Welcome to the official StockPro Documentation.

This portal is designed to help you navigate and master every feature of the system, from basic inventory tracking to advanced financial reporting.

The Home dashboard (./index) provides a quick glance at today's sales, low stock alerts, and quick actions.

Security is the core of StockPro. Our authentication system uses a dual-layer approach to ensure that your business data remains protected at all times.

How it Works:

This section ties together the main modules you see in the sidebar: authentication, master data, operations, billing, and reporting.

1. Sign in — Users authenticate (email/phone and OTP where enabled). Roles and branch scope come from users and RBAC.
2. Catalog — Define products, categories, and optionally serials before stock moves.
3. Stock in — Receive goods (new_productin / view_productin) so costs and quantities are correct.
4. Clients & suppliers — Maintain parties used on purchase and sales documents.
5. Stock out / sales — Record sales lines; the system can create or link invoices and productout rows with payment status (Paid, Pending, Partially Paid).
6. Invoices — Create regular, deposit, or proforma invoices (new_invoice), then print or share from gpp/g_invoice.php (A4, thermal, compact). Terms and signature come from System Settings.
7. Client portal — Customers can search by phone/email/invoice; activity uses the same payment rules (proforma shows as Proforma, not Paid).
8. Reports — Use reports_dashboard and generated reports for sales, stock, and clients; exports respect company branding from configuration.

Company onboarding checklist lists data to collect before go-live (logo, TIN, bank, branches, roles).

The New Product definition is the foundation of your inventory. Every item must be correctly categorized and identified before it can be received or sold.

Core Attributes

When adding a product, ensure the following fields are accurately captured:

• System Category: Determines how the product is grouped in reports and analytics.
• Brand Identity: Helps in filtering stock by manufacturer or brand name.
• SKU Code: The Stock Keeping Unit is a unique alphanumeric identifier. If left blank, the system can auto-generate a barcode-compatible SKU.

Advanced Tracking Options

For high-value items, individual units must be tracked separately. Toggle Serial Tracking to 'Enabled' to force the system to require a unique serial number for every single quantity of this product during Stock-In and Stock-Out operations.

Unit of Measure & Pricing

Define whether items are sold in pieces, cartons, or packs. You can set a default Retail Price here, though the actual cost is dynamically tracked based on your procurement history (Stock-In).

The Manage Products interface provides a command-and-control view of your entire business catalog. It goes beyond a simple list, offering powerful auditing and labeling tools.

Direct Actions

• Barcode Printing: Select items and generate thermal-ready barcode labels instantly.
• Quick Edit: Update descriptions, categories, or pricing without leaving the master list.
• Deactivation: Instead of deleting items (which breaks financial history), 'mark as inactive' to hide them from sales menus.

Inventory Auditing

View real-time stock balances across all registered branches. The system highlights Low Stock items in orange and Out of Stock items in red to prompt immediate procurement.

Handle product returns with professional speed while maintaining inventory integrity. The return process ensures that returned items are accounted for correctly.

Return Workflow

Step 1Identify: Locate the original sale or the specific item serialized number.

Step 2Inspect: Determine if the item is still in 'Sellable' condition or 'Damaged'.

Step 3Record: Select the target product, input return quantity, and provide a clear 'Reason for Return'.

Step 4Impact: If sellable, the item is added back to active stock. If damaged, it is moved to the damaged ledger.

Financial Impact:

Processing a return does not automatically void the original invoice. You must handle cash refunds or store credits separately through the Finance module.

Processing a product return form.

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Audit the history of all processed returns to identify product quality issues or frequent return patterns from specific clients.

• Timestamped Logs: See exactly who processed the return and when.
• Condition Tracking: Filter by 'Sellable' vs 'Damaged' to audit inventory health.

Organization is key to managing thousands of SKUs. Use the Category Management section to build a logical system of parent and child groupings.

Why Categories Matter:

• Sales Reports: See which category (e.g., 'Smartphones') is performing best.
• Quick Search: Cashiers can filter the POS by category to find items faster.
• Bulk Actions: Apply discounts or tax changes to entire categories at once.

Bringing new inventory into your business must be a tracked, audited process. The Stock In module ensures that every item added to your shelves has a recorded source and cost.

Procurement Steps

Step 1Select Supplier: Pick the vendor from whom the stock was purchased.

Step 2Add Items: Use the search box or barcode scanner to add multiple products to the list.

Step 3Define Quantity & Cost: Input how many units arrived and what you paid per unit.

