Warehouse and Stock System in Egypt

A complete, standalone warehouse program of our own writing: it stands on its own and runs stock alone, rather than being a module inside something larger. Its place is the company whose problem is the warehouse itself: many locations, a great deal of movement, and a stocktake that never agrees with the books.

• A code for every item, its unit of measure, and what that equals in other units
• Stores and locations, with the balance of every item in each location on its own
• Receiving, issuing, transferring and returning, each movement with a numbered, dated document
• Count sheets, stocktake differences, and a written adjustment for whatever disagreed
• Opening balances taken from a real count, and training for whoever will use it

The warehouse program alone, or a system that sells and accounts with it

If your business sells and buys and needs journal entries and a balance sheet, the warehouse is part of a larger cycle, and one system holding all of it is closer to you: our ERP and accounting system has multi-branch stock inside the same program. If your problem is the warehouse itself — several locations, transfers between them, and a difference between the paper and the shelf that nobody can account for — then this is where the standalone program belongs, and it does not carry accounts you do not need.

A code for every item, written one way

This is the whole foundation. In most companies the same item is written three ways: by its trade name, by its size, and by whatever the storekeeper calls it, so it carries three balances, each correct on its own line and all of them wrong in the total. The first work is cleaning the list and merging the duplicates, and that is work for someone who knows the items rather than someone who knows the program. With it the units: an item is bought by the carton, issued by the piece and counted by the dozen, and this is where most of the error lives; unless the conversion factors are right, nothing shows until the stocktake.

Four movements, and a document for each

Receiving, issuing, transferring and returning are four different movements, not one thing called in and out. A receipt answers a purchase order and may arrive in part, an issue sends the item to somewhere with a name, a transfer moves the balance rather than reducing it and has an end that sent and an end that received, and the gap between them is what goes missing on the way, and a return has two directions rather than one. Every movement carries a document with a number, a date and whoever issued it, because the question two months later is not what the balance is but who issued this quantity and on whose authority.

A stocktake is a procedure, not a button in the program

The difference between the balance in the books and the balance on the shelf is not found by a program; it is found by counting. The program prints the count sheets, works out the difference and records the adjustment, but the counting is a procedure: who counts, when, whether movement stops, who recounts whatever disagreed, and who signs off on a difference — and we write it with you before the first stocktake. A barcode then speeds the counting up and removes the error of reading a name, but it does not repair a broken code: if an item is defined twice, the scanner records the mistake faster.

How the work runs

We start with a session in the warehouse with the storekeeper, not with management alone: how goods come in, where they stand and how they are issued, and we write the cycle as it runs. Then the item list: cleaning, merging, and one rule for the codes and the units. That is the longest step.

Then we configure the program to your stores and your documents, and enter the opening balances after a count that precedes going live. Then the program and your old book run together until the numbers agree, and then the training and the handover, with a written guide to the codes, the units and the cycle.

Where we work

We are in New Maadi, beside the Technology Village, and we work across Cairo and Giza and the industrial zones around them — Obour, Tenth of Ramadan, Sixth of October and the Fifth Settlement. The warehouse session, the first stocktake and the training happen at your site.

What we do not take on

The program is only as truthful as what is entered into it: if goods leave the store without a note, or the counter counts by estimate, you will find the number in the program and not the goods on the shelf.

We do not take on the physical side of a warehouse: no racking, no lifting equipment, no laying out locations, and we do not count the goods on your behalf. We do not connect the program to any government platform. And if what you need is sales and accounts along with the stock, we point you at the other system, even though the sale here would be larger. We say so before the contract, not after.