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Get Inventory Up and Running

Use this checklist to prepare Inventory for daily use. Complete the steps in order so item, location, and opening-balance data agree before users begin receiving, moving, or consuming material.

1. Enable Inventory

Inventory is an optional Velosity module. Ask Velosity to enable it for your organization. After it is enabled, confirm that users who will maintain stock can open the Inventory application and that the required roles have been assigned.

2. Decide where inventory is maintained

Choose one system to own day-to-day quantity changes:

  • Velosity-managed inventory: users receive, move, ship, and adjust stock in Velosity.
  • ERP-managed inventory: the ERP remains the system of record and an integration keeps Velosity inventory current.

Do not have users and an integration independently update the same stock balances. Define who owns each transaction type before loading opening inventory.

3. Prepare the item master

Every inventory record is tied to an Item. Create or import the items you intend to stock, then verify the item number, description, unit of measure, lead time, reorder point, and any purchasing information your process needs. Item numbers must match the identifiers used in your ERP or import file.

If inventory affects configured products, confirm that the appropriate items are present in the product's bill of materials before relying on availability results.

4. Create inventory locations

Create the facilities or top-level locations first, then add the granular Inventory Locations where stock is stored, such as bins, shelves, staging areas, or yards. Give each location a stable name or code that warehouse users and any integration will use consistently.

Start with the locations needed for opening inventory and normal receiving. Add additional locations as your warehouse layout changes.

5. Load opening inventory

Load a counted opening balance for every item and inventory location. You can import the initial inventory from Excel or load it through the API. Before loading, reconcile the source count against the item and location lists you prepared.

For each opening record, verify:

  • the item exists in Velosity;
  • the inventory location exists and is the intended physical location;
  • the quantity and unit of measure match the source count; and
  • any lot, serial, or reference information required by your process is included.

Keep the count date and source file or source-system extract with the implementation records so later variances can be investigated.

6. Verify the opening balance

In the Inventory list, compare a sample of on-hand quantities with the counted source. Review at least one item at each location and confirm that the total across locations matches the expected quantity. Correct loading errors before allowing normal transactions.

Then perform a small controlled transaction, such as receiving or moving a test quantity, and verify that the item's detail and location balance reflect the expected result. Reverse or correct the test transaction when it is complete.

7. Begin ongoing maintenance

Use the process you chose in step 2 for all ongoing inventory changes. Review exceptions regularly, including negative or unexpectedly low balances, items without a location, and failed imports or integrations. Maintain accurate lead times and reorder points on the item master so Inventory can support planning and availability decisions.

For an ERP synchronization or API-based load, see Inventory Integration Setup.