Run StockGenie Pro like your team's been on it for months.

1Getting Started

StockGenie Pro is a browser-based application — no installation needed on staff workstations. It runs on Chrome, Edge or Firefox, plus a native mobile app for field staff (DSE).

1.1 Logging in

1. Open https://stockgeniepro.com in Chrome.
2. Enter the email and password your admin gave you.
3. The first screen you land on depends on your role — Admin sees the full nav, dispatch/inward/checking users see only their workspace.

1.2 Setting up your barcode scanner

Any HID-mode (keyboard-emulation) USB or Bluetooth scanner works. No drivers needed. Just plug it in, open a scan input on any page, and start scanning.

1.3 Modules at a glance

• Index — Admin dashboard, masters, BC Item Master, Audit Reports, DSE expenses.
• Inward — Receive trucks; validate parts; putaway to bin locations.
• BC Stock — Generate damaged-label replacements, split MOQ packs, run physical stock audit.
• Parts Lookup — Search any part number for full transaction ledger + active labels.
• Outward / BC Outward — Process Sales Orders, picklists, packaging, dispatch.
• BC Returns — Inbound customer returns with DMS Excel ingest + scan-and-mint workflow.
• Scan — Generic barcode scanner for label lookup, location stamp, status check.
• Field Rep (DSE) — Native mobile app for back-office sales staff with expense tracking + offline inventory.

2Navigation Overview

The left sidebar in index.html is grouped into three areas. Each module link respects your role — if you don't have access, the link is hidden.

2.1 Sidebar groups

• Overview — Today's totals, alerts, license expiry banner.
• Warehouse Operations — Purchase Receives, Sales Order / Picklist, Stock Audits, Masters, Parts & Stock, Initial Stock.
• Logistics & Dispatch — Dispatch Management, Delivery Tracking.
• DSE & Field Sales — DSE Expenses, Cash Entry, executive summaries.

2.2 Top bar

The top bar shows your company name, your email & role, and a theme toggle (light/dark). Click your email to log out.

2.3 Version banner

A version-update banner appears automatically when a new release is deployed. Click Refresh to load the latest version — there's no manual upgrade.

3Masters & Item Setup

Before you can transact, your customer and item masters need to be populated. Masters live in the Index page under Warehouse Operations → Masters.

3.1 Customer Master

• Click Customers tab.
• Search by name, DMS code, town, owner.
• For each customer: name, address, DMS code (numeric), GSTIN, mobile, default discount %.
• DMS code must match the code your DMS / SAP system uses for this customer (leading zeros are auto-handled).

3.2 BC Item Master

Click Parts & Stock to open BC Item Master. Each part has: partNumber, name, MRP, MOQ, customer discount %, location, HSN code, closing stock.

• Bulk-import items via CSV/Excel from the Import Items button.
• Existing closing stock is preserved on updates unless you explicitly provide a new value in the import file.
• Add per-customer A/B/C variant rates from the customer detail view.

4Inward Receiving

Inward has three modes, used in sequence as a truck unloads: Unload, Validate, Putaway.

4.1 Unload mode

1. Select the active Inward Document (from manifest or DDN).
2. Scan the logistics QR on each box as it comes off the truck.
3. Boxes accumulate in the unload summary with counts.

4.2 Validate mode

1. Open Validate tab — the part list for this GRN appears.
2. Scan each part's barcode; receivedQty increments for that part.
3. Duplicate scans are rejected with a buzzer + red message.
4. The doc moves to complete only when every part's receivedQty matches expected.

4.3 Putaway mode

1. Open the Putaway tab — pending parts pull from receivedQty.
2. For each part: search → confirm location → enter qty.
3. Partial putaway is allowed — pending balance shows as x left of y.
4. Done when every receivedQty has a confirmed location.

5BC Stock & Damaged Labels

BC Stock is where you mint replacement labels for damaged barcodes, split a high-MOQ pack into smaller labels, or run a physical stock audit.

