Inventory & Stock – Functional Specification v2 (design round 2)

The Inventory module owns stock custody: every device the service holds, which store holds it, and every hand-off between stores, service users, manufacturers and the scrap heap. It is a top-level main-menu section (G-004) and services the install / decommission / reactivate loop that Requests opens (Q-004, S-005, S-006).

This is design round 2. The requirement base is unchanged (register I-001…I-011); the information architecture and visual design are new, replacing the v1 draft (files 22) at Ivan's direction:

Everything else follows the established shell conventions: theme tokens + dark mode, pill status tokens, WIREFRAME drawer, destructive-action confirmations with mandatory reasons, no breadcrumb on the module landing. Style-consistency pass (06 Jul, Ivan): page heads use the shared greetbar pattern (h1 + greet-sub, actions in the toolbar), section headers are standard card-h > h3 (accent bar, controls in .right), required fields use the shared red .req asterisk, inputs match the system control style (7×10px padding, 10px radius), the Goods-Out internal/external switch reuses the dashboard “Team work / My work” .seg filter, internal shipments carry a grey left edge mirroring the external accent, and the scrap tiles are standard stat cards.

The Inventory landing answers “what needs doing?” before offering any table:

• NEW Six stat tiles, each a drill-through: items in stock (+ value), in transit (I-003), awaiting receipt (I-004), in quarantine (I-008), low-stock lines (I-001) and scrapped value over 6 months with the 12-month figure beneath (I-010). All values are computed from the stock model – in the wireframe they update live as flows run.
• NEW Store network browser – one card per primary store with its child stores (vans, quarantine, maintenance, scrap) as typed chips; engineer names on van stores; a receipt-confirmation icon where the per-store flag is set. Clicking any store opens its detail page.
• NEW Needs attention – receipts awaiting the user's store, items flagged “decommissioned – until serviced”, RMA units with the manufacturer, and out-of-stock catalogue lines, each with a jump-link.
• Global actions: Scan item (identify any barcode), New transfer, Goods In.

NEW Store types replace the old free-text store names (I-007): primary, van (secondary), quarantine, maintenance, scrap, arranged in a hierarchy (sub-stores under a primary). The type drives the send/receive rules:

• The store detail page shows the type badge, engineer mapping and parent, with tabs: Stock (custody table – product, serial, state flag, custody note; filter by text and state), Awaiting receipt (incoming consignments with confirm / reject), Settings (allocate the store to a responder / engineer – the I-007 mapping is editable here, feeding I-011 task-allocation; the per-store receipt-confirmation flag, I-004; and a plain-English statement of the type's send/receive rules).
• NEW Items carry programmatic state flags – In stock, Reserved (pick-stock, Q-004), Outgoing, Incoming, Decommissioned – until serviced (I-008) – rendered with the shell's fixed pill tokens.
• Reallocating a van store to another responder shows a confirmation listing every item that passes into the new person’s responsibility (count + serials; audited).
• Shortcuts: “Transfer from this store” (origin pre-selected) and “Stock take” (store pre-selected).

• CHANGED The catalogue lists every product definition regardless of stock level – zero-stock lines stay visible (I-001), fixing the old query that hid them. Presented as a table (product, manufacturer, stock type, part codes, quantity vs reorder with a level bar, unit value, In stock / Low / Out badge); filters by text (name or part code), manufacturer, stock type and level. The sample data holds 24 lines across six manufacturers, deliberately including duplicated functions (three fall detectors from Vitalbase, Tunstall and Legrand) – interchangeable products from different makers.
• NEW NSM single-page creation for products and manufacturers (I-001) – no wizards; the manufacturer is creatable in place from inside the product form. The product form’s field set is the old SM Inventory › Stock › Add Stock page (screenshot baseline): Scope (organisation tree with a Selected column), Manufacturer, Stock Type, Stock (product name), Part Codes (multiple), Expected Life, Warranty Period, Service Interval (months), and Radio / Sensor Battery Type (look-up-or-create) each with a Battery Life that unlocks once a type is set. Unit value and reorder level are additions this design needs for scrap-value (I-010) and low-stock views – flagged “＋ new – to confirm”, on the open-questions list. A manufacturer record carries its barcode mapping profile (I-002); the manufacturer form fields (name, code prefix, mapping profile) are design inferences from I-002 – the old SM Manufacturers screen still needs to be folded in as the baseline (open question).
• NEW Multiple part numbers per item – the same stock associable with different part numbers (e.g. a Tunstall code and the maker's own); part-number chips shown on the card and searchable.
• The table is sortable on every data column (data-level sort, double arrows when unsorted); kit rows sort to the end on manufacturer sort. All tables in the module scroll horizontally at any viewport width once their content exceeds the card (was mobile-only – Ivan flagged clipped tables at 1200 px; the same one-line rule was applied to every wireframe incl. Administration).
• NEW Scan (in the filter bar) – scanning a unit shortlists the table to that unit’s product, with a dismissible chip showing the serial; no side panel opens (I-002).
• NEW (06 Jul review) Kits and versions live in the main table as expandable rows: a kit row carries a stacked icon + “Kit” pill and expands to its content products – each shown with the full column set (manufacturer, stock type, part codes, version, stock, level); a versioned product shows its current version and expands to one row per version, each behaving as a separate product (own part code, own stock count, current / legacy / discontinued status). The separate kits card is gone; “assemblable now” is the kit row’s stock figure.
• Creation of manufacturers, products, versions and kits moved to Administration › Manufacturers & products (Ivan, 02 Jul – supersedes I-001’s “creatable in place”); the form keeps the Add-Stock field set with the name first, and Scope and Unit value removed by Ivan. Manufacturer records also carry the RMA warranty agreement (continues vs restarts) read by Goods In restores. The Administration section is now four tabs – Manufacturers · Products · Kits · Versions (one visible at a time); versions are tied together in a dedicated dialog: each revision is first created as its own product, then selected in “Tie versions together”, labelled (v1, v2…), one marked current, and the differences noted – producing the expandable family in Product Management.
• Product detail (side panel) is about the product in general (its stock is many units): part codes, reorder level, life/warranty/service/battery data, versions, kit usage and availability by store. Per-unit DMP/device blocks were removed by Ivan (02 Jul); unit-level detail lives on the Service User profile.

