Database - Inventory

General Info

Inventory management helps companies identify which and how much stock to order at what time. Xin 365 helps you keep track of your inventory. Reorder the inventory at the right timing to make sure that you won't facing the out of stock problem.

Create an Inventory

1. On the left menu, choose Database > Inventory. Choose New > Create New button on the top right.

2. Enter all necessary information and choose Save & Stay floating button.

Column Description
Ref Code Internal reference code for your own reference.
Inventory Name The name referring to this inventory item.
Description More detail description of the inventory. It will be displayed on the sales and purchase modules when you issue a Quotation, Invoice, Purchase Order etc.
Category Categorize your inventory items that are similar in some way. It will be used to list or search for the inventory item.
Sub Category A more detail grouping of your inventory items besides the Category.
U.O.M. A standardised quantity of the inventory item.
Gross Weight The total weight of the goods carried, including all packaging.
Net Weight The weight of the inventory without the addition of the packaging or container weight.
Type Type of the inventory. There are 3 types of inventory defined in Xin 365:
Inventory - goods which you purchase and resell. The stock quantity will be tracked.
Non-Inventory - goods which you purchase for internal use or not for resell. The stock quantity will not be tracked.
Service - work done and not include any physical goods. There is no stock quantity involved.
Opening Quantity The current stock quantity in your warehouse before you start to issue any Invoice or Purchase Order for this item in the system.
Unit In Stock The current stock quantity in your warehouse. It will be calculated from Opening Quantity, Adjustment, Invoice and Purchase Order based on your Stock Setting.
Reorder Level The inventory level at which you should places an order with its suppliers to replenish the stock.
Location The physical location of this inventory.
Currency The default currency used to make transaction with this inventory.
Cost Purchase cost.
Markup The difference between the unit price and cost. It also means how much you gain from this inventory.
Unit Price The selling price for one inventory item.
Price Level Specify up to 5 different price level and assign the price level to each of your customer/vendor if the customer/vendor is having different price than the original Cost and Unit Price.


1. Click Choose File. Select the inventory image file.

2. Choose the Upload button to upload the image file.


1. Select multiple vendors who supply this inventory item.

2. Choose the Save Vendor button to associate the selected vendors to this inventory item. When making a Purchase Order, you can filter the inventory easily by selecting the vendor.


Attach any documents that is related to this inventory item.

Activity Log

List of activities perform on this inventory with timestamp.

Next topic: Add an Inventory
Previous topic: Other Reports

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