Operations Pack — Inventory · Quality · Asset Management

The Operations Pack manages the physical world: goods in and out of warehouses, quality checks at every stage, and fixed assets from purchase to disposal. The three modules are connected — receiving goods triggers quality inspection, quality failures create NCRs, and assets depreciate into the general ledger automatically.

Apps involved

App	Role in the flow
Inventory	Goods receipt, stock movements, transfers, stocktaking, lot/serial tracking
Quality	QC templates, inspections, non-conformance reports (NCR)
Asset Management	Fixed-asset register, assignment, maintenance, depreciation
Procurement	Purchase orders that feed GRN; receives reorder alerts
Manufacturing	Work orders that issue materials and receive finished goods
Accounting	Receives 3-way match approvals and depreciation journal entries

Inventory

Goods Receipt (PO → GRN → Stock In)

The standard inbound flow when purchasing goods. Each stage names the app that owns it.

Purchase Order confirmed — Procurement

Procurement confirms the PO with the supplier. Its lines become the source for the goods receipt.

GRN created & confirmed — Inventory

Inventory creates the Goods Receipt Note (pre-filled from the PO), records actual quantities, and confirmation adds stock to the warehouse.

Quality inspection — Quality

If incoming inspection is configured, Quality opens an inspection against a QC template; a failure raises an NCR before stock is cleared for use.

3-Way Match & payment — Accounting

Once a vendor bill is linked, Accounting matches PO ↔ GRN ↔ Bill and clears it for payment when within tolerance.

Purchase Order (confirmed) → GRN created → confirmed → Stock added to warehouse
                                               ↓
                                         3-Way Match (PO ↔ GRN ↔ Invoice)

Inventory — Goods Receipt Note confirmation

Create GRN

Create a Goods Receipt Note manually or directly from a Purchase Order (all PO lines pre-filled).

Select destination warehouse
Enter quantities actually received (may be less than ordered — partial receipt supported)
Attach delivery note or packing list

Confirm GRN

Confirmation adds stock to the selected warehouse.

If lot tracking is on: lot number and expiry date are required before confirmation
If serial tracking is on: serial numbers must be scanned or entered
GRN confirmation updates the PO “qty received” counter
3-Way Match triggered automatically once a linked vendor bill is created

Create Vendor Bill (optional)

From a confirmed GRN, create the vendor bill with one click. Lines carry over — no re-entry.

Stock Movements

Movement type	Trigger	Stock effect
GRN confirmed	Goods received from supplier	+ to warehouse
Goods Issue confirmed	Goods dispatched (SO, WO, internal)	− from warehouse
Transfer shipped	Goods leave source warehouse	− from source
Transfer completed	Goods arrive at destination	+ to destination
Stocktaking adjustment	Variance found in count	+ or −
Lot expired	Lot passes expiry date	Stock quarantined (not deducted)

3-Way Matching

Before paying a vendor bill, XBuddy verifies the triangle:

Purchase Order ←→ GRN ←→ Vendor Bill
  • Quantities match?
  • Prices within tolerance?
  → Matched: bill auto-approved for payment
  → Exception: flagged for manual review

Exception types: quantity overage, price variance, no PO reference.

Stocktaking

Create session (select warehouse + items)
  → Print count sheets
  → Enter actual counts
  → Review variance (actual vs. system)
  → Finalize → stock adjustment records created automatically

Only one active stocktaking session per warehouse at a time. Stock cannot be adjusted directly — only via stocktaking or explicit adjustment documents.

Lot & Serial Tracking

Lots — track a batch of items with shared attributes (supplier batch, production date, expiry):

active → quarantined (e.g. QC hold) → active (released)
active → expired (automatic on expiry date)

Serials — track individual units throughout their life:

available → sold → returned → available
         └→ scrapped

Reorder alerts

Configure reorder rules per item per warehouse:

Reorder point: stock level that triggers a replenishment suggestion
Reorder qty: how much to order each time
Lead time: used to calculate “order by” date

A daily job surfaces the items that have fallen below their reorder point, and the reorder page lists them for you.

⚠️

This is a suggestion list, not automatic purchasing. XBuddy does not create purchase orders from reorder alerts — raising the PO remains a human decision in Procurement.

Quality Control

Inspection Flow

QC Template (define checklist) → Inspection created → submitted → approved / hold / released
                                                                      ↓ [if failed]
                                                                    NCR created

QC Template

Define what to check — a checklist of items with pass/fail criteria or numeric measurements. Templates can be linked to: incoming goods inspections, production operations, or outgoing finished goods.

Inspection

Create an inspection against a template. Fill in results for each checklist item.

