Managing Inventory - ElectroFix AI

Overview

The Inventory module helps you manage spare parts, components, and products for both repairs and direct sales. Track stock levels, receive low-stock alerts, record movements, and enable items for sale in your billing system.

Access to the Inventory module requires the can_access_inventory permission. Admins have full access; workers must be granted permission by admins.

What You Can Do

Register inventory items with unique internal codes
Track current stock quantities
Set low-stock thresholds for automatic alerts
Adjust stock with addition/removal movements
Enable items for direct sale with pricing
View movement history for audit trails
Receive notifications when stock runs low

Accessing Inventory

Navigate to Inventario (Inventory) from the main menu. The page displays:

Low-stock alerts (if any items are below threshold)
Unread low-stock notifications
Search functionality
Full inventory table with current stock levels
Recent movement history

Creating Inventory Items

Open the Inventory Form

Click Agregar Producto in the top-right corner. A modal form will appear.

Enter Product Name

Fill in the Nombre (Name) field:

Required field
Maximum 180 characters
Use descriptive names for easy identification

Example: “Capacitor 20uF 450V”, “Termostato universal”, “Correa lavadora tipo A”

Set Internal Code

Assign a unique Identificador interno (Internal Code):

Required field
Maximum 120 characters
Must be unique within your company
Use consistent format for easy organization

Examples:

“CAP-20UF-450V”
“TERM-UNIV-001”
“REF-001”

Internal codes cannot be duplicated. Choose a systematic naming scheme for your inventory.

Set Initial Quantity

Enter the starting Cantidad inicial (Initial Quantity):

Required field
Integer value (whole numbers only)
Minimum: 0
Maximum: 1,000,000
Default: 0

This creates an automatic “addition” movement in the system.

Set Low-Stock Threshold (Optional)

Define the Umbral de escasez (Low-Stock Threshold):

Optional field (recommended)
Integer value
Minimum: 0
Maximum: 1,000,000
Default: 5

When stock falls to or below this level, the system:

Highlights the item in red
Shows a “Bajo” (Low) badge
Sends notifications to admins and authorized workers

Enable for Sale (Optional)

Check Habilitar venta if this item can be sold directly to customers:

Enables the item in billing/POS module
Requires sale price to be set
Stock automatically decrements when sold

Items not enabled for sale can still be used for internal repairs and stock tracking.

Set Sale Price (If Enabled)

If sale is enabled, enter Precio de venta (Sale Price):

Required when “Habilitar venta” is checked
Decimal value supported (e.g., 125.50)
Minimum: 0
Maximum: 99,999,999.99
Uses company’s currency

The price input is disabled until you check “Habilitar venta”.

Save the Item

Click Guardar producto to create the inventory item. The system will:

Validate uniqueness of internal code
Create the item record
Generate initial stock movement
Display success confirmation

Inventory Item Fields

Field	Required	Type	Max Value	Validation
name	Yes	Text	180 chars	Cannot be empty
internal_code	Yes	Text	120 chars	Unique per company
quantity	Yes	Integer	1,000,000	Min 0
low_stock_threshold	No	Integer	1,000,000	Min 0, default 5
is_sale_enabled	No	Boolean	-	Default false
sale_price	Conditional	Decimal	99,999,999.99	Required if sale enabled

Viewing Inventory

The inventory table displays:

Producto (Product)

Product name: Main identifier
Low-stock threshold: Minimum stock level before alert

Identificador (Internal Code)

Unique code badge for quick reference and barcode scanning.

Stock

Current quantity: Displayed prominently
Low stock indicator: Red text and “Bajo” badge when at or below threshold

Venta (Sale)

“Venta habilitada”: Green badge if item can be sold
Price: Sale price if enabled
“Solo refacción”: Blue badge if not for sale (repair parts only)

Acciones (Actions)

Ajustar stock: Opens modal to add or remove units
Eliminar: Permanently deletes the item (with confirmation)

Adjusting Stock Levels

Open Adjustment Modal

Click Ajustar stock on the item you want to modify. The adjustment form appears.

Select Movement Type

Choose the Movimiento (Movement Type):

Agregar unidades (Addition): Receiving new stock
Retirar unidades (Removal): Using or removing stock

Enter Quantity

Specify the Cantidad (Quantity) to add or remove:

Required field
Integer only (whole numbers)
Minimum: 1
Maximum: 1,000,000

The current stock is displayed for reference.

Add Notes (Optional)

Enter a Nota (Note) explaining the adjustment:

Optional field
Maximum 255 characters
Helpful for audit trails

Examples:

“Compra proveedor ABC”
“Usado en orden #1234”
“Inventario físico corrección”
“Defectuoso, descartado”

Save Adjustment

Click Guardar ajuste. The system will:

Validate sufficient stock for removals
Update item quantity
Create movement record
Log the user who made the change
Trigger low-stock check

The system prevents removing more stock than currently available. If you need to adjust for loss or damage, ensure the removal quantity doesn’t exceed current stock.

