ERP & warehouse

Stock, orders and invoices without spreadsheets

OrgLines ERP takes a product from its card to a reserved, shipped and invoiced order, with stock tracked by warehouse, bin, lot and single unit. It shares one database with CRM, finance and logistics, so nobody retypes an order into another system.

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Who it is for

Distributors and wholesalers with several warehouses
Retail chains that need stores, a till and stock in one system
Groups of companies that trade with each other
Businesses selling serialized goods that must be tracked unit by unit
Companies outgrowing spreadsheets but not ready for a heavy ERP project

The ERP module is built for companies that have outgrown spreadsheets but do not want a year-long ERP project. It covers the product catalogue, several warehouses with their storage locations, sales orders with reservations and shipments, purchase orders to suppliers with goods receipt, stocktakes, and sales and purchase invoices with your own PDF layouts. Each part works on the same records: the product on an order is the product in the warehouse, and the invoice knows which order and which legal entity it belongs to.

The module is strict where it matters. You cannot ship what has not been reserved, and an order line tells you plainly when you ask for more than you have: 'ordered 10, only 6 available'. Receiving goods into stock is a deliberate, irreversible step. A unit that already has movement history cannot be deleted, and a lot's quantity comes only from receipts and transfers, never from typing a new number over it. These rules are what make the stock figure something a manager can rely on.

OrgLines also handles groups of companies. Stock belongs to a legal entity, so a transfer between two of your companies changes the owner and always goes through a two-step shipment and receipt. An intercompany transfer creates an order and an invoice between the two entities. When one sales order contains goods owned by different entities, you can issue one invoice per selling entity. Group consolidation then shows stock and finance across all companies without mixing their books.

From purchase to paid invoice

01
Set up warehouses and the catalogue

Create warehouses in company settings, add zones, shelves and bins, and bring in products with the import wizard or from Microsoft Business Central.
02
Buy and receive

Confirm a purchase order to the supplier, then receive the goods into a warehouse. Serial numbers can be entered one per unit or generated automatically.
03
Take the order and reserve stock

Add lines and prices on the order page. Availability is checked per line, and stock is reserved in the warehouse it will leave from.
04
Ship in one or several shipments

Create shipments from reserved stock, split them into packages, add the carrier tracking number and mark them as shipped. A cancelled shipment returns its lines to the order's reservation.
05
Invoice

Issue the invoice from the order, as one document or one per selling legal entity, render the PDF with your template and send it to the customer.
06
Count and reorder

Run a stocktake to reconcile the system with the shelf, and use the suggested reorder quantity in the inventory list to plan the next purchase.

What you can do

Catalogue with category attributes

Products with categories, characteristics defined per category, a short summary for lists and a formatted full description, photos and files. Products you no longer sell can be archived instead of deleted.

Composite products and margin

A product made of components shows a cost breakdown. Enter the cost price and the product card shows its margin.

Warehouses, bins and transfers

Several warehouses with a tree of storage locations. Stock, movements and transfers are visible per warehouse; a transfer moves in one atomic step or in two steps with goods in transit.

Lots and single units

Lots are company-wide, on-hand quantities are per warehouse. Serialized items are tracked as physical units with their own identity, placement and condition.

Reservations with availability check

Each order line shows how much is available. If no warehouse has free stock for a line, the system says so before anyone promises a delivery date.

Shipments, packages and tracking

Partial and multi-package shipments, carrier tracking numbers and a notification text for the customer. A completed shipment is locked against edits.

Purchase orders and goods receipt

Purchase orders to suppliers are confirmed first and then received into stock, fully or line by line, with serial numbers where needed.

Stocktake

Recount one warehouse and the system corrects stock by the difference, or run a full count that sets quantities absolutely. Adjusting stock requires a permission.

Reorder suggestions

The inventory list shows a recommended quantity to order for each item, so purchasing starts from a number rather than a guess.

Sales and purchase invoices

Issue invoices to customers and record invoices from suppliers. After an invoice is issued the seller is fixed; paid or cancelled invoices can no longer be edited.

Document template designer

Design how invoices and documents look: blocks, brand kits, your own fonts, conditional and repeating sections. Start from the system library, describe a template to the AI, or let the AI rebuild an existing PDF as an editable template.

AI assistant and MCP access

Ask the assistant, or Claude via the MCP server, for stock levels and invoices. Changes that matter come back as a proposal you confirm.

