Inventory Management - CompuTécnicos

Overview

The CompuTécnicos inventory management system provides administrators with complete control over product stock levels. Track inventory movements, manage suppliers, and maintain detailed records of all stock transactions with full accounting documentation.

This feature is only accessible to users with administrator role. Regular customers cannot access inventory management functions.

Accessing Inventory Management

Administrators can access the inventory system:

Log in with admin credentials
Navigate to Admin Panel
Click “Inventario” in the sidebar
View the inventory movements table

Key Features

Movement Tracking

Complete history of all inventory entries, exits, and adjustments

Supplier Management

Track purchases by supplier with invoice details

Document Support

Upload and store PDF/JPG copies of invoices and receipts

Financial Tracking

Record purchase prices, VAT, and withholdings for accounting

Movement Types

The system tracks three types of inventory movements:

Entrada (Entry)

Records new stock arriving:

Used for: Product purchases from suppliers
Increases stock quantity
Requires: Supplier, invoice, price details
Accounting fields: Active

Salida (Exit)

Records stock leaving:

Used for: Customer orders, damages, returns
Decreases stock quantity
Optional: Reason for exit
Accounting fields: Inactive

Ajuste (Adjustment)

Records stock corrections:

Used for: Inventory counts, corrections, manual adjustments
Can increase or decrease stock
Requires: Detailed reason
Accounting fields: Inactive

Use “Ajuste” movements to correct discrepancies found during physical inventory counts.

Creating Inventory Movements

Starting a New Movement

Click ”+ Nuevo movimiento” button
Modal form opens
Fill in required information
Upload supporting documents
Click “Registrar” to save

Form Fields

Basic Information

Field	Description	Required
Tipo	Movement type (Entrada/Salida/Ajuste)	Yes
Producto	Product being moved	Yes
Cantidad	Number of units	Yes
Motivo	Reason for movement	Yes

Accounting Fields (Entrada only)

Accounting Information Fields

These fields appear only when movement type is “Entrada” (Entry):Proveedor (Supplier):

Select from registered suppliers
Required for purchase tracking
Links to supplier database

Número de factura (Invoice Number):

Unique invoice identifier
Required for legal compliance
Used for matching documents

Fecha de factura (Invoice Date):

Date on the invoice document
Can differ from movement date
Important for accounting periods

Precio unitario (Unit Price):

Cost per unit purchased
In Colombian Pesos (COP)
Used for inventory valuation

IVA (VAT):

Total VAT amount paid
Optional field
For tax reporting

Retención (Withholding):

Tax withholding amount
Optional field
For Colombian tax compliance

Soporte documental (Documentary Support):

Upload invoice copy (PDF/JPG)
One file per product/purchase
Stored securely on server

Document Upload System

The system supports one document per product/movement, similar to profile pictures. Uploading a new document replaces the previous one.

Supported Formats

PDF - Preferred for invoices
JPG/JPEG - For scanned documents
Maximum size: Configured in server settings

File Naming Convention

Documents are automatically named:

soporte_[product_id]_[timestamp].[extension]

Example: soporte_45_1678912345.pdf

Document Management

Upload: Attached during movement creation
Replace: New upload overwrites previous document
View: Click “Ver” link in movements table
Delete: Automatically removed when movement is deleted

Keep original documents archived separately. The system provides convenient access but shouldn’t be your only backup.

Viewing Inventory Movements

Movements Table

The main table displays all movements with columns:

Column	Information
Producto	Product name
Tipo	Movement type badge
Cant.	Quantity moved
Proveedor	Supplier name (entries only)
Factura	Invoice number
Precio U.	Unit price
IVA	VAT amount
Ret.	Withholding amount
Motivo	Movement reason
Usuario	Admin who created movement
Fecha	Date and time
Sop.	Document support link
Acc.	Actions (delete button)

Table Features

Table Functionality

Sticky Header:

Column headers remain visible while scrolling
Makes it easy to reference column names

Scrollable Content:

Vertical scroll for many movements
Horizontal scroll on small screens
Fixed table layout for consistent columns

