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Inventory & Catalog Management

Maintaining an accurate database is crucial for your shop's financial health. EPROS provides an enterprise-grade inventory system with multi-unit tracking, automated loss logging, and wholesale tier management.

The Product Catalog & Unit Ladders​

The Catalog is your central database. Users with Manager or Owner access can add and edit products.

EPROS uses a Unit Ladder system to handle items sold in different fractions (e.g., selling single bottles vs. full cartons) without creating duplicate products.

  1. Navigate to Catalog: Click the Inventory & Loss tab in the sidebar.
  2. Create a Product: Click New product. Enter the core details (Name, Category, SKU, Barcode, and Reorder Level for low-stock alerts).
  3. Define Base Unit & Costs: Set your lowest measurable unit (e.g., "Piece") and its exact Landed Cost.
  4. Set Up the Ladder: Add packaging tiers (e.g., "Carton"). Set the factor (how many Base Units are inside) and assign specific Retail and Wholesale prices for that tier.
  5. VAT & Save: Check if the item is VAT applicable (uncheck for exempt staples like rice or water), then save. The system will automatically calculate your profit margins and flag any prices set below cost.

Note: Stock receiving and supplier invoices are handled separately in the Purchasing & Landed Cost module to keep financial ledgers clean.

FIFO & Expiry Tracking​

EPROS automatically tracks your stock using First-In, First-Out (FIFO) logic to help prevent spoilage.

  • Open the FIFO & Expiry tab to view your batches.
  • The system groups items by expiry timelines (e.g., Already expired, ≤ 30 days, 31 – 60 days).
  • You can see exactly how much capital is tied up in soon-to-expire stock, allowing you to run targeted promotions before taking a loss.

Blind Stock Audits​

Regular physical counts ensure your system quantities match your shelves. EPROS enforces Blind Audits so staff must count physically rather than matching a screen.

  1. Go to the Blind Stock Audit tab.
  2. Hidden Numbers: The system's expected quantities are locked and hidden.
  3. Count: Walk your aisles and enter exactly what you see into the "Counted" column.
  4. Reveal Variance: Click Submit count. The system will now reveal the expected numbers, highlight any variance, and calculate the exact financial cost of the missing items.
  5. Reconcile: If you check "Post variance to stock & shrinkage," the system instantly updates your active inventory and logs the missing value as a loss.

Logging Shrinkage (Write-Offs)​

When stock is lost outside of a standard sale, you must write it off to maintain accurate valuation.

  1. Open the Shrinkage tab.
  2. Select the product and the quantity lost.
  3. Choose a specific reason (e.g., Power Outage / Dumsor, Damaged in Transit, Pest Loss, Expired, Theft).
  4. Add a brief note explaining the incident and click Post write-off.
  5. The system immediately removes the item from stock and adds the financial impact to your permanent Shrinkage Log.

Bulk Price Adjustments (Inflation Tool)​

If supplier costs shift rapidly or the currency depreciates, you can reprice entire categories in seconds.

  1. Go to the Inflation Adjuster tab.
  2. Select a category (e.g., Provisions) or target the whole shop.
  3. Enter your adjustment percentage (e.g., 5 for a 5% increase, or -2 for a 2% cut).
  4. Choose whether to apply this to Selling prices only, Landed cost only, or Both.
  5. Review the side-by-side preview of your current shelf prices versus the new calculated prices.
  6. Click Apply adjustment to instantly update every tier of the unit ladder for the affected products.