Run StockGenie Pro like your team's been on it for months.

1Getting Started

StockGenie Pro is a browser-based application — no installation needed on staff workstations. It runs on Chrome, Edge or Firefox, plus a native mobile app for field staff (DSE).

1.1 Logging in

1. Open https://stockgeniepro.com in Chrome.
2. Enter the email and password your admin gave you.
3. The first screen you land on depends on your role — Admin sees the full nav, dispatch/inward/checking users see only their workspace.

1.2 Setting up your barcode scanner

Any HID-mode (keyboard-emulation) USB or Bluetooth scanner works. No drivers needed. Just plug it in, open a scan input on any page, and start scanning.

1.3 Modules at a glance

• Index — Admin dashboard, masters, BC Item Master, Audit Reports, DSE expenses.
• Inward — Receive trucks; validate parts; putaway to bin locations.
• BC Stock — Generate damaged-label replacements, split MOQ packs, run physical stock audit.
• Parts Lookup — Search any part number for full transaction ledger + active labels.
• Outward / BC Outward — Process Sales Orders, picklists, packaging, dispatch.
• BC Returns — Inbound customer returns with DMS Excel ingest + scan-and-mint workflow.
• Scan — Generic barcode scanner for label lookup, location stamp, status check.
• Field Rep (DSE) — Mobile app for field executives: check-in / out, visits, order taking, beat plans, expenses.
• Dispatch Management — Box scan at loading, Paid / To Pay, LR pending, trips, shared fleet, Dispatch Register.
• Delivery — Driver app: box scan and photo proof at each stop.
• Gate Entry / Exit & Fuel Tokens — Security register and vehicle mileage.
• Customer Portal — Retailers check stock, order, track invoices and raise complaints.

2Navigation Overview

The left sidebar in index.html is grouped into three areas. Each module link respects your role — if you don't have access, the link is hidden.

2.1 Sidebar groups

• Overview — Today's totals, alerts, license expiry banner.
• Warehouse Operations — Purchase Receives, Sales Order / Picklist, Stock Audits, Masters, Parts & Stock, Initial Stock.
• Logistics & Dispatch — Dispatch Management, Delivery Tracking.
• DSE & Field Sales — DSE Expenses, Cash Entry, executive summaries.

2.2 Top bar

The top bar shows your company name, your email & role, and a theme toggle (light/dark). Click your email to log out.

2.3 Version banner

A version-update banner appears automatically when a new release is deployed. Click Refresh to load the latest version — there's no manual upgrade.

3Masters & Item Setup

Before you can transact, your customer and item masters need to be populated. Masters live in the Index page under Warehouse Operations → Masters.

3.1 Customer Master

• Click Customers tab.
• Search by name, DMS code, town, owner.
• For each customer: name, address, DMS code (numeric), GSTIN, mobile, default discount %.
• DMS code must match the code your DMS / SAP system uses for this customer (leading zeros are auto-handled).

3.2 BC Item Master

Click Parts & Stock to open BC Item Master. Each part has: partNumber, name, MRP, MOQ, customer discount %, location, HSN code, closing stock.

• Bulk-import items via CSV/Excel from the Import Items button.
• Existing closing stock is preserved on updates unless you explicitly provide a new value in the import file.
• Add per-customer A/B/C variant rates from the customer detail view.

4Inward Receiving

Inward has three modes, used in sequence as a truck unloads: Unload, Validate, Putaway.

4.1 Unload mode

1. Select the active Inward Document (from manifest or DDN).
2. Scan the logistics QR on each box as it comes off the truck.
3. Boxes accumulate in the unload summary with counts.

4.2 Validate mode

1. Open Validate tab — the part list for this GRN appears.
2. Scan each part's barcode; receivedQty increments for that part.
3. Duplicate scans are rejected with a buzzer + red message.
4. The doc moves to complete only when every part's receivedQty matches expected.

