Products, purchasing and stock
Inventory management software connected to your orders
DistributorFlow connects your product catalogue, stock invoices, purchase costs and customer orders. Distributors and wholesalers can review stock approvals and choose the available-stock report that matches their workflow, while keeping each business account separate.
See the current packages and allowances before you choose.
How do you manage stock in DistributorFlow?
Start with categories and products, record stock invoices, and approve entries before relying on them in reports. Orders and stock are connected, but the point at which stock is consumed depends on the workflow and report you use. Check that choice before comparing physical stock with a system balance.
Build your catalogue
Add product names, categories, prices and barcodes. Keep product units consistent so purchases, order quantities and stock reports describe the same items.
Record stock added or removed
Choose the stock account, enter products and quantities, and save a stock invoice. Administrators can approve their entries; other submissions can wait for approval.
Connect orders to stock
Review whether an order uses stock and where it is in the approval or seller-processing workflow. A booked order and a processed delivery are different events.
Reconcile the report
Compare the correct account and report with your physical count. Investigate unapproved invoices and orders still awaiting processing before adjusting quantities.
Why can the two available-stock reports differ?
The operational report follows the existing stock-processing workflow. The approval-based report subtracts approved orders that use stock from approved stock-invoice quantities. An approved order can be waiting for seller processing, so both reports can be correct while showing different stages of the same inventory.
Use the same account scope and product units when comparing reports. Stock approval, order approval and a successful delivery should not be treated as interchangeable statuses.
| Report | What it follows | When it helps |
|---|---|---|
| Operational stock | The stock account and processing workflow | Reviewing the stock handed to or processed by an account |
| Approval-based stock | Approved stock invoices less approved orders using stock | Reviewing stock against approved orders before seller processing |
Can purchase prices change for each stock entry?
Yes. You can associate purchasers with products and select an optional purchaser when entering stock. The purchase rate can be adjusted for that entry when daily costs change. Purchase amounts and purchaser payments provide a separate balance workflow from customer sales and receipts.
For example, if a product normally costs 10 per unit but the current purchase costs 12, record the current rate on that stock entry. Review quantities, rates and approval status together before relying on the purchaser balance.
What should you check before moving your inventory?
Test a small set of your own products, an approved stock invoice and an order before importing your whole process. Set the business currency and confirm which stock report your team will use. Agree on how returns and adjustments will be recorded so the office and delivery team compare the same figures.
Product answers
Does an unapproved stock invoice count as approved inventory?
An unapproved invoice is still awaiting review. The approval-based available-stock report uses approved stock invoices, so review the invoice status before expecting its quantities in that report.
Can one product have more than one purchaser?
Yes. A product can be associated with multiple purchasers and their purchase rates. Selecting a purchaser while recording stock is optional, and the rate for that entry can be adjusted.
Your next step
Try the workflow with your own business
Start with a small product list and a trial customer. Check stock, delivery, receiving and any local requirements before a wider rollout.