Step 4Serialized Entry: if the product uses serial tracking, you will be prompted to enter or scan each individual serial number now.

Step 5Verify & Submit: Confirm totals and commit to the database.

Dynamic Price Averaging

StockPro automatically tracks your Average Unit Cost. If you buy items at different prices over time, the system weight-averages them to give you accurate profit margins.

Multi-item stock reception and supplier mapping.

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The Stock In Ledger serves as your accounts payable audit trail. Every shipment ever received is logged here for long-term tracking.

• Audit trail: Drill down into any past shipment to see which staff member received it.
• Price Analysis: Review how your procurement costs from specific suppliers have fluctuated over months or years.

Not all stock leaves the building through a formal sale. Use the Stock Out module for manual adjustments, internal usage, or non-invoiced distributions.

Standard Usage

• Internal Requisition: Moving items for store use or office supplies.
• Managerial Disbursement: Authorized manual removals by authorized personnel.
• Sample Giveaways: Tracking items removed for marketing or demonstration.

Unlike Sales/Invoices, Stock Out records usually represents 100% loss in revenue. Use these records carefully for financial reconciliation.

A detailed paper trail of every manual stock removal. Monitor which items are leaving the building outside of the sales channel to prevent internal leakage or unauthorized usage.

Moving stock between physical branches requires a secure, multi-step validation process to prevent inventory displacement or theft. StockPro uses a 'Chain of Custody' model for all transfers.

The Transfer Workflow

Step 1Initiation: The sending branch selects the items and the target destination branch.

Step 2Transit: Upon submission, items are deducted from the source's 'Active Stock' and marked as 'In-Transit'.

Step 3Arrival & Inspection: The receiving branch manager is notified of a pending transfer.

Step 4Review: The receiver inspects the physical goods against the digital transfer list.

Step 5Finalization: If okay, the receiver clicks 'Accept', which instantly adds the items to their local inventory.

Rejection Logic:

If items are damaged or missing during transit, the receiver can 'Reject' the transfer. This voids the movement and returns the items to the source for reconciliation.

Inter-branch stock transfer request and tracking.

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MonitorEvery movement of stock across your entire organization. Managers can see a birds-eye view of all In-Transit goods, ensuring that no inventory is lost between locations.

Inventory adjustments allow you to reconcile your digital records with physical reality without creating a sales transaction.

• Damaged Goods: Record items that can no longer be sold.
• Loss/Theft: Document missing items for administrative review.
• Expiry: Remove expired goods from the active catalog.

Adjustments do not affect sales revenue but are reflected in the Cost of Goods Sold (COGS).

StockPro handles complex retail and wholesale scenarios through its flexible invoicing engine. Every transaction is tied to a specific type to ensure correct financial reporting.

Invoice Classifications

• Regular Invoice: The most common type. Used for 'Over-the-Counter' sales where payment is received in full. It instantly deducts stock and records income.
• Deposit / Credit Invoice: Ideal for partial payments or high-value sales to trusted partners. The system records the partial payment and generates an outstanding balance in the Client Ledger.
• Proforma Invoice: Used for official quotations. It generates a professional PDF look-alike of an invoice but does not affect stock counts or revenue.

Serial Selection in Invoicing

When selling items that have 'Serial Tracking' enabled, the invoicing screen will force the user to select or scan the specific serial number being sold, ensuring 100% accurate warranty tracking.

Manage and audit every financial transaction generated by your branch. The history ledger is your primary tool for end-of-day reconciliation.

Available Tools/Actions

• A4 vs Thermal Printing: Generate large professional invoices or small-form receipts for thermal printers.
• Transaction Voiding: If an error is made, administrators can void an invoice to return stock to the catalog and reverse financial entries.
• Credit Tracking: Items sold on 'Deposit' show an outstanding balance, allowing for easy follow-up on payments.

Organize your inventory with a hierarchical category system. Categories allow for better reporting, filtered stock counts, and streamlined product creation.

• Bulk Assignment: Group products by type (e.g., Electronics, Consumables).
• Filter Logic: Search for products within specific branches by category.
• Inventory Reports: Generate value reports grouped by category.

Maintain a centralized database of your procurement partners. Each supplier profile tracks essential contact data and supply history.

Build a loyal customer database. Registering clients allows for personalized invoicing and, more importantly, Credit Management.

The Manage Clients section is your primary tool for managing Accounts Receivable.

