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InventoryA product by R&D COPILOT

Inventory management for shops, stockrooms and distributors

On the shelf. Promised. Free to sell.

Three numbers for each item, kept apart and kept current, with the movements behind them. Then let those numbers tell you what to order next.

Request a quote Work out your next order
  • Hosted in the EU
  • Part of RDCopilotOS
  • One-off setup + monthly licence

Example data

RDCopilot Inventory: replenishment worksheet for BX-040 with on-hand, reserved, available and incoming stock, the position against the reorder point on a gauge and a suggested purchase rounded to the pack size

Connected to the rest of RDCopilot. Delivered by our team.

Works with

The other RDCopilot products read and write the same items and quantities.

Localisation modules for companies operating in Romania: e‑Factura · e‑Transport

Part of RDCopilotOS, the operating system for your company

Delivered as

  • Hosted in the EU
  • Support from the RDCopilot team, in English and Romanian
  • One-off setup, then a monthly licence
  • Your data, exportable

Built for the people who count the stock.

Different businesses, the same questions: what do we have, what is promised, what do we order?

Distributors with a van or showroom

You cannot tell which location holds what until someone phones round.

See stock by location

Workshops and service teams that use materials

Materials run out mid-job because nobody knew when to buy.

Work out your next order

One stock record. Every location.

Your stockroom, your shop floor and your showroom each keep their own quantities. You still see one total, and you can always tell which location a unit is in.

Main stockroom · Example data
ItemSKUOn handReservedAvailableIncomingStatus
Shipping box 40×30×20BX-040128241040 Below reorder point
Packing tape 48 mmTP-04872185448 Above reorder point
Work gloves, size MGL-0094616300 Below reorder point

  • Shipping box 40×30×20 BX-040

    On hand
    128
    Reserved
    24
    Available
    104
    Incoming
    0

    Below reorder point

  • Packing tape 48 mm TP-048

    On hand
    72
    Reserved
    18
    Available
    54
    Incoming
    48

    Above reorder point

  • Work gloves, size M GL-009

    On hand
    46
    Reserved
    16
    Available
    30
    Incoming
    0

    Below reorder point

  • Access can be limited per location, so each team works in its own stock.
  • A transfer is one document that updates both locations together.
  • Each sales channel reserves from the location you set.

What the stockroom needs, nothing it doesn’t.

Each card is one part of daily stock work. We switch on the ones your operation uses.

Receiving

Record what arrived against what was ordered, note differences, and put stock on the shelf in one step.

Transfers

Move stock between locations with a transfer document. Both sides are recorded together.

Returns

Returns can go to a separate review location first, then move back to sellable stock with a transfer.

Stock counts

Count by location, review the differences and post them as a movement, with who counted and when.

Item codes

Every item has its own code, the same in every location and channel. Shelf labels and handheld scanners come with RDCopilot Warehouse.

Movement trail per item

Every receipt, reservation and transfer for an item, in order.

Reservations and available to promise

An order or a basket reserves units once. Every channel sees the same available quantity.

Movement reports

Quantities by item and location, and the full movement ledger for your accountant.

Example data

From the supplier’s van to the customer’s bag.

  1. Receive

    Goods are checked against the order and enter stock.

    Documents: Purchase order · Receipt

  2. Store

    Each unit has a location: stockroom, shop or showroom.

    Documents: Stock list · Location

  3. Reserve

    An order or a POS basket reserves units once.

    Documents: Sales order · Online order · POS basket

  4. Sell or consume

    Stock leaves with the sale or the transfer.

    Documents: Sale · Transfer

  5. Return or reorder

    Returns go to review first; reorder points show what to buy.

    Documents: Return · Reorder point · Purchase order

ReservationsA sale reserves stock once, from the location you set.

What should you order next?

Pick an item, adjust demand and lead time, and watch the purchase suggestion change. At setup we use this rule to set each item’s reorder point and order quantity per location.

  1. Start with availability

    Keep committed units out of your promise.

  2. Check the threshold

    Demand during lead time, plus a safety buffer.

  3. Respect the purchase pack

    Round the shortfall up to a quantity you can buy.

InventoryReplenishment worksheet · BX-040

Location: Main stockroom

Safety stock
30 pcs
Purchase pack
20 pcs
Extra coverage
7 days
On hand
128
Reserved
24
Available
104
Incoming
0
  • Order now
  • Covered
  • Above target

Main stockroom · Position 104 · Reorder point 114 · Target 198 · Suggest 100 pcs (5 × 20)

Suggested purchase100 pcs
5 packs of 20Below reorder point
Show the calculation
Calculation
Position = available + incoming104 + 0 = 104
Reorder point = demand × lead time + safety12 × 7 + 30 = 114
Target = reorder point + demand × extra days114 + 12 × 7 = 198

Incoming = quantities on open purchase orders.

Planning rule: include incoming stock; assume it arrives within the lead time. Order when position is below the reorder point.

Every change has a line, and a document.

Trace today’s number back through each movement. Each line records the document, who posted it and when. Nothing is edited after the fact; a correction is a new line that reverses the old one.

