Kardex Tauro V3

INBOUND Module (Navigation Menu)

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GENERAL DESCRIPTION

The Inbound Module in Kardex Tauro it works as a centralized navigation menu which groups all the procedures by which the product inventory increases or is incremented. It is the single access point for all the merchandise entry operations into the system, regardless of their origin.

This window does not execute operations directly on the inventory; its function is redirect the user toward the specific module according to the type of entry you need to make. Each button opens a specialized window with its own processes, validations, and workflows.

⚠️ KEY CONCEPT: All the operations accessible from this menu generate inbound movements in the Kardex, increasing the stock on hand of the product in the current cost center. Each entry is recorded automatically, chronologically, and immutably in the system history.

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MODULE ACCESS

The Inbound Module is available from the main window of the program.

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INBOUND MENU BUTTONS

The window presents six buttons, each one directed to a specific submodule. Below, the general purpose of each one is described:

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SUBMODULE: PURCHASE ORDERS

What is a Purchase Order?

A Purchase Order (PO) is a formal commercial document by means of which the company requests a supplier to supply certain products, in specific quantities, at agreed prices and under certain delivery conditions. It is the formal purchase commitment that starts the merchandise acquisition cycle.

Purpose in the System

The Purchase Orders window allows:

• Formalize orders to suppliers before the merchandise physically arrives.
• Plan future receipts of inventory with estimated arrival dates.
• Control purchase commitments pending receipt.
• Negotiate commercial terms (prices, quantities, dates).
• Generate documentation official for the supplier.

Business Importance

Commitment control:

• It allows knowing which merchandise is "on the way" even though it is not yet in the warehouse.
• It facilitates sales planning by knowing the future entries.
• Avoids duplicate or unnecessary purchases.

Commercial traceability:

• It formally documents the relationship with suppliers.
• It serves as support for audits and reconciliations.
• It allows you to claim to the supplier if what was sent does not match what was ordered.

Financial management:

• It allows you to project cash payments (accounts payable).
• It facilitates reconciliation with received invoices.
• Helps with budget planning.

Use Cases

• Retail store: Order weekly replenishment of high-turnover products.
• Distributor: Place monthly orders with manufacturers with volume discounts.
• Restaurant: Order perishable ingredients with scheduled deliveries.
• Manufacturing: Request raw materials according to the production plan.

📖 For more details: Consult the specific technical help of the window "Purchase Orders".

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SUBMODULE: QUOTE SUPPLIERS

What is a Supplier Quotation?

A Quotation is a formal consultation document by means of which the company requests from one or several suppliers information about prices, availability, delivery times, and commercial conditions for certain products. Unlike the Purchase Order, the quotation it does not generate a purchase commitment; it is a previous stage of research and comparison.

Purpose in the System

The Quotations window allows:

• Request offers formal requests to multiple suppliers simultaneously.
• Compare prices and commercial terms between suppliers.
• Evaluate alternatives before making a purchase decision.
• Document the process of supplier selection.
• Convert quotations into purchase orders when the decision is made.

Business Importance

Informed decision-making:

• It allows choosing suppliers based on objective data, not on assumptions.
• It facilitates negotiation by having multiple reference offers.
• Reduces the risk of paying overprices.

Transparency and control:

• It documents the supplier selection process.
• It avoids arbitrary decisions or decisions based on personal preferences.
• It supports purchasing audits and compliance processes.

Cost optimization:

• It identifies savings opportunities through comparison.
• It detects suppliers with better commercial conditions.
• It allows negotiating discounts based on competitors' offers.

Building a historical database:

• Creates a history of supplier prices.
• It allows analyzing price trends over time.
• It facilitates the detection of unjustified increases.

Difference between Quotation and Purchase Order

Use Cases

• High-value purchases: Quote expensive equipment before deciding.
• New products: Research suppliers for new lines.
• Sporadic purchases: Compare options for non-routine products.
• Renegotiation: Request a new quotation to evaluate whether the current supplier is still competitive.
• Regulatory compliance: Companies that require formal supplier selection processes.

📖 For more details: Consult the specific technical help of the window "Quote Suppliers".

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SUBMODULE: WAREHOUSE RECEIPTS

What is a Warehouse Receipt?

A Warehouse Receipt is the direct and immediate record of merchandise that enters the inventory without going through a prior Purchase Order. It is the most direct way to increase stock on hand when the merchandise physically arrives and needs to be recorded immediately, or when the entry comes from sources other than a formal purchase from a supplier.

