Harmony Surfaces — Stock System

Product	Batch	Expected	Received	Difference
Calacatta White 60×60	B2024-07	80 boxes		0
Nero Marquina 30×60	B2024-05	150 boxes		−2

Total Stock Value

£284,650

↑ 4.2% vs last month

Low Stock Alerts

8

↑ 3 since yesterday

Open Quotations

24

↑ 6 this week

Outstanding

£42,180

£3,200 overdue

Recent Stock Movements

View all

Product	SKU/Batch	Change	Channel	Date
Calacatta White 60×60	SKU-1041 B2024-07	−24 boxes	WooCommerce	Today 09:14
Nero Marquina 30×60	SKU-0892 B2024-05	+150 boxes	Goods-In	Today 08:30
Pietra Grey 60×120	SKU-2210 B2024-09	−8 boxes	WhatsApp	Yesterday
Arabescato 90×90	SKU-3301 B2024-06	−36 boxes	POS	Yesterday
Forest Green 20×60	SKU-1782 B2024-04	−60 boxes	B2B API	21 Apr

Low Stock

View all

8

Critical

5

Warning

0

Out of Stock

Calacatta White 60×60

B2024-07

4 boxes

Min: 20

Bianco Carrara 30×30

B2024-08

7 boxes

Min: 15

Pietra Grey 60×120

B2024-09

10 boxes

Min: 12

Nero Assoluto 60×60

B2024-03

3 boxes

Min: 25

Type	Ref	Customer	Amount	Status
QT	QT-0193	Ahmed Al-Farsi	£3,240	Open
ACK	ACK-0087	Riverside Interiors	£8,750	Dispatched
PFI	PFI-0042	Metro Build Ltd	£12,400	Awaiting
INV	INV-0201	Al-Noor Trading	£5,960	Paid
CN	CN-0011	Prestige Floors	−£840	Issued

Product Name	SKU	Batch	Size	Finish	Available	Reserved	In Transit	Retail £	Status
Calacatta White	SKU-1041	B2024-07	60×60	Glossy	4	12	80	£45.00	Low Stock
Nero Marquina	SKU-0892	B2024-05	30×60	Polished	210	0	0	£38.00	In Stock
Pietra Grey	SKU-2210	B2024-09	60×120	Matt	10	8	0	£62.00	Low Stock
Arabescato Venato	SKU-3301	B2024-06	90×90	Glossy	94	0	0	£88.00	In Stock
Bianco Carrara	SKU-0441	B2024-08	30×30	Matt	7	0	60	£28.00	Low Stock
Forest Green Matt	SKU-1782	B2024-04	20×60	Matt	180	60	0	£32.00	In Stock
Travertino Romano	SKU-1550	B2024-06	45×45	Honed	11	0	0	£41.00	Low Stock
Nero Assoluto	SKU-0990	B2024-03	60×60	Polished	3	0	0	£55.00	Low Stock

Category

Size

Finish

Colour

Unit Type

SqM per Box

Supplier

Low Stock Threshold

Description / Notes

Pricing Tiers

Set price per box for each customer group. Leave blank to inherit retail price.

RetailRetail Price (£) *

WHL-AWholesale A (£)

WHL-BWholesale B (£)

TRADETrade Account (£)

VIPVIP Account (£)

STAFFStaff / Internal (£)

Initial Stock

Opening Stock (boxes)

Cost Price per Box (£)

CW

Calacatta White

60×60 · Glossy · Marble Effect

Low Stock

SKUSKU-1041

Batch No.B2024-07

CategoryMarble Effect

FinishGlossy

UnitBox · 1.44 m²/box

SupplierCerdomus Ceramiche

Low Stock Min20 boxes

Cost per Box£18.40

Landed Cost£19.80

Price Tiers

RETAILRetail£45.00

WHL-AWholesale A£38.00

WHL-BWholesale B£34.00

TRADETrade Account£30.00

VIPVIP Account£27.00

STAFFStaff£22.00

Stock Levels

4

Available

12

Reserved

80

In Transit

Total stock value (available)£79.20

4 of 20 minimum threshold

Movement History

All

In

Out

Date	Change	Type	Channel	User
Today 09:14	−24	Sale	WooCommerce	System
18 Apr	−12	Reserved	Manual	Admin
10 Apr	+80	Goods-In	Warehouse	Admin
05 Apr	−36	Sale	POS	Staff

