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Opening Inventory

Process Demonstration​

Opening Inventory process preview

Executive Summary​

This screen facilitates the creation, modification, and voiding of opening inventory vouchers for fuel tanks and lube lines. Operators can enter initial inventory quantities and costs, update these entries, and manage voucher status through a clearly labeled interface.

Business Purpose​

The Opening Inventory function ensures accurate recording of initial fuel and lubricant quantities in storage tanks at the start of business operations. This is critical for inventory control, reconciliation, and financial reporting purposes.

Operating Procedure​

  1. Click the New voucher button to begin creating an opening inventory record.
  2. Enter the inventory date using the Date input field.
  3. Select a storage tank or lube line from the Tanks / Lube lines dropdown.
  4. Input the initial fuel or lubricant quantity in liters under Amount (quantity field).
  5. Enter the associated cost for the inventory quantity.
  6. Click Save to submit and record the voucher.
  7. To update an existing voucher, locate the voucher in the list and click the Edit button on the corresponding row.
  8. Modify the quantity and cost fields as necessary.
  9. Click Save to update the voucher.
  10. To void a voucher, use the appropriate void action available from the voucher list (not performed in this recorded session).

Required Inputs​

  • Date: The date for which the opening inventory is recorded (format: YYYY-MM-DD).
  • Tanks / Lube lines: Selection of the specific storage tank or lube line to record inventory against (must be non-empty).
  • Quantity (liters): The measured volume of fuel or lubricant in liters.
  • Cost: Monetary value associated with the recorded inventory quantity.

Validation Rules​

  • Date must be entered in valid date format and cannot be empty.
  • Tank or lube line selection must not be empty and must refer to an existing storage unit.
  • Quantity must be a positive numeric value.
  • Cost must be a valid numeric currency amount.

Expected Results​

  • Upon saving a new voucher, a unique voucher number is generated (e.g., “OIV-0002”).
  • The new voucher appears in the vouchers list with correct date, tank/lube line, quantity, and cost details.
  • Editing a voucher updates the quantity and cost values as entered, preserving the voucher number.
  • Changes are reflected immediately on the screen after saving.

Exception Handling​

  • If a required input field is left empty or contains invalid data, the system prevents saving and prompts the user to correct the input.
  • In cases where the voucher list or edit function takes too long to respond (timeouts), retry operations or contact system support.
  • Voiding a voucher must be initiated from the voucher list; if the relevant button or link is not visible or responsive, confirm permissions or system status.

This document is system-generated and maintained by the PMS documentation automation pipeline.