Manage stock levels, warehouse movements, and reordering.
Typical Workflow
Create item as product → Record initial stock/goods receipt → Sales/consumption reduce stock → Reorder rules trigger an order when the reorder point is reached.
The Inventory module is divided into four sections: Overview, Stock, Purchasing, and Delivery. Each function is described individually below, in the same order as in the sidebar.
Overview
Dashboard — Inventory at a Glance
The Inventory Dashboard consolidates all locations, showing immediate action areas. Key figures like low stock and expiring batches pulse red when an issue arises — a click leads directly to the relevant detail page.
- Real-time metrics: Number of warehouses, products, and total stock across all locations.
- Low stock warning: Items below reorder point are highlighted in red.
- Expiring batches (60 days), sorted by expiry date — orange under 45, red under 14 days (FEFO).
- Latest movements: The ten most recent transactions with direction (+/−) and timestamp.
Stock
Warehouses & Locations
Manage all physical warehouse locations and their properties — from standard warehouses to temperature-controlled cold chains. The standard warehouse (marked with a star) is used if no warehouse is selected for a transaction.
Create New Warehouse
Click 'New Warehouse', assign a warehouse code (e.g., BERLIN-01) and a name.
Type & Address
Select warehouse type (Standard, Cold Chain, Controlled Substances, Transit, Virtual, Consignment); for Cold Chain, enter min/max temperature and optionally the address.
Save & Maintain
Save with 'Create'. Warehouses can be edited later; deletion is only possible if stock is 0.
Stock
The stock overview shows real-time quantities per warehouse for each product — including reserved and actually available quantities (Available = Stock − Reserved). Filter by warehouse or click to show only items below the reorder point.
- Color code: red row = empty (0), orange = low stock, green = normal.
- Search by product name, SKU, or barcode; filter by warehouse.
- Reorder point and next expiry date visible per item.
- Multiple batches per product are indicated by batch count.
Transactions — Inbound & Outbound
Manually book stock in or out quickly — optimized for barcode scanners. After each transaction, focus returns to the scan field, allowing uninterrupted scanning.
Select Mode
Select 'Goods In +' or 'Goods Out −' at the top.
Scan Item
Scan barcode or enter SKU/name and press Enter — current stock is displayed immediately.
Book Quantity
Enter quantity, warehouse, and optionally batch/expiry date (inbound only) and a reason, then book in or out.
Movements — Complete History
Every inventory change is logged. The movement list is your complete audit trail — searchable by product and filterable by movement type.
- Movement types with icon: Inbound, Outbound, Correction, Inventory, Transfer, Return, Initial Stock.
- Stock before and after each transaction is displayed.
- Reference, warehouse, user, and timestamp per entry; batch number, if relevant.
- Filter by type and search by product name/SKU; paginated (50 per page).
Inventory Count
Perform physical counts and reconcile actual stock with the system (target). Differences are booked as corrections at the push of a button — with evaluation of over- and under-quantities in Euro.
Start Inventory Count
Click 'New Inventory Count', assign a name, and optionally restrict to a category.
Count
Enter the counted actual quantity for each item — automatically saved every 60 seconds.
Book Differences
Complete the count, review discrepancies in the verification, and confirm with 'Book Differences'.
Print Labels & Barcodes
Print price tags and barcode labels directly from the warehouse—ready for shelves or goods receipt. These same barcodes work with the camera scanner for stocktaking.
Select Products
In the 'Labels' tab, search for and add items by name or item number.
Format & Quantity
Select label format (small, standard, or large) and specify copies per product.
Click 'Print (PDF)'—DivineMind generates a sheet with name, price, and a scannable barcode for each label.
Procurement
Send Purchase Order to Supplier
Under Purchasing, open a purchase order, review the supplier and line items, and send it with a single click — DivineMind generates the PDF and emails it directly to the supplier. AIRIS can also automatically draft purchase orders based on reorder rules.
Open Purchase Order
Select the purchase order from the list — supplier, key details, line items, and totals at a glance.
Send to Supplier
Click 'Send to Supplier' — the purchase order is generated as a PDF and sent via email (status changes to 'Sent').
Track
Monitor confirmation and goods receipt via status transitions; the sent PDF remains archived.
Goods Receipts
Check and book incoming deliveries for your orders. Each goods receipt shows the associated order, supplier, warehouse, and its inspection status.
Open Goods Receipt
Select the appropriate receipt from the list or create a new one with 'New Goods Receipt'; filter by status (open, accepted, partial, rejected).
Check Items
Reconcile delivered quantities with the order and optionally enter the delivery note number.
Accept or Reject
Set the status to accepted, partially accepted, or rejected — stock will be booked accordingly.
Reorder Rules
Define reorder points per product. Automatic reordering decides when to place an order based on reorder point, order quantity, and preferred supplier.
Find Rule
Search for products or filter by 'Auto-Reorder Only' for activated items.