Stock Out Today

128 boxes

Stock In Today

150 boxes

Adjustments

3

Total Movements

47

Date/Time	Product	SKU	Batch	Change	Type	Channel	Document Ref	User
21 Apr 09:14	Calacatta White 60×60	SKU-1041	B2024-07	−24 boxes	Sale	WooCommerce	ORD-WC-8821	System
21 Apr 08:30	Nero Marquina 30×60	SKU-0892	B2024-05	+150 boxes	Goods-In	Warehouse	PO-0088	Admin
20 Apr 17:42	Pietra Grey 60×120	SKU-2210	B2024-09	−8 boxes	Reserved	WhatsApp	RES-0041	System
20 Apr 15:20	Arabescato Venato 90×90	SKU-3301	B2024-06	−36 boxes	Sale	POS	POS-3301	Staff
20 Apr 11:05	Bianco Carrara 30×30	SKU-0441	B2024-08	−2 boxes	Damage	Manual	ADJ-0019	Admin
21 Apr 09:58	Forest Green Matt 20×60	SKU-1782	B2024-04	−60 boxes	Sale	B2B API	B2B-0441	System

PO Number	Supplier	Date	Items	Total Value	Shipping	Labour	Status
PO-0088	Cerdomus Ceramiche	21 Apr 2025	2 lines	£18,400	£420	£85	In Transit
PO-0087	Ariostea Group	18 Apr 2025	4 lines	£24,100	£680	£120	In Transit
PO-0086	Atlas Concorde	15 Apr 2025	3 lines	£9,750	£310	£60	Pending
PO-0085	Florim Group	10 Apr 2025	6 lines	£31,200	£840	£160	Delivered
PO-0084	Marazzi Italia	05 Apr 2025	3 lines	£14,680	£390	£75	Delivered

PO Details

Supplier *

PO Date

Expected Delivery

Payment Terms

Notes to Supplier

Costs

Shipping Cost (£)

Labour / Offload (£)

Other Costs (£)

Order Lines

Product	Batch	Qty	Cost/Box	Line Total
				£0.00

Goods Subtotal£0.00

Shipping + Labour£0.00

Total PO Value£0.00

Step 1 — In Transit

Confirm PO received by supplier

Mark a PO as In Transit when supplier confirms shipment. Backorders can then be taken against this stock.

PO Number	Supplier	Expected	Status	Action
PO-0086	Atlas Concorde	28 Apr 2025	Pending
PO-0083	Rex Ceramiche	30 Apr 2025	Pending

Step 2 — Book Into Warehouse

Physically arrived — book stock

When goods physically arrive, book into stock. This satisfies any open backorders automatically.

PO Number	Supplier	In Transit Since	Status	Action
PO-0088	Cerdomus Ceramiche	21 Apr 2025	In Transit
PO-0087	Ariostea Group	18 Apr 2025	In Transit

Supplier Name	Country	Contact	Payment Terms	Active SKUs	Total Spent YTD
Cerdomus Ceramiche	Italy	info@cerdomus.com	Net 30	12	£84,200
Ariostea Group	Italy	sales@ariostea.it	Net 60	8	£62,450
Atlas Concorde	Italy	export@atlasconcorde.com	Pro-forma	6	£31,800
Florim Group	Italy	b2b@florim.it	Net 45	14	£97,600
Marazzi Italia	Italy	sales@marazzi.it	Net 30	10	£48,900

Ref	Customer	Group	Items	Value	Channel	Created	Status
QT-0193	Ahmed Al-Farsi	Trade	3 lines	£3,240	WhatsApp	Today	Open
QT-0192	Riverside Interiors	Wholesale B	5 lines	£8,750	Admin	Yesterday	Sent
QT-0191	Metro Build Ltd	VIP	2 lines	£12,400	Website	20 Apr	Accepted
QT-0190	Prestige Floors	Wholesale A	4 lines	£6,820	Admin	19 Apr	Expired

Customer Details

Customer *

Auto-Applied Price Group

Trade Account — £30.00 base

Quotation Date

Valid Until

Channel

Delivery Address

Line Items

Product	Batch	Qty	Unit Price	Total
				£1,200
				£2,040

Subtotal£3,240.00

VAT (20%)£648.00

Total£3,888.00

Notes / Terms

Harmony Surfaces

Unit 4, Industrial Park · London E1 4AB
Tel: 020 7123 4567 · accounts@harmonysurfaces.co.uk