4.3 Putaway mode

1. Open the Putaway tab — pending parts pull from receivedQty.
2. For each part: search → confirm location → enter qty.
3. Partial putaway is allowed — pending balance shows as x left of y.
4. Done when every receivedQty has a confirmed location.

4.4 Fetch from HMCL (Hero dealers)

Packing slips, the Sales Statement and the Account Statement come straight from the HMCL dealer portal — no download or upload.

1. One-time: in Inward → Fetch from HMCL, drag the StockGenie: HMCL fetch button to the browser's bookmarks bar.
2. Log in to the HMCL portal and open the report:
   • Packing slips: Report → Sales → Packing Slip Printing → enter Created On → DISPLAY
   • Sales Statement: Report → Sales → Spare Parts Dispatch Report → From / To date → Submit
   • Account Statement: Accounts → Account Statement → all account types, Division SP-Spares → Submit
3. Click the bookmark. It reads the report and sends it to StockGenie. A small StockGenie window opens and tells you what to do next.
4. Switch to your StockGenie tab (its title blinks ● HMCL — action needed) and press Import / Save to StockGenie.

4.5 Single-part boxes

With Import from HMCL on, a box that holds only one part number is received with one scan of its logistics QR — the whole box quantity is counted.

• Single-part box: scan the box QR only. Do not scan its pieces.
• Mixed box: open it and scan each piece in Validate as usual.
• The system never counts the same stock twice and never goes above the billed quantity. A blocked scan shows the numbers (ordered · in single-part boxes · allowed by part label · already scanned).
• A manager can receive a box whose label is torn or count a part scan anyway when the HMCL slip is wrong.

5BC Stock & Damaged Labels

BC Stock is where you mint replacement labels for damaged barcodes, split a high-MOQ pack into smaller labels, or run a physical stock audit.

5.1 Generate Replacement Label

When a label on a physical box becomes torn / smudged / unreadable:

1. Open Damaged Label → Generate Replacement.
2. Enter part number; MRP and location auto-fill from masters.
3. Enter qty and reason (default: Label torn / illegible).
4. Click Generate — a new barcode is minted, ready to print and paste on top of the damaged area.

5.2 Audit Replacements (Stock Audit)

The audit reconciles physical labels to system state. Each row in Pending Audit is one (Part, Location) bin that needs verification.

1. Open Damaged Label → Audit Replacements.
2. For each row, click 🔎 Audit.
3. The modal shows every active label at that bin. Walk to the bin and physically scan every label you can find.
4. Each scanned label turns green ✓ Found. Counter shows X of Y scanned.
5. Click Review Missing →. Un-scanned labels appear with checkboxes (default all checked).
6. Confirm — those labels flip to damaged_replaced and drop out of live stock.

If a row has zero active labels (parts already sold), use Mark Damages as Resolved to clear the row without deactivating anything.

5.3 Split MOQ Pack

For high-MOQ items shipped as one big label that you want to break into smaller pick-quantities:

1. Open Split MOQ tab.
2. Scan the original (primary) label.
3. Enter the secondary count and per-label MOQ.
4. Generate — primary label's qty reduces, secondary labels print.

6Parts Lookup

The single most useful diagnostic screen — search any part number to see its complete history.

6.1 What you see

• Stat tiles — Live Stock, Initial Stock, Total Inward, Total Outward, Damaged, Splits, Total Labels.
• Transaction Ledger — every event in chronological order with running balance.
• Active Labels — UIDs currently in stock, with pending-damage flags.
• In Dispatch Pipeline — labels picked / packed for live SOs.

6.2 Reading the ledger

Each row has a Type (Initial Stock / Inward PO / Outward SO / Damaged Replaced / Label Split), Reference (SO no, PO no, replacement label), Details, Qty, and Balance. The final balance equals Live Stock.

6.3 Export CSV

Click 📥 Export CSV to download the full ledger — useful for sharing with finance / claim disputes.

7Sales Order & Picklist

SOs flow through 5 stages: Queue → Push to DMS → Invoice Pending → Invoiced → Unpaid.