Purpose in the System

The Warehouse Receipts window allows:

• Record immediate receipts without a prior document.
• Receive merchandise that does not come from a formal purchase.
• Adjust stock on hand for findings, donations, or special entries.
• Incorporate products into inventory directly.
• Document entries various entries with their respective supporting document.

Types of Receipts Recorded Here

Purchases without a prior order (spot purchases):

• Urgent acquisitions where no PO was generated.
• Minor or low-value purchases.
• Purchases from occasional suppliers.

Supplier returns:

• Merchandise that the supplier reinstates for exchange or correction.

Donations or bonuses:

• Products received at no cost from suppliers or third parties.

Commercial samples:

• Products received for evaluation or promotion.

Findings or surpluses:

• Merchandise found that was not registered.

Artisanal or internal production not formalized:

• Products manufactured internally without a formal production order.

Positive inventory adjustments:

• Corrections of differences in physical counts.

Business Importance

Operational flexibility:

• It allows recording entries without the rigidity of a Purchase Order.
• Facilitates urgent or unforeseen operations.
• Adaptable to different sources of receipt.

Agility in recording:

• A faster process than creating a PO, receiving, and closing.
• Ideal for low-volume or high-frequency operations.
• It reduces the administrative burden in minor purchases.

Control of various receipts:

• It centralizes all entries not coming from a PO.
• Maintains traceability in the Kardex.
• It allows auditing of all entries into the inventory.

Difference between Warehouse Receipt and Purchase Order Receipt

Use Cases

• Neighborhood store: Daily purchases of fresh products from local suppliers.
• Receipt of donations: Products received from promotional campaigns.
• Inventory adjustments: Correction of differences after a physical count.
• Free samples: Products received at no cost for evaluation.
• Emergency purchases: Urgent acquisitions outside the regular process.

📖 For more details: Consult the specific technical help of the window "Warehouse Receipts".

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SUBMODULE: TRANSFER RECEIPTS

What is a Transfer Receipt?

A Transfer Receipt is the record of merchandise that arrives at a cost center (warehouse, branch, store) coming from another cost center of the same company. It represents an internal inventory movement between different locations of the organization, without any commercial transaction with an external third party.

Purpose in the System

The Transfer Receipts window allows:

• Receive merchandise sent from another company warehouse.
• Confirm receipt of internal transfers.
• Update stock on hand in the destination cost center.
• Maintain traceability of internal movements.
• Coordinate distribution of inventory between locations.

Business Importance

Efficient inventory distribution:

• It allows moving merchandise where it is most needed.
• It optimizes the service level in all locations.
• It reduces stockouts in some warehouses while others have excess.

Corporate asset control:

• It keeps traceability of the merchandise between warehouses.
• It allows knowing at all times where each product is.
• It facilitates multi-warehouse inventory audits.

Operational coordination:

• Facilitates the management of branch networks.
• It allows consolidating inventory in central warehouses.
• It supports "hub and spoke" distribution strategies.

Logistics cost analysis:

• It records internal movements for analysis.
• It allows evaluating distribution costs between warehouses.
• It facilitates decisions about the optimal location of inventory.

Relationship with the "National Stock on Hand" Window

The Transfer Income window complements the functionality of "National Stock" available in Inventory:

• National Stock: Read-only query (see what is in other warehouses).
• Transfer Receipts: Executes the physical movement between warehouses.

Recommended flow:

1. Consult "National Stock on Hand" to see availability in other warehouses.
2. Request the transfer of the necessary merchandise.
3. Record the "Transfer Income" when the merchandise arrives.

Use Cases

• Store chain: Transfer merchandise between branches according to demand.
• Warehouse network: Move products from the central warehouse to regional warehouses.
• Special events: Transfer inventory to a temporary warehouse for fairs or promotions.
• Rebalancing: Distribute the inventory evenly among multiple points of sale.
• Returns between warehouses: Reinstate merchandise from a satellite warehouse to the central one.

📖 For more details: Consult the specific technical help of the window "Transfer Receipts".

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SUBMODULE: PRODUCTION ORDERS

What is a Production Order?

A Production Order (PO) is a document by means of which the company plans and executes the internal manufacturing of products from raw materials and components. It represents the process by which inputs are transformed into finished products within the organization itself.

Purpose in the System

The Production Orders window allows:

• Plan manufacturing of "Production Line" type products.
• Consume raw materials of inventory to create finished products.
• Generate finished products as an inventory receipt.
• Control costs of manufacturing (materials consumed).
• Record traceability of the production process.

Business Importance

Manufacturing control:

• It allows planning and executing production processes.
• It keeps traceability of the raw materials consumed.
• Facilitates the calculation of production costs.

