▣ Euphoria Godam: Inventory Management System on Cloud

Inventory Workflows & Functional Modules

Euphoria Godam is not just a stock list. It supports complete procurement and store operations – from purchase requisition and purchase orders to goods receipt, internal issues, returns, finished goods dispatch and analytical reporting. All workflows integrate seamlessly with the tagging and tracking technologies described above.

Purchase Requisition (PR)

Enable departments, projects or stores to request items from procurement or central stores in a controlled way.

• Raise requisitions with item, description, quantity and required-by date.
• Optional preferred vendor and purpose / project reference.
• Status flow: Draft → Submitted → Approved.
• Acts as input for Purchase Order creation (if PR workflow is enabled).

Purchase Order (PO)

Formalise purchase commitments with vendors, including pricing, taxes and terms.

• Create PO directly or from approved PRs.
• PO header: auto-generated PO number, business/branch, vendor, PO date, expected delivery date, payment & delivery terms, GST/tax details, buyer.
• PO lines: item code, description, ordered quantity, unit price (before tax), tax code, store/warehouse, discounts and special instructions.
• Status flow: Draft → Approved / Released.
• Once released, PO becomes read-only except for controlled amendments with proper logging.
• Send PO to vendor as PDF or via email/portal.
• PO lifecycle: Open, Partially Received, Closed, Cancelled.

Goods Receipt Note (GRN)

Capture what actually arrives from the vendor, update stock and keep PO balances accurate.

• Receive goods at gate/store against Approved / Released POs.
• Verify item, quantity, packaging, damage and expiry (where applicable).
• GRN header: GRN number, date & time, supplier, store/warehouse, PO reference, transporter / LR / vehicle number, created-by.
• GRN lines: PO line reference, item, ordered quantity (for display), received quantity, accepted quantity, rejected/short quantity, batch/lot, Mfg/Exp date and remarks.
• Business rule: system prevents received quantity from exceeding PO balance beyond a configurable tolerance; over-receipt can be allowed but is flagged clearly.
• Status flow: Draft → Under Inspection (optional) → Posted → Closed.
• On posting, inventory increases for accepted quantity and PO received quantity is updated (PO status moves to Partially Received or Closed).

Quality Check (Optional)

Add a quality inspection step before goods become part of usable stock.

• Goods received on GRN can be moved into an Inspection location.
• Inspectors record accepted and rejected quantities, along with remarks.
• Accepted quantity moves into main store; rejected quantity flows into Purchase Return process.
• Supports industries where QC is mandatory (pharma, food, engineering, etc.).

3-Way Match: PO, GRN & Supplier Invoice

Ensure you pay only for what was ordered and received.

• Accounts Payable records supplier invoice with PO and GRN references.
• System compares ordered quantity, received quantity and billed quantity.
• Validates that invoice quantity does not exceed received quantity, and that price & taxes are consistent with the PO.
• Price or tax variances are highlighted for review and additional approval.
• Optional accounting entries: GR/IR (Goods Received Not Invoiced) handling, inventory / material-in-transit and vendor ledger impact.

Internal Material Requisition

Allow departments, projects and work sites to request material from existing stock.

• Add and manage requisitions for items already in inventory.
• Capture requesting department/project/site and purpose.
• Track requested vs allocated quantities.
• Status flow: Draft → Submitted → Approved → Allocated / Closed.

Goods Issue Note (GIN)

Record outbound stock movement from store/warehouse to consuming departments or projects.

• Create GIN against approved internal requisitions.
• GIN header: GIN number, date & time, issuing store, receiving department/project, reference to requisition, issued-by / approved-by.
• GIN lines: item code, requested quantity, issued quantity, batch/lot, remaining stock and remarks.
• Business rule: issued quantity cannot exceed requested quantity without explicit override.
• On posting, inventory is reduced from the issuing store and requisition balance is updated (fully or partially fulfilled).
• GIN status: Draft → Posted → Cancelled.

Finished Goods (FG) Flow & Dispatch Management

Manage the complete lifecycle of finished goods from production completion to customer delivery, with full traceability and India GST compliance.

• Production Completion to Putaway: Capture production completion, receive finished goods into FG staging area, and put away into designated warehouse locations with batch/lot and quantity details.
• Final Inspection: Optional QC step for finished goods before they are marked as saleable. Record accepted/rejected quantities and reasons.
• Ready-for-Delivery (RFD) Gating: Mark FG stock as RFD only after QC, documentation and commercial checks, ensuring only cleared stock is used for customer deliveries.
• Delivery Creation: Create delivery orders against sales orders or dispatch requests, selecting FG stock from specific locations, batches or lots.
• Picking & Packing: Support picking lists for warehouse staff, confirm picked quantities and pack into cartons/pallets with packing list generation.
• Post Goods Issue (PGI): On PGI, inventory is reduced from the warehouse and quantities are marked as dispatched against the relevant delivery.
• Billing Handoff: Handover delivery and PGI data to billing/invoicing modules so that invoices are raised only for dispatched quantities.
• India GST / e-Invoice / e-Way Bill Hooks: Provide integration points for generation of GST-compliant invoices, e-Invoice IRN and e-Way Bill creation based on delivery and PGI data (subject to integration with your GST/e-Invoice provider).
• End-to-End Traceability: Full trace from production batch → FG putaway → QC → RFD → delivery → PGI → billing, with audit-ready logs at every step.

Purchase Return

Return damaged, rejected or excess goods to suppliers with full linkage to GRNs.

• Create Purchase Return referencing original GRN / GRN lines.
• Reverse stock movements and reduce inventory accordingly.
• Update GRN and PO balances for complete audit trail.
• Generate documentation for transporter and vendor acknowledgement.

Multi-Location Stock & Transfers

Manage inventory across multiple stores, warehouses and branches.

• Maintain separate stock positions by location.
• Transfer stock between locations with proper approval and documentation.
• View location-wise stock, valuation and consumption.

Item Master & Product Catalog

Keep your item data clean, structured and consistent.

• Item codes, descriptions and units of measure.
• Categories and subcategories for reporting.
• GST/tax configuration and standard rates.
• Alternate vendors and status (active/inactive).
• Link to barcodes, QR codes, RFID, NFC and BLE tags.

Reporting & Analytics

Real-time visibility into stock, movement and procurement performance.

• Stock on Hand and stock valuation reports.
• Item ledger / movement history by item, vendor and location.
• Pending POs, pending GRNs and backorders.
• Issue/consumption reports by project or department.
• Slow-moving / non-moving and near-expiry items.
• Daily, weekly, monthly and yearly movement analytics.

Security, Roles & Cloud Access

Enterprise-grade control with the simplicity of a cloud application.

• Role-based access for PR, PO, GRN, QC, GIN, FG dispatch, returns and reports.
• Action-level permissions (create, edit, approve, post, cancel).
• Full audit trail of who did what and when.
• Cloud-based access from office, site or home.
• Data backup and secure connectivity.