Compact Design:

Small font size (0.7rem) to fit more data
Text truncation with ellipsis
Hover tooltips for full text

Color-Coded Badges:

Green: Entrada (Entry)
Red: Salida (Exit)
Yellow: Ajuste (Adjustment)

Pagination:

10 movements per page
Page controls at bottom
Maintains scroll position

Stock Control

Automatic Stock Updates

Inventory movements automatically update product stock:

Stock Calculation Logic

Entrada (Entry):

New Stock = Current Stock + Quantity

Salida (Exit):

New Stock = Current Stock - Quantity

Validation: Cannot go below 0
Warning if insufficient stock

Ajuste (Adjustment):

New Stock = Current Stock ± Quantity

Can be positive or negative
Use for corrections

Stock Validation

The system prevents common errors:

Negative stock: Exits blocked if would result in negative inventory
Invalid quantities: Must be positive integers
Duplicate invoices: Warning for duplicate invoice numbers

Stock levels are updated within a database transaction to ensure data integrity. If any part of the movement fails, the entire operation is rolled back.

Supplier Management

Suppliers are managed separately and referenced in movements:

Supplier Information

Each supplier record includes:

Supplier name
Contact information
Tax ID (NIT for Colombian businesses)
Address
Payment terms

Linking Suppliers

When creating an entry movement:

Select supplier from dropdown
System links movement to supplier
Used for reporting and analysis
Tracks purchase history by supplier

Document Support Management

Viewing Documents

To view uploaded documents:

Locate movement in table
Click “Ver” link in “Sop.” column
Document opens in new tab
Or downloads to your device

Keep your browser’s pop-up blocker disabled for the admin panel to ensure documents open properly.

Cleaning Orphaned Files

The system includes a maintenance tool:

Click “🗑️ Limpiar Soportes” button
View orphaned files statistics
Review files without database references
Execute cleanup to remove orphaned files

What Are Orphaned Files?

Orphaned files occur when:

Movements are deleted but files remain
Upload process is interrupted
Database records are corrupted
Manual file deletion of DB records

The cleanup tool:

Scans the uploads/soportes directory
Compares with database records
Identifies files without matching movements
Offers safe deletion of orphaned files

Always backup important documents before running the cleanup tool. While the tool is safe, backups are best practice.

Deleting Movements

Deletion Process

Click “Eliminar” button on movement row
Confirmation modal appears
Verify movement details
Click “Sí, eliminar” to confirm
Movement and associated document are deleted

What Happens When Deleting

Deletion Effects

Stock Reversal:

Entry movements: Stock is decreased
Exit movements: Stock is increased
Adjustment movements: Reversed

Document Deletion:

Associated support document is removed from server
File physically deleted from filesystem

Permanent Action:

Cannot be undone
Movement removed from history
No record remains in system

Transaction Safety:

Wrapped in database transaction
All-or-nothing operation
Rollback if any step fails

Deleting movements should be done carefully as it affects stock levels and cannot be undone. Consider adding a correcting adjustment movement instead of deleting.

Accounting Integration

Colombian Compliance

The inventory system supports Colombian accounting requirements:

Supplier Tracking

NIT and full supplier details

Invoice Documentation

Invoice numbers and dates

VAT Control

IVA tracking for tax reporting

Withholdings

Retención amounts recorded

Inventory Valuation

The system calculates inventory value: Average Cost Method:

Weighted average of purchase prices
Updates with each entry movement
Used for financial reporting

Valuation Calculation

Average Cost = Total Cost of Inventory / Total Units

Example:
- Starting: 10 units @ $100 = $1,000
- Purchase: 5 units @ $120 = $600
- New Average: $1,600 / 15 = $106.67 per unit

This average cost is used to value current stock for financial statements.

Reporting

Inventory movements feed into several reports:

Available Reports

General Report - All movements with full details
Purchase Report - Only entries with supplier and pricing
Valued Inventory - Current stock valued at average cost
Excel Export - All reports exportable to Excel

Access reports from the Admin → Reportes section. The accounting report provides comprehensive inventory analysis.

