Inventory Documents - MLM (Manteniendo la Misión)

Overview

Inventory Documents provide a controlled transaction system for recording all inventory movements. Documents follow a Draft → Posted workflow with validation and audit trails.

Document Lifecycle

Document Status

DRAFT
POSTED
CANCELLED

Borrador (Draft)

Initial state after creation
Fully editable (header and lines)
Does NOT affect stock
Can be deleted
Must have at least 1 line to post

Document Types

The system supports five document types:

RECEIPT (Entrada)

Purpose: Record incoming inventory Fields:

warehouse_id: Destination warehouse (required)
vendor_id: Supplier (optional, recommended)
reference: Purchase order, invoice number
notes: Additional information

Lines:

part_id: Part being received
qty: Quantity received (positive)
to_bin_id: Destination bin (required)
unit_cost: Cost per unit (optional)

Effect: Increases on_hand_qty at destination Example:

Document: REC-2024-001
Type: RECEIPT
Warehouse: WH-MAIN
Vendor: ACME Supplies
Reference: PO-12345

Lines:
1. Hydraulic Pump → Qty: 2 → Bin: A-01-05 → Cost: $250
2. Oil Filter → Qty: 24 → Bin: A-03-12 → Cost: $8

ISSUE (Salida)

Purpose: Consume parts for work orders or operations Fields:

warehouse_id: Source warehouse (required)
ticket_id: Work order ID (optional, validated)
reference: Work order or reason
notes: Usage details

Lines:

part_id: Part being consumed
qty: Quantity issued (positive)
from_bin_id: Source bin (required)

Effect: Decreases on_hand_qty at source, releases reservation if ticket linked Validation: Checks sufficient stock before posting Example:

Document: ISS-2024-053
Type: ISSUE
Warehouse: WH-MAIN
Ticket: 12847 (accepted work order)
Reference: PM-Monthly-Pump-A

Lines:
1. Hydraulic Pump → Qty: 1 → Bin: A-01-05
2. Oil Filter → Qty: 2 → Bin: A-03-12

TRANSFER (Transferencia)

Purpose: Move parts between warehouses or bins Fields:

from_warehouse_id: Source warehouse (required)
to_warehouse_id: Destination warehouse (required)
reference: Transfer reason or authorization
notes: Movement details

Lines:

part_id: Part being transferred
qty: Quantity transferred (positive)
from_bin_id: Source bin (required)
to_bin_id: Destination bin (required)

Effect: Decreases source, increases destination Validation: Checks sufficient stock at source Example:

Document: TRF-2024-028
Type: TRANSFER
From: WH-MAIN
To: WH-SITE-A
Reference: Site A Restocking

Lines:
1. Hydraulic Pump → Qty: 1 → From: A-01-05 → To: B-02-01
2. Oil Filter → Qty: 12 → From: A-03-12 → To: B-03-05

ADJUSTMENT (Ajuste)

Purpose: Correct stock levels for cycle counts or errors Fields:

warehouse_id: Warehouse being adjusted (required)
reference: Cycle count reference or reason
notes: Explanation of adjustment (required)

Lines:

part_id: Part being adjusted
qty: Adjustment amount (positive or negative, cannot be 0)
to_bin_id: Bin location (required)

Effect: Increases (positive) or decreases (negative) on_hand_qty Validation:

Quantity cannot be zero
Result cannot be negative

Example:

Document: ADJ-2024-015
Type: ADJUSTMENT
Warehouse: WH-MAIN
Reference: Q1-2024 Cycle Count
Notes: Physical count found discrepancies

Lines:
1. Hydraulic Pump → Qty: +1 → Bin: A-01-05 (found extra)
2. Oil Filter → Qty: -3 → Bin: A-03-12 (shortage found)

RETURN (Devolución)

Purpose: Return parts from work orders to inventory Fields:

warehouse_id: Return destination (required)
ticket_id: Source work order (optional)
reference: Return reason
notes: Condition notes

Lines:

part_id: Part being returned
qty: Quantity returned (positive)
to_bin_id: Destination bin (required)

Effect: Increases on_hand_qty at destination Example:

Document: RET-2024-009
Type: RETURN
Warehouse: WH-MAIN
Ticket: 12847
Reference: Work completed, parts unused
Notes: Parts in good condition

Lines:
1. Oil Filter → Qty: 1 → Bin: A-03-12

Creating Documents

Navigate to Documents

Go to Inventory > Documentos de inventario (/inventory/docs).

