Purpose:  

Auto Indent is a feature that automates order generation for items with low stock. When the stock of an item falls below the minimum quantity after a sales transaction, an indent is automatically created.

Auto Indent Process:  

1. Set Minimum and Maximum Quantity for Items:

• Navigate to Master → Item → Item Property Settings.

• Select the Branch Name where you need to set the minimum and maximum quantity.

• A list of items for the selected branch will be displayed. Locate the Min and Max Quantity columns.

• Enter the minimum and maximum quantity for each item and click Save.

2. Example:
   If an item has 10 stocks, and the minimum quantity is set as 2, and the maximum as 100, then:

• If a sale of 9 units is made, the remaining stock will be 1, which is below the minimum quantity.

• An indent will be generated in the Auto Indent screen.

Steps to Enable Auto Indent Based on Sales Quantity:  

1. Enable Auto Indent Configuration:

• Go to Tools → Configuration → Business Configuration.

• Set Auto Indent based on "Sales Qty".

2. Update Min and Max Quantity for Items:

• Refer to the Auto Indent Help Document for detailed steps.

3. Process Sales Bill Transaction:

• Once a sales transaction is made and stock falls below the minimum quantity, an indent is raised automatically.

Generating an Indent:  

1. Navigate to Purchase → More → Auto Indent.

2. Select the Branch and Date (today, yesterday, last 7 days, etc.), then click Search Indent.

3. The items eligible for indent will appear based on their stock level and minimum quantity settings.

• Note: Sales Quantity = Indent Quantity.

4. Click Generate All to create the indent successfully.

Processing the Indent at Head Office:  

Once the head office (HO) receives the indent, they can process it in two ways:

(A) Raise Indent through Stock Transfer Out (HO)  

1. Go to Sales → More → Transfer Out.

2. In the top-right corner, select the Head Office Branch.

3. Provide the Branch Name that raised the indent.

4. Press Shift + F5 to display the submitted indents.

5. Load the required indent and verify the available stock at HO.

6. Click Save to transfer the stock to the requesting branch.

(B) Raise a Purchase Order to the Supplier  

If the head office does not have the required stock, they can place a purchase order with the supplier.

1. Go to Purchase → Purchase Order.

2. Press Shift + F3 to display the submitted indents.

3. Load the required indent(s) into a new purchase order.

4. Multiple indents can be combined into a single purchase order.

5. After making necessary changes, click Save to send the purchase order to the supplier.

Checking Indent Status & Reports:  

To track the status of indents, refer to the Indent Based on Replenishment report:

1. Go to Reports → Inventory → Stock Replenishment → Indent Based on Replenishment.

2. Filter by Indent Date and Location, then click Apply to view details.

Relevant FAQ's

1. Why is an indent not generated after a sales transaction?

• Ensure Auto Indent Based on Sales Qty is enabled in Tools → Configuration → Business Configuration and the item has Min & Max quantity set under Item Property Settings.

2. What could be the reason if indent is not visible in the Auto Indent screen?

• Check if the correct Branch and Date Range (today, yesterday, last 7 days) are selected in Purchase → Auto Indent, and confirm that the remaining stock has dropped below the minimum quantity.

3. Why is the indent not loading in Stock Transfer Out?

• Ensure the indent is submitted to the Head Office (HO) and press Shift + F5 in Sales → More → Transfer Out to load it. Also, verify that the correct branch name is selected in the top-right corner.

4. What if the Head Office does not have enough stock?

• The HO can load the indent in Purchase → Purchase Order, place an order with the supplier, and then transfer the stock to the branch once received.

5. Why is the Sales Quantity and Indent Quantity not the same?

• The indent is generated based on the difference between the minimum stock level and the available stock, not directly on the sales quantity.

6. Can multiple indents be combined into one Purchase Order?

• Yes, multiple indents from different branches can be loaded into a single Purchase Order by pressing Shift + F3 in the Purchase module.

7. How to check the status of an indent?

• Go to Reports → Inventory → Stock Replenishment → Indent Based on Replenishment, filter by Indent Date and Location, then click Apply.

8. Why is an indent not raised even when stock is low?

• Ensure that Auto Indent Based on Sales Qty is enabled, the item is mapped to the correct branch, and the stock update has been processed correctly after the sales transaction.

9. Can an indent be manually modified before processing?

• No, but adjustments can be made in Purchase Order or Stock Transfer Out before finalizing the order.