Best Practices

Document Everything

Always upload invoice copies for entry movements

Detailed Reasons

Write clear, specific reasons for all movements

Regular Counts

Perform physical counts and adjust discrepancies

Supplier Verification

Verify supplier details before recording large purchases

Movement Recording Tips

Be prompt: Record movements same day they occur
Be accurate: Double-check quantities and prices
Be complete: Fill all accounting fields for entries
Be consistent: Use standard naming for suppliers

Document Management Tips

Scan quality: Use high resolution for readability
PDF preferred: Convert images to PDF when possible
File size: Optimize documents to reduce storage
Regular cleanup: Run orphaned files cleanup monthly

Troubleshooting

Common Issues

Issue	Solution
Cannot upload document	Check file format (PDF/JPG only)
Stock goes negative	Cannot exit more than available
Duplicate invoice warning	Use unique invoice numbers
Document won’t open	Disable pop-up blocker
Missing accounting fields	Select “Entrada” as movement type

Permission Errors

If you cannot create movements:

Verify you’re logged in as administrator
Check role permissions in user settings
Contact system administrator

Security and Permissions

Inventory management includes security features:

Admin-only access: Regular users cannot view or modify
Audit trail: All movements logged with user and timestamp
Transaction safety: Database transactions prevent data corruption
File security: Documents stored outside web root when possible

System Maintenance

Regular Tasks

Recommended Maintenance Schedule

Daily:

Record all inventory movements
Upload supporting documents

Weekly:

Review movement history for errors
Verify stock levels match physical count

Monthly:

Run orphaned files cleanup
Export inventory reports
Reconcile with accounting system

Quarterly:

Full physical inventory count
Adjust discrepancies
Backup all documents

Get Started

Features

Configuration

Deployment

​Overview

​Accessing Inventory Management

​Key Features

Movement Tracking

Supplier Management

Document Support

Financial Tracking

​Movement Types

​Entrada (Entry)

​Salida (Exit)

​Ajuste (Adjustment)

​Creating Inventory Movements

​Starting a New Movement

​Form Fields

​Basic Information

​Accounting Fields (Entrada only)

​Document Upload System

​Supported Formats

​File Naming Convention

​Document Management

​Viewing Inventory Movements

​Movements Table

​Table Features

​Stock Control

​Automatic Stock Updates

​Stock Validation

​Supplier Management

​Supplier Information

​Linking Suppliers

​Document Support Management

​Viewing Documents

​Cleaning Orphaned Files

​Deleting Movements

​Deletion Process

​What Happens When Deleting

​Accounting Integration

​Colombian Compliance

Supplier Tracking

Invoice Documentation

VAT Control

Withholdings

​Inventory Valuation

​Reporting

​Available Reports

​Best Practices

Document Everything

Detailed Reasons

Regular Counts

Supplier Verification

​Movement Recording Tips

​Document Management Tips

​Troubleshooting

​Common Issues

​Permission Errors

​Security and Permissions

​System Maintenance

​Regular Tasks

Build docs developers (and LLMs) love

Overview

Accessing Inventory Management

Key Features

Movement Types

Entrada (Entry)

Salida (Exit)

Ajuste (Adjustment)

Creating Inventory Movements

Starting a New Movement

Form Fields

Basic Information

Accounting Fields (Entrada only)

Document Upload System

Supported Formats

File Naming Convention

Document Management

Viewing Inventory Movements

Movements Table

Table Features

Stock Control

Automatic Stock Updates

Stock Validation

Supplier Management

Supplier Information

Linking Suppliers

Document Support Management

Viewing Documents

Cleaning Orphaned Files

Deleting Movements

Deletion Process

What Happens When Deleting

Accounting Integration

Colombian Compliance

Inventory Valuation

Reporting

Available Reports

Best Practices

Movement Recording Tips

Document Management Tips

Troubleshooting

Common Issues

Permission Errors

Security and Permissions

System Maintenance

Regular Tasks