PROJECT

Inventory management software for controlled stock and sales

Custom software development, Excel and VBA automation, Inventory control, Stock dashboards, Sales reporting, Data import, Invoice generation

  • Industry: Wholesale distribution
  • Romania Location: Romania
  • Delivery time: 10 weeks
  • Technologies: Microsoft Excel, VBA
3 months

This client’s product distribution business spends time keeping stock, orders, purchases, sales and supplier records aligned across Excel files. The inventory management software brings those records into one controlled workbook. It takes in stock transactions and imported files, then gives the team updated balances, dashboards and reports. Inventory managers, warehouse staff, sales representatives and managers use the same source for stock control and daily decisions.

Summary

Problem

The client tracks products, sales, purchases and stock across disconnected files, which makes updates and reporting repetitive.

Solution

The solution became a controlled Excel and VBA workbook for stock, orders and reporting.

Result

The software is made to reduce manual stock work and the time spent preparing reliable business information.

Client story

The client is a product distributor from Romania. It manages products, sales, purchases, suppliers and stock in Excel while handling customer orders and invoices.

Keeping balances current costs the team time. Stock movements, sales information and purchasing records need to stay connected as products are received, dispatched, issued or returned.

The request was simple: automate inventory updates from stock transactions, show clear inventory and sales performance, generate reports, and import existing data from the files already in use.

The solution was designed around a controlled workbook with transaction forms, protected tables, dashboards, reporting views and import flows. Order processing, invoices and stock alerts were provided as connected modules.

The client asked for

  1. Update inventory from sales, purchases, receipts, dispatches, issues and returns
  2. Show dashboards, charts, KPIs, filters and trend analysis
  3. Generate inventory, sales, purchasing, valuation and daily reports
  4. Import existing data and refresh reports from source files

Why ready-made software did not fit

Warehouse automation products focus on robots, automated vehicles and material-handling operations, while this client needed stock transactions, orders, invoices, imports and reports in Excel. The custom workbook addressed the client’s existing way of managing stock, sales, purchases and supplier information.

Project overview

The solution was designed around Microsoft Excel with VBA automation, forms, drop-down lists and protected tables. This gives the distributor one controlled place for stock, order and supplier information.

To handle stock movement, a transaction entry screen records sales, purchases and stock adjustments. Running balances update from the recorded transactions.

The inventory dashboard shows current stock, reorder points and low-stock flags. Filters, slicers and refresh actions keep the view focused on the required products or periods.

The reporting area combines PivotTables, summary tables and trend charts. It covers sales, purchasing and stock-out information, with filters for review.

Special attention was paid to imports and business documents. CSV and XML files can feed the workbook, while invoices and summaries can be prepared for PDF export or email delivery.

Key features delivered

  • Automated stock updates from sales, purchases, receipts, dispatches, issues and returns
  • Mass product stock updates
  • Stock journal entry management
  • Inventory dashboard with low-stock flags and reorder points
  • Sales, purchasing, inventory and stock-out reports
  • Charts, KPIs, filters, slicers and trend analysis
  • Customer order processing
  • Invoice generation with product details
  • CSV and XML data import

Can be added

+ Historical data analysis + Profit-and-loss calculations + Forecast summary tables + PDF export + Email notifications + Worksheet access restrictions

Who else can use this solution

Businesses with a similar stock and reporting task can adapt the same solution to their own records, rules and source files.

A warehouse or storeroom

Task It records material issues, receipts, dispatches and returns while keeping stock balances current.
How the solution helps The solution brings transactions, stock alerts and inventory reports into one controlled workbook.

A consumer product wholesaler

Task It manages products, supplier information, customer orders, purchases and invoices.
How the solution helps The solution connects stock updates, order processing, dashboards and reports in one place.
Consumer product wholesalers

A retail store

Task It needs sales, inventory, profitability and replenishment information from imported files.
How the solution helps The solution imports source data and turns it into stock views, alerts and management reports.
Retail stores

Technology stack

Microsoft Excel

Workbook and reporting

Excel holds the controlled workbook, tables, formulas, dashboards and reports.

VBA

Workbook automation

VBA automates forms, stock updates, protected actions and workbook processes.

JavaScript / TypeScript (Node.js)

File processing

JavaScript and TypeScript support file parsing and formatting.

Python

Document and data tools

Python supports document conversion and Excel formula processing where required.

