Accessory Stock Management

Overview

Accessory Stock Management in Fleet Master is designed to support real-world warehousing and distribution use cases for accessories, with focus on:

• Variation-level control
• Granular stock entries
• Lifecycle status tracking
• Chargeable vs Non-Chargeable handling
• Assignment and return logging
• Full stock flow auditability

Stock by Variation

Accessories in Fleet Master are created with variations (e.g., "Helmet – M – Full Face", "RFID Card – Type A"). Each variation holds its own independent stock records.

Adding Stock

You can add multiple stock entries under a variation.

When adding a new stock entry, specify:

• Quantity
• Purchase Price (optional)
• Supplier / Vendor (optional)
• Location:
  • Warehouse
  • Section
  • Rack
• Supporting Documents (invoice, receipts, etc.)
• Initial Lifecycle Status (default: Waiting)
• Chargeable: Yes / No
  • If "Yes", input:
    • Markup % (e.g., 15%)
    • VAT % (e.g., 5%)

Stock Lifecycle Status

Each stock entry has a lifecycle status to represent its current usability:

Lifecycle movement can be manual or automated based on business rules.

Movement Tracking

The system records every movement into a Stock Movement Log:

Types of Movement

• Incoming
  • New purchase entries
  • Returned accessories
• Outgoing
  • Assigned to fleet
  • Written off or lost

Movement Record Includes:

• Movement Type (Incoming / Outgoing)
• Source / Destination (Warehouse / Fleet)
• Quantity moved
• Linked Variation
• Date of movement
• Reference file (optional)
• Transaction type (Assignment, Return, Write-off, etc.)

Assignment to Fleet

When assigning an accessory to a fleet:

1. The system checks if enough quantity is available in Ready to Allocate.
2. Quantity is deducted from available stock.
3. If Chargeable, system calculates:
   • Selling Price = Base + Markup
   • Tax = Selling Price * VAT%
4. A Withdraw Transaction is logged.
5. The item enters the Assigned status.
6. Once the fleet confirms (with signature, optionally), it moves to Executed.

Return Flow

If a fleet returns an item:

1. The item is inspected and marked as reusable or not.
2. If reusable:
   • Enters as Incoming
   • Status is reset to Standby or Ready to Allocate
   • A Return Transaction is recorded
3. If damaged or expired:
   • It is moved to Written-Off

Chargeable Stock Logic

If Chargeable = YES

• System requires:
  • Markup % input
  • VAT % input
• During assignment:
  • System calculates the total cost to fleet
  • Withdrawal + deposit transaction is created
• Fleet will see the amount in salary deduction / expense report
• Admin panel allows editing the markup/VAT before final approval

If Chargeable = NO

• System skips price calculations
• Still logs the assignment for tracking
• No financial transactions triggered

Audit & History

Each variation has a stock movement history:

• Filter by: Type (incoming/outgoing), Status, Fleet, Date
• Export to Excel/PDF
• View linked attachments (invoice, return slip)
• Track who added, edited, or confirmed each stock entry

Example Scenario

1. Admin adds 50 helmets (Full Face – M) with markup 10%, VAT 5%.
2. Status = Waiting → Moves to Ready to Allocate.
3. 2 helmets are assigned to fleet A.
4. 1 helmet is returned after use (good condition).
5. That helmet re-enters as Incoming, status = Standby.
6. 3 helmets are damaged in warehouse, marked Written-Off.

Fleet Master reflects:

• 44 helmets remaining (Ready to Allocate)
• 1 helmet (Standby)
• 2 helmets (Executed)
• 3 helmets (Written-Off)