values to ERP finance. Confirm FIFO or weighted-average valuation and the postings your accounts team needs.
Inventory records connected to VisionONE ERP
Discuss your inventory workflowOn this page
Part of VisionONE ERP
Receiving, transfers and dispatch
From the delivery
to the stock ledger.
Follow one fictional item from receipt to dispatch. Keep the quantities, locations and cost consistent at each stage, including a short delivery.
Stage 1 of 4 · Receive
Start with the goods actually received.
An illustrative wholesaler orders 100 cartons of ITEM-DEMO-012 at KES 1,200 each. Only 96 arrive and are accepted into Nairobi warehouse. Keep the four-carton shortage against the purchase record; it is not stock on hand.
Illustrative record
- Receipt
- GRN-DEMO-012
- Accepted quantity
- 96 cartons
- Receiving location
- Nairobi
- Inventory value
- KES 115,200
Stage 2 of 4 · Store
Give the stock a location and identity.
Record the 96 cartons in Nairobi bin A-03 under batch B-DEMO-012. Its illustrative expiry date is 31 March 2027. Keeping the item, batch and location together helps the team trace stock without changing the accepted quantity.
Illustrative record
- Item
- ITEM-DEMO-012
- Bin
- Nairobi · A-03
- Batch
- B-DEMO-012
- Expiry
- 31 March 2027
Stage 3 of 4 · Transfer
Follow the movement between warehouses.
Move 24 cartons from Nairobi to Nakuru. After the receiving team confirms the transfer, Nairobi holds 72 and Nakuru holds 24. The transfer changes where stock sits; the company still holds 96 cartons worth KES 115,200.
Illustrative record
- Transfer
- TRF-DEMO-012
- Nairobi balance
- 72 cartons
- Nakuru balance
- 24 cartons
- Company total
- 96 cartons
Stage 4 of 4 · Dispatch
Connect the delivery to the stock record.
Dispatch 18 cartons from Nairobi against DN-DEMO-012. Nairobi now holds 54 cartons and Nakuru holds 24. At the example’s unchanged KES 1,200 unit cost, closing inventory is 78 cartons worth KES 93,600; issued stock cost is KES 21,600.
Illustrative record
- Delivery
- DN-DEMO-012
- Dispatched quantity
- 18 cartons
- Closing quantity
- 78 cartons
- Closing value
- KES 93,600
Fictional records explain the workflow; they are not VisionONE product screenshots. The example excludes tax, freight, opening stock and additional cost layers. Confirm actual screens and posting rules in your demo.
Stock visibility by branch and warehouse
Know what sits
behind the stock balance.
Use stock management software to review quantities, movement records and valuation together. An item total is useful when the team can explain the locations and transactions behind it.
See the branch balance and the total.
After the confirmed transfer and Nairobi dispatch, 54 cartons remain in Nairobi and 24 in Nakuru. Together they account for all 78 cartons in the closing stock record.
- Closing stock
- 78 cartonsOne item · two warehouse locations
| Location | Cartons | Value (KES) |
|---|---|---|
| NairobiBin A-03 | 54 | 64,800 |
| NakuruConfirmed transfer receipt | 24 | 28,800 |
| Company total | 78 | 93,600 |
A transfer changes the location balance. It does not create a second company-wide receipt or increase the total stock value.
Explain how 96 became 78.
Start with the accepted delivery, then follow transfer-out, transfer-in and dispatch. Both sides of the internal transfer must agree before the company quantity is reconciled.
- Net closing quantity
- 78 cartons96 accepted − 18 dispatched
| Record | Increase | Decrease |
|---|---|---|
| Goods receivedGRN-DEMO-012 · Nairobi | 96 | — |
| Transfer outTRF-DEMO-012 · Nairobi | — | 24 |
| Transfer inTRF-DEMO-012 · Nakuru | 24 | — |
| Customer dispatchDN-DEMO-012 · Nairobi | — | 18 |
| Movement totals | 120 | 42 |
The 24-carton transfer appears on both sides. The company’s net change remains 120 − 42 = 78 cartons.
Trace the stock value to its cost.
With one cost layer at KES 1,200 per carton, 78 cartons carry KES 93,600 of closing inventory. Review the KES 21,600 issued-stock cost separately from the sales invoice and any tax.
- Closing stock value
- KES 93,60078 cartons × KES 1,200
| Record to reconcile | Value |
|---|---|
| Accepted goods96 cartons × KES 1,200 | 115,200 |
| Issued stock cost18 cartons × KES 1,200 | 21,600 |
| Closing inventory78 cartons × KES 1,200 | 93,600 |
These are reconciliation lines, not amounts to sum. Closing value equals accepted-stock value less issued-stock cost. Multiple cost layers can produce different FIFO and weighted-average results.
All three views use the same fictional item and movements. These are educational records, not product screens or customer results. Ask to review an anonymised stock report and its source transactions during the demo.
Valuation and finance postings
The stock record needs
the right financial context.
Inventory and accounting software connects quantities with cost records. Review goods received, issued-stock cost and closing value alongside the finance postings and sales documents your team uses.
- Reconcile stock values and issued-stock cost to the ledger for the same reporting period.