Set Thresholds
Reorder point, order quantity, supplier, and lead time are maintained per product on the inventory detail page.
Activate Automation
Activate automatic reordering per line with the auto-switch; the mode (suggestion, approval, autonomous) controls the level of independent ordering.
Supplier Catalog
Centrally compare which supplier offers which product at what price. The catalog is your decision basis for orders — including price, minimum order quantity, lead time, and reliability.
- Per link: Product, supplier, unit price, and supplier item number.
- Minimum Order Quantity (MOQ) and lead time in days.
- Reliability score 0–100% (green ≥ 90, orange ≥ 70, red below).
- Date of last order per supplier-product combination.
Auto-Reorder — Log
The Auto-Reorder Log shows when automatic reordering was active and what it decided — from created order suggestions to escalated exceptions.
- Three key metrics at the top: created orders, suggestions, and escalated cases.
- Per entry: Product, stock at trigger, reorder point, order quantity, and supplier.
- Trigger reason (e.g., reorder point breached) and action status color-coded.
- Linked order number — a click opens the generated order.
Fulfillment
Order Fulfillment & Shipping
Under Order Picking, you can view all open orders for fulfillment — with partial delivery and backorder tracking.
Open Orders
The worklist displays ordered, delivered, and open quantities per product for each order.
Reserve Stock
Click to reserve stock for the customer — preventing overselling.
Pick & Pack List
Generate pick & pack list as PDF — stock is allocated by earliest expiry date (FEFO).
Shipping
Keep track of all outgoing shipments — from draft to shipped, in transit, and delivered. Shipment number, carrier, and tracking number are always accessible.
- Search by shipment number, recipient, or tracking number.
- Status filter (Draft, picked, packed, shipped, in transit, delivered, canceled, returned).
- Per shipment: Carrier, tracking, source warehouse, recipient location, number of items, and shipping date.
Returns (RMA)
Process customer returns structured via the RMA process — from request to inspection, refund, and completion.
Review Return
Search by RMA number or customer; view and approve open requests via the status filter (requested).
Inspect Goods
Check received items and return reason, then set status to 'received' or 'inspected'.
Refund & Complete
Record refund amount and method, initiate refund, and close the case.
Reservations
Reservations block stock for open quotes and orders to prevent double-selling. See which quote or order has reserved how much stock.
Find Reservation
Search by product, SKU, or reference (quote/order number); the filter defaults to 'active'.
Consume
Upon delivery, mark the active reservation as consumed with the green checkmark.
Release
If a quote expires, release the reservation with the red X — the stock becomes available again.
Pharma & Compliance
Under Pharma, manage batch recalls and customer licenses (pharmacy operating / wholesale distribution authorisations) — with complete traceability across all deliveries.
Customer Licenses
Store for each customer the pharmacy operating, wholesale distribution, or food business operator authorisation. Expired licenses are highlighted in red and automatically block supply.
Trace Batch
During a recall, DivineMind checks which deliveries received the affected batch — across all delivery notes.
Initiate Recall
Create the recall as a quality event (CAPA); affected customers are prepared and notified with a click.
Export Recall Report
In the 'Recall Report' tab, select a product and batch. You will see all customers and deliveries that received goods from this batch, and you can export the list as a CSV for authorities and documentation.
Recall & Traceability (Food, Beverage, Merchandise)
Under Recalls you will find recall, recall report, and traceability without pharma licenses — for food, beverage, and general wholesale. Based on "one step forward, one step back" traceability (Regulation (EC) No 178/2002, Art. 18/19). The data is identical to Pharma & Compliance.
Create recall
Search item, enter batch, "Check affected": See how many deliveries received the batch — and how many deliveries without a batch make the recall incomplete.
Notify customers
Recall letters are sent only upon your click — one email per customer, even across multiple deliveries.
Trace backwards
In the "Traceability" tab, enter a delivery note or invoice number to see batch, goods receipt, and supplier.
Route Planning and Driver Screen
Under Warehouse › Route Planning, you plan for each day which vehicle and driver delivers which open delivery notes in what sequence. The driver processes the route in the AIRIS app under "Routes".
Create route
Select date, "New route", choose vehicle from the fleet, driver, and loading point. Warnings appear immediately: periodic vehicle inspection (MOT) due, vehicle assigned elsewhere, driver absent, second route on the same day.
Schedule delivery notes
Drag open delivery notes from the left onto a route or select "To route …". Reorder within the route by dragging or ↑/↓, remove with ×. A delivery note can only be on one route.
Suggest sequence
"Suggest sequence" locates the delivery addresses on the map and calculates the shortest straight-line sequence starting from the loading point. Addresses without matches are sorted by postcode. Only "Apply" updates the delivery route.
At the customer (app)
The driver sees stops, navigation, and delivery note with batch. They have the customer sign on the phone (or note "delivery note left"/"goods dropped off"), book collected empties to the deposit account, and report discrepancies (shortage, damaged) — generating a draft return.
