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Inventory, Procurement & Stock Control
Know What You Have. Where It Is. What’s Moving.
From purchase request to warehouse, branch, production and customer — keep every stock movement connected.
Cyclomax Inventory Management gives businesses real-time control across companies, branches, warehouses, stores and bin locations while connecting procurement, sales, manufacturing, accounts, fixed assets, maintenance, fleet, CRM and eCommerce.
Multi-Company & Multi-Branch
End-to-End Procurement
T-Account Audit Trail
Mobile Warehouse Ready
AI Ready
Inventory Control Center
LIVEStock ValueLKR 48.6MAll sites
Reorder Alerts24Open
Pending PRs11Approval
Company A · ColomboWarehouse 011,284 Items
Company A · KurunegalaMain Store934 Items
Company B · KandySub Store 02426 Items
Factory · ProductionRaw Material318 Items
GRN Posted
Reorder Escalated
5-Level Stock View
The Real Inventory Problem
Inventory Problems Start Long Before Stock Runs Out.
A purchase request waits for approval. Supplier prices sit in emails. Goods arrive before documents are updated. Stock moves between locations without a clear trail. Departments consume items without visibility. Management sees the problem only after it affects operations.
Inventory control should connect purchasing, movement, consumption and accountability — not just show a quantity on hand.
PurchasingRequests and approvals elsewhere
StoresStock movement tracked separately
DepartmentsConsumption lacks context
AccountsValuation comes later
Inventory Structure
Control Stock at Every Level of the Organization.
Configure the inventory hierarchy to match the business — from multiple companies down to the exact rack, bin or shelf where an item is stored.
Level 01
Company
Separate inventory structures, controls and reporting across multiple companies.
Level 02
Branch
Manage branch-specific stock, users, replenishment and movement.
Level 03
Warehouse
Operate multiple warehouses per company or branch with controlled transfers.
Level 04
Store / Sub-Store
Track specialized stores such as raw material, engineering, production or departmental stores.
Level 05
Bin / Rack / Shelf
Locate items at the physical storage position where the operation requires deeper control.
Procurement Management
Control Purchasing Before It Becomes Stock.
Connect the full procurement cycle to Inventory — from the first internal request through supplier evaluation, approvals, purchase orders, GRN and purchase returns.
Purchase Request→
Market Price Analysis→
Quotation Call→
Quotation Comparison→
Tender Notes→
Budget Check→
Approval→
Purchase Order→
GRN
Quotation & Tender Control
Collect multiple quotations, compare prices and maintain tender evaluations and notes.
Approval Hierarchies
Route purchases through value-based or transaction-based approval levels with budget checks.
PO & GRN Control
Manage PO revisions, partial receipts and multiple GRNs against a single purchase order.
Supplier Performance
Use purchase history, lead times, delivery performance and quality/rejection data to evaluate suppliers.
Core Inventory Controls
Track What Matters to Your Business.
Not every operation needs the same level of tracking. Cyclomax can configure the inventory controls that fit the item, industry and workflow.
Goods Receiving & GRN
Receive purchased goods into the correct company, branch, warehouse or store with PO-linked controls.
- PO-linked GRN
- Partial and multiple GRNs
- Batch / serial / expiry capture where required
- Quality or acceptance workflow integration
- Automatic stock update
Procurement, Accounts, Quality and Supplier Management
01
GRN & Receiving
Bring received goods into stock with the references and controls the operation needs.
Explore
Stock Transfers
Move stock between companies, branches, warehouses, stores or storage locations with full traceability.
- Branch transfers
- Warehouse transfers
- Store and sub-store transfers
- Transfer approvals
- Transfer receipt confirmation
Multi-Branch, Warehouse and Audit Trail
02
Stock Transfers
Control stock movement between locations without losing visibility.
Explore
Batch, Serial & Expiry Tracking
Configure item-level traceability based on what the business actually needs to control.
- Batch / lot tracking
- Serial number tracking
- Expiry-date tracking
- Item variants
- Barcode and QR identification
POS, eCommerce, Manufacturing and Quality
03
Item Traceability
Batch, serial, expiry, variants, barcode and QR — enabled where required.
Explore
Reservations & Allocations
Reserve available stock for orders, departments, projects or production requirements before physical issue.
- Order reservation
- Department allocation
- Project / job allocation
- Production material allocation
- Release and reallocation controls
Sales, CRM, Manufacturing and Internal Requests
04
Reservations
Protect stock for the requirement it is intended to fulfil.
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Stock Counts & Verification
Compare system stock with physical quantities and maintain controlled adjustment workflows.
- Physical stock count
- Mobile / tablet counting
- Variance identification
- Approval before adjustment
- Count history and audit trail
Mobile Warehouse and Audit Trail
05
Stock Counts
Verify physical quantities and control the adjustments that follow.
Explore
Damage, Scrap & Returns
Keep damaged, scrap and returned stock visible instead of burying it inside manual adjustments.