Movement History

The bottom section shows Movimientos recientes de stock (Recent Stock Movements):

Movement Table Columns

Fecha: Timestamp when movement occurred (YYYY-MM-DD HH:MM)
Producto: Item name (or “Producto eliminado” if item was deleted)
Tipo:
- Green “Entrada” badge for additions
- Orange “Salida” badge for removals
Cantidad: Number of units moved
Stock: Shows before and after quantities (e.g., “10 → 15”)
Usuario: Name of user who performed the movement

Movement Tracking

The system automatically creates movements for:

Initial stock when item is created
Manual adjustments (additions/removals)
Sales through billing module (automatic removals)

The last 12 movements display by default, sorted newest first.

Low-Stock Alerts

Alert Card

When items fall to or below their threshold, a warning card appears at the top:

Count badge: Number of items currently low
Item list: Shows each low-stock item with code and current quantity
Auto-notification: Admins and inventory-enabled workers receive notifications

Notification System

Low-stock notifications display:

Unread notifications: List appears in a card on the inventory page
Message format: “[Item Name] tiene stock bajo: [Quantity] unidades restantes.”
Automatic trigger: Sent when quantity drops to or below threshold
Recipients: All admins and workers with can_access_inventory permission

Notifications are sent in real-time when stock changes trigger the low-stock condition. Mark them as read to clear from the page.

Searching Inventory

Use the search to find items quickly:

Searchable Fields

Product name: Partial match (e.g., “Capacitor”, “termo”)
Internal code: Partial match (e.g., “CAP-”, “001”)

Search Process

Enter Search Term

Type part of the product name or code in the search box.

Execute Search

Click Buscar or press Enter.

View Results

The table updates to show only matching items. The count badge reflects filtered results.

Clear Filter

Clear the search field and search again to view all items.

Deleting Inventory Items

Deleting an inventory item is permanent and cannot be undone. Movement history remains but shows “Producto eliminado” in the product column.

To delete an item:

Click the red Eliminar button on the item
Confirm the deletion in the browser prompt
The item is permanently removed from inventory
Past movements remain in history for audit purposes

Consider carefully before deleting:

Items with movement history
Items referenced in old invoices or orders
Items with remaining stock value

Integration with Billing

Sale-Enabled Items

When creating billing documents:

Items with is_sale_enabled = true appear in product dropdowns
Stock quantity displays for each product
Out-of-stock items (quantity = 0) are disabled
Selecting a product auto-fills:
- Description (name + code)
- Unit price (sale_price)
- Max quantity (current stock)

Automatic Stock Reduction

When an invoice or quote is created:

Product quantities automatically decrement
A “removal” movement is created
Movement is linked to the billing document
If stock drops below threshold, low-stock alert triggers

Best Practices

Establish Internal Code Standards

Create a consistent coding system:

Category prefix: CAP (capacitors), RES (resistors), BELT (belts)
Specifications: Include key specs in code
Sequential numbers: CAP-001, CAP-002, etc.
Avoid special characters: Stick to letters, numbers, hyphens

Example System:

CAP-20UF-450V = Capacitor, 20 microfarads, 450 volts
BELT-WM-A = Belt, Washing Machine, Type A
TERM-REF-UNIV = Thermostat, Refrigerator, Universal

Set Realistic Low-Stock Thresholds

Consider these factors:

Lead time: How long to reorder?
Usage frequency: How often used in repairs?
Critical items: Set higher thresholds for essential parts
Seasonal demand: Adjust for peak seasons

Examples:

Common capacitors: 10 units
Specialized parts: 3 units
High-turnover items: 20+ units

Document Stock Adjustments

Always add notes when adjusting stock:

Purchases: Include supplier and date
Repairs: Reference order number
Corrections: Explain the discrepancy
Damage/Loss: Document reason

Good notes create audit trails and help identify issues.