QUOTATION

QT-0193

Date: 21 April 2025 · Valid Until: 21 May 2025

Quotation For

Ahmed Al-Farsi

Al-Farsi Contracting Ltd
12 Hassan Street, London E3 2PQ
ahmed@alfarsi.co.uk · 07700 900123

Trade Account

Prepared By

Harmony Surfaces Ltd

Delivery to customer address
Channel: WhatsApp
Sales Rep: Admin

#	Product	SKU	Batch	Qty (boxes)	Unit Price	Total
1	Calacatta White 60×60 — Glossy	SKU-1041	B2024-07	40	£30.00	£1,200.00
2	Arabescato Venato 90×90 — Glossy	SKU-3301	B2024-06	24	£85.00	£2,040.00
3	Nero Marquina 30×60 — Polished	SKU-0892	B2024-05	5	£30.00	£150.00

Subtotal£3,390.00

VAT (20%)£678.00

Delivery£0.00

Total£4,068.00

Stock reservations auto-expire after 7 days. Super admin can override per reservation.

Ref	Quotation	Customer	Product / Batch	Qty Reserved	Reserved On	Expires	Status
RES-0041	QT-0192	Riverside Interiors	Pietra Grey 60×120 B2024-09	8 boxes	14 Apr	Tomorrow!	Expiring Soon
RES-0040	QT-0190	Al-Noor Trading	Calacatta White 60×60 B2024-07	12 boxes	15 Apr	22 Apr	Active
RES-0039	QT-0189	Metro Build Ltd	Arabescato Venato 90×90 B2024-06	24 boxes	18 Apr	25 Apr	Active

Ref	Customer	Value	Items	Dispatch Status	Date
ACK-0087	Riverside Interiors	£8,750	5 lines	Fully Dispatched	20 Apr
ACK-0086	Metro Build Ltd	£12,400	2 lines	Part Dispatched	19 Apr
ACK-0085	Prestige Floors	£4,200	3 lines	Awaiting Dispatch	18 Apr

Paid This Month

£68,400

Outstanding

£42,180

Overdue

£3,200

Total Invoices

201

Invoice	Customer	Amount	Paid	Balance	Due Date	Status
INV-0201	Al-Noor Trading	£5,960	£3,000	£2,960	30 Apr	Part Paid
INV-0200	Horizon Contracts	£9,100	£0	£9,100	10 Apr !	Overdue
INV-0199	Metro Build Ltd	£12,400	£12,400	£0	15 Apr	Paid
INV-0198	Prestige Floors	£4,200	£4,200	£0	12 Apr	Paid

Harmony Surfaces

Unit 4, Industrial Park · London E1 4AB

FINAL INVOICE

INV-0201

Date: 15 Apr 2025 · Due: 30 Apr 2025

Bill To

Al-Noor Trading Ltd

45 Commerce Road
Birmingham B12 9PQ
finance@alnoor.co.uk

Wholesale A

Payment Details

Harmony Surfaces Ltd

Sort: 20-18-44 · Acc: 81234567
Ref: INV-0201
Terms: Net 30 Days

#	Product	Qty	Unit Price	Total
1	Forest Green Matt 20×60 (B2024-04)	60	£32.00	£1,920.00
2	Travertino Romano 45×45 (B2024-06)	80	£38.00	£3,040.00
3	Delivery	1	£150.00	£150.00

Subtotal£5,110.00

VAT (20%)£850.00

Invoice Total£5,960.00

Payment History

£3,000.00 received — BACS Transfer

Ref: BACS-20042025-001

20 Apr 2025 14:30 · Recorded by Admin

Invoice INV-0201 created

Converted from ACK-0082

15 Apr 2025 09:00 · Admin

Invoice Total£5,960.00

Amount Paid£3,000.00

Balance Due£2,960.00

50% paid · Due 30 Apr 2025

Document Trail

Final Invoice INV-0201

15 Apr 2025

Acknowledgement ACK-0082

10 Apr 2025

Reservation RES-0038

08 Apr 2025

Quotation QT-0185

05 Apr 2025

Ref	Against Invoice	Customer	Amount	Reason	Date	Status
CN-0011	INV-0199	Prestige Floors	−£840.00	Damage	21 Apr	Issued
CN-0010	INV-0195	Al-Noor Trading	−£320.00	Return	15 Apr	Applied
CN-0009	INV-0192	Metro Build Ltd	−£1,200.00	Price Adj.	10 Apr	Applied