Create New Document

Click Nuevo documento and select document type:

RECEIPT
ISSUE
TRANSFER
ADJUSTMENT
RETURN

Fill Document Header

Provide required fields based on document type:

Warehouse(s)
Vendor (if RECEIPT)
Ticket ID (if ISSUE/RETURN)
Reference
Notes

Add Lines

Click Agregar línea to add parts:

Select part
Enter quantity
Choose bin location(s)
Add unit cost (if RECEIPT)
Add line notes if needed

Repeat for all parts.

Save Draft

Click Guardar to save changes while in DRAFT status.

Draft documents can be edited multiple times before posting.

Review

Verify:

All lines are correct
Quantities are accurate
Bins are appropriate
No unsaved changes

Post Document

Click Postear to finalize:

Validates all data
Checks stock availability (ISSUE/TRANSFER)
Updates stock quantities
Creates ledger entries
Changes status to POSTED

Posted documents cannot be edited. Double-check before posting.

Document Editor Interface

The editor (/inventory/docs/:docId) has two panels:

Left Panel: Document Header

Document Type: Read-only badge
Status: Current status with timeline
Warehouse Fields: Based on document type
Vendor: If RECEIPT
Ticket ID: If ISSUE/RETURN (validates accepted)
Reference: Free text
Notes: Multi-line text

Right Panel: Document Lines

Table or card view with columns:

Line #: Auto-incrementing
Part: Dropdown selector
Quantity: Number input
UOM: Auto-filled from part
From Bin: If ISSUE/TRANSFER
To Bin: If RECEIPT/TRANSFER/ADJUSTMENT/RETURN
Unit Cost: If RECEIPT
Notes: Per-line comments
Actions: Edit, Delete

Changes to draft lines are tracked. Click Guardar to save modifications.

Posting Validation

Before posting, the system validates:

All Documents
ISSUE
TRANSFER
ADJUSTMENT

Common Validations

Document must be in DRAFT status
At least one line required
All required fields populated
No unsaved changes
User has inventory:create permission

Issue-Specific Validations

Warehouse must be specified
Each line:
- from_bin_id required
- Sufficient stock in bin
- on_hand_qty >= qty in bin
If ticket_id specified:
- Ticket must exist
- Ticket status must be ACCEPTED

Transfer-Specific Validations

Both warehouses must be specified
From and to warehouses can be same (bin transfer)
Each line:
- from_bin_id and to_bin_id required
- Sufficient stock at source bin
- on_hand_qty >= qty at source

Adjustment-Specific Validations

Warehouse required
Each line:
- qty cannot be 0
- Result cannot be negative: (current_on_hand + qty) >= 0
- to_bin_id required

If validation fails, the system shows specific error messages.

Cancelling Documents

To reverse a POSTED document:

Open Posted Document

Navigate to the document in POSTED status.

Click Cancel Button

Click Cancelar in the document header.

Confirm Cancellation

Confirm in the alert dialog.

Cancellation creates an automatic reversal document with opposite quantities.

Reversal Document Created

System:

Changes original to CANCELLED status
Creates new document with reversed lines
Links documents via reversal_doc_id
Automatically posts reversal

Stock Restored

Stock quantities return to pre-transaction state.