Cash collection
If the driver accepts money, they enter the amount and type as a note. Nothing is booked — accounting records the payment. Customer not present or delivery refused: the delivery note reappears under "Open delivery notes".
Photo as proof of delivery
At the stop, use "+ Photo" to attach up to five photos (e.g. delivered goods, pallet, damage). The photos are stored securely and can only be accessed when logged in.
Vehicle booked in fleet
A route with an assigned vehicle reserves it from departure until the next route or end of day. Fleet and planning board display the route; if the vehicle is already allocated elsewhere, route planning alerts you.
Shipment for delivery note
Under Warehouse › Shipments, you always create a shipment for a delivery note. Customer, recipient, and items with batch/lot come from the delivery note; stock is already deducted there, "Shipped" does not deduct again.
Create shipment
"Create shipment", search delivery note (number or customer), select parcel carrier, enter tracking number. There is only one open shipment per delivery note.
Track shipment
For DHL, DPD, GLS, UPS, FedEx, Österreichische Post, Royal Mail, USPS, and Canada Post, the tracking link is generated automatically. DivineMind does not print parcel carrier labels.
Advance status
On the right of the shipment page: picked, packed, shipped, delivered. Returns for this shipment are listed below.
Return with blocked stock
A return always belongs to a delivery note: only delivered items can be returned, with the delivered batch/lot. Upon goods receipt, intact goods go into stock, destroyed goods are written off — damaged or uninspected goods go to blocked stock / quarantine and are neither sold nor picked.
Create return
Warehouse › Returns › "Create return", select delivery note, check items, specify quantity and condition.
Goods received
Approve, then "Goods received". A draft credit note is created for the return as before.
Decide on blocked stock
Per item: resalable (goes to warehouse), scrap, or return to supplier. The decision follows your warehouse autonomy switch setting — immediately or as an approval depending on settings. Completion is only possible once nothing remains blocked.
Manufacturer part number, units, price tiers in order link
The manufacturer part number (MPN) is available on the item as a separate field alongside item number and EAN. Search, app scan, and label scan also find items using it; the DATANORM import fills it from the B-record reference number without overwriting existing values. Units such as "piece" appear in your language. The order link shows the quantity tiers of your price list, and the cart calculates using the tiered price — the price upon submission remains binding.
Stock Transfers
Move stock between your warehouses and track the transfer from draft to in transit and completed.
Create Transfer
Click 'New Transfer' and select source and destination warehouses.
Add Items
Add items and quantities for the transfer and initiate the stock transfer.
Track & Complete
Track the transfer via 'in transit' status and mark as completed upon arrival at the destination warehouse.
Related Functions
EDI: Import orders, send despatch advice
Under Inventory › EDI interface, you import customer orders as EDIFACT ORDERS (D.96A) or openTRANS ORDER. This creates an order proposal for approval — based on the prices in your price list, including credit limit, delivery block, and margin checks. Invoices (INVOIC, Peppol) are processed via DivineFinance, not here.
Enter own GLN
Your 13-digit GLN appears as the sender on the despatch advice. A customer's GLN is saved upon the first import once you select them.
Review and create order
Select file, "Check": You see each line item with the assigned item (via GTIN or your item number) and the price according to the price list. "Create as order proposal" — the order is created upon approval under Automation › Approvals. The same customer order number will not be converted into an order a second time.
Generate despatch advice
For each delivery note, download DESADV (EDIFACT) or DISPATCHNOTIFICATION (openTRANS) — including batch and BBD per line item and the customer's order number.
Via interface
Your customers' systems send orders to Order Interface (API) using an API key from your company (Settings › API keys, permission orders:write). They retrieve the despatch advice using orders:read.
Margin guard
If a selling price is below the item's landed cost or below your minimum contribution margin, the order awaits approval — via order link, from customer records, in field service, via EDI, and when AIRIS accepts an order. Prices are never changed. Configure under Inventory › Order picking › Workflow (default: enabled, 0% = only below landed cost). Whether it proceeds without approval depends on your autonomy setting for the Inventory area.
Landed cost and Intrastat for the item
In the item, maintain the purchase cost price and the Intrastat details: commodity code (CN, 8 digits), net mass in kg, country of origin (ISO code) and — where required by the CN — the supplementary unit with quantity per unit. Columns such as "Purchase price", "Commodity code", "Net weight", and "Country of origin" are recognized when importing from CSV/Excel.
Customer Order Link
Provide key accounts with a personalized order link: They can open it without logging in, view your catalog with their agreed prices, and place orders directly. An order is then automatically generated for you.
Create Link
Set up an order link for each customer under 'Terms' (Price List, Minimum Order Value, Validity).
Share Link
Send the personalized link to the customer — no account required.
Customer Orders
The customer selects items from the catalog and submits the order — an order confirmation is generated with their specific terms.
Define minimum stock levels and suppliers for each item. Automatic reordering prevents supply bottlenecks without manual tracking.