- Damage stock notes
- Scrap / disposal flows
- Supplier returns
- Customer returns
- Controlled adjustment and reversal
Purchasing, Sales, Accounts and Audit Trail
06
Damage & Returns
Track stock that leaves the normal sale or production path.
Explore
Reorder & Replenishment
Detect stock requirements early and route unresolved alerts to the right people.
- Reorder levels
- Minimum / maximum stock
- Suggested purchase quantities
- Branch replenishment
- Alert ageing and escalation
Procurement, Branches, Sales and Manufacturing
07
Reorder Control
Turn low-stock signals into an actionable replenishment process.
Explore
Internal Requests & Issues
Connect department or operational requests to approvals, store issues and the final destination of the item.
- Department requisitions
- Approval before issue
- Issue notes / vouchers
- Project / job / batch issue
- Return unused stock to stores
Fixed Assets, Maintenance, Manufacturing and Cost Centers
08
Internal Issues
Know not only what left the store, but where it went and why.
Explore
Inventory Costing
Use inventory valuation logic that reflects the agreed accounting and operational requirement.
- Average costing as a common standard
- Stock valuation by location
- Cost updates from purchasing
- Cost visibility for reporting
- Alternative costing logic where project requirements demand it
Accounts, Purchasing and Management Reporting
09
Costing & Valuation
Commonly Average Costing, with project-specific logic where needed.
Explore
Barcode, QR & Labels
Use device-assisted identification to reduce manual searching and improve warehouse execution.
- Barcode scanning
- QR scanning
- Item labels
- Bin / rack lookup
- Portable and Bluetooth printing
Mobile Warehouse, POS and eCommerce
10
Barcode & QR
Scan, identify, locate and print directly within operational workflows.
Explore
eCommerce Inventory Control
Connect online ordering to the same stock control structure used by branches and warehouses.
- Shared stock availability
- Online order stock movement
- Warehouse fulfilment
- Branch / warehouse stock visibility
- Connected item master
eCommerce, POS, Sales, CRM and Inventory
11
eCommerce Stock
Keep online and physical operations connected to the same inventory controls.
Explore
Management Reporting
Go beyond on-hand quantity with reports that explain movement, value, ageing and operational performance.
- Stock by company / branch / warehouse / bin
- Fast / slow / non-moving stock
- Stock ageing and valuation
- Supplier and purchase analysis
- Consumption, transfer, damage and return reports
BI, Accounts, Purchasing and AI Assistant
12
Reports & KPIs
Turn stock transactions into management information.
Explore
Planning & Replenishment
Don’t Just Raise Alerts. Make Sure Someone Acts on Them.
Cyclomax can age unresolved reorder alerts and escalate them through the relevant organizational hierarchy so critical stock requirements do not disappear inside a notification list.
Reorder Alert Escalation
Turn a low-stock condition into a controlled follow-up workflow.
Item RM-104On hand 48 · Reorder level 50
Stage 1 of 4
Step 1
Reorder Alert Raised
Stock reaches the configured reorder or minimum level.
Step 2
Alert Starts Ageing
The system tracks how long the requirement remains unresolved.
Step 3
Email Escalation
Relevant users or managers are notified when action is overdue.
Step 4
Escalate Up the Hierarchy
Unresolved alerts can move to higher management levels based on the configured workflow.
Min / Max Stock
Maintain location-specific stock thresholds based on operating needs.
Suggested Purchase Qty
Use stock position and requirements to support purchase quantity decisions.
Consumption-Based Planning
Use sales or historical consumption to understand likely replenishment requirements.
Production MRP
Calculate raw-material requirements from production and BOM demand when connected to Manufacturing.
Branch Replenishment
Support movement or purchase decisions based on branch-level stock positions.
Stock Ageing
Identify older, slow-moving and non-moving stock that requires management attention.
Audit & Accountability
Every Stock Movement Leaves a Trace.
Cyclomax maintains inventory entries in a T-account style transaction structure, allowing stock movements to be traced from one side of the transaction to the other with linked references, quantities, users, dates and approvals.
From quantity to accountability — see what moved, where it moved, why it moved, who initiated it and who approved it.
Role-Based Access
Control who can request, issue, approve, adjust or view stock.
Approval Controls
Apply value-based or transaction-based approval levels.
Full Transaction History
Keep user, date, time and document references for each step.
Reversal, Not Hidden Deletion
Use controlled cancellation or reversal workflows for processed transactions.
Warehouse 01 · Item Ledger
T-Account
Stock In
GRN #2481+500
Branch Return+25
Adjustment+4
Stock Out
Production Issue-220
Branch Transfer-80
Damage Note-6
Traceable references: GRN, request, approval, transfer, issue, user, date/time and linked destination.
