BetaSuite 360 Online ERP

Take Full Control of Your Stock

Real-time stock levels. Automated reorder alerts. Multi-branch visibility. All in one system.

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Real-Time Inventory Management Features

Full stock visibility from goods receipt to sale — across every branch and warehouse

Real-Time Stock Levels

See exact stock quantities across every branch, warehouse and storage location the moment a sale, receipt, transfer or adjustment is posted. BetaSuite's inventory ledger updates in real time so purchasing managers, branch staff and senior management always work from the same live figures — eliminating the costly overstock and stockout situations caused by stale spreadsheet data.

Goods Receipt & GRN Processing

Receive stock against purchase orders with a three-way match that validates supplier quantities, costs and order references before posting to the ledger. BetaSuite generates a Goods Received Note (GRN) that updates stock immediately and creates an accounts payable entry for the supplier invoice. Discrepancies between ordered and received quantities are flagged automatically for follow-up.

Multi-Branch Stock Transfers

Move stock between branches with a controlled transfer process that deducts from the sending branch and adds to the receiving branch only after confirmation of receipt. Transfer requests, dispatch and acknowledgement are all logged with timestamps and user names — giving you a complete audit trail for every movement of goods across your entire business network.

Batch & Expiry Tracking

Track stock by batch number and expiry date — essential for pharmacies, food and beverage businesses, and any operation handling perishable or regulated goods. BetaSuite automatically picks the oldest batch first (FEFO) at the point of sale and raises alerts when stock is approaching expiry, allowing you to run promotions or transfer items before they become a write-off.

Reorder Level Alerts

Set minimum stock levels for every product at every branch and let BetaSuite notify you automatically when quantities fall below the threshold. Alerts are sent via the dashboard, email and optional SMS so the right person is notified at the right time. A single click converts a reorder alert into a draft purchase order sent to your preferred supplier.

Stocktake & Variance Reports

Conduct physical stock counts from a mobile browser or tablet without stopping sales. BetaSuite calculates variance between system stock and counted stock, flags discrepancies for investigation and posts approved adjustments to the inventory ledger with full audit detail. Stocktake reports show shrinkage, damage and unexplained variance by category and location.

Inventory Valuation & Costing

Value your stock using Weighted Average Cost (WAC) updated on every receipt and transfer. BetaSuite shows landed cost, selling margin and inventory value at any point in time — branch by branch or consolidated. Integration with the accounting module means your stock balance sheet figures are always in sync with the general ledger without any manual journal entries.

Supplier & Purchase Order Management

Manage your entire supplier base, track purchase order status from draft to delivery, and compare supplier pricing across multiple quotations. BetaSuite records supplier lead times and purchase history so you can identify your most reliable vendors and negotiate better terms based on actual volume data — turning procurement from a reactive scramble into a planned, data-driven process.

How BetaSuite Inventory Management Works

A simple flow from purchase order to sale — with zero manual data re-entry

1

Create & Send Purchase Orders

Raise purchase orders directly from reorder alerts or manually. BetaSuite emails the PO to your supplier with one click. Supplier catalogues and pricing are stored so repeat orders take seconds, not minutes.

2

Receive & Verify Deliveries

When goods arrive, the warehouse team receives against the open PO. Quantities and costs are verified before posting. Discrepancies trigger an immediate alert to the purchasing manager for resolution with the supplier.

3

Stock Updates Automatically

Accepted GRNs instantly update stock levels across the system. Sales, transfers and adjustments also update the ledger in real time. Every change is logged with the user, timestamp and reference document.

4

Report, Analyse & Reorder

Use live dashboards to monitor stock value, fast movers, slow movers and reorder requirements. Schedule automated stock reports to be emailed to management daily. Integrate with finance for seamless stock valuation in your accounts.

Frequently Asked Questions

Yes — multi-branch stock tracking is a core feature, not an add-on. Every branch has its own stock ledger and BetaSuite shows consolidated totals across the entire business. You can see which branch has excess stock and which is running low, then initiate an inter-branch transfer directly from the inventory dashboard. Head office has full visibility; branch staff see only their own location.

Yes. BetaSuite tracks stock by batch number, manufacture date and expiry date. At the point of sale, it automatically selects the earliest-expiring batch first (FEFO — First Expired, First Out). You receive alerts when batches approach expiry so you can take action before they become a write-off. This feature is especially valuable for pharmacies, food businesses and distributors handling regulated goods.

You start a stocktake from the inventory menu, which generates a count sheet for selected product categories or locations. Staff count actual quantities on their mobile devices or tablets without stopping sales. When the count is submitted, BetaSuite compares actual versus system stock and produces a variance report. You review and approve adjustments before they post to the ledger — maintaining a clean audit trail throughout.

Yes. BetaSuite maintains a full supplier database with individual pricing, payment terms and lead times. Purchase orders are raised per supplier and received separately, each generating its own GRN and accounts payable entry. You can compare supplier prices for the same product, track on-time delivery performance and produce a supplier analysis report to inform your procurement negotiations.

BetaSuite uses a perpetual inventory system where every stock movement automatically generates the corresponding accounting entries. Goods receipts create a stock debit and creditor credit. Sales debit cost of goods sold and credit stock. Adjustments post to the appropriate variance account. This means your stock balance in the inventory module always matches your balance sheet — without any manual reconciliation work.

The inventory module produces over 20 standard reports including: stock valuation by location, fast and slow movers, reorder level summary, expired and near-expiry stock, stock movement history, supplier performance, GRN register, stocktake variance, inter-branch transfer log, and inventory turnover analysis. All reports can be exported to Excel and scheduled for automatic email delivery to management.

Yes. BetaSuite supports product catalogue import from Excel with mapping for product code, name, description, unit of measure, reorder level, selling price and opening stock quantity. Our implementation team will assist with the data mapping during onboarding to ensure your catalogue is imported correctly. The import tool also validates for duplicates and formatting errors before posting.

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