A stock record that can't tell you whether an item is in the showroom, in the godown, or already reserved for a pending delivery order is not a stock record. It's a historical artifact.
The Gap Between Inward and Outward
Computer accessories inventory — cables, adapters, memory modules, peripherals — moves fast and gets mixed up faster. Boxes get opened for QC checks and restacked in the wrong location. Accessories from two different batch numbers end up on the same shelf. A reserved unit gets pulled by someone who didn't check the reservation flag, and the next person who looks for it for a confirmed sale can't find it.
The Stock Status radio field — Inward, Outward, Reserve — is the first-line triage. It tells you, at a glance, whether an item is received stock, dispatched stock, or committed stock. That three-way distinction is the difference between knowing what you have and thinking you know what you have.
Stock Location — Showroom or Godown — adds the physical dimension. An item marked Inward in the Godown is not the same operational position as an item marked Inward in the Showroom. In a retail computer accessories operation, showroom stock is display-accessible and may have handling wear; godown stock is clean. That distinction matters when a customer wants an unboxed unit for immediate use.
QC status — QC Due, QC Done, QC Problem — gates the transition from inward receipt to sellable inventory. A batch arrival that hasn't cleared QC shouldn't appear as available stock. The QC field on each item record is the check that prevents a QC Problem unit from being dispatched as a clean item.
The Dispatch Record
SO NO (sales order number), DC Invoice No, and Outward Date form the dispatch trail. When a customer contacts you about a delivery that hasn't arrived, these three fields together are the starting point for the investigation. If the DC Invoice number doesn't appear in your delivery carrier's records for that date, you know where to look.
Party Name, Mobile No, Address, City, State, Pincode, and GST No constitute the customer record attached to the dispatch. The GST number is not optional for business-to-business sales — it is the tax documentation. Having it in the stock record rather than in a separate CRM system means the invoice can be verified against the dispatch record without switching systems.
Supplied From — SRMAX or SR — tracks which supply chain source this item came from. When a QC Problem surfaces after sale, that field tells you which supplier's batch it came from and whether the problem is isolated or systemic.
The Status Fields That Prevent Errors
STOCK COUNT as a calculated field gives you the live count without manual tallying. TAKE STOCK as a radio — AVAILABLE, NOT AVAILABLE, and a specific batch code — is the real-time availability flag for sales floor use.
Stock Damage — NA, Simple, Deep — captures the condition at outward. An item leaving as Outward with Simple damage should be priced or disclosed accordingly. A Deep damage item shouldn't leave at all without explicit customer acknowledgment.
The barcode field (SDummy) plus the IN & OUT hierarchical tree field together handle the physical identification layer: barcode scanning connects the physical item to the digital record; the tree structure tracks the item's movement history in a single location within the record.
Box No and Batch No at the top of the record are the physical packaging identifiers. In a stock reconciliation, these are what you match against the physical labels — not the model name, which may appear on multiple different box configurations.