• CHANGED Deliveries are booked into primary stores only; the destination picker lists nothing else. The old single-primary-store limitation is removed – multiple primaries allowed (I-006). Secondary stores are stocked by a separate transfer step.
• CHANGED Scanning auto-populates the item data (the old SM didn't) via the shared scan dialog (§9); manual entry is the fallback.
• NEW Bulk goods-in from a delivery note loads every line into the receiving basket at once (SaaS4-requested, I-006).
• The receiving basket rail shows count + full list with per-item remove; “Book in N items” commits with a success toast and the stock/tiles update.
• NEW Goods In accepts every incoming shipment. The Incoming shipments list shows one expandable row per package (external deliveries and internal transfers alike); expanding reveals the products with Accept / Reject per item (a rejected item reverts to its origin, audited – I-004). Shipments from an external warehouse (manufacturer / distributor) are visually emphasized with an “External warehouse” badge and accent edge.
• CHANGED (03 Jul review) No scan popup: “Scan barcode / QR” lands each read straight in the basket with an inline last-read line; “Enter manually” opens a manual-only popup. “Bulk from delivery note” sits beside the Delivery reference field. The basket column is wider and taller; multiple units of the same product group into one line (×N) listing the individual serials.
• CHANGED (06 Jul review) A recognised manufacturer return goes into the basket, marked “Returned – history restored” (green line) alongside the informative banner; booking in re-stocks it with its full history. The paired arrow icons moved off the page titles into the left menu (Goods In = arrow-in, Goods Out = arrow-out); the external-warehouse emphasis is the accent edge + badge (gradient removed).
• NEW Every scanned serial is validated against the returns-to-manufacturer list: a match shows an informative banner and restores the unit with its full history (auto-booked into stock, no duplicate), citing whether its warranty continues or restarts per the manufacturer agreement held in Administration. A brand-new replacement serial books in normally.

• CHANGED Transfer between any two stores of the organisation (I-003). Moves that violate the type rules (van→van, van→scrap, quarantine→van, anything out of scrap) are blocked with an inline explanation naming the correct route (I-007, I-008).
• CHANGED Items are added by scan or search – by product name or serial, further filterable by serial fragment; suggestions come from the origin store's available stock only.
• CHANGED The basket shows count + the complete list (fixing the current bug where not all items display); confirmation sits at the bottom of the basket and shows a success message (I-003).
• NEW Transfer reasons addable in place, not only in Administration (I-003).
• NEW Internal / external toggle: internal destinations are the organisation’s stores; external brings up manufacturers / distributors (from the Administration records) for RMA returns and exchanges – external consignments leave from a primary store only (I-007 / I-009), and dispatching against an approved RMA batch advances its status.
• CHANGED The receiving sub-table was removed – receipt lives on the destination’s Goods In page; open outgoing consignments are expandable packages showing the products inside each. The internal / external switch is two plain buttons (active = primary, as elsewhere in the system); the Scan button works like Goods In’s (straight into the basket, no popup). An RMA number field appears under the reason when an RMA reason is chosen externally. On narrow screens the order is form → basket → outgoing consignments.

• The page is three tables (pipeline graphic removed, 02 Jul): the quarantine work list, Returns to manufacturer and Exchange from manufacturer. Recovery tasks still arrive via Decommission (S-005); Reactivate creates fresh installation tasks rather than restoring old equipment (S-006).
• NEW The quarantine work list is a sortable, filterable table (text search + stage filter in the section header; sortable columns incl. refurb progress, so items at the same step batch-process together; a Scan button in the header filters the list to the scanned item – no popup). Actions per row: the next open refurb step as an icon button (🧼 clean / ☑ check / ⚙ reprogram), “Return to stock” (renamed from “Back in circulation”; enabled only when all three tasks are done, I-008), and “Dispose…” → Return to manufacturer / Exchange / Scrap with a mandatory fault/reason – manufacturer choices land on the Returns-to-Manufacturer list (§6b).
• REMOVED The collection/recovery-tasks card was removed from this page (03 Jul review); the scan-verify collection flow now lives on the My Work decommission task (file 21): the task lists the items to collect, each is scanned to verify, and completing the task accepts them into the responder’s van (secondary store), flagged for quarantine (S-005, I-008). Page renamed “Quarantine”.
• NEW Clicking a row opens the item detail: main information plus how long the unit has been in use (e.g. “1y 3m”) and its warranty position (“9m of warranty left” / “Warranty expired 3m ago”), the refurbishment checklist (checkboxes live here), and the same three actions.

