In Daai Business Suite, the Catalog Module lets you pre-define products and service packages that are used repeatedly in invoices. With quantity management, you can control inventory or track service limits by enabling a quantity limit on catalog items.
🎯 Why Use Quantity Limits?
- Avoid overselling or overbilling fixed stock / service limits.
- Track usage and balance of limited-availability offerings.
- Automate quantity deduction upon invoice creation.
- Maintain real-time quantity accuracy in billing.
⚙️ How to Configure Quantity Limits
📌 Catalog Entry Form
When adding or editing a catalog item:
| Field | Functionality |
|---|---|
| Has Quantity Limit? | Toggle (Yes / No) to enable quantity tracking. |
| Quantity | Editable and mandatory only if Quantity Limit = Yes. |
Logic
- If Quantity has No Limit
- Quantity field is disabled.
- Any quantity can be entered during invoice creation.
- If Quantity has a Limit
- Quantity becomes mandatory.
- Stored as Total Available Quantity in the system.
🧾 How Quantity Works During Invoice Creation
When adding catalog items to an Invoice or Proforma Invoice:
| Scenario | Behaviour |
|---|---|
| Has No Quantity Limit | Unlimited quantity when creating the invoice. |
| Has Quantity Limit | System will: → Show Remaining Balance Quantity → Restrict input to available quantity only → Automatically deduct invoice quantity from the balance |
✅ The same logic is followed when converting a Proforma Invoice to Invoice.
🔄 Quantity Adjustment Scenarios
| Action | Effect on Quantity |
|---|---|
| Invoice Created | Deduct quantity from Catalog (if limit = Yes). |
| Invoice Cancelled | Add back quantity to Catalog (if limit = Yes). Cancellation is blocked if the restored quantity would conflict with stock already sold elsewhere — the same guard fires for credit notes. |
| Credit Note Issued | Add back full or partial quantity based on credit (if limit = Yes). |
| Credit Note Cancelled | Re-checked for sufficient stock; if units have been re-sold the cancellation is blocked. |
📊 Stock On Hand Report
For items with quantity tracking on, the Stock On Hand report under Reporting → Stock On Hand shows current quantities at any point in time, derived from the Catalog and offsetting all invoiced / cancelled / credit-noted lines.
⚠️ Edge Case Handling
- Invoice quantity cannot exceed available balance if quantity limit is on.
- Quantity restore on cancel / credit happens only once to avoid duplication.
- Partial credit notes restore only partial quantity proportionally.
💡 Tips
- Use this feature for limited services, fixed inventory, or subscription packages.
- Always review the current quantity balance before issuing new invoices.
- For general Catalog usage, refer to the Catalog article.