- Connect dispatch documents to the relevant sales invoice without confusing selling price with inventory cost.
- Agree valuation methods, account mappings and approval responsibilities before go-live.
A delivery value is not the invoice total.
The example’s 18 dispatched cartons carry KES 21,600 of inventory cost. The selling price, invoice total, tax and customer receipt need their own records; they are not modelled in this stock example.
Review the invoice raised from your sales workflow and the submission details returned through the configured integration.
Agree item mappings and applicable invoice settings during implementation; stock valuation and tax are separate reviews.
Match sales receipts in the connected finance workflow. A payment record does not replace a stock movement or delivery note.
Integration scope, payment sources and applicable invoice settings are confirmed during setup.
Batch, serial and expiry controls
Keep the item,
the identity and the movement together.
Batch inventory tracking helps teams explain which stock was received and where it moved. For serialised or dated items, carry the identifying information through the records used to receive, count and dispatch.
Keep the identity with the movement
Record the batch or serial reference on the relevant receipt, transfer and dispatch. Use consistent item codes and units of measure.
Review expiry before fulfilment
Bring a dated-stock example to the demo. Confirm expiry reporting and how your team selects, holds or releases the stock.
Trace the source documents
Follow the receipt and delivery records for a selected batch. Agree which documents and reports the warehouse team needs to retrieve.
Stock counts and approved adjustments
Make each count
worth reconciling.
A stock control system works best with clear ownership of receipts, transfers and adjustments. Put practical checks around the records before accepting the closing stock.
Item codes and units
Remove duplicate item names and agree carton, pack and unit conversions. A count is meaningful only when both records use the same unit.
Receiving differences
Compare what was ordered with what arrived and was accepted. Document shortages, damage and follow-up before treating goods as usable stock.
Transfer ownership
Name the dispatching and receiving locations. Review transfers still awaiting receipt so stock is not counted twice or lost between branches.
Stock-count preparation
Agree the cut-off and count locations. Keep movements during the count under review and compare the physical results with the matching book snapshot.
Approved adjustments
Investigate count differences, record the reason and send adjustments through the agreed approval process before changing stock records.
Period reconciliation
Reconcile quantities, value and finance postings at the same cut-off. Resolve differences before they become the next period’s opening balance.
Connected inventory workflows
Keep the ledger
and source records in view.
Choose the purchasing, finance and invoicing workflows around the stock records your team needs to review.
Start with your warehouse requirements. VisionONE’s inventory scope covers stock records and connected ERP workflows. If you are comparing a warehouse management system in Kenya, test the depth you need: scanning devices, mobile use, picking, packing, bin rules and exception handling. Agree the supported workflow in your proposal.
Implementation and inventory data cleanup
Pricing, migration
and setup.
Agree your items, locations, users and connected workflows first. Use a reconciled pilot to confirm the stock records before the wider rollout.
Prepare the inventory data
Bring item codes, units of measure, branches, warehouses, bins and opening quantities. Clean duplicate items and reconcile opening values before importing.
Agree the operational rules
Confirm batch and serial requirements, expiry dates, reorder levels, valuation methods and approval roles. Test your actual devices and document flow.
Reconcile a pilot cycle
Run one item through receiving, a branch transfer, dispatch and a stock count. Compare the source records, stock report and ledger before wider use.
Questions, answered
Before your
inventory demo.
Bring the records you use today and one stock difference you need to explain. Confirm the locations, traceability, count approvals and financial reports your team needs.
Can we track stock in several warehouses?
Yes. VisionONE’s published inventory scope includes branch, warehouse and bin stock, with transfers between locations. Ask to see one item in two warehouses and review how a transfer changes each location without duplicating the company total.
Are batches, serials and expiry dates supported?
Yes. Batch, serial and expiry tracking are included in the published inventory scope. Bring examples of the items you carry and confirm how their identifiers appear on receipts, transfers, dispatch records and reports.
Which valuation methods are available?
VisionONE lists FIFO and weighted-average valuation. Confirm the method for your item groups and how receipts, returns and adjustments affect the cost records. Ask to reconcile an anonymised stock valuation report to finance.
How are stock count differences approved?
The published stock-count workflow includes approved adjustments. Agree the count cut-off, review role and approval responsibility during setup. Keep the physical count, book quantity and reason for each difference together before posting an adjustment.
What affects inventory software cost?
Users, warehouse locations, connected modules, integrations, data quality, migration and training affect the scope. Share your item and location lists and ask for a written proposal covering software, implementation and support.
Can we use a phone, tablet or barcode scanner?
VisionONE describes browser-based stock-count entry. Test the workflow on the devices you intend to use. Confirm scanner compatibility, barcode formats, mobile screens and any offline requirements in the demo and written scope.
What should we bring to an inventory demo?
Bring an anonymised item list, a purchase order and goods-received record, a branch transfer, a delivery note and the stock report you need. Include one shortage or count difference so the demo covers exceptions as well as routine work. Use the ERP selection checklist to compare vendors against the same requirements.
See it with your records
Bring one item.
Follow every movement.
Review a receipt, warehouse transfer, dispatch and stock count. Include one exception so the demo covers the work behind the stock balance and its financial value.
A focused demo around your operation, with no obligation.