Configuration

The Configurations section in the Inventory module allows you to manage settings that affect how inventory is tracked, valued, and reported. This includes defining currencies for inventory transactions, setting up costing methods, and configuring traceability options such as lot and serial number tracking.

Warehouse

A warehouse in inventory refers to a physical place where goods or materials are stored before they are sold, distributed, or used in production.

In MAQSU, a warehouse is a digital representation of your physical storage facility, allowing you to accurately track, manage, and optimize your inventory. Now let's set up a warehouse for efficient inventory management.

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To setup a warehouse, please following these step:

Step 1 — Navigation

Navigate to Inventory ‣ Configuration ‣ Warehouses, where you can view and manage all active warehouses in your system.

If you already have warehouses configured, this screen will display a list of all active ones. To modify an existing warehouse, simply click on the desired entry to edit its details. Otherwise, you can create a new warehouse by clicking the Create button.

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Step 2 — Define Basic Information

1. Warehouse Name – The full descriptive name for reports (e.g., Main Warehouse - Phnom Penh).
2. Short Name – A concise internal code used for stock locations and references (e.g., WH-01).
3. Address – Link the warehouse to a specific company address to ensure correct details appear on delivery slips and logistics paperwork.

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Step 3 — Define Shipments

1. Incomming Shipments

Select the method for receiving goods based on your operational complexity:

• Receive Directly (1 step) – `Vendor` ‣ `Stock`. Best for simple, fast receiving without staging.
• Input then Stock (2 steps) – `Vendor` ‣ `Input` ‣ `Stock`. Ideal for staging or counting items before final storage.
• Input, Quality, then Stock (3 steps) – `Vendor` ‣ `Input` ‣ `Quality` ‣ `Stock`. Essential if your process requires a formal quality inspection.

2. Outgoing Shipments

Choose how products are dispatched to customers:

• Deliver Directly (1 step) – Ship directly from stock to the customer.
• Output then Deliver (2 steps) – `Stock` ‣ `Output` ‣ `Customer`. Move goods to a staging area for order consolidation before shipping.
• Pack, Output, then Deliver (3 steps) – `Stock` ‣ `Pack` ‣ `Output` ‣ `Customer`. Best for workflows requiring a dedicated packing phase.

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Step 5 — Resupply (Optional)

Define how the system should replenish stock when levels are low:

Buy to Resupply — When checked, MAQSU will automatically generate Purchase Orders to replenish stock from suppliers.

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Step 6 — Save

Click Save to apply your configurations. Your warehouse is now active and will dictate the movement paths for all inventory transactions.

Locations

Location is a specific place inside a warehouse where items are stored. It can be a shelf, bin, or any defined area that helps organize inventory within the warehouse. In MAQSU ERP, you can set up and manage locations to optimize your warehouse organization and improve inventory tracking.

Enable Storage Location

Before we track location in MAQSU, we need to make sure the storange location feature is turned on. To enable it, we're just go to click on Configuration under Inventory and then click on Settings.

And then you 're going to scroll to the very bottom to our warehouse section.

And here we just want to make sure that the Storage Location feature is ticked and enabled. So just click on the checkbox and then click on the save button.

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Setup a Location

Now we have enabled the storage location feature in MAQSU, we can start to set up the locations for our warehouses.

To set up locations, we need to click on the Locations link directly under Storage Location or we could click back to Locations under the Configuration menu. Both of these will take us to the same page where we can manage our locations.

This page will show you all the locations that you have set up in my database. Every location with location type is considered as a storage location.

To create a new location, please follow the steps below:

Step 1 — Create

click on the Create button at the top left. This will open a new form where you can fill in the details of the location.

1. Location Name (Required) – The name of the location (e.g., Shelf A1, Bin B2).
2. Parent Location (Optional) – If this location is a sub-location of another, select the parent location here.
3. Location Type (Required) – Choose the type of location (e.g., Vendor Location, Internal Location, Customer Location, Transit Location ) to define its role in inventory operations. Right now we just keep it as "Internal Location" for the storage location.
4. Is a Scrap Location (Optional) – If this location is designated for scrapped or damaged goods, check this box to categorize it accordingly.
5. Is a Return Location (Optional) – If this location is designated for returned goods, check this box to categorize it accordingly.
6. Remove Strategy (Optional) – Define the default method for removing items from this location (e.g., FIFO, LIFO, FEFO) to optimize inventory turnover and reduce waste.

Example: If you have a parent location named "WH/Stock/Shelf 2", you might create locations like "Music", "Bin B2", and "Pallet C3" under that warehouse.

Step 2 — Save

After filling in the required and optional fields, click Save to create the new location.

Now the location will now be available for use in inventory operations. You can assign products to this location, track inventory levels, and manage stock movements to and from this location as needed.

Putaway Rules

Putaway rules define where incoming products should be stored inside your warehouse. They help keep inventory organized, reduce picking time, and improve space usage by automatically assigning products to suitable locations.

