Questions about the Inventory/Warehouse Module

Question 1: How to cancel a created inventory receipt/export slip and what should be noted when doing so?

Only inventory export slips with the status Pending Approval can be canceled. Additionally, only accounts granted the role Warehouse Approver are authorized to perform this action.

To cancel an inventory receipt or export slip, go to the detail screen of the slip with the status Pending Approval, then select Reject to proceed with cancellation.

Question 2: Why does the system indicate that a product is out of stock when it is still available in the warehouse?

When creating a new sales order and selecting a product, the Getfly system automatically checks the inventory stock (this applies only if the Warehouse Module is enabled).

There are two stock statuses: In Stock and Out of Stock (based on actual inventory quantity, not available stock quantity).

If you select a product and the system reports it as out of stock, there are two possible reasons:

• The product is no longer in actual stock on the system. The system checks actual inventory only—not available stock. → In this case, you need to restock the item.

• Your account is not listed as a related person in the warehouse. → Please contact the system administrator (Warehouse Manager) to add you to the list of related users for that warehouse.

Detailed Instructions:

1. Add related users to the warehouse

Only Warehouse Managers can perform this action.

Navigate to the Warehouse section on the left-hand toolbar.

Click the three-dot icon next to the warehouse name, then select Edit.

In the edit screen, add the relevant employee to the “Related Users” section and click Update to save changes.

1. Create a sales order and check stock directly

Go to the Sales (F4) section on the left toolbar → Click New to create a new order.

In the order creation screen, select the warehouse.

Then select the product. Once selected, the system will immediately show the stock status in the Inventory column.

If the system shows In Stock, you can click the "i" icon to view specific stock quantities and warehouse locations.

Question 3: What happens to existing stock if I delete a product from the product list?

Even if the product still has remaining inventory, the system allows you to delete it. However, note the following:

• Deleted products will no longer be displayed in the inventory list and cannot be searched by name or product code.

• Deleted products will not appear in the Inventory Movement Report.

• To restore visibility of a deleted product in both inventory and reports, you must restore the product.

• Deleted products can be found in the Deleted tab on the product list screen. You may restore them as needed.

Question 4: How to add a product image column to the inventory list in Getfly?

The inventory list is a report that details actual and available stock quantities per product. Currently, product images are not supported in this view.

To view a product image, click on the product name to open its detailed information.

Question 5: How to view the cost of goods sold (COGS) for exported inventory in Getfly?

COGS refers to the direct costs incurred by a business to produce or purchase goods and services for sale. It includes material costs, labor, and manufacturing expenses. COGS is a critical metric in calculating business profitability.

In systems with the Warehouse Module enabled, Getfly uses the Weighted Average Cost Method (calculated at the end of the period) to determine export cost.

COGS formula: (Opening stock quantity × Opening cost + Quantity received × Received cost) / (Opening stock + Quantity received)

You can view COGS using the following methods:

1. Inventory Movement Report

This report tracks inventory quantity and value by product and warehouse for a given period. It includes:

• Opening stock quantity

• Quantity received

• Quantity issued

• Ending stock quantity

• Inventory value = Ending stock quantity × average unit cost

→ Navigate to the Warehouse Module → Select Inventory Movement Report → Choose warehouse and date range → Click Search.

1. Purchase Receipts

Open the detailed view of a purchase receipt → Click Print → Select Print with Prices. This provides cost information for each receipt, warehouse, and purchase date, helping you estimate COGS.

1. Purchase Orders

Go to Sales → Purchase → Open the order detail. The unit cost is shown in the Unit Price column. For orders where inventory has been received, Getfly uses these unit prices to calculate COGS.

Note: If your account lacks permission to access the Inventory Movement Report, Purchase Receipts, or Purchase Orders, the COGS information will not be visible. It is advisable to manage user permissions carefully to restrict access to cost-related data.