7.1 Creating a new SO

1. Click + New SO.
2. Pick the customer (search by name or DMS code).
3. Enter SO reference number (optional, auto-generates if blank).
4. Add line items: search part by number or MRP, set qty. MOQ-aware quantity prompts kick in for parts with MOQ > 1.
5. Save — SO moves to Queue stage with status draft.

7.2 Picklist

1. From Queue, click Picklist on the SO row.
2. The system suggests labels by FIFO + A/B/C variant logic (for RE dealers).
3. Pickers scan each suggested label; deviations are logged.
4. Once all items picked, the SO moves to picking stage.

7.3 Push to DMS

For dealers with DMS module enabled, the SO can be exported to a DMS-compatible Retails Excel file. Click Push to DMS on the SO row, download the Excel, upload it to your DMS. The SO moves to exported_to_dms stage.

8Outward Dispatch

BC Outward is the box-wise scan and packaging screen used during dispatch.

8.1 Packing flow

1. Open the SO from the picklist queue.
2. Scan each item barcode into the box being packed.
3. If scanned qty exceeds SO qty (MOQ excess), the buzzer fires + the scan logs to incorrectScans for audit.
4. When all items in are accounted for, click Complete Packaging.

8.2 Auto-revert on close

If an SO is closed/cancelled with some items picked but not packed, those labels are auto-reverted to received status so the stock count is correct.

9DMS Invoice Match

After exporting an SO to your DMS, the DMS produces an invoice. To link that invoice back to the SO in StockGenie, use the DMS Excel match flow.

9.1 Upload once per session

The first time you click Match Invoice, you're asked to upload the DMS sales Excel. The file is parsed and cached in memory — all subsequent matches in the same session use this cache.

9.2 Confirm Invoice Match

The picker shows candidate invoices for that SO's customer code (leading-zero tolerant). Click an invoice — the system validates that every invoice line item exists in the SO (slash-tolerant matching).

• SO Value (calc) = StockGenie's expected value (MRP × customer discount).
• DMS Invoice Value = DMS Excel's actual billed value (qty × Unit Retail Price, pre-tax).
• Variance — colour-coded: green ≤1%, amber ≤5%, red >5%.

9.3 Mismatch diagnostic

If invoice parts don't match SO parts, the system shows both lists side-by-side (with normalized forms) so you can see exactly where the formatting differs — fix the SO or the customer master and re-match.

10Dispatch Board & Driver Delivery

10.1 Dispatching invoices

1. Open Dispatch Management — Ready invoices are listed with their box count.
2. Tick the invoices going out together and click Dispatch.
3. If Box IDs are on, scan every box into the vehicle — dispatch waits until all are loaded (a manager can approve a short load with a reason).
4. Choose Internal vehicle (vehicle + driver) or External transporter.
5. For a transporter: choose Freight — Paid or To Pay (required; printed on the cover label), then LR number: enter it now, or choose LR pending — add later.
6. Confirm. Own-vehicle dispatch prints the trip sheet; a transporter dispatch with an LR prints the handover slip.

10.2 LR pending → Add LR

When the LR comes the next day (goods go to the lorry shed and are booked there), dispatch with LR pending. A red bar on Dispatch Management shows how many are waiting.

1. Click the red bar (or ⚠ LR pending — add on a row).
2. Tick the invoices booked under one LR, enter the LR, and change the transporter if it was booked elsewhere.
3. Save — the handover slip prints and the reminder clears.

10.3 Planned trips & trip sheets

• Trips tab: create a trip with vehicle and driver first, add invoices later (+ New trip).
• Invoices can be added, removed or moved between planned trips until the trip starts.
• The trip sheet lists stops in order with boxes per customer.

10.4 Dispatch Register

Dispatch Register lists every dispatched invoice for a period with customer, town, vehicle / transporter, Paid / To Pay, LR (or LR pending), boxes and status. Export to CSV or print.