Example:

Original Document: ISS-2024-053
Type: ISSUE
Line: Pump, Qty: -2 (issued)

Reversal Document: ISS-2024-053-REV
Type: ISSUE (same type)
Line: Pump, Qty: +2 (returned to stock)
Status: POSTED (automatically)
Note: "Reversal of ISS-2024-053"

Service Functions

Document operations use these services:

import {
  createInventoryDoc,
  getInventoryDoc,
  updateInventoryDoc,
  deleteInventoryDoc,
  addInventoryDocLines,
  updateInventoryDocLine,
  deleteInventoryDocLine,
  postInventoryDoc,
  cancelInventoryDoc,
  listInventoryDocs
} from '@/services/inventory';

// Create draft document
const doc = await createInventoryDoc({
  doc_type: 'RECEIPT',
  warehouse_id: warehouseId,
  vendor_id: vendorId,
  reference: 'PO-12345',
  notes: 'Monthly stock replenishment'
});

// Add lines
const lines = await addInventoryDocLines([
  {
    doc_id: doc.id,
    line_no: 1,
    part_id: partId,
    uom_id: uomId,
    qty: 10,
    to_bin_id: binId,
    unit_cost: 25.50
  }
]);

// Update header
await updateInventoryDoc(doc.id, {
  notes: 'Updated notes'
});

// Update line
await updateInventoryDocLine(lines[0].id, {
  qty: 12
});

// Post document
await postInventoryDoc(doc.id);

// Cancel posted document
const reversalDocId = await cancelInventoryDoc(doc.id);

Document Numbering

Documents receive unique sequential numbers:

Format: [TYPE]-[YEAR]-[SEQUENCE]

Examples:
REC-2024-001  (First receipt of 2024)
ISS-2024-053  (53rd issue of 2024)
TRF-2024-028  (28th transfer of 2024)
ADJ-2024-015  (15th adjustment of 2024)
RET-2024-009  (9th return of 2024)

Numbers are generated on creation and cannot be changed.

Best Practices

Descriptive References

Always add meaningful references:

PO numbers for receipts
Work order numbers for issues
Transfer authorizations
Cycle count IDs for adjustments

Detailed Notes

Document the reason:

Receipt: Vendor, delivery date
Issue: Work performed
Adjustment: Count results, reason
Return: Part condition

Same-Day Posting

Don’t leave drafts open:

Create and post within shift
Reduces draft clutter
Maintains stock accuracy
Enables real-time reporting

Cost Tracking

Record unit costs on receipts:

Enables valuation reports
Tracks cost trends
Supports budgeting
Required for financial integration

Common Scenarios

Receiving from Vendor

Create RECEIPT document
Enter vendor and PO reference
Add all parts from delivery
Enter unit costs from invoice
Assign to appropriate bins
Post document

Issuing for Work Order

Create ISSUE document
Enter ticket ID (accepted WO)
Add reserved parts
Specify source bins
Post document (releases reservations)

Moving to Remote Site

Create TRANSFER document
Set from_warehouse = Main
Set to_warehouse = Site A
Add parts and quantities
Specify source and destination bins
Post document

Cycle Count Adjustment

Perform physical count
Create ADJUSTMENT document
For each discrepancy:
- Add line with +/- quantity
- Specify bin counted
- Note count date and counter
Post document

Stock Management

View stock levels affected by documents

Reservations

Reserve before issuing for work orders

Warehouses

Manage document locations

Parts

Maintain parts used in documents

​Overview

​Document Lifecycle

​Document Status

​Document Types

​RECEIPT (Entrada)

​ISSUE (Salida)

​TRANSFER (Transferencia)

​ADJUSTMENT (Ajuste)

​RETURN (Devolución)

​Creating Documents

​Document Editor Interface

​Left Panel: Document Header

​Right Panel: Document Lines

​Posting Validation

​Cancelling Documents

​Service Functions

​Document Numbering

​Best Practices

Descriptive References

Detailed Notes

Same-Day Posting

Cost Tracking

​Common Scenarios

​Receiving from Vendor

​Issuing for Work Order

​Moving to Remote Site

​Cycle Count Adjustment

​Related Topics

Stock Management

Reservations

Warehouses

Parts

Overview

Document Lifecycle

Document Status

Document Types

RECEIPT (Entrada)

ISSUE (Salida)

TRANSFER (Transferencia)

ADJUSTMENT (Ajuste)

RETURN (Devolución)

Creating Documents

Document Editor Interface

Left Panel: Document Header

Right Panel: Document Lines

Posting Validation

Cancelling Documents

Service Functions

Document Numbering

Best Practices

Common Scenarios

Receiving from Vendor

Issuing for Work Order

Moving to Remote Site

Cycle Count Adjustment

Related Topics