• Outstanding Balances: See exactly how much every client owes based on their deposit-type invoices.
• Loyalty tracking: Review the total lifetime value (LTV) of your customers and their purchase frequency.

StockPro turns complex daily data into clean, visual insights for business owners and managers. Our reporting engine covers every pillar of the business.

Core Business Reports

• Sales Analytics: Daily revenue, category performance, and staff sales ranking.
• Inventory Health: Identifies which items are taking up space (Dead Stock) and which are running out (Low Stock).
• Financial Audit: Compare your Total Stock Value against Total Revenue to understand gross margins.

Export Formats

All reports are available in high-fidelity PDF for formal board meetings or printing, and Excel (.xlsx) for advanced data manipulation and custom pivots.

StockPro is designed for scale. Administrators can manage an unlimited number of physical business locations, each with its own localized inventory and staff roster.

Branch Authority

• Independent Inventory: Stock levels in Branch A do not affect Branch B unless a formal Transfer is initiated.
• Sales Isolation: Reports can be filtered by branch to compare performance across different regions.
• Deactivation: Instantly lock a branch's access if it is closed for renovations or permanently decommissioned.

When a branch is marked as 'Inactive' in the database, a system-wide lock is triggered for all users assigned to that location.

Any attempt to access the dashboard or sales screens from an inactive branch will redirect the user to a secure 'Maintenance' page. This prevents unauthorized data entry or stock movements during downtime.

Manage your human resources and system access levels. Every user in StockPro is tied to a specific identity and set of credentials.

User Lifecycle Management

Step 1Registration: Create an account with a unique Phone/Email and temporary password.

Step 2Role Assignment: Select the staff member's seniority (e.g., Admin, Manager, Cashier).

Step 3Branch Mapping: Restrict the user's focus to a specific physical location.

Step 4Security: Enable OTP (Two-Factor Authentication) for sensitive roles.

Staff and user management panel.

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StockPro uses Role-Based Access Control to ensure that users only see the data relevant to their job duty.

• Public vs Private: Control which pages are visible in the sidebar for each role.
• Action Guarding: Prevent specific roles from deleting products, voiding invoices, or exporting sensitive reports.

Maintain a 100% transparent audit trail. The Activity Logs record every significant action taken within the system, creating an immutable history of business operations.

Every log includes the User ID, Branch ID, IP Address, and a description of the change, allowing managers to reconstruct events in case of discrepancies.

The Profile section allows you to manage your personal identity and security settings within StockPro.

Personal Information

Update your basic details to ensure communications and logs are accurate:

• Name: Update your First and Last name.
• Contact: Maintain an active Email and Phone number.
• Gender: Select your gender for profile personalization.

Security & Password

Protect your account by regularly updating your password. You will need to provide your Current Password before setting a New Password.

Two-Factor Authentication (OTP)

Enable OTP at login to add an extra layer of security. When enabled, a 6-digit code will be sent to your registered email every time you log in.

Account Metadata

View non-editable information about your account, including your User ID, assigned Role, Account Status, and Login History.

StockPro provides a premium visual experience with multiple theme options to reduce eye strain and match your work environment.

• Light Mode: Clean, high-contrast white interface.
• Dark Mode: Deep blue/grey interface for low-light conditions.
• High Contrast: Enhanced visibility for accessibility.

Stay updated with real-time system alerts. The Notification Center tracks:

• Stock Alerts: Warnings when items fall below their minimum levels.
• Transfers: Requests from other branches for stock movements.
• System Updates: Important announcements from administrators.

Access direct support from Lerony Co. Ltd. This documentation portal is your first point of contact for technical guidance and feature walkthroughs.

Direct Contact Channels

• Email: info@lerony.com
• Phone: +250 792 054 846
• Official Web: www.lerony.com
• Support Desk: Submit a Ticket Below

Our team specializes in high-performance digital ecosystems. If your company requires:

• Custom Web Portals: Scalable enterprise applications.
• Software Development: Desktop and specialized industrial software.
• Social Media Management: Digital growth and brand consistency.
• IT Consultancy: Strategic audits and infrastructure planning.

If you have another project in mind or need a custom quote, please open our Project Inquiry panel:

To protect your branch data, always use the Logout button in the settings menu when leaving your workstation.

Logout clears your active session and prevents unauthorized access if your device is shared.

If you lose access to your account, StockPro provides a secure self-service recovery mechanism using your registered email address.

If you don't receive the email, please check your Spam folder or contact your System Administrator to manually reset your credentials.