Sense Inventory operations guide
Sense Inventory keeps selling and warehousing in one place. You order from suppliers, receive goods, sell at the counter or take orders from marketplaces, pick and ship, and count stock to keep the numbers in line with the shelves. This guide follows those jobs. Each page covers one complete job you can finish.
If the system is new to you, start with the rollout order. If you have a screen open and are not sure which job it belongs to, use the screen lookup table at the end.
How goods move through the system
Every operation in Sense Inventory is one leg of the same journey. Goods enter through a stock-in entry and sit in stock. They leave by one of several exits: sold at the counter, shipped against an order, written off or returned to the supplier, or transferred to another warehouse. Counting brings the system back in line with the shelves.
Each leg has its own page:
| Leg | Page |
|---|---|
| Order and receive goods | Purchase and receive |
| Goods inside the warehouse: issue, transfer, adjust | Issue, transfer, and adjust stock |
| Sell directly to customers | Sell, return, and use kiosk |
| Orders arriving from marketplaces or the website | Process channel orders, then Pick, check, and ship |
| Check the numbers against the goods | Count and reconcile inventory |
Every stock change goes through a document
Sense Inventory does not let anyone type over a stock number. To change stock, you create a document: a stock-in entry, a stock-out entry, a transfer, or a count adjustment. That is why the stock ledger can always answer "where did this number come from".
Every warehouse document moves through the same states:
Three things to remember:
- A document in Draft, Submitted, or Approved has not changed stock yet. If stock did not go up after receiving, open Inventory → Stock Receipts (Stock Documents → Stock Receipts on the classic layout) and look for a document still in one of these states.
- If Require approval for Stock In / Stock Out is off under Settings → Inventory settings, stock-in and stock-out entries update stock as soon as they are created, with no approval step.
- Transfers add an in-transit gap: goods have left the source warehouse but not yet arrived at the destination. Issue, transfer, and adjust stock covers that gap.
What you are trying to do
Find the row that matches your job and open the page:
| You need to | Read |
|---|---|
| Bring the system live for the first time | Set up the system, then Catalog and warehouses |
| Order from suppliers, receive into the warehouse | Purchase and receive |
| Issue stock, transfer between warehouses, adjust | Issue, transfer, and adjust stock |
| Pick and check orders before shipping | Pick, check, and ship |
| Sell at the counter, handle returns, run a kiosk | Sell, return, and use kiosk |
| Handle orders coming in from sales channels | Process channel orders |
| System stock does not match what is on the shelf | Count and reconcile |
| Attach tags, read tags, count with RFID | Manage RFID |
| Track debt, manage consignment stock | Debt and consignment |
| Review sales and inventory numbers | Review reports |
| Use the app on a phone, tablet or handheld | Use the mobile app, Pair or remove a device, Connect a reader, Work offline and sync |
| Add users, assign roles, turn on two-factor authentication | Users and security |
| Turn on modules, connect channels and other software, API and webhooks, Avalon AI | Settings and integrations |
| Set up an RFID label station, print templates, theft-prevention security gates | Settings and integrations |
| Link with other workspaces, ship goods between stores | Settings and integrations |
| Get notifications, send alerts by email or Telegram | Settings and integrations |
| An action fails or the numbers look wrong | Troubleshooting |
What order to follow on a new rollout
Run the first four steps in order, because each one feeds the next:
- Set up the system: company details, modules, warehouse rules.
- Create the catalog and warehouses: documents created later need products and warehouses to pick from.
- Load opening stock with stock-in entries.
- Issue and transfer once goods start moving.
Without the catalog, stock-in entries have no products to add and the POS screen has nothing to sell. After these four steps, read the other pages as you need them, in any order.
Find a page by screen
Use this table when you have a screen open and want to know which job it belongs to. The left column shows menu items as the interface displays them. When the extended warehouse operations are turned on, some items sit under Operations, Pick and pack, or Inventory instead of the group named here.
| Menu item | Page |
|---|---|
| Dashboard, Reports | Review reports |
| Catalog: Products, Product Categories, Warehouses | Catalog and warehouses |
| The POS button; Sales: POS Sessions, Vouchers, E-invoices | Sell, return, and use kiosk |
| Sales: Order History | Sell, return, and use kiosk, Process channel orders |
| Returns & exchanges: Customer returns, Carrier returns, Exchanges, Awaiting inspection | Sell, return, and use kiosk |
| Sales: Customers; Purchasing: Debts, Consignment, Consignment reports | Debt and consignment |
| Purchasing: Suppliers, Purchase Orders; Stock Operations: Stock In | Purchase and receive |
| Stock Operations: Stock Out, Loans, Stock Transfers; Inventory & Audit: Stock Ledger | Issue, transfer, and adjust stock |
| Stock Documents: Stock Receipts | Purchase and receive, Issue, transfer, and adjust stock |
| Stock Documents: Pick Lists, Goods Issue Notes; Stock Operations: Verify Order | Pick, check, and ship |
| Inventory & Audit: Stock Levels, Stock Audit | Count and reconcile |
| Inventory & Audit: Channel sync; Stock Operations: Channel reconciliation | Process channel orders |
| Tags: Tag List, Map locations, Scan to Remove, Removed Tags, Print Label, Check Item | Manage RFID |
| Administration: Users, Roles, Permissions, Activity Logs; Profile | Users and security |
| Linked workspaces | Settings and integrations |
| Settings, General group: General Settings, Features, Inventory settings | Set up the system |
| Settings, Apps and integrations group: Channels and partners, Shipping carriers, COD reconciliation | Process channel orders |
| Settings: Payment Gateways, Printing, the Kiosk group | Sell, return, and use kiosk |
| Settings, Devices group: RFID Readers, RFID settings; Apps and integrations group: MQTT Config | Manage RFID |
| Settings, Devices group: Pair a Tablet | Pair or remove a device |
| Settings, Security group: Security Gates, Security Alerts, Location access | Settings and integrations, Users and security |
| Settings: Notifications, Avalon AI, Installed apps, AI Integration, the Developer group (API Access, Webhooks, Custom data), Telemetry, Sample Data | Settings and integrations |
How to read these pages
Every task page opens with the outcome, lists prerequisites only when they can block the job, numbers the actions in the order you perform them, and ends with what to check when the numbers do not add up.
Bold text is a label as it appears in the English interface, so you can match it against your screen. If your interface runs in Vietnamese, use the Vietnamese guide.
If a menu item from a guide is missing on your screen, there are usually three possible causes: the module is turned off, your subscription plan does not include the feature, or your account lacks the permission. This is not a system fault. Users and security and Settings and integrations show where to check.
Operational guidance callouts are good practice. The software does not do these things for you.