Inventory management in Flexi consists of several records that build on one another. Before you start configuring anything, it's worth understanding what originates from what and what is merely the result of a calculation. This article describes the whole chain from start to finish.
The chain from company to document
Company → warehouses → price list → stock cards → warehouse documents
Each link in the chain has a different role. Simply put: a warehouse is a location, a price list is the definition of goods, a stock card is the state of goods at a specific location, and a warehouse document is a movement.
1. Company
At the company level, you set the inventory valuation method, i.e., whether goods will be issued using the weighted average method or the FIFO method. This setting is global and applies to all of the company's warehouses. It cannot be set differently for individual warehouses.
2. Warehouses
You create a warehouse under Goods → List of Warehouses. The key settings, which affect everything that follows, are:
Document currency determines the currency in which values on the cards and documents of this warehouse will be maintained; see warehouse in a foreign currency and warehouse in the domestic currency.
Series for receipt and Series for issue determine the numbering of warehouse documents. Without them, Flexi will ask you for a document series every time there's a movement.
Warehouse account is carried over into warehouse documents and is required for double-entry bookkeeping.
Automatically add new goods to this warehouse determines whether a stock card is automatically created on this warehouse for every new stock item in the price list.
⚠️ Fill in the list of warehouses before you start setting up the price list. Adding warehouses retroactively to existing price list items means going through them one by one.
3. Price list
The price list stores the definition of an item: code, name, unit of measure, prices, descriptions, EAN. The key checkbox is Stock item. It distinguishes items that are stocked (goods, materials, products) from those that are not (typically services).
For a stock item, the Define location in warehouse tab becomes available. Here you specify in which warehouses the item is located.
A price list item can be assigned to a goods group, which passes on shared properties to it, primarily accounting and pricing.
4. Stock cards
As soon as an item is marked as a stock item and assigned to a warehouse, a stock card is created automatically.
The relationship is 1 : N. For a single price list item, there are as many stock cards as the number of warehouses the item is located in. The same chair in three warehouses means one price list item and three stock cards, each with its own inventory level and its own price.
ℹ️ A stock card cannot be created manually, nor can it be deleted once the first movement has occurred on it. All values on the card—the quantity in units of measure, the value in currency, the average price, and the opening balance—are only the result of a calculation based on documents. They cannot be edited.
Cards can also be created in bulk by importing from Excel, usually as a second import right after importing the price list.
5. Warehouse documents
Only once a stock card exists can you create a receipt or issue document. Documents can be created manually or automatically from an invoice, cash receipt, order, or bill of materials.
Every movement is reflected back on the stock card and recalculates its values. This closes the chain.