Mobile Warehouse Operations
MobileScan & issue
TabletCount & verify
HandheldMove & confirm
Inventory Where the Work Happens
SCAN ITEMBin: R04-B12Qty: 48
STOCK COUNTSystem: 125Counted: 124
TRANSFERFrom: WH-01To: BR-03
Warehouse Mobility
Take Inventory Control to the Stock — Not the Stock to the Desk.
Use mobile phones, tablets or handheld devices for receiving, scanning, transfers, stock counts, material issues, bin/rack lookup and label printing where the operation requires it.
Receive & Scan
Capture stock at receiving without waiting for desktop entry.
Transfer by Device
Move items between warehouses, stores or bins with direct confirmation.
Physical Counts
Perform stock verification from mobile or tablet.
Labels & Portable Printing
Support barcode labels and Bluetooth / portable printers where required.
Connectivity: live operation is the normal approach. Temporary offline workflows and synchronization can be designed when a project specifically requires them.
Supplier Management
Know More Than the Supplier’s Price.
Maintain the commercial, operational and quality history needed to make better purchasing decisions.
Supplier Onboarding
Registration, categorization and approved supplier controls.
Quotation History
Keep supplier pricing and quotation history linked to procurement activity.
Lead Time
Track expected and actual supplier delivery performance.
Quality History
Use rejection and quality information as part of supplier evaluation.
Commercial Terms
Maintain payment, credit and supplier-specific terms.
Item Mapping
Map suppliers to the products or categories they are approved to supply.
Performance Rating
Evaluate suppliers using delivery, quality and procurement history.
Purchase History
See what was purchased, when, at what price and under which PO.
Blacklist / Inactive
Restrict suppliers that should no longer be used in purchasing workflows.
Approval Control
Keep supplier status aligned with organizational procurement controls.
Connected ERP Ecosystem
Inventory Should Connect to Every Process That Changes Stock.
Cyclomax Inventory can operate as a dedicated module or as the stock-control core of a wider ERP environment.
Purchasing / Procurement
POS / Sales
Inventory Core
Accounts / Finance
Manufacturing / BOM
Fixed Assets
Maintenance
Fleet
CRM / Orders
eCommerce
One stock position across physical operations and online sales — without maintaining separate inventory records.
AI + Inventory Intelligence
Ask Your Inventory. Don’t Just Search It.
The Cyclomax AI assistant can help users interact with ERP and inventory information, while custom AI or machine-learning workflows can be configured around business-specific stock, purchasing and replenishment requirements.
Inventory Assistant
Ask natural-language questions about stock, branches, warehouses and outstanding requirements.
Ageing & Dead Stock
Surface older, slow-moving or non-moving stock for management review.
Replenishment Intelligence
Support reorder and purchase decisions using stock, consumption and operational requirements.
Custom Automation
Build AI workflows around unusual consumption, management summaries or project-specific rules.
Inventory AI Assistant● Online
Which items have been below reorder level for more than 7 days?
Management View
Stock + procurement + ageing summarized
Ownership & Flexibility
Built for Your Inventory. Owned by Your Business.
Cyclomax applies the same ownership model across ERP modules: customization around the client workflow, agreed source-code handover for internal business use, client-controlled deployment and no per-user licence model.
Full Source-Code Handover
Receive the agreed application source code for internal use after implementation.
No Per-User Licence Fee
User capacity is driven by infrastructure rather than a fee for every user.
Infrastructure Choice
Deploy on AWS/cloud, local infrastructure or another agreed architecture.
Your Choice After Go-Live
Continue with Cyclomax under an optional AMC or use your own IT team.
Long-Term Control
“
Your inventory system should evolve with the operation — not become another limitation.
Agile Implementation
Configure Inventory Around the Real Stock Flow.
We map the actual procurement, warehouse, issuing, replenishment, audit and reporting processes before configuring the system around the organization.
01 · STUDY
Requirement Study
Understand companies, branches, warehouses, item types, users and stock flows.
02 · MAP
Process Mapping
Map procurement, receiving, transfers, issues, returns, approvals and reporting.
03 · CONFIGURE
Inventory Design
Set locations, controls, approval levels, item tracking and costing logic.
04 · INTEGRATE
Connected Modules
Link Accounts, POS, Manufacturing, eCommerce, Fixed Assets and other modules as required.
05 · VALIDATE
Trial / UAT
Test real stock scenarios with stores, purchasing, finance and management teams.
06 · GO LIVE
Deployment & Training
Prepare master data, opening stock, users, devices, training and go-live support.
Built for Controlled Operations
More Than Stock on Hand.
A connected inventory platform for organizations that need procurement control, multi-location visibility and an auditable movement history.
2005Established
5-LevelCompany → Branch → Warehouse → Store → Bin
T-AccountTraceable Stock Transaction Structure
Ready for Better Stock Control?
See Your Inventory as One Connected Operation.
From procurement and suppliers to warehouses, departments, production, branches and eCommerce — see how Cyclomax can configure Inventory Management around your actual business flow.
