How to Move Received Goods from Trade Manager to Inventory Manager

After a supplier shipment is received in Trade Manager, the owner can move its sellable goods, calculated cost and purchase traceability into Inventory Manager without typing the same purchase again. Inventory Manager lets the owner turn each received item into a new product or add it to an existing product, divide the quantity into colour-size SKUs, choose the stock location and confirm the complete shipment together.

This handoff works for domestic as well as international purchases. The word “import” inside Inventory Manager means importing the connected Trade Manager record into stock; it does not mean the goods must have come from another country.

The handoff at a glance

Stage	App	What happens
Record the purchase	Trade Manager	Supplier, item, ordered quantity, rate and currency are recorded
Follow the delivery	Trade Manager	Shipment, transport, payments, charges and proofs remain connected to the trade
Receive the shipment	Trade Manager	Each item is divided into sellable, non-sellable and missing quantities
Make it ready for stock	Automatic	That received shipment becomes available to the same owner in Inventory Manager
Review cost per piece	Inventory Manager	The shipment items use the connected full-trade landed-cost calculation
Decide new or existing	Inventory Manager	Each trade item becomes a new catalogue item or adds stock to an existing one
Configure variants	Inventory Manager	Sellable quantity is allocated across colour-size types with SKU and selling price
Choose location	Inventory Manager	Stock is added to the selected shop or godown
Confirm	Inventory Manager	Products, movements, stats, listing availability and shipment status save together
Add photos	Inventory Manager	Trade photos can be reused, new photos can be uploaded, or photos can be added later

Before starting: what must be completed in Trade Manager?

The complete trade does not need to wait until every shipment has arrived. The handoff is per received shipment.

Suppose one supplier order is split into three deliveries. Shipment 1 can become inventory after its receiving is recorded even while Shipment 2 is moving and Shipment 3 has not been dispatched. This keeps physical stock truthful: the owner can sell what has actually arrived without marking the entire purchase as delivered.

For a shipment to appear in Inventory Manager:

1. it must belong to the same owner account;
2. its receiving must be recorded in Trade Manager;
3. it must contain sellable goods; and
4. it must not already have been moved into inventory.

Trade Manager receiving separates each line into:

• Sellable: usable pieces that may enter inventory;
• Non-sellable: pieces received but damaged or otherwise unsuitable for sale; and
• Missing: pieces expected but not received.

Only sellable quantity moves into stock. Non-sellable and missing pieces remain part of the purchase and claim history but do not inflate available inventory.

Read the complete Trade Manager guide for the supplier, shipment, receiving and claim workflow.

Where to start in Inventory Manager

Sign in to Inventory Manager using the same owner account used in Trade Manager.

From Inventory Manager Home:

1. open Add Product;
2. choose the Trade Manager route shown as Add Product (Trade Manager);
3. view the shipments waiting to be imported; and
4. select the required shipment.

The Home shortcut can show a count of received shipments waiting for inventory. The selection list is paginated rather than downloading an unlimited history, and already imported shipments are not kept in the ready list.

Each card identifies the trade/shipment, supplier, received date and item count. Select the physical shipment whose goods you are now arranging into stock.

Step 1: Review this shipment's sellable items and cost

Inventory Manager first shows a read-only review of the relevant items in that shipment. For each item, the owner can see information such as:

• product name;
• supplier item code, when present;
• a trade proof photo, when available;
• sellable quantity;
• calculated cost per piece; and
• suggested selling price per piece when Trade Manager already has a percentage for it.

The page is deliberately smaller than Trade Manager's complete Costing screen. It does not repeat every payment, customs field, cargo charge or profit banner because Trade Manager remains the source of truth for the purchase calculation.

Behind the smaller review, the landed-cost calculation still follows the full trade context. Purchase value, payments, applicable transport and recorded additional costs are not reduced to only the few fields visible on the shipment card. This keeps the cost entering inventory aligned with the connected Trade Manager costing instead of inventing a second cost in Inventory Manager.