Dual inventory management:

• It controls raw materials and finished products simultaneously.
• It allows analyzing the transformation of inputs into products.
• It facilitates the planning of raw material purchases.

Production traceability:

• It records which materials were used in each batch produced.
• It allows tracing quality problems back to their origin.
• It supports selective recalls by production batch.

Efficiency analysis:

• It compares theoretical vs. actual consumption of materials.
• Detects waste or production shrinkages.
• Allows optimizing production processes.

Relationship with "Production Line" Type Products

Production Orders are directly related to the products configured as "Production Line" in the product creation window:

• Only "Production Line" type products can be manufactured by means of a PO.
• The list of components (BOM) defined in the "Kits" window is used to calculate the necessary inputs.
• Unlike "Kit" type products, the consumption of components is not automatic when selling, but rather controlled through the PO.

Use Cases

• Bakery: Manufacture bread from flour, water, yeast, and salt.
• Furniture factory: Produce tables from wood, screws, and varnish.
• Mechanical workshop: Assemble equipment from components and spare parts.
• Textile industry: Make garments from fabrics, threads, and accessories.
• Chemical laboratory: Produce mixtures from chemical raw materials.
• Restaurant (production): Prepare pre-cooked dishes from ingredients.

📖 For more details: Consult the specific technical help of the window "Production Orders".

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SUBMODULE: REINSTATEMENTS

What is a Reinstatement?

A Reinstatement is the process by which is returned to inventory a product that had been previously sold to a customer. It represents the partial or total reversal of a sale, whether because the customer returned the product, because the sale was voided, or because the product was returned for some reason (warranty, dissatisfaction, error in the dispatch).

Purpose in the System

The Reinstatements window allows you to:

• Register returns from customers in a formal manner.
• Reincorporate products to the available inventory.
• Adjust accounts receivable or generate credit notes.
• Maintain traceability for voided or returned sales.
• Manage warranties and after-sales services.

Types of Reinstatements

Return due to dissatisfaction:

• The customer returns the product because it did not meet their expectations.
• The product can become available again for resale.

Return under warranty:

• The product has faults and is returned for repair or replacement.
• It can generate a new product or remain in the "under repair" status.

Sale void:

• The sale is completely cancelled (billing error, detected fraud).
• The product returns to inventory as if the sale had not occurred.

Partial return:

• The customer returns only some items of a larger sale.
• The invoice is adjusted or a credit note is generated for the returned products.

Return due to dispatch error:

• A different product was sent than the one requested.
• The erroneous product is reinstated and the correct one is dispatched.

Business Importance

Customer service:

• Formalizes the returns process.
• It generates customer trust by having clear policies.
• Improves the company's reputation.

Inventory control:

• It reincorporates returned products into the available inventory.
• It allows classifying returned products by condition (sellable, damaged, etc.).
• It keeps traceability of products that come in and go out.

Financial control:

• Generates credit notes for accounting adjustments.
• Adjusts customer accounts receivable.
• It allows analysis of returns and their causes.

Continuous improvement:

• It identifies products with high return rates.
• Detects quality or dispatch problems.
• It allows taking corrective actions with suppliers or internal processes.

Relationship with the Original Sale

The reinstatement is always linked to an original sale previously registered in the system:

• The sale is consulted to validate products, quantities, and serial numbers.
• The returned serial numbers must match the sold serial numbers.
• The system prevents returns of products not sold or incorrect serial numbers.
• The historical link between sale and reinstatement is kept for auditing.

Use Cases

• Electronics store: Returns due to warranty of defective equipment.
• Clothing store: Returns due to incorrect size or dissatisfaction.
• Distributor: Returns due to products damaged in transport.
• Supermarket: Returns due to expired or spoiled products.
• E-commerce: Returns due to customer remorse (right of withdrawal).
• Hardware store: Returns due to incorrect purchase of materials.

📖 For more details: Consult the specific technical help of the window "Reinstatements".

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BUSINESS CONTEXT: THE FLOW OF ENTRIES IN INVENTORY MANAGEMENT

The Inbound Module of Kardex Tauro implements the fundamental principles of procurement and merchandise receiving management, a critical process in any company that handles physical inventories.

Principles of Inbound Control

Formal documentation:

• Each entry must have documentary support (PO, invoice, delivery note, transfer note).
• The documentation supports traceability and backs audits.

Physical verification:

• The received merchandise must be verified against the source document.
• Quantities, qualities, and serial numbers must match.

Timely recording:

• Entries must be recorded in the system at the moment of reception.
• It prevents mismatches between physical and systemic inventory.