RDCopilot Inventory: the stock card for shipping box BX-040, every receipt, transfer, reservation and sale on its own line with the running on-hand and available balance, next to the receipt document behind line 1
INV · Example data: the stock card for BX-040, one line per movement.
  1. On hand 128

    What is physically on the shelf. Only receipts, transfers, sales, returns and counts change it, each on its own line of the card.

  2. Reserved −24

    What orders have already claimed. A reservation changes only what you can still sell; the shelf stays the same.

  3. Available = 104

    On hand minus reserved, on every line: the number you can promise to the next customer.

REC 013901/10

Receipt against purchase order

PO 0298 · BX-040 · Shipping box 40×30×20

Receipt check, example data
Checkpcs
Ordered80
Delivered80
Damaged or missing0
Put into stock+80

Checked · posted to line 1

Each line on the card points back to a document. Here, the receipt behind line 1. Example data.

Example data. In the product, the stock card is filtered by item, location and period, and exports for your accountant.

Receiving notes and the stock card are printed in the format you agree with your accountant.

Set up once. Then a monthly licence.

Where it fits

Most teams start from a spreadsheet. Inventory takes over the stock record, and connects to RDCopilot ERP when you want finance, purchasing and sales in the same system.

Spreadsheet and Inventory, side by side
Spreadsheet and RDCopilot Inventory compared
CriterionSpreadsheetRDCopilot Inventory
Available = on hand − reserved, kept currentNo, manualYes
Movement history with documentsNoYes
Reorder points worked out in the openNoYes, worksheet at setup
What setup involvesimport a listitems, locations and a first count
Scopestock liststock, reservations, reorder
Connects to RDCopilot ERP, POS and warehouseNo, copy by handYes

See RDCopilot ERP

  1. Define

    Items, units, locations and who can work in each. We agree opening stock.

  2. Import

    Your item list and opening quantities come in from Excel or your current program. We check codes, units and duplicates first.

  3. Connect

    We scope the ERP, POS, warehouse and e-invoicing handoffs against one shared stock record.

  4. Go live

    A first count, a short training for the people who work with stock, and support in English and Romanian afterwards.

How the price is built

One-off setup — configuration, data import, connections and training.

Monthly licence — hosting in the EU, backups, updates and support.

What shapes your quote

  • number of locations
  • number of items and variants
  • connections (ERP, POS, warehouse, e-invoicing)
  • data migration and clean-up
  • users who need access
Request a quote Ask a question

Prices are quoted once we know how your stock moves.

Questions stock teams ask.

Can I manage more than one location?

Yes. Each stockroom, shop or showroom is its own location with its own quantities. Transfers move stock between them, and you see the total across all of them.

What is the difference between on hand, reserved and available?

On hand is what is physically there. Reserved is what orders or baskets have already claimed. Available is on hand minus reserved: what you can still promise. You cannot reserve or sell more than is available; the record never goes negative.

How are purchase suggestions calculated?

Reorder point = daily demand × supplier lead time + safety stock. When your position (available plus incoming) falls below it, the suggestion is enough to reach your target, rounded up to the purchase pack. The worksheet above shows the rule. We use the worksheet with you at setup to set reorder points per item and location.

Can we move from Excel or our current program?

Yes. We import your item list, units and opening stock, and check codes and duplicates first. A first stock count at go-live confirms the starting point, and your yearly stocktake runs on the same record. Receiving notes and the stock card are printed in the format you agree with your accountant.

What about barcodes and shelf labels?

Every item in Inventory has its own code, the same in every location and channel. Shelf labels with barcodes are printed from RDCopilot Warehouse. Counting with handheld scanners on the floor is part of RDCopilot Warehouse.

For companies operating in Romania: how does it connect to invoicing, e‑Factura and e‑Transport?

Inventory keeps the stock record. Invoicing (in RDCopilot ERP or POS), e‑Factura and e‑Transport are separate RDCopilot products that connect to it, so documents and stock refer to the same items and quantities. e‑Transport declares the loads that need a UIT code.

Where is our data hosted, and who supports us?

In data centres in the European Union. Support comes from the RDCopilot team in English and Romanian. Your data stays yours, and balances and the full movement history can be exported.

For companies operating in Romania: what about SAF-T (D406)?

The SAF-T (D406) stock section is filed only when ANAF requests it, with at least 30 days to respond. Inventory keeps the stock record it draws on, and RDCopilot Declarations prepares the file from the same items and quantities.

How much does it cost?

A one-off setup fee and then a monthly licence. The quote depends on locations, items, connections and data migration. Tell us how your stock moves and we will send it.

Put your stock in order.

Tell us how your stock moves: locations, items, channels. We will come back with a setup plan and a quote.

Request a quote Work out your next order

Part of RDCopilotOS

Inventory is one module of the operating system for your company: finance, operations, growth, AI and compliance on one platform, each with its own site.

All products

Business

Operations

Growth, AI and documents

Security and compliance

Localisation for Romania

Guides for stock teams

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