5.1 Generate Replacement Label

When a label on a physical box becomes torn / smudged / unreadable:

1. Open Damaged Label → Generate Replacement.
2. Enter part number; MRP and location auto-fill from masters.
3. Enter qty and reason (default: Label torn / illegible).
4. Click Generate — a new barcode is minted, ready to print and paste on top of the damaged area.

5.2 Audit Replacements (Stock Audit)

The audit reconciles physical labels to system state. Each row in Pending Audit is one (Part, Location) bin that needs verification.

1. Open Damaged Label → Audit Replacements.
2. For each row, click 🔎 Audit.
3. The modal shows every active label at that bin. Walk to the bin and physically scan every label you can find.
4. Each scanned label turns green ✓ Found. Counter shows X of Y scanned.
5. Click Review Missing →. Un-scanned labels appear with checkboxes (default all checked).
6. Confirm — those labels flip to damaged_replaced and drop out of live stock.

If a row has zero active labels (parts already sold), use Mark Damages as Resolved to clear the row without deactivating anything.

5.3 Split MOQ Pack

For high-MOQ items shipped as one big label that you want to break into smaller pick-quantities:

1. Open Split MOQ tab.
2. Scan the original (primary) label.
3. Enter the secondary count and per-label MOQ.
4. Generate — primary label's qty reduces, secondary labels print.

6Parts Lookup

The single most useful diagnostic screen — search any part number to see its complete history.

6.1 What you see

• Stat tiles — Live Stock, Initial Stock, Total Inward, Total Outward, Damaged, Splits, Total Labels.
• Transaction Ledger — every event in chronological order with running balance.
• Active Labels — UIDs currently in stock, with pending-damage flags.
• In Dispatch Pipeline — labels picked / packed for live SOs.

6.2 Reading the ledger

Each row has a Type (Initial Stock / Inward PO / Outward SO / Damaged Replaced / Label Split), Reference (SO no, PO no, replacement label), Details, Qty, and Balance. The final balance equals Live Stock.

6.3 Export CSV

Click 📥 Export CSV to download the full ledger — useful for sharing with finance / claim disputes.

7Sales Order & Picklist

SOs flow through 5 stages: Queue → Push to DMS → Invoice Pending → Invoiced → Unpaid.

7.1 Creating a new SO

1. Click + New SO.
2. Pick the customer (search by name or DMS code).
3. Enter SO reference number (optional, auto-generates if blank).
4. Add line items: search part by number or MRP, set qty. MOQ-aware quantity prompts kick in for parts with MOQ > 1.
5. Save — SO moves to Queue stage with status draft.

7.2 Picklist

1. From Queue, click Picklist on the SO row.
2. The system suggests labels by FIFO + A/B/C variant logic (for RE dealers).
3. Pickers scan each suggested label; deviations are logged.
4. Once all items picked, the SO moves to picking stage.

7.3 Push to DMS

For dealers with DMS module enabled, the SO can be exported to a DMS-compatible Retails Excel file. Click Push to DMS on the SO row, download the Excel, upload it to your DMS. The SO moves to exported_to_dms stage.

8Outward Dispatch

BC Outward is the box-wise scan and packaging screen used during dispatch.

8.1 Packing flow

1. Open the SO from the picklist queue.
2. Scan each item barcode into the box being packed.
3. If scanned qty exceeds SO qty (MOQ excess), the buzzer fires + the scan logs to incorrectScans for audit.
4. When all items in are accounted for, click Complete Packaging.

8.2 Auto-revert on close

If an SO is closed/cancelled with some items picked but not packed, those labels are auto-reverted to received status so the stock count is correct.

9DMS Invoice Match

After exporting an SO to your DMS, the DMS produces an invoice. To link that invoice back to the SO in StockGenie, use the DMS Excel match flow.

9.1 Upload once per session

The first time you click Match Invoice, you're asked to upload the DMS sales Excel. The file is parsed and cached in memory — all subsequent matches in the same session use this cache.

9.2 Confirm Invoice Match

The picker shows candidate invoices for that SO's customer code (leading-zero tolerant). Click an invoice — the system validates that every invoice line item exists in the SO (slash-tolerant matching).