Stock figures you can rely on

Most stock problems start when a number can be changed without a trace. OrgLines builds stock from documents: receipts, transfers, shipments and stocktakes. If something does not add up, the system refuses the step and says why instead of letting the figure drift.

To ship, stock must first be reserved; the shipment dialog shows what is available.
An invoice is blocked when there is not enough stock for some lines.
A transfer cannot exceed available stock in the source warehouse.
Serialized and unique items move in one step, so a unit is never in two places.
A cancelled transfer returns stock to its source.

Invoices that look like yours

Invoices are created from an order or on their own. You pick the customer from the directory or add a new one right in the invoice, choose a template and decide whether to show bank transfer details. The tax note is written automatically from the invoice's tax regime, for example reverse charge or the German small-business rule (§19).

The template designer goes further than a logo upload. You can define your own document types with fields, statuses and numbering, assign a template to a specific customer so it is picked automatically, preview a template on a real invoice, restore an earlier version, and compare a template with a reference PDF to see how closely it matches.

Several companies under one roof

Groups often run a trading company, a service company and a few sole proprietors side by side. In OrgLines each legal entity owns its stock and issues its own documents, with document series per legal entity or branch. An inter-entity transfer ships from one owner and lands on the other only when received. An intercompany transfer adds an order and an invoice between the two, with the catalogue price used when you leave the price empty.

Retail tills connected to the ERP

For shops, the OrgLines till sells items that exist in the ERP catalogue. The till's own price list sets the name on the till, the name printed on the receipt and the price; the till sends only the item and quantity, and the server calculates the amount. The price list is checked against the ERP, and items without a match are flagged, because they would be sold without reaching the books.

Till sales are posted to the ERP from a queue that runs every 10 minutes. A posting that cannot go through, most often because the point of sale has no ERP account assigned, is parked with its reason. You fix the mapping and send it back to the queue.

Plans: Invoices are included from the Core plan; orders and inventory/warehouse from the Business plan. Business Central is an add-on. Compare plans

FAQ

Questions about ERP & warehouse

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Can I import my existing product catalogue?

Yes. Use the import wizard, or connect Microsoft Business Central and bring products from there. Imported products show their source on the product card.

Can one order be shipped in parts?

Yes. An order can have several shipments, each with its own quantities, packages and tracking number. Reserved stock that has not shipped yet stays with the order.

Does it track serial numbers?

Yes. Serialized items are received with one serial number per unit, or with numbers generated automatically, and each physical unit keeps its placement and condition.

Can we design our own invoice layout?

Yes. The template designer lets you build layouts with your brand kit and fonts, or have the AI recreate your current PDF invoice as an editable template.

We have several legal entities. Will their stock get mixed?

No. Stock belongs to a legal entity, transfers between entities change the owner explicitly, and invoices can be split per selling entity. Consolidation shows the group total without merging the books.

Does OrgLines work with Microsoft Business Central?

Yes. The Business Central integration is available as an add-on. Each company in your workspace has its own connection, and imports report their status as notifications.

Can I sell online from the same stock?

Yes. The website builder shows your catalogue publicly and paid online orders arrive as sales orders.

Do we have to replace our current POS?

No. You can use the OrgLines till or keep your system and import receipts from it in bulk.

Guides on this topic

What is a SKU and how should you name them?

A SKU, or stock keeping unit, is your own internal code for one specific variant of a product that you stock and sell, for example one colour and size of a shirt, so that stock, orders and sales can be counted per variant. Good SKUs are short, unique, built from a few fixed segments in a fixed order, and never reused.

ABC analysis of inventory: which items deserve the most attention

ABC analysis sorts inventory items by their share of annual consumption value, usually units used or sold times unit cost. Class A is the small group that makes up roughly 70–80% of the value, B the next 15–25%, and C the long tail of many items with the remaining few percent. Each class then gets its own rules for counting, reordering and review.

How to keep inventory of used tires: tread depth, age and condition of every tire

Why used tires cannot be counted like new ones, which attributes to record for each tire and how to set up per-tire inventory in OrgLines.

Warehouse bin locations: how to organise storage so everything can be found

What bin-location storage is, how to name zones, racks and bins, and how to keep stock by location, batch and unit in OrgLines.

Works together with

All modules share the same data, so they complete each other.

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