Customer	Company	Group	WhatsApp	Open Docs	Outstanding	YTD Spend
Ahmed Al-Farsi	Al-Farsi Contracting	Trade	07700 900123	3	£3,240	£28,400
Riverside Interiors	Riverside Interiors Ltd	Wholesale B	07711 234567	1	£0	£41,200
Metro Build Ltd	Metro Build Ltd	VIP	Not saved	2	£0	£94,600
Al-Noor Trading	Al-Noor Trading Ltd	Wholesale A	07722 345678	1	£2,960	£52,100
Prestige Floors	Prestige Floors UK	Wholesale A	07733 456789	0	£0	£31,800

Contact Details

First Name *

Last Name *

Company Name

Email

Phone

WhatsApp Number *

Used by WhatsApp bot to identify this customer automatically

Customer Group *

Delivery Address

Credit Terms

Credit Limit (£)

Internal Notes (not visible to customer)

Price Override (Optional)

By default, this customer will use their group pricing. You can set custom per-product prices here if needed.

Product-specific price overrides can be added after the customer is saved.

AA

Ahmed Al-Farsi

Al-Farsi Contracting Ltd

Trade Account

Emailahmed@alfarsi.co.uk

Phone07700 900123

WhatsApp+44 7700 900123

Credit TermsNet 30 Days

Credit Limit£15,000

Outstanding£3,240

YTD Spend£28,400

Pricing (Trade)

Base pricing groupTrade Account

Calacatta White (override)£28.00

Open Quotes

3

Outstanding

£3,240

YTD Spend

£28,400

Document History

Type	Ref	Value	Date	Status
QT	QT-0193	£3,240	Today	Open
INV	INV-0188	£6,800	Mar 2025	Paid
INV	INV-0174	£4,120	Feb 2025	Paid

Customer Groups

Group Name	Customers	Default Discount	Credit Terms
Retail	12	0%	Proforma
Wholesale A	18	15%	Net 30
Wholesale B	9	24%	Net 30
Trade Account	6	33%	Net 30
VIP Account	2	40%	Net 60
Staff	1	51%	N/A

How Pricing Works

1. Set price per product per group
Each product has a price for each group (e.g. Calacatta White: Retail £45 / Trade £30 / VIP £27)

2. Assign customer to group
When a customer is saved, they are assigned a group. All their quotations use group pricing automatically.

3. WhatsApp Bot uses this too
Bot identifies customer by WhatsApp number → looks up their group → applies correct price in any quote raised via chat.

4. Admin can override per document
Admin can change price on any individual line item on any document regardless of group.

Revenue MTD

£84,200

↑ 12% vs last month

Boxes Sold

1,842

Invoices Issued

28

Active Customers

14

Sales by Channel

WooCommerce£28,400 33%

POS / In-Person£24,100 29%

WhatsApp / Bot£18,200 22%

B2B Partner API£9,800 12%

Admin / Manual£3,700 4%

Top Selling Products

Product	Boxes Sold	Revenue
Calacatta White 60×60	420	£12,600
Arabescato Venato 90×90	310	£27,280
Nero Marquina 30×60	280	£8,400
Forest Green 20×60	240	£7,680
Pietra Grey 60×120	180	£11,160

Customer Statements

Customer	YTD Orders	YTD Spend	Outstanding	Status
Metro Build Ltd	8	£94,600	£0	Clear
Al-Noor Trading	6	£52,100	£2,960	Outstanding
Riverside Interiors	5	£41,200	£0	Clear
Horizon Contracts	4	£31,400	£9,100	Overdue

Stock Value Report

Product	Qty Available	Landed Cost	Total Value
Arabescato Venato 90×90	94	£44.00	£4,136
Nero Marquina 30×60	210	£16.80	£3,528
Forest Green 20×60	180	£13.40	£2,412
Calacatta White 60×60	4	£19.80	£79
TOTAL ALL STOCK	—	—	£284,650

Company

Documents

Stock Rules

Users

Notifications

Integrations

Name	Email	Role	Last Login	Status
Super Admin	admin@harmonysurfaces.co.uk	Super Admin	Today 08:45	Active
Sarah Johnson	sarah@harmonysurfaces.co.uk	Admin	Today 09:30	Active
Mark Davies	mark@harmonysurfaces.co.uk	Staff	Yesterday	Active