Regular Physical Counts

Periodically verify physical stock:

Schedule monthly or quarterly counts
Compare physical count to system quantity
Use adjustments to correct discrepancies
Investigate significant differences

Price Strategy for Sale Items

When setting sale prices:

Include cost + desired markup
Account for VAT (will be applied per company setting)
Stay competitive with local market
Update prices when costs change
Consider volume discounts (manual adjustment in billing)

Troubleshooting

Cannot Access Inventory Module

Cause: User lacks can_access_inventory permission. Solution:

Admins: Have automatic access
Workers: Request admin to grant inventory permission
Admin action: Go to Worker Management, edit user, check “Permitir Inventario"

"Internal Code Already Exists” Error

Cause: Another item in your company uses this code. Solution:

Search inventory to find the existing item
Choose a different, unique code
Consider adding a suffix: REF-001-A, REF-001-B

Item Not Appearing in Billing Product List

Possible Causes:

is_sale_enabled is false (disabled for sale)
Item belongs to different company
Page needs refresh after creating item

Solution:

Edit item to enable sale and set price
Refresh the billing page
Check that item shows “Venta habilitada” badge

Cannot Remove Stock - Insufficient Quantity

Cause: Trying to remove more units than currently available. Solution:

Check current stock quantity
Reduce removal amount to available stock or less
If item is truly gone, remove available quantity and note the loss

Low-Stock Notifications Not Received

Possible Causes:

User doesn’t have inventory permission
Notifications already marked as read
Threshold not set or set to 0

Solution:

Verify can_access_inventory permission
Check low-stock alert card on inventory page
Review and adjust item thresholds

Technical Reference

Controller Actions

Index: GET /worker/inventory - List items, movements, and alerts
Store: POST /worker/inventory - Create new inventory item
Adjust Stock: PATCH /worker/inventory/{item}/stock - Add or remove stock
Destroy: DELETE /worker/inventory/{item} - Permanently delete item

Data Model

// InventoryItem
[
  'company_id',           // Auto-set to user's company
  'name',                 // Product name (max 180)
  'internal_code',        // Unique code (max 120, unique per company)
  'quantity',             // Current stock (integer, 0-1000000)
  'low_stock_threshold',  // Alert threshold (integer, default 5)
  'is_sale_enabled',      // Enable in billing (boolean)
  'sale_price',           // Price if sale enabled (decimal, max 99999999.99)
]

// InventoryMovement
[
  'company_id',           // Company reference
  'inventory_item_id',    // Item being moved
  'user_id',              // User who performed movement
  'movement_type',        // 'addition' or 'removal'
  'quantity',             // Units moved
  'stock_before',         // Quantity before movement
  'stock_after',          // Quantity after movement
  'notes',                // Optional explanation (max 255)
  'created_at',           // Timestamp
]

Low-Stock Detection

The InventoryItem model includes:

public function isLowStock(): bool
{
    return $this->quantity <= $this->low_stock_threshold;
}

When triggered, the system dispatches LowStockInventoryNotification to authorized users.

Service Layer

Inventory operations use InventoryService for:

createItem(): Creates item with initial movement
adjustStock(): Handles additions/removals with movement logging
lowStockItemsForCompany(): Retrieves items below threshold

Billing & Invoices - Sell inventory items to customers
Worker Management - Grant inventory permissions
Company Settings - Configure currency and VAT for pricing

Get Started

Core Concepts

User Guides

Features

​Overview

​What You Can Do

​Accessing Inventory

​Creating Inventory Items

​Inventory Item Fields

​Viewing Inventory

​Producto (Product)

​Identificador (Internal Code)

​Stock

​Venta (Sale)

​Acciones (Actions)

​Adjusting Stock Levels

​Movement History

​Movement Table Columns

​Movement Tracking

​Low-Stock Alerts

​Alert Card

​Notification System

​Searching Inventory

​Searchable Fields

​Search Process

​Deleting Inventory Items

​Integration with Billing

​Sale-Enabled Items

​Automatic Stock Reduction

​Best Practices

​Troubleshooting

​Cannot Access Inventory Module

​"Internal Code Already Exists” Error

​Item Not Appearing in Billing Product List

​Cannot Remove Stock - Insufficient Quantity

​Low-Stock Notifications Not Received

​Technical Reference

​Controller Actions

​Data Model

​Low-Stock Detection

​Service Layer

​Related Features

Build docs developers (and LLMs) love

Overview

What You Can Do

Accessing Inventory

Creating Inventory Items

Inventory Item Fields

Viewing Inventory

Producto (Product)

Identificador (Internal Code)

Stock

Venta (Sale)

Acciones (Actions)

Adjusting Stock Levels

Movement History

Movement Table Columns

Movement Tracking

Low-Stock Alerts

Alert Card

Notification System

Searching Inventory

Searchable Fields

Search Process

Deleting Inventory Items

Integration with Billing

Sale-Enabled Items

Automatic Stock Reduction

Best Practices

Troubleshooting

Cannot Access Inventory Module

"Internal Code Already Exists” Error

Item Not Appearing in Billing Product List

Cannot Remove Stock - Insufficient Quantity

Low-Stock Notifications Not Received

Technical Reference

Controller Actions

Data Model

Low-Stock Detection

Service Layer

Related Features