In MAQSU ERP, putaway rules are used to automate location assignment during receiving operations.

To set up a putaway rule, follow the steps below:

Step 1 — Navigation

Go to Inventory ‣ Configuration ‣ Putaway Rules. This page will show you all existing putaway rules in your system. If no rules have been created yet, you'll see an empty state with the message:

Step 2 — Create

Click the Create button to add a new putaway rule.

Step 3 — Configure Rule Details

Fill in the key fields:

1. Rule Name – Enter a clear name for the rule (e.g., `Heavy Items to Ground Rack`).
2. Product Category – Select the category this rule applies to.
3. When Product Arrives In – Select the source or arrival location that triggers this rule.
4. Store To – Select the destination location where matching products should be stored.

Step 4 — Save

Click Save to activate the rule.

Once saved, MAQSU will automatically suggest or assign the configured destination location for products that match the rule criteria, making warehouse operations faster and more consistent.

Product Categories

Product Categories are used to organize your products into a hierarchical structure, allowing for better inventory management, reporting, and financial tracking. Properly categorizing your products ensures that inventory valuation and cost of goods sold are accurately calculated in compliance with local accounting standards.

To set up a new product category, please follow the steps outlined below:

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Step 1 — Navigation

Navigate to Inventory ‣ Configuration ‣ Product Categories from the top navigation menu.

There you will see a list of all pre-configured product categories. If you want to create a new category, click the Create button to open a blank category form.

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Step 3 — Create

Let's create a new one by clicking the Create button. This will open a blank form where you can define the properties of the new product category.

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Step 4 — Fill in General Information

Fill in the required information to define how the system should manage products within this category.

1. Name (Required) – provide a clear and descriptive name for the category (e.g., `Office Supplies`, `Music`, `Storable`).
2. Parent Category (Optional) – you have an option to select a parent category to create a hierarchical structure (for example, `Office Supplies` could be a child of `Consumables`).
3. Route (Optional) – Select the default route for products in this category (e.g., Receive in 1 step or Delivery in 1 step). You can't always see this field, it only appears if you enabled the Multi-Step Routes feature in Inventory settings.
4. Force Removal Strategy (Optional) – Defines the specific strategy used to pick items from stock, such as FIFO (First In First Out), LIFO (Last In First Out), or FEFO (First Expiry First Out).
5. Costing Method (Optional) – Determines how the cost of products is calculated:

• • Standard Price: Products are valued at a manually fixed cost.
  • Average Cost (AVCO): Cost is a weighted average of remaining stock and new purchases.
  • First In First Out (FIFO): Cost is based on the actual price paid for the oldest units.

6. Inventory Valuation (Optional) – Defines how inventory value is recorded.

• • Manual: Periodic manual entries are required to update stock value in accounting.
  • Automated: The system automatically creates journal entries whenever stock moves in or out of the warehouse.

7. Income Account – The account used to record revenue when a customer is invoiced (e.g., 401100 Sales of Goods).
   
8. Expense Account – The account used to record the cost of the items sold during the transaction (e.g., 501100 Cost of Goods Sold).
9. Stock Input Account – A temporary "bridge" account that holds value when goods are received but not yet invoiced.
10. Stock Output Account – A temporary account that holds value when goods are delivered but the customer hasn't been invoiced yet.
11. Stock Valuation Account – The balance sheet account representing the current value of your physical inventory (e.g., 107100 Inventory).
12. Stock Journal – The specific accounting journal where all automated inventory entries will be recorded (e.g., Inventory Valuation USD).

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Step 6 — Save

Once all information is filled in, click Save to create the new product category.

You can now assign products to this category by click on the category and using the Products smart button to manage which products belong to this category.

Units of Measure

Units of Measure (UoM) are used to define how products are quantified in MAQSU ERP. Properly setting up UoMs allows you to manage inventory, sales, and purchasing in the units that make the most sense for your business operations while ensuring accurate conversions and reporting.

To create a new unit of measure, please follow the steps outlined below:

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Step 1 — Navigation

Navigate to Inventory ‣ Configuration ‣ Units of Measure from the top navigation menu.

Here you see a list of all existing units of measure in the system. To create a new one, click the Create button to open a blank UoM form.

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Step 2 — Create

Click the Create button to open a blank form where you can define the properties of the new unit of measure.

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Step 3 — Fill out UOM details

On this form, create the UoM like this:

1. In Name, enter the unit name, for example Box, Pack, or Piece.
2. In Category, choose the matching category. Units in the same category can be converted into each other.
   
3. In Type, choose one of these:

• • Reference Unit of Measure for this category: the base unit in that category.
  • Bigger than the reference Unit of Measure: use this when the new UoM is larger than the base unit.
  • Smaller than the reference Unit of Measure: use this when the new UoM is smaller than the base unit.

4. Keep Active checked if you want to use it immediately.
5. Set Rounding Precision as needed.

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Step 3 — Save

If you want, I can also explain which Type to choose for your specific unit. See the expaination Units of Measure Type