📖 StockAudit — User Guide
Complete reference for all features and workflows
🚀 Getting Started
↑ Import
⊛ Live Audit
🚚 Delivery Check
≡ Reports
💳 Payment
Two independent workflows — Stock Audit (for counting your shop floor inventory) and Delivery Check (for verifying vendor deliveries) are completely separate. You can use either without the other.
1

Set your store name

Click the store name or ✏ Edit Name in the top bar. This appears on all exported reports.

2

For Stock Audit → Import your stock balance file

Go to Import Files → upload your Van Heusen Stock Balance / billing software export (Excel or CSV). The app auto-detects headers.

3

Map columns → Start scanning

Confirm the column mapping dialog, then go to Live Audit → click Start Session → scan barcodes.

4

For Delivery Check → Upload vendor invoice

Go to Import Files → Vendor Invoice section → upload the distributor's invoice Excel. Then go to Delivery Check tab.

5

Export reports

Download Excel reports from the Reports tab. For delivery check, export PDF or Excel directly from the Delivery Check tab.

💡 No real file? Test it first. Go to Import Files → click Load Sample Data to try all features with realistic dummy VH data.

📦 Stock in Hand (Purchase Invoices)

Upload your stock balance report from your billing software. Multiple files supported — they get merged into one master list. Duplicate rows (same Style+Size+Colour) are automatically summed.

🚚 Pending Delivery

Optional. Upload a list of items billed but not yet physically received. These show as "Pending" in reconciliation instead of "Missing" — so you don't flag them as lost.

🧾 Vendor Invoice(s)

Upload the distributor's delivery challan / invoice. Used only for Delivery Check tab. Multiple invoices for one delivery can be uploaded and merged.

📈 Monthly Sales Report

Upload to enable Sales Analysis — dead stock detection, reorder suggestions, and sales velocity charts.

⚠ Column Mapping — After upload, a mapping dialog appears. The app auto-guesses columns. The most critical field is Barcode / EAN. Verify it before clicking Apply Mapping.
If your VH Stock Balance file is uploaded under Stock but detected as a Vendor Invoice, it means the file has columns like "Batch / Serial". The app now uses stricter detection — this should not happen with standard VH MIS exports.
1

Import stock data first

Live Audit requires stock data loaded from Import Files tab.

2

Click ▶ Start Session

The scanner input box activates. Connect your USB barcode scanner — it acts as a keyboard. Just scan and the code is registered instantly.

3

Scan feedback colours

Green = Found & Matched · Amber = Excess · Red = Unknown barcode · Purple = Duplicate scan

4

Use Section / Rack Filter

Optional. Type a rack/section name before scanning that area. Helps Pilferage Control show section-wise warning rates.

5

End & Lock session

Click ■ End & Lock when done. This finalises the audit and enables full Reconciliation and Pilferage reports. You can ↩ Undo last scan anytime before locking.

💡 Scanner tip — The scan input box auto-refocuses after every action. If you use a Bluetooth scanner that loses focus, press any key on keyboard to refocus.
1

Upload vendor invoice

In Import Files → Vendor Invoice section. The app reads article codes, quantities, MRP, and tax rates.

2

Go to Delivery Check tab

Invoice summary, payment calculator, and scanner are all shown automatically.

3

Click ▶ Start Delivery Check

Scan every piece as it comes off the delivery vehicle. Each scan updates the live verification table.

4

Undo last scan

If an item is scanned by mistake, click ↩ Undo Last. Scanning resumes immediately — input stays focused.

5

Export report

Use ↓ Export Excel for a spreadsheet with all sheets, or 📄 Export PDF for a print-ready coloured report with payment calculator, item table, and summary.

⚠ Extra scans — If you scan a piece not found in the invoice, it shows as "NOT IN INVOICE". These are tracked separately and exported in the Extra Items sheet.

≡ Reconciliation

Click the coloured status cards to filter: Matched, Missing, Unknown, Pending, Excess, Duplicate. Export filtered view to Excel at any time.

↓ Reports tab

Full Audit Report, Variance Report, Missing Stock Report, Scan Log — all as Excel. Category, size, and colour summaries shown on screen.

◑ Sales Analysis

Requires Monthly Sales Report uploaded. Shows top sellers, dead stock (zero sales), and reorder priority list based on velocity.