PHP

Import and export tools

PHP libraries support CSV and Excel file handling in connected services.

d3-dsv

Read and write CSV

d3-dsv parses and formats delimiter-separated files such as CSV and TSV.

maatwebsite/excel

Excel data exchange

maatwebsite/excel imports and exports Excel and CSV data.

CSV

Import source records

CSV files provide product, inventory or billing records for consolidation.

XML

Import structured data

XML files provide structured source data for the workbook.

Integrations

Microsoft Excel

The workbook exchanges product, inventory, sales, purchasing and reporting data through Excel files.

ERPNext

An optional synchronization function transfers inventory data to ERPNext.

CSV and XML files

The solution imports and consolidates stock, billing, inventory and other business records from CSV and XML files.

Email

Invoices, summaries and stock alerts can be prepared for email delivery.

The result

Stock balances follow recorded transactions

The first screen gives the team a controlled way to record stock movements. Sales, purchases and stock adjustments feed the inventory records used for current balances.

How it works

  1. The stock journal records product and transaction information.
  2. Quantity fields store sales, purchases and stock movements.
  3. The workbook updates running balances from recorded transactions.
  • Mass product stock updates
  • Customer, vendor and purchase-order fields
Note: Stock entries can include batch numbers and process-stage fields when those records are part of the client’s rules.
Stock and transaction entry

Stock and transaction entry

Functions on this screen
Mass Product Stock Update Stock Journal Entry Management

Reorder information is visible in one dashboard

The inventory dashboard puts current stock, reorder points and low-stock conditions together. Inventory managers and warehouse supervisors can focus on the products that need attention.

Charts, filters and KPIs show inventory movements and product performance without preparing a separate stock analysis file.

How it works

  1. The dashboard shows current stock levels, reorder points and supplier-linked inventory information.
  2. Inventory charts display movements, trends and product performance KPIs.
  3. Low-stock flags and the reorder list highlight inventory conditions.
  • Filters and slicers
  • Historical data analysis
Tip: Refresh controls keep the dashboard aligned with the latest transaction and imported data.
Inventory dashboard with reorder status

Inventory dashboard with reorder status

Functions on this screen
Inventory Dashboard Track stock levels Set Low Stock Alerts Enable Historical Data Analysis

Orders and invoices stay together

The order workspace connects customer orders with product lines, rates and payment terms. The invoice preview prepares product information for PDF export or email delivery.

How it works

  1. The order workspace stores customer records, products, quantities, rates and payment terms.
  2. Order status and purchase-order information appear with the order records.
  3. The invoice module prepares product details for preview, PDF export and email actions.
  • Customer information form
  • Invoice product details
Order and invoice workspace

Order and invoice workspace

Functions on this screen
Automate Order Processing Invoice Product Details

Reports turn stock data into management information

The reporting screen brings sales, purchasing and inventory into one review area. Managers can compare daily, weekly and monthly information with category and date filters.

PivotTables and summary tables support stock-out, valuation and performance reporting from the same workbook data.

How it works

  1. Summary tables organize daily, weekly and monthly sales and purchasing figures.
  2. PivotTables combine inventory levels, stock-out events and profitability.
  3. Trend charts display sales and purchase movements by date and category.
  • Report export action
  • Regional performance information
Sales and inventory reporting

Sales and inventory reporting

Functions on this screen
Generate sales reports Generate reports for analysis

What the solution gives

With this solution, the distributor can:

  • Keep stock updates, orders, purchases and supplier records in one workbook
  • Track inventory levels, reorder points and low-stock conditions
  • Review sales, purchasing, profitability and stock-out information
  • Import existing source files and refresh reporting
  • Prepare customer orders, invoices and PDF documents
  • Give different team roles controlled access to workbook functions

Could ready-made systems do the job?

Before the design, the task was compared with ready-made products by their own descriptions.

What the client needs Warehouse automation platforms IntraOne WES, AutoStore Controller, Pio Robotic picking systems Voodoo Robotics Wireless Pick-to-Light, Logibot Custom solution
Update stock from business transactions — —
Show dashboards and trend analysis — —
Generate inventory and sales reports — —
Import files and refresh reports — —
Fits the client's own rules: stages, roles, reports — —
All steps in one place — —
No manual steps between programs — —

By the public descriptions of the products and their category.

Ready-made products cover warehouse robotics, automated picking and material-handling coordination.

In the end

In the end, the result was a controlled inventory management workspace made to reduce manual work between customer orders, stock transactions, reports and supplier records.

FAQ

Thinking about building a similar system? Read the answers below to see how an inventory management workbook can fit existing files, roles and reporting rules.

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