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 track stock levels and cap how much of an item goes on a single invoice — by turning on Count Quantity and, optionally, setting a Max Qty/Invoice on a catalog item.
🎯 Why Use Quantity Tracking?
- 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 Tracking
📌 Catalog Entry Form
When adding or editing a catalog item, two independent controls govern quantity:
| Field | Functionality |
|---|---|
| Count Quantity | Toggle to enable stock tracking. When on, the item carries an on-hand stock balance that auto-decrements on every invoice. |
| Current Stock | Shown only when Count Quantity is on — the on-hand quantity available to bill. |
| Low Qty | Shown only when Count Quantity is on — the reorder threshold. When stock falls to this level, the item is flagged Low Stock. |
| Max Qty/Invoice | Optional, and independent of Count Quantity — caps how many units of the item can be added to a single invoice line. Leave blank for no cap. |
Logic
- If Count Quantity is off
- The stock fields are hidden.
- The item is not stock-tracked — any quantity can be billed (still subject to Max Qty/Invoice if one is set).
- If Count Quantity is on
- Current Stock becomes editable and holds the on-hand balance.
- Each invoice draws down that balance; cancellations and credit notes restore it.
🧾 How Quantity Works During Invoice Creation
When adding catalog items to an Invoice or Proforma Invoice:
| Scenario | Behaviour |
|---|---|
| Count Quantity Off | No stock tracking — any quantity can be billed (capped by Max Qty/Invoice if one is set on the item). |
| Count Quantity On | 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 Count Quantity = Yes). |
| Invoice Cancelled | Add back quantity to Catalog (if Count Quantity = 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 Count Quantity = 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 Count Quantity 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 Count Quantity 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.