⚠ Pilferage Control

Risk score based on missing item count and value. Section-wise warning rates if you used Rack/Section labels during audit. High-MRP missing items flagged separately.

All data is auto-saved to your browser's local storage. If you refresh the page, your last session is restored (up to 500 items and 500 scan logs).

The Payment Calculator in Delivery Check tab shows exactly how much to pay the distributor, step by step.

Invoice Grand Total (incl. GST) − 6.5% of MRP Value → Payable @ 36% margin − 4.0% of MRP Value → Final Payable @ 40% margin

Why 6.5% of MRP (not of invoice)?

The distributor bills you at ~29.5% margin on MRP. VH's standard franchise margin is 36%. The gap of ~6.5% is your additional trade claim — deducted from the invoice amount. Calculated on MRP value so it is unambiguous.

Why 4% of MRP for cash discount?

Cash discount is also computed on MRP value (consistent basis). If you pay within 21 days of delivery, you deduct an additional 4% of MRP from the payable amount, bringing your effective margin to 40%.

Three margin pills

Distributor margin — what the invoice gives you · After 6.5% adj. — your company rate of 36% · With 4% CD — effective 40% if paid within 21 days.

💡 The same calculation appears in the exported PDF — handy to share with your accountant when making payments.
StockAudit Enter Your Business / Store Name
No active session
◈ Dashboard
↑ Import Files
⊛ Live Audit
≡ Reconciliation
↓ Reports
◑ Sales Analysis
⚠ Pilferage Control
🚚 Delivery Check
Dashboard
Overview of current audit session and stock health
System Stock
—
Total units in file
Scanned Units
—
Physically counted
Matched Items
—
In system + found
Missing Items
—
In system, not found
Excess / Extra
—
Found more than system
Pending Delivery
—
Billed, not delivered
Unknown Scans
—
Not in any file
Audit Progress
0%
Files Loaded
⚠ No files imported yet. Go to Import Files tab to begin.
Quick Actions
Scanner tip: Connect barcode scanner via USB. It acts as a keyboard — the input box in Live Audit always stays focused.
Recent Scan Activity
No scans yet. Start a live audit session.
Import Files
Upload your Excel/CSV files exported from your billing software. Supports .xlsx, .xls, .csv
📦 Stock in Hand — Purchase Invoices (one or multiple invoice files)
📊
Click to upload invoice file(s)
Multiple files supported — all merged into one master stock list
🚚 Pending Delivery (Billed, Not Received)
📋
Click to upload
Pending Delivery / Undelivered Billed Stock
🧾 Vendor Invoice(s) (for delivery verification)
or drag & drop invoice files here
Each file is added to the list above.
📈 Monthly Sales Report
📉
Click to upload
Monthly Sales Report (qty sold per article)
No file yet? Load Sample Data for Testing
Loads realistic dummy Van Heusen innerwear stock data to explore all features.
Live Audit
Scan barcodes or search by article code. The input box stays focused automatically.
Barcode Scanner Input — Always Active
Ready to scan
Session Scans: 0
Matched: 0
Warnings: 0
Duration: 00:00
Section / Rack Filter (Optional)
Manual Search / Lookup
Scan Log — Timestamped
No scans yet.
Reconciliation
Click any category card to filter the table below
Reports
Download comprehensive audit reports in Excel format
Audit Summary Report
Complete audit summary with totals, shortages, excess, and classification.
Article-wise Variance Report
Each article with system qty, scanned qty, and variance.
Missing Stock Report
All items present in system but not physically found.
Scan Log Export
Full timestamped log of every scan made during this session.
Category-wise Summary
Load stock data first.
Size-wise Summary
Load stock data first.
Colour-wise Summary
Load stock data first.
Sales Analysis
Based on your uploaded monthly sales report
Upload the Monthly Sales Report in the Import Files tab to see sales analysis.
Pilferage Control
Suspicious variances, high-risk items, and audit integrity checks
Complete a live audit session to see pilferage analysis.
🚚 Delivery Check
Scan items as the vendor delivers them — verify every piece against the invoice before accepting
⚠ No vendor invoice loaded. Go to Import Files tab and upload the vendor's delivery invoice.