10.5 Driver delivery

Drivers log in at stockgeniepro.com/delivery.html and see only their own trips.

1. At each stop, scan the boxes being handed over (or tap a box once for Missing, twice for Damaged).
2. Take a delivery photo and receiver details.
3. Short or damaged boxes raise a complaint automatically.
4. Close the trip when every stop is done.

11Stock Audit & Reports

11.1 Audit Reports (1 to 5)

• Report 1 — Stock-on-hand vs labels active.
• Report 2 — Inward GRN reconciliation.
• Report 3 — Outward dispatch reconciliation.
• Report 4 — MOQ excess + incorrectScans review.
• Report 5 — Location Mismatch — labels whose location attribute doesn't match the bin they were last scanned at.

11.2 Perpetual vs Full

The top toggle lets you switch between Perpetual (lightweight, daily) and Full (heavy, weekly) audit modes. Perpetual mode samples; Full mode reads every label.

12Customer Returns

12.1 Import returns from DMS

1. Open BC Returns.
2. Click Import DMS Returns Excel.
3. Upload your DMS's customer-return export. Each return creates a record with the customer, parts, qty.

12.2 Process a return

1. Open the return record.
2. Scan each physically-returned label.
3. If the customer's original label is damaged or missing, mint a fresh replacement.
4. Click Close Return. The system: restores stock, annotates the original dispatch, flips label states.

12.3 Phase 2 — Zoho Credit Note sync

Coming soon: automatic pull of Zoho Credit Notes to close the financial loop without manual reconciliation.

13DSE Field Workflow (Mobile App)

13.1 Install

Field staff get a native Android / iOS app built on Capacitor. Download from the Saskey-shared APK (Android) or TestFlight invite (iOS).

13.2 Daily flow

1. Open the app, log in with your StockGenie credentials.
2. Items load into native storage (offline-tolerant).
3. Take customer orders during visits — captured in the app, synced back when network returns.
4. Submit expenses from the same app via DSE Expenses → Cash Entry.

13.3 Check-in, visits & beat plans

• Check-in / check-out at the start and end of the day, stamped with GPS.
• Each shop or mechanic visit is logged with location, outcome and notes; orders taken go straight to the warehouse queue.
• Beat plans: the admin creates beats (a route of shops) and assigns them to each DSE by day. The DSE sees today's beat in the app; plan vs actual visits show in the DSE Activity Report.
• A daily activity report with the route map is sent to management automatically.

13.4 Expense reconciliation

On the index page, Admins see DSE Expenses with per-executive summary, opening balance, cash given, expenses, ledger. The Cash Entry modal opens directly from the dashboard or per-executive view.

14Box IDs & Cover Labels

14.1 Printing Box ID labels

1. Dispatch Management → 🏷 Print Box ID labels.
2. The dialog shows the last and next Box ID and can list unused labels as ranges — use those before printing new ones.
3. Enter the number of labels (rounded to full sheets) and print. Damaged labels can be reprinted by number.

14.2 Packing with Box IDs

1. Stick a Box ID label on each new box and scan it before scanning the parts that go into it.
2. The packing slip and snapshot show which parts are in which Box ID.
3. The same Box IDs are scanned at loading and at delivery.

14.3 Cover label

• From a Dispatch row, a bulk selection or the Labels dialog: 📄 Cover label.
• Prints customer name (and in Tamil / Telugu / Kannada / Malayalam / Hindi if set), town, address, invoices, total boxes, Box ID ranges and PAID / TO PAY.
• Several invoices of one customer can be combined into one cover. Choose the label size and the start position on a part-used sheet.

15Shared Fleet (SS & SS-owned HGPDs)

A Super Stockist and its own HGPD points combine their dispatch — one vehicle, one driver, one route.

1. The planner creates a trip with vehicle, driver and the pickup order (e.g. HGPD first, then SS).
2. Each point adds its own Ready invoices to the trip and scans its boxes into the truck.
3. The dispatch user presses Truck left for their point — the trip moves to the next pickup.
4. After the last pickup the trip is on the road; the driver delivers stop by stop for all points.
5. The Fleet report splits each trip's cost between the points by boxes.

