Stock that matches the books, from receipt to delivery

Item master

Manage SKUs, item groups and cost; import the catalog and opening stock from a file with preview.

Multi-warehouse and binsAdvanced

Track stock per warehouse and bin location, and restrict users to specific warehouses when needed.

Unit of measure conversionAdvanced

Receive by the case, issue by the unit; stock is always counted in the base unit.

Substitute items

Define substitute items and get replacement suggestions whenever an item runs short of stock.

Goods receipt (GRN)

An approved PO creates a draft receipt, so the keeper only checks and confirms quantities received.

Goods issue

Issue stock to sales, projects, maintenance or service jobs, deducted the moment it is posted.

Transfers and stock requests

Departments request goods, the warehouse approves and transfers between sites with in-transit tracking.

RMA returns

Receive customer returns, inspect their condition and put them back into stock or quarantine.

Pick, pack and dispatch

Picking, packing, dispatch and in-transit queues in one outbound overview for the warehouse team.

Full and cycle countsAdvanced

Run full or rotating cycle counts by item group; differences become adjustment documents automatically.

Approved stock adjustments

Adjustments go draft, approval, then posting; nobody can overwrite stock quantities directly.

Lot and expiry trackingAdvanced

Track lots and expiry dates, issuing stock first-expired-first-out (FEFO) to cut write-offs.

Serial numbersAdvanced

See when each serial arrived, which warehouse holds it, and which customer or document received it.

Reorder point alerts

Items hitting their minimum level trigger alerts so purchasing can reorder before stock runs out.

Reorder planner

Suggests order quantities from stock and demand, and creates purchase orders straight from chosen lines.

Three-way matchingAdvanced

Match PO, goods receipt and supplier bill before payment, blocking payment for undelivered goods.

Supplier performance

Track on-time and in-full delivery for every supplier to pick better sources over time.

Inventory valuation policyAdvanced

Moving average, periodic average, FIFO, specific or standard cost, scoped by warehouse, branch or company.

Controlled method changes

Changing the costing method needs a decision number and reason, is blocked mid-period and logged.

Automatic stock journals

Every receipt, issue and transfer posts journal entries using the XBuddy Accounting chart of accounts.

Valuation reports

Stock value by warehouse, item group and period, sourced from the same data as the ledger.

Reconciliation consoleAdvanced

Find stock documents missing journal entries or out of sync with the ledger, and rerun them.

Inventory planner assistantAI

AI flags slow-moving items, forecasts stock-out risk and analyses inventory turnover for each warehouse.

AI on detail pagesAI

Call the assistant directly on an item, lot, supplier, goods receipt or stocktaking session.

Custom approval workflowsAdvanced

Design approval flows for adjustments, transfers and stock requests to match how your company runs.