• SO Value (calc) = StockGenie's expected value (MRP × customer discount).
• DMS Invoice Value = DMS Excel's actual billed value (qty × Unit Retail Price, pre-tax).
• Variance — colour-coded: green ≤1%, amber ≤5%, red >5%.

9.3 Mismatch diagnostic

If invoice parts don't match SO parts, the system shows both lists side-by-side (with normalized forms) so you can see exactly where the formatting differs — fix the SO or the customer master and re-match.

10Dispatch Board & Driver Delivery

10.1 Building a trip

1. Open Dispatch Management.
2. Filter the queue by date + status (default: Active).
3. Click + New Trip.
4. Pick transporter, vehicle, driver. Add packed SOs to the trip.
5. Generate trip sheet (PDF) and hand to driver.

10.2 Driver login

Drivers log in at stockgeniepro.com/delivery.html using their assigned credentials. They see only their active trips.

1. At each customer location, the driver scans each box being delivered.
2. Captures customer signature and a delivery photo.
3. Marks the trip Complete when all customers are served.

11Stock Audit & Reports

11.1 Audit Reports (1 to 5)

• Report 1 — Stock-on-hand vs labels active.
• Report 2 — Inward GRN reconciliation.
• Report 3 — Outward dispatch reconciliation.
• Report 4 — MOQ excess + incorrectScans review.
• Report 5 — Location Mismatch — labels whose location attribute doesn't match the bin they were last scanned at.

11.2 Perpetual vs Full

The top toggle lets you switch between Perpetual (lightweight, daily) and Full (heavy, weekly) audit modes. Perpetual mode samples; Full mode reads every label.

12Customer Returns

12.1 Import returns from DMS

1. Open BC Returns.
2. Click Import DMS Returns Excel.
3. Upload your DMS's customer-return export. Each return creates a record with the customer, parts, qty.

12.2 Process a return

1. Open the return record.
2. Scan each physically-returned label.
3. If the customer's original label is damaged or missing, mint a fresh replacement.
4. Click Close Return. The system: restores stock, annotates the original dispatch, flips label states.

12.3 Phase 2 — Zoho Credit Note sync

Coming soon: automatic pull of Zoho Credit Notes to close the financial loop without manual reconciliation.

13DSE Field Workflow (Mobile App)

13.1 Install

Field staff get a native Android / iOS app built on Capacitor. Download from the Saskey-shared APK (Android) or TestFlight invite (iOS).

13.2 Daily flow

1. Open the app, log in with your StockGenie credentials.
2. Items load into native storage (offline-tolerant).
3. Take customer orders during visits — captured in the app, synced back when network returns.
4. Submit expenses from the same app via DSE Expenses → Cash Entry.

13.3 Expense reconciliation

On the index page, Admins see DSE Expenses with per-executive summary, opening balance, cash given, expenses, ledger. The Cash Entry modal opens directly from the dashboard or per-executive view.

14Troubleshooting

14.1 "Not a known replacement barcode"

You scanned a part number or the old damaged label. The audit requires the new replacement barcode (the one pasted on top). In the new flow, click 🔎 Audit on the row instead — no need to remember the barcode.

14.2 DMS Match shows "No invoices match customer code"

Open the Customer Master and check the DMS code. The system normalizes leading zeros, but typos and prefix differences will still fail. Check the Excel's Customer Code column matches what you have stored.

14.3 Variance is red on DMS match

The DMS billed more than 5% off your expected value. Common causes: deeper discount given by DMS than the customer master records, tax/freight included in the Excel's Total Invoice Value (we use pre-tax for comparison), or the wrong customer discount in masters.

14.4 Cash Entry modal doesn't open

Fixed in version 2026.05.21.9. Refresh the page — the version banner at the top will prompt for the update.

14.5 Stock count looks too high after damaged labels

Pending damage events inflate label count until audited. Live Stock auto-subtracts them in Parts Lookup. Run the audit (Section 5.2) to clear pending rows.

14.6 "Version update available" banner

StockGenie auto-deploys new versions. When you see the banner, click Refresh. No data is lost; only the page reloads.