Segregation of duties:

• Different people should approve purchases, receive merchandise, and record in the system.
• Reduces risks of fraud and errors.

Relationship with the Double-Entry Principle Applied to Inventories

Just as in accounting each transaction affects at least two accounts, in inventory management each entry has a origin and a destination:

Kardex Tauro automatically records this duality in the Kardex, keeping complete traceability of each movement.

Strategic Importance of Entry Control

Financial impact:

• Inbound entries represent investment in inventory (current asset).
• Poor control can lead to overstock (tied-up money) or understock (lost sales).
• It directly affects cash flow and profitability.

Operational impact:

• Well-managed entries ensure product availability.
• They reduce stockouts and lost sales.
• They improve the level of customer service.

Impact on information:

• Accurate entry data allow reliable analysis.
• They facilitate purchase and sales decision-making.
• They support the strategic planning of the business.

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RELATIONSHIP BETWEEN THE INBOUND SUBMODULES

The six submodules of the Inbound Module do not operate in isolation, but are interconnected in the operational flow of the business:

SECURITY AND PERMISSIONS SYSTEM

Each submodule of the Inbound Module is protected by the Kardex Tauro permissions system:

Individual permissions per submodule:

• Create Purchase Orders
• Supplier Quotations
• Register Warehouse Receipts
• Register Transfer Receipts
• Create Production Orders
• Process Reinstatements

System behavior:

• If a user does not have permission for a submodule, the corresponding button may appear disabled or show an informational message when clicked.
• No system errors are generated; access is simply restricted.
• Permissions are configured per individual user or by roles.

Security recommendations:

• Restrict access to Production Orders to authorized personnel only.
• Limit the processing of Reinstatements to customer service personnel or supervisors.
• Allow Warehouse Receipts only to warehouse personnel.
• Control who can create Purchase Orders (generally the purchasing area).

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FREQUENTLY ASKED QUESTIONS

Q: What is the difference between "Purchase Orders" and "Warehouse Receipts"?

A: The Purchase Order is a prior document that plans the purchase before receiving the merchandise. The Warehouse Receipt is the direct record of merchandise that arrives without a prior PO. If you have a PO, you must receive against it; if you do not have a PO, use Warehouse Receipt.

Q: What happens if I receive less merchandise than I ordered in the Purchase Order?

A: You can partially receive the PO. The system keeps the PO open for the pending balance. When the rest arrives, you can complete the reception.

Q: Can I receive merchandise from a supplier different from the one on the Purchase Order?

A: It is not recommended. If the merchandise arrives from a different supplier, cancel the original PO and record the entry as a Warehouse Receipt or create a new PO.

Q: What is a quotation and how does it differ from a Purchase Order?

A: The quotation is a request for prices and conditions without a purchase commitment. The Purchase Order is a formal commitment. The quotation precedes the PO; you quote in order to decide, then you order.

Q: Can I convert a quotation directly into a Purchase Order?

A: Yes, once the best quotation is selected, the system allows converting it into a Purchase Order, taking advantage of the information already recorded.

Q: What are Transfer Income entries and when do I use them?

A: They are the records of merchandise that arrives from another warehouse of the same company. They are used when inventory is moved between your own cost centers (not from external suppliers).

Q: What happens if I send a transfer but it never arrives at the destination warehouse?

A: The transfer remains pending in the destination warehouse. The situation must be investigated and, if the merchandise was lost, the corresponding adjustments must be made in both warehouses.

Q: What are Production Orders and what are they for?

A: They are documents for manufacturing products internally from raw materials. They serve to control the consumption of inputs and the entry of finished products into inventory.

Q: Can I produce any product with a Production Order?

A: No, only products configured as the "Production Line" type can be manufactured by means of a PO. Products of the "Normal" or "Kit" type do not apply for production.

Q: What is a Reinstatement and when do I use it?

A: A Reinstatement is the return of a sold product that comes back into inventory. It is used when a customer returns merchandise, whether due to warranty, dissatisfaction, or error in the dispatch.

Q: Can I reinstate only part of a sale?

A: Yes, you can select specific products from a sale to reinstate, keeping the rest of the sale as it is.

Q: What happens with the serial numbers when a product is reinstated?

A: The returned serial numbers must match the serial numbers originally sold. The system validates that the serial numbers of the reinstatement correspond to the original sale.

Q: Do reinstatements affect the Kardex?

A: Yes, each reinstatement generates a record in the Kardex that links the original sale with the return, keeping complete traceability.

Q: Can I void a Purchase Order already created?