• NEW The screen holds two tables (I-009): (1) Marked for return – awaiting RMA (items from quarantine’s Dispose…, filterable by manufacturer; “Request RMA approval” enables only once at least one item is selected, and a mixed-manufacturer selection is refused with a message); (2) RMAs – one expandable row per RMA to a manufacturer showing requested / approved / dispatched dates, its products, and status. Units already received back (fixed) are green inside the RMA.
• NEW Batch lifecycle: Request RMA approval → Record approval → “Dispatch batch” jumps to Goods Out pre-filled (external toggle on, the manufacturer selected, the RMA’s products in the basket, reason “Return to manufacturer (RMA)” with the RMA number in its own field); confirming the consignment marks the RMA dispatched. The “Request RMA approval” button is visually disabled until at least one item is selected.
• NEW On a dispatched RMA, tick products and mark them credit note received / not returned (the purge popup – the “replacement received” option was removed, 03 Jul) with a mandatory reference; they are purged from the system (audited). The other exit is a Goods-In scan-back (restored with full history, warranty per the manufacturer agreement). The RMA completes when nothing is left with the manufacturer.

• CHANGED (06 Jul, Ivan) All prices/amounts removed from the scrap page – the tiles show scrapped item counts over 6 / 12 months plus the current contents; the Value column is gone. ⚠ This narrows I-010 (“visibility of scrapped stock value”) to item-count visibility – flagged on the open-questions list for Tunstall.
• NEW Purge – select rows (or all) and purge with a confirmation popup that names the count and value, demands a mandatory reason and states the action is audited (STANDING RULE, 30 Jun 2026). Purged value remains in the 6/12-month totals; only the physical records leave the store – ending the “ghost stock piling up 4+ years”.

• NEW Three-step wizard (I-005): pick store → count → report (page retitled Stock Take). Starting the count lists the entire store, de-emphasized; each scan lights its row green with a timestamp and who scanned it and sinks it to the bottom, while scans that don't belong to the store pin to the top in orange. Reads arrive by continuous scanning or a barcode input field (keyboard-wedge scanners type + Enter; unknown codes are rejected politely) – the scan-one popup is gone. The report’s summary tiles are the standard stat cards.
• The report is a formal document – report number, date & time, location, counted-by – with summary tiles and the detail table; expected-but-unscanned items are highlighted red as Missing.
• Every unit is classified: Matched, Missing (red), Overstock (orange). NEW The report is actionable: overstock rows show where the item is recorded and offer “Transfer here & approve” (audited correction); missing rows offer Write off (mandatory reason, audited) or an investigation note that travels with the item. A Re-run stock take button counts again – after resolution everything matches.
• Reports are savable to the store history; a stock take can be launched pre-scoped from any store detail page.

• NEW One context-aware scan dialog serves Goods In, Transfers, Stock take and ad-hoc lookup – the read lands wherever it was invoked from (I-002).
• Tunstall GS1 codes map automatically (GTIN → product, (21) → serial, (11) → manufacture date, (10) → batch). Third-party tags resolve through the manufacturer's generic mapping profile (defined on the manufacturer record, §3). Unreadable codes drop to a manual-entry fallback.
• On SaaS4 mobile this is the phone camera, usable by outfield staff – strongly requested in the customer review.

• I-011 – task allocation vs stock: when a task is allocated, how hard is the tie to the engineer-store's stock – block, warn, or auto-raise the replenishment transfer (links Q-004's auto-transfer on installer pick)?
• Store administration – confirm store creation / typing / re-parenting and the per-store receipt flag live in Administration, and who may change them.
• Unit value & scrap value removed (Ivan, 02 + 06 Jul) – prices/amounts are now gone from the product record and the scrap page, but register I-010 asks for “visibility of scrapped stock value over 6/12 months”. Confirm with Tunstall: is item-count visibility enough, or should value reporting live in the Reports module (sourced from purchase price at Goods In)?
• Manufacturer form baseline – the wireframed fields (name, code prefix, barcode-mapping profile) are inferred from I-002; fold in the old SM Manufacturers screen as the field baseline.
• Reorder levels – per product (as wireframed), per product-per-store, or both? Who maintains them, and should low stock notify anyone?
• Quarantine task set – is clean / check / reprogram fixed, or configurable per product type (Administration list, as task types are per Q-003)?
• Stock-take discrepancies – does “missing” auto-raise an investigation task, and may an overstock finding auto-correct the record, or is that always manual?
• Scrap retention – any minimum retention before purge is allowed (finance / WEEE evidence), and should purge require a second approver?