Status	Meaning
`created`	Inspection opened, not yet completed
`submitted`	Results filled in, awaiting QC approval
`approved`	Passed — goods cleared for use or shipment
`hold`	Flagged for further review
`released`	Reviewed after hold, cleared

NCR (Non-Conformance Report)

When an inspection fails or a quality issue is discovered, an NCR is raised.

open → assigned (QC manager assigns owner) → resolved (CAPA described) → verified → closed

Field	Description
Source	Linked inspection, work order, or customer complaint
NC type	Material, process, equipment, personnel
Severity	Minor · Major · Critical
CAPA	Corrective and Preventive Action description
Attachments	Photos, videos, supporting documents

NCR comments support a threaded discussion with file attachments — all stakeholders contribute in one place.

Asset Management

Asset Lifecycle

Purchase / Import → Active → [In Use / Under Maintenance] → Disposed
                       ↓
                  Assigned (check-out) → Returned (check-in) → Available

Status	Description
`active`	In warehouse/storage, available
`in_use`	Checked out to a user or department
`available`	Returned, not yet re-assigned
`under_maintenance`	In repair or scheduled service
`disposed`	Written off — removed from active register

Assignment (Check-out / Check-in)

Asset (active) → Check-out → In Use (assigned to person/department)
             → Check-in  → Available
             → Reassign  → In Use (different person)
             → Dispose   → Disposed (record reason + residual value)

Assignment history is maintained indefinitely for audit purposes.

Maintenance

Preventive (scheduled):

Maintenance Schedule defined (interval: days / operating hours / mileage)
  → Maintenance records auto-created when due
  → Assigned to maintenance team
  → Completed → next due date calculated
  → Overdue alert if not completed within grace period

Reactive (breakdown):

Create maintenance record directly against the asset
Link to Field Service work order for external contractors
Cost recorded and tracked per asset

Depreciation

XBuddy calculates and posts depreciation automatically.

Supported methods:

Straight-line (fixed amount per period)
Declining balance (fixed % of book value per period)

Depreciation flow:

Asset registered with: purchase price, useful life, residual value, method
  → Depreciation schedule calculated and stored
  → Accountant runs periodic depreciation batch (monthly/quarterly)
  → System posts GL journal:
      Dr  Depreciation Expense (cost centre)    XX
        Cr  Accumulated Depreciation (asset)      XX
  → Book value updated on asset record

Asset Audit

Create audit (select location / department)
  → Compare system register vs. physical count
  → Record found / not found / condition
  → Finalize → discrepancies flagged for investigation

Status Reference

GRN:              draft → confirmed / cancelled
Transfer:         draft → confirmed → shipped → completed / cancelled
Stock Request:    draft → submitted → approved → fulfilled / rejected
Stocktaking:      active → finalized
Lot:              active ⟷ quarantined; active → expired
Serial:           available → sold → returned → available / scrapped
Inspection:       created → submitted → approved / hold → released
NCR:              open → assigned → resolved → verified → closed
Asset:            active / in_use / available / under_maintenance / disposed
Asset Transfer:   draft → approved → completed
Maintenance:      scheduled → due → completed / overdue

Integration Points

Module	What happens
Finance	GRN → Vendor Bill (Procure-to-Pay); Asset depreciation → GL journal
Procurement	Confirmed PO → GRN; Item below reorder point → reorder alert (raising the PO stays a human decision)
Sales	Sales Order confirmed → Goods Issue triggered
Manufacturing	Work Order started → Goods Issue (material consumption); WO completed → GRN (finished goods)
Field Service	Asset under maintenance → Service work order linked
Accounting	3-Way Match approved → AP bill cleared for payment

A technician’s van is a warehouse

Field Service does not keep its own private parts list or its own stock. Parts are ordinary inventory items, tools are ordinary assets, and a van is modelled as a warehouse — so loading a van is a stock transfer and fitting a part on site is a stock issue, both visible in your normal inventory reports.

The practical benefit: the parts sitting in six vans are not invisible. They appear in your stock valuation, they count towards reorder points, and consuming them costs the job properly.

This unification is switched on per tenant, after a one-off data reconciliation. Until it is enabled, Field Service keeps its separate ledger. It is never half-on — one ledger or the other, never both, because both would count the same part twice.

Each domain is automated by a role-based AI assistant. Follow the links for the full agent reference.

Agent	Automates	Cadence
Inventory Planner	Reorder-point tuning, dead-stock detection, stockout risk	Weekly / Daily
Procurement Assistant	3-way match exception review, reorder-driven POs	Daily
Quality Inspector	NCR trend analysis, recurring defect detection by supplier/product	Monthly
Asset Manager	End-of-life replacement planning, maintenance forecasting	Monthly / Weekly

Hire to Retire — Full Lifecycle Manufacturing Flow