A: Yes, you can cancel a PO as long as it has not been completely received. If it has already been partially received, you can only cancel the pending balance.

Q: Which submodule do I use if I receive a donation of products?

A: Use "Warehouse Receipts" specifying that the source is a donation. The system will record the entry without generating an account payable.

Q: Can I use Warehouse Receipts to adjust stock on hand after a physical count?

A: Yes, you can use Warehouse Receipts for positive adjustments (when you find more merchandise than recorded). For negative adjustments, use the corresponding outbound window.

Q: Which submodule do I use if I manufacture products occasionally?

A: Use "Production Orders" whenever you manufacture products, even occasionally. This maintains control over raw material consumption and the receipt of finished goods.

Q: Do transfers between warehouses generate accounts payable or receivable?

A: No, transfers are internal movements between warehouses of the same company. They do not generate financial transactions with third parties, only inventory movements.

Q: Can I see the history of all receipts in a single place?

A: Yes, the Kardex window shows all recorded receipts, regardless of the submodule used. You can filter by movement type to see only the receipts.

Q: What happens if I make a mistake when recording a receipt?

A: Depending on the type of receipt, there may be void or adjustment options. Consult the specific help for the submodule used. In complex cases, it may require manual adjustments in the Kardex.

Q: Can I print the documents generated in each submodule?

A: Yes, each submodule allows you to print its documents (PO, quotations, receipt vouchers, OP, reinstatement notes) for filing or sending to third parties.

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15. FINAL RECOMMENDATIONS

1. Use the correct submodule for each situation: Do not record formal purchases as Warehouse Receipts; use Purchase Orders to maintain control.
2. Get quotes before making important purchases: Use "Quote Suppliers" for high-value purchases or new suppliers, ensuring better conditions.
3. Keep Purchase Orders in order: Close the POs completely when you receive all the merchandise to avoid forgotten pending items.
4. Always verify the merchandise received: Before confirming any receipt, validate quantities, qualities and serial numbers against the source document.
5. Capture serial numbers at the time of receipt: Do not leave serial number capture for later; do it when receiving the merchandise to maintain traceability.
6. Process transfers in a timely manner: When merchandise arrives from another warehouse, record the Receipt by Transfer immediately to keep the inventory synchronized.
7. Document Production Orders: Record every production run, even a small one, to maintain control over raw material consumption.
8. Manage returns formally: Use "Reinstatements" for all customer returns; never adjust the inventory manually.
9. Reconcile periodically: Compare the physical inventory with the system inventory to detect differences and correct them in time.
10. Train staff: Make sure every employee knows which submodule to use in each situation.
11. Respect permissions: Do not share credentials; each user must operate only the authorized submodules.
12. Document the processes: Create written procedures for each type of receipt, ensuring consistency in the operation.
13. Take advantage of traceability: Use the Kardex to audit receipts and detect anomalies or unusual patterns.
14. Plan purchases: Use Purchase Orders to plan, not just to react. Planning reduces costs and improves service.
15. Maintain discipline: Record receipts at the moment they occur, not at the end of the day. Immediacy guarantees accuracy.
16. Integrate the submodules: Use the submodules in a coordinated way. For example, quote, order, receive and reinstate as applicable, keeping the logical flow.
17. Analyze the data: Use receipt information to make decisions: which suppliers are better, which products are returned most, which warehouses need more stock.
18. Back up the information: Keep frequent backups of the database, especially after massive receipt operations.
19. Review the return policies: Have clear reinstatement policies so that all staff know how to proceed with customer returns.
20. Improve continuously: Periodically analyze the receipt processes and look for ways to make them more efficient without sacrificing control.

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16. EXECUTIVE SUMMARY

The Inbound Module of Kardex Tauro is the centralized access point for all operations that increase inventory. Through six specialized submodules, it covers all possible merchandise receipt scenarios:

✅ Purchase Orders: For formal planned purchases from suppliers

✅ Quote Suppliers: To investigate and compare offers before buying

✅ Warehouse Receipts: For direct and immediate merchandise records

✅ Transfer Receipts: To receive merchandise from other company-owned warehouses

✅ Production Orders: To manufacture products internally

✅ Reinstatements: To process customer returns

Each submodule is designed for a specific purpose, but they all share the same objective: keep the inventory updated, traceable and reliable. The correct use of each submodule according to the situation guarantees the integrity of the information and the operational efficiency of the business.

The window itself is simple (six buttons), but behind each button there is a robust set of functionalities that, used correctly, allow companies to professionally manage all aspects related to the receipt of merchandise into their inventories.

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Kardex Tauro - Professional Inventory Management System

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