If an item has no sellable stock because every received piece was marked damaged, missing or otherwise non-sellable, that item cannot be put into inventory. If the complete shipment has no sellable items, the app explains that there is nothing to stock.

Step 2: Confirm how the selling price should be suggested

When Trade Manager already contains the applicable percentage, Inventory Manager can suggest a selling price from the landed cost.

If no percentage was recorded, Inventory Manager does not silently guess. Before the item-configuration wizard begins, the owner must choose one of these options:

• enter a percentage for this import; or
• deliberately choose to sell at cost.

The import-only choice helps prepare selling-price suggestions but does not rewrite Trade Manager's original costing decision.

The suggested price is not a compulsory shelf price. Every colour-size SKU can still receive the price the owner intends to use. This is important in wholesale clothing and footwear because negotiated market price, colour demand and size movement can differ even when the purchase cost is shared.

Step 3: Choose New product or Add to existing

Inventory Manager asks this separately for every trade item.

New product

Choose New product when the received design does not already exist in inventory.

For a new product, the owner confirms:

• product name;
• HSN code;
• GST rate;
• category;
• stock location;
• optional brand and description;
• whether it should be listed on My Local Shops; and
• whether its selling price should be public.

The supplier item code from the trade remains connected to the created product. Inventory Manager generates the SKU structure; the owner does not manually replace the stock code.

HSN, GST and category belong to the common product rather than being typed independently for every colour-size variant. The app may suggest values from available HSN context, but the owner remains responsible for confirming the correct tax classification.

Add to existing

Choose Add to existing when the owner has bought another batch of a design already present in inventory.

Inventory Manager looks for likely matches using the same seller's product information, including supplier and supplier item-code context. A suggestion is only assistance—the owner should still verify the product name and existing variants before adding quantity.

The new received batch retains its own trade, shipment, supplier and cost traceability. Restocking does not erase the origin of the earlier stock.

Step 4: Choose the shop or godown

Every imported item needs a stock location.

The selected location controls where the received quantity is added. If the cartons are physically delivered to the Bhiwandi godown, do not choose the Mumbai shop merely because that shop will sell them later. Add the pieces to the godown first and use Inventory Manager's stock-transfer flow when they actually move.

This keeps three values accurate:

• total stock across the business;
• available stock at each shop or godown; and
• stock worth for the selected location.

Each trade item can be configured for the correct location as the wizard progresses.

Step 5: Decide website visibility

For each item, Inventory Manager shows two separate decisions:

1. List on MyLocalShop — whether the product may appear in the owner's public digital wholesale shop; and
2. Show price on MyLocalShop — whether the customer may see its selling price.

The current default is to list the product while keeping its price hidden. The owner can change either choice before continuing.

These settings do not publish private purchase cost, supplier payments, exact inventory quantity or Trade Manager proofs. The public shop uses buyer-safe catalogue information.

If stock is placed only in a godown, remember that a godown is an internal inventory location, not a public shop page. The owner can later transfer units to a customer-facing shop.

Read how the real-time digital wholesale shop works for public visibility and out-of-stock behaviour.

Step 6: Divide the item into colour-size SKUs

The received trade line may say “Cotton Shirt, 80 pieces,” but the business cannot manage that honestly as one undifferentiated number if it contains different colours and sizes.

Inventory Manager asks the owner to add every type actually being stocked. Each row includes:

• colour;
• size;
• quantity;
• system-controlled stock code/SKU; and
• selling price.

Colour and size are required for each row. For a product without conventional sizes, use the factual business type such as Free Size rather than leaving the identity ambiguous.

The entire sellable quantity must be assigned. If the shipment contains 80 sellable pieces and the rows total only 75, the app blocks continuation and explains that five units remain unassigned. Duplicate colour-size rows must be combined instead of creating two identities for the same type.

What happens during a restock?

When Add to existing was selected:

• the same colour and size match the existing SKU and increase its stock;
• a colour-size combination not already present becomes a new SKU under the same product listing; and
• a product that previously had only one standalone type can become a grouped multi-variant product when a new type is added.