16Customer Portal

Retailers and workshops check stock, place orders, track invoices and raise complaints themselves — on the web or the StockGenie Pro app.

• Give access: Masters → Customers → invite the customer (name + mobile / email).
• Customer requests inbox in the Control Centre shows orders and stock enquiries from the portal.
• Stock check tells the customer if a part number is not in the item master.
• Customers get notifications when their order is dispatched or delivered.

17Complaints & Warranty

• Complaints come from staff, the customer portal or delivery (short / damaged boxes).
• Each complaint has a type, owner and status until closed.
• Warranty: received date → HMCL claim invoice → settlement status → credit note to the customer → close.
• Download the pending list as CSV.

18Security Gate & Fuel Tokens

18.1 Gate Entry / Exit

The security role records every vehicle in / out (time, vehicle number, purpose) and every visitor.

18.2 Fuel Tokens

Issue a fuel token per vehicle and driver with the odometer reading. StockGenie works out the mileage (km per litre) and gives fuel reports by vehicle, driver and period.

19Multi-Branch & Transfers

• Stock is kept per branch; users can be bound to their branch.
• Transfer orders: pick at the sending branch → dispatch → in transit → receive into a bin at the other branch.
• A/B/C variant auto-swap (Settings) offers the in-stock variant when the asked one is out of stock.

20Reports & Languages

• Fill rate & lost sales — what was asked vs what was picked.
• Order-to-dispatch time — how long invoices take to leave.
• Fast / slow / non-moving parts and ABC / FSN analysis.
• Team efficiency — picker and checker productivity.
• Languages: pick English, Tamil, Telugu, Kannada, Malayalam or Hindi from the language menu at the top of any screen.

21Troubleshooting

21.1 "Not a known replacement barcode"

You scanned a part number or the old damaged label. The audit requires the new replacement barcode (the one pasted on top). In the new flow, click 🔎 Audit on the row instead — no need to remember the barcode.

21.2 DMS Match shows "No invoices match customer code"

Open the Customer Master and check the DMS code. The system normalizes leading zeros, but typos and prefix differences will still fail. Check the Excel's Customer Code column matches what you have stored.

21.3 Variance is red on DMS match

The DMS billed more than 5% off your expected value. Common causes: deeper discount given by DMS than the customer master records, tax/freight included in the Excel's Total Invoice Value (we use pre-tax for comparison), or the wrong customer discount in masters.

21.4 Cash Entry modal doesn't open

Fixed in version 2026.05.21.9. Refresh the page — the version banner at the top will prompt for the update.

21.5 Stock count looks too high after damaged labels

Pending damage events inflate label count until audited. Live Stock auto-subtracts them in Parts Lookup. Run the audit (Section 5.2) to clear pending rows.

21.6 "Version update available" banner

StockGenie auto-deploys new versions. When you see the banner, click Refresh. No data is lost; only the page reloads.

21.7 Red bar: "This device's clock is ahead / behind"

The phone or PC has the wrong time or time zone, so pick / pack times saved from it are wrong. Open Settings → Date & time and turn on Automatic date & time and Automatic time zone (India), then reload.

21.8 Box ID scans show SGBX~… or are rejected on one PC

That PC's scanner or keyboard is on a different layout and types | as ~. Box IDs are still accepted, but set Windows to English (US) keyboard (remove other layouts) or set the scanner to the US layout so other QR codes read correctly.

21.9 Box ID labels cut off at the edge

Print at 100% / Actual size with Margins: None (see 14.1 tip). "Fit to page" shrinks the layout and shifts it across the sheet.

21.10 HMCL data: the small window says "Sent" but nothing happens

Switch to the StockGenie Control Centre tab — its title blinks ● HMCL — action needed and the preview is waiting there. If you were not signed in or had not picked the company, do that first; the data opens right after.