Documents
Document Types
InvenTrack manages various business documents to track inventory movements and financial transactions:
📋 Purchase Orders
Order items from suppliers
💵 Invoices
Bill customers for items
🚚 Transfer Orders
Move items between locations
📦 Goods Receipts
Receive items into inventory
Purchase Orders
Creating a Purchase Order
- Navigate to Documents → New Purchase Order
- Select or add supplier information:
- Supplier name and contact
- Delivery address
- Payment terms
- Add line items:
- Search and select items
- Enter quantities
- Review pricing
- Apply discounts if applicable
- Set delivery details:
- Expected delivery date
- Shipping method
- Special instructions
- Review and submit for approval
Purchase Order Status
| Status | Description |
|---|---|
| Draft | Being created |
| Pending | Awaiting approval |
| Approved | Sent to supplier |
| Partial | Partially received |
| Complete | Fully received |
Invoices
Creating an Invoice
- Go to Documents → New Invoice
- Select customer:
- Choose existing customer or add new
- Verify billing address
- Check credit terms
- Add items to invoice:
- Select from inventory
- Set quantities and prices
- Apply taxes and discounts
- Configure invoice details:
- Invoice date and due date
- Payment methods accepted
- Terms and conditions
- Preview and send to customer
Tip: Set up recurring invoices for regular customers to save time.
Payment Tracking
- Record partial payments as received
- Automatic aging reports for overdue invoices
- Send payment reminders
- Apply late fees if configured
- Generate statements for customers
Transfer Orders
Creating Transfer Orders
Transfer inventory between locations within your organization:
- Navigate to Documents → New Transfer Order
- Select source and destination:
- From: Source location
- To: Destination location
- Transfer Date: Planned transfer date
- Add items to transfer:
- Select available items at source
- Specify quantities
- Add reason for transfer
- Assign logistics:
- Transportation method
- Responsible person
- Estimated arrival time
- Submit for approval if required
Transfer Process
1. Initiate
Create and approve transfer order
2. Pick
Collect items at source location
3. Transit
Items in transit to destination
4. Receive
Verify and accept at destination
Default Workflow
Standard Document Workflow
Documents follow a standard approval and processing workflow:
Workflow Stages
Approval Rules
| Type | Value | Approver |
|---|---|---|
| PO | < $1k | Supervisor |
| PO | $1k-$10k | Manager |
| PO | > $10k | Director |
| Transfer | Any | Location Mgr |
Document Actions
- Duplicate: Create a copy of existing document
- Void: Cancel an approved document
- Amend: Create revision of processed document
- Archive: Move completed documents to archive
- Export: Download as PDF or Excel
Document Type Configuration
Document types are fully configurable via Master Data → Document Types. Each document type controls how documents of that type behave, including scanning, inventory control, and status flow.
Key Settings
| Setting | Options | Description |
|---|---|---|
| Classification | Inbound / Outbound / Process | Categorizes the document's direction of flow |
| Inventory Control | None / Add / Deduct | How scanning affects inventory quantities |
| Tracking Mode | Bulk / Unit / Camera / Sensor | How items are tracked in this document type |
| Enable Scan | On / Off | Allow RFID/barcode scanning for documents of this type |
| Before/After Scan Status | Any configured status | Required status before scan, and status to set after scan |
| Transfer on Complete | On / Off | Automatically transfer scanned items to the document's To Location when completed |
| Field Visibility | Per field toggle | Show/hide fields (supplier, customer, locations, remarks, etc.) on the document form |
| Field Mandatory | Per field toggle | Make visible fields mandatory (e.g., require customer on Delivery Notes) |
Tip: Use Master Data → Document Types → Import Defaults to import pre-configured document type templates, including return tracking and scan settings.
Return Tracking
Return tracking links inventory units to contacts (customers or suppliers) through documents. This is used for asset rental, loan, or any scenario where assets are sent to a contact and need to be returned.
How It Works
1. Delivery (Assign)
When a unit is scanned into a Delivery Note with return tracking enabled, it is automatically linked to the document's contact. A delivery movement record is created.
2. Collection (Return)
When a unit is scanned into a Collection Note with return tracking enabled, the active contact link is closed. A collection movement record is created.
3. Contact Detail Page
Each contact's detail page shows Assets Currently Held and Returned Assets history with dates, durations, and document references.
Setup Guide
- Go to Master Data → Document Types
- Create or edit a document type (e.g., "Delivery Note"):
- Set Classification to Outbound
- Set Tracking Mode to Unit
- Enable Scan
- Make Customer field visible and mandatory in Field Visibility
- In the Return Tracking section:
- Check Enable Return Tracking
- Set Contact Action to Assign
- Set Movement Type to Delivery
- Create another document type (e.g., "Collection Note"):
- Set Classification to Inbound
- Set Tracking Mode to Unit
- Enable Scan
- Make Customer field visible and mandatory
- In the Return Tracking section:
- Check Enable Return Tracking
- Set Contact Action to Return
- Set Movement Type to Collection
Note: Return tracking is optional per document type. Standard Delivery Notes without return tracking enabled will work normally without linking units to contacts.
Document Status Configuration
Each document type can have its own status flow. By default, all document types use the full workflow (Draft → Submitted → Confirmed → In Progress → Completed). You can simplify this per document type.
Available Presets
Simple
Draft → Completed
Best for Delivery Notes and Collection Notes
With Approval
Draft → Submitted → Confirmed → Completed
For documents requiring approval before processing
Full (Default)
Draft → Submitted → Confirmed → In Progress → Completed
For complex documents with multiple processing stages
How to Configure
- Go to Master Data → Document Types → Edit
- Scroll to the Document Status Flow section
- Check Use Custom Status Flow
- Select a preset or edit the JSON directly
- Save the document type
Tip: All statuses can also transition to Cancelled. The status flow only applies to documents of that specific type - other document types are unaffected.
Contact Asset Reports
Two reports are available for tracking assets linked to contacts:
Contact Asset Holdings
Reports → Contact Asset Holdings
- View all active and returned asset holdings
- Filter by date range, contact, contact type, status
- Month quick-select buttons
- Shows duration, delivery/collection documents
- Export to CSV
Customer Assets
Reports → Customer Assets
- View inventory units at customer locations
- Filter by date range, customer, location
- Month quick-select buttons
- Shows transfer dates and document references
- Export to CSV
Movement History
The Movement History page (Inventory → Movement History) shows all asset movements including delivery and collection types. Columns include:
- Contact - The customer or supplier from the linked document
- Contact Location - Destination (delivery) or source (collection) location
- Reference No. - Reference number or parent document
- Document No. - The document number that triggered the movement
- Movement Type - Delivery, Collection, Transfer, or other types
- Scanned Date - When the scan occurred