Inventory Manager binds a matched row to the existing system SKU. It does not accept a replacement SKU during restocking, which protects search, scanning and stock history from accidental identity changes.

Step 7: Review cost and choose the selling price

The connected landed cost becomes the incoming batch cost for each SKU. For a restock, Inventory Manager updates stock using the existing quantity and the new batch cost rather than pretending every old piece was purchased at the latest rate.

The system stores both useful perspectives:

• the latest batch cost from this receipt; and
• the updated cost basis used for the remaining inventory.

Selling price remains an owner decision. The screen starts with a price suggested from the new cost and applicable percentage, but the owner may edit it.

When the same colour-size SKU is being restocked and its new cost meaningfully differs from the old cost, the optional Protect your profit control can show price choices. It considers the existing leftover stock, new received quantity, old cost, new cost and current shelf price. It never silently replaces the field; the owner selects a price or keeps the entered one.

This matters when a design is restocked at a higher or lower supplier cost. A lower new cost does not automatically mean the owner must reduce the selling price, and a higher cost should not quietly destroy the expected return.

Step 8: Configure every sellable item

The wizard repeats the product and variant decisions for every sellable trade item in that shipment.

Nothing is written merely because the owner completed the first item. The app holds the configured decisions while the owner moves through the shipment. At the end, a Review Import screen shows each proposed SKU with:

• product name;
• New or Restock status;
• SKU and colour-size type;
• quantity;
• selling price; and
• destination location.

This review is the final opportunity to go back and correct an item before the stock is created.

Step 9: Confirm the shipment import

Confirm Import performs one protected Firestore transaction for the shipment.

The operation creates or updates:

• private product/SKU records;
• stock quantities by location;
• weighted cost and latest batch cost where applicable;
• stock-movement history;
• dashboard stock units and value;
• location units and stock value;
• grouped product-listing availability and merchandising fields; and
• the shipment's imported status and product references.

It also clears the shipment's ready-for-import state so the same physical receipt does not keep appearing as new stock.

The operation is all-or-nothing. The system does not intentionally create three products, fail on the fourth and still mark the shipment imported. Either the complete configured shipment commits, or the owner receives an error and can try again.

If another phone imported the same shipment first, final confirmation detects the imported marker and reports that the shipment was already imported. If an Order Manager or Staff Bill sale changed an existing SKU while this restock wizard was open, the transaction rereads the current product and retries its cost and stock calculations against the latest state.

Step 10: Add or reuse product photos

After the inventory records are saved, the owner can add photos for newly created SKUs.

The photo flow can:

• reuse a relevant item proof already attached in Trade Manager;
• reuse a photo already selected for another variant;
• reuse an existing sibling-SKU photo where appropriate;
• take a new camera photo; or
• choose a new gallery image.

Reusing one suitable image reference avoids uploading the same heavy file separately for every size. Each SKU can still receive a different photo when its colour or appearance differs.

Photos are optional at this moment. The inventory import is already saved before the photo step, so the owner can skip and add or replace images later from Product Detail.

Complete example: 100 shirts ordered, 80 sellable received

A garment wholesaler orders 100 printed shirts. Purchase and applicable recorded charges bring the recoverable trade value to ₹10,000, but only 80 usable pieces are received. Ten pieces are damaged and ten are missing.

Trade Manager records:

Receiving result	Quantity
Sellable	80
Non-sellable	10
Missing	10
Ordered	100

The recoverable cost across the 80 sellable pieces is ₹125 per piece in this simplified example:

₹10,000 ÷ 80 sellable pieces = ₹125 cost per piece

Inventory Manager does not add 100 pieces to stock. The owner allocates only the 80 sellable pieces:

Colour / size	Quantity	Cost per piece	Owner's selling price
Red / M	20	₹125	₹165
Red / L	20	₹125	₹170
Blue / M	20	₹125	₹165
Blue / L	20	₹125	₹170
Total	80

The owner selects the godown as the location, keeps the item visible on My Local Shops but hides its public price, reviews all four SKUs and confirms.

