WarehouseHub Standard Operating Procedures

1. Document Control

2. Purpose

This SOP defines the standardized operating procedures for the WarehouseHub module in Bylon ERP. The objectives are to:

• Provide a structured training guide for users
• Explain end-to-end transaction flows
• Describe integration with other ERP modules
• Ensure inventory integrity, traceability, and accountability
• Support audit, certification, and compliance requirements

3. Scope

This SOP applies to:

• Warehouse operations
• Inventory control
• Branch operations
• Finance and audit teams
• System administration

It covers all inventory-related activities performed within WarehouseHub.

4. Roles & Responsibilities

5. WarehouseHub Functional Overview

WarehouseHub consists of:

1. Commodity List (Item Master)
2. Goods Receiving (GRN)
3. Adjustments (+/–)
4. Branch Transfer Requests
5. Branch Transfers
6. Stock Export
7. Product Balance
8. Product Transaction Flow
9. Inventory Audit Logs
10. Reports & Advanced Analytics
11. Settings

6. Commodity List (Item Master Management)

6.1 Overview

The Commodity List is the centralized Item Master Record for all inventory items across all branches and warehouses in Bylon ERP. It controls:

• Item identity
• Cost and selling price
• Tax configuration
• Warehouse availability
• Inventory valuation behavior

6.2 Item Quantity Logic

• Quantities displayed are used for: Sales Orders, POS Sales, Warehouse Transfers
• Quantity shown is net of transfers
• Final stock verification must use: Product Balance, Product Transaction Flow, Reports

6.3 Quick Actions

Available actions:

• Add New Item
• Sync Inventory Quantities
• Import Selling Prices
• Import Opening Stock
• Import Min/Max Quantities
• Manage Conversion Units

System Behavior: Items must have price, cost, tax, opening balance, and warehouse link before use. If an item has active transactions, Edit name, Add opening stock, and Delete item are automatically disabled.

6.4 Batch & Sync Logic

• Inventory is tracked by batches and lots
• Sync Inventory Quantities: Merges quantities, retains master cost price, does not alter historical transactions

6.5 Pricing & Master Data Accountability

• Bylon does not track historical price changes
• All master data edits are the organization's responsibility
• Strong internal controls are required: Restricted permissions, Maker–checker approvals, External price change logs

6.6 eTax & Item Naming

• Item names are registered with eTax APIs
• Editing item names may break integrations
• Recommended practice: Do not edit names, Use Deactivate, Apply changes system-wide if unavoidable

6.7 Duplicate Items & Multi-Branch Design

• Bylon does not validate SKU or name uniqueness
• Users must verify before creating items
• Centralized item master enables: Branch transfers, Unified pricing, Consolidated reporting

7. Stock Adjustments (+/–)

7.1 Purpose

Adjustments align system quantities with physical stock.

7.2 Nature of Adjustments

• Adjustments are formal inventory transactions
• Not system overrides
• Recorded in: Product Transaction Flow, Inventory Audit Logs

7.3 Preconditions

Before adjustment:

Reserve Stock + Commodity Quantity = Product Transaction Flow = Adjusted Quantity

7.4 Controls

• Reason code mandatory
• User ID & timestamp captured
• Permission-restricted
• Administrative approval recommended outside system

8. Goods Receiving (GRN)

8.1 Overview

Goods Receiving records inbound stock from:

• Approved Purchase Orders
• SalesHub Sales Returns (automated)

8.2 Process

1. Select approved PO / Sales Return
2. Verify physical stock
3. Receive full or partial
4. Approve GRN
5. Stock updated

8.3 System Rules

• Approved GRNs cannot be deleted
• Incorrect receipts corrected via Adjustment
• Sales return GRNs are automated
• Batch & lot costing retained

8.4 Documentation Control

Bylon recommends printing and signing:

• Goods Received Note (GRN)
• Adjustment Slip
• Warehouse Transfer Slip

9. Branch Transfer Requests

9.1 Overview

Branch Transfer Requests allow branches to request stock from another branch or warehouse.

9.2 Process

1. Request raised by authorized user
2. Source branch verifies physical stock
3. Request approved
4. Stock reserved

9.3 Reservation Behavior

• Reserved stock: Appears in SalesHub Stock Reserve
• Reduces available balance
• Does NOT appear in Product Transaction Flow

9.4 Controls

• Clear communication required
• BylonChat recommended for collaboration
• Partial transfers not allowed

9.2 Branch Transfer (Execution & Receipt)

9.2.1 Execution

• User selects approved request
• Quantity is non-editable
• Transfer saved
• Transfer Slip generated

9.2.2 Physical Control

• Transfer Slip printed
• Goods isolated
• Manual storekeeper signing
• Shipment executed

9.2.3 Receiving

• Physical verification required
• User approves receipt

9.2.4 Completion

• Stock moves from reserved to completed
• Transaction recorded in Product Transaction Flow:
• Supplier branch: decrease
• Receiving branch: increase

9.2.5 Errors

• Transfers cannot be reversed
• Corrections require stock adjustments in both warehouses

10. Product Transaction Flow & Inventory Audit Logs

10.1 Product Transaction Flow

Records:

• GRN
• Adjustments
• Completed Transfers
• Stock Export

Captured data:

• Transaction type, Quantity, Warehouses
• User ID, Date & time, Reference document

10.2 Inventory Audit Logs

Capture:

• Approvals
• Adjustments
• Transfers
• Sensitive inventory actions

10.3 Reconciliation

Auditors must reconcile:

• Physical stock
• Product Balance
• Transaction Flow
• Audit Logs

11. Stock Export

• Used for write-offs or non-branch usage
• Authorization required
• Reason mandatory
• Fully logged

12. Reporting & Analytics

Reports include:

• Stock movement
• Adjustment logs
• Transfer summaries
• Stock aging
• Fast/slow movers

Used for:

• Reconciliation
• Forecasting
• Risk identification

13. Settings & Configuration

Controls:

• Permissions
• Approval rules
• Stock thresholds
• Handling charges

Restricted to system administrators.

14. End-to-End Flow Summary

15. Internal Controls & Certification Readiness

• Role-based access
• Immutable transactions
• Physical documentation
• Full traceability
• Organizational governance

Supports:

• ISO 9001
• ISO 27001
• SOX
• Internal audit standards

16. Training & Best Practices

• Verify before posting
• Avoid excessive adjustments
• Maintain signed documents
• Use reports regularly
• Restrict master data access

17. Revision History

Final Control Assertion