The result is one grouped product with four sellable variants, 80 total units at the correct location, connected landed cost, individual selling prices and a traceable link back to the supplier trade and shipment. The damaged and missing pieces remain in Trade Manager for loss and claim follow-up; they never appear as available stock.

New product versus restock example

Suppose the next shipment contains the same supplier item code.

Inventory already has:

• Red / M: 6 pieces;
• Red / L: 4 pieces; and
• Blue / M: 0 pieces.

The new shipment contains:

• Red / M: 20 pieces;
• Blue / M: 15 pieces; and
• Green / M: 10 pieces.

After the owner chooses Add to existing:

• Red / M matches and becomes 26 pieces;
• Blue / M matches and becomes 15 pieces; and
• Green / M is created as a new SKU under the same product.

The existing product does not appear twice in the main catalogue. Its grouped listing is updated to include the new type and current location availability.

What Trade Manager keeps after the handoff

Moving a shipment into inventory does not delete or convert the original trade into a product-only record.

Trade Manager continues to retain the purchase history, including applicable:

• supplier and ordered items;
• supplier payments and pending amount;
• shipment movement and transport parties;
• receiving outcome;
• missing or damaged quantities;
• claims;
• proofs; and
• complete costing context.

Inventory Manager receives the facts needed to control sellable stock. The two apps remain connected but preserve their separate responsibilities.

Common mistakes to avoid

Looking for the whole trade instead of the received shipment

The picker works by shipment. Receive each physical delivery in Trade Manager, then select that shipment in Inventory Manager.

Treating damaged goods as stock

Only sellable quantity imports. Correct the receiving record rather than placing non-sellable goods into available inventory.

Choosing New product for an existing design

Use Add to existing and verify the match to avoid duplicate catalogue entries and disconnected stock history.

Choosing the wrong location

Select where the cartons physically entered stock. Transfer them later when they move.

Allocating fewer or more variants than received

The variant rows must total the complete sellable quantity. Combine duplicate colour-size rows.

Assuming the suggested price is compulsory

It is a starting point. Confirm the market price and enter the intended selling price for each SKU.

Expecting photo selection to control whether stock was saved

The import commits before the optional photo step. Skipping photos does not undo the stock; add them later from the product if needed.

Trying to import the same shipment from two phones

The final transaction prevents a second successful import, but only one person should operationally handle a physical receipt at a time.

Frequently asked questions

Must the complete trade be closed before I add received goods to inventory?

No. A received shipment can become ready for inventory independently while other shipments in the same trade remain in progress.

Can this workflow be used for domestic purchases?

Yes. “Import” here means bringing Trade Manager data into Inventory Manager. It works for domestic and international trades.

Do missing or damaged pieces enter inventory?

No. Only the quantity recorded as sellable enters stock.

Is landed cost typed again in Inventory Manager?

No. The trade-import flow uses the connected trade-costing result. Inventory Manager asks for product, variant, location, visibility and selling decisions.

Can one shipment contain several products?

Yes. The wizard walks through every sellable item and confirms the configured shipment together.

Can I add the goods to an existing product?

Yes. Select Add to existing, choose the correct product and enter the received colour-size types. Matching types restock; new types join that product.

Can every SKU have a different selling price?

Yes. The suggested price is prefilled, but the owner can set the intended price for each variant.

Will the product automatically appear on the website?

The current default lists it on My Local Shops with price hidden. Both visibility choices are shown during configuration and can be changed.

What happens if another device already imported the shipment?

Final confirmation detects that the shipment is already imported and prevents a second stock addition.

Can I add photos later?

Yes. The post-import photo step is optional, and Product Detail can be used later.

Continue the connected workflow

• Track the purchase in Trade Manager
• Understand landed cost after short delivery
• Learn the complete Inventory Manager workflow
• Manage colours, sizes, SKUs and multiple locations
• View Trade Manager
• View Inventory Manager

The handoff removes repeated data entry without removing owner control. Trade Manager preserves what was purchased and received; Inventory Manager turns only the usable goods into organised, correctly costed stock ready for billing and sale.