Warehouse, document and ledger in one truth
Inventory is where three systems break at once: physical goods on the floor, the document in the ERP and the value on the account. NG One keeps them as one record — every movement carries a quantity and a value, and a gap between the stock list and the general ledger is an exception with a list of documents attached, not an annual investigation. A document that arrives late does not corrupt the calculation: the engine recomputes cost layers and postings and records what changed. The warehouse operator works on a handheld, accounting gets a posted cost, and the value of inventory on the board report matches the trial balance.
- Five stock states
- Lot, serial and expiry (FEFO)
- Backdated recalculation
- Stock-to-ledger reconciliation
- Handheld operations
- Advanced WMS in the core
Why inventory is the first thing to drift
No area absorbs as many after-the-fact corrections as inventory. The cause is rarely carelessness on the floor — it is that most systems keep quantity and value in two separate worlds that meet once a month.
The delivery leaves today, the supplier invoice lands ten days later, the costing is completed after fifteen — and the goods have already been sold. Existing systems answer this in one of two ways, both bad: they forbid backdated posting, and the warehouse starts a parallel spreadsheet; or they allow posting without recalculation, and the cost of goods sold is permanently wrong. The outcome is identical either way — the inventory account and the stock list diverge, and nobody can point to where.
NG One treats a document dated in the past as an expected event, not as user error. Movement and balance are separate models: a balance is always the consequence of movements, never a number someone typed. When a backdated document enters, the engine recomputes FIFO layers and the related postings forward from that point through open periods, and records what it changed and why. Reconciliation between the quantity and value sides is a standing control rather than a year-end exercise — the difference surfaces as a list of suspect documents while the correction is still cheap.
The structural advantage is that inventory and materials management is complete, while advanced WMS is an optimisation layer over the same stock rather than a second product. A company that outgrows simple warehousing switches on bin locations, directed picking and waves against existing data — no migration, no second database, no overnight synchronisation between systems that disagree by morning. And every movement carries dimensions (warehouse, cost centre, project, channel) from day one, so analysis by dimension never requires reposting history.
How goods move through NG One
Six steps from supplier notice to a closed period. Every step leaves a document; every document leaves a posting.
- Step 1
Notice and receiving
Goods are expected before they arrive. The purchase order makes the quantity visible as inbound, and receiving is a comparison against what was ordered rather than free-form entry.
- Receipt checked against the purchase order — quantity, price, date
- Lot, serial number and expiry captured at the door, not later
- A discrepancy raises an exception and a task; it does not block the truck
- Inbound stock becomes available only when the receipt is confirmed
- Step 2
Put-away and placement
Received goods get a place. In simple mode that is a warehouse; in advanced WMS mode it is a specific bin the system proposes.
- Put-away task on a handheld with barcode scanning
- Location proposed by zone, capacity and storage regime in WMS mode
- Partial put-away stays visible in the stock state, not hidden
- Unit conversion: received in pallets, issued in pieces — no manual maths
- Step 3
Reservation and picking
A sales order reserves stock the moment it is confirmed. Available means what can actually be sold, not what is on the shelf.
- Order reservation reduces available quantity immediately
- FEFO selects the lot closest to expiry; overriding it requires a reason
- Picking task on a handheld with line-by-line confirmation
- A short pick becomes an exception with a proposed action
- Step 4
Packing, shipping and delivery
The delivery note is the canonical document of this space — sales triggers it, logistics closes it.
- Delivery note with packing list and packaging records
- Returnable packaging is charged to the partner, not written off
- Electronic delivery notes filed with SEO, status on the document
- Delivery, vehicles and trip costs through fleet management
- Step 5
Valuation and posting
Every movement has a value side that posts automatically, under rules that can be read and explained.
- FIFO or moving average per item and warehouse, by configuration
- Automatic posting with dimensions and a preview before confirmation
- Explain this posting shows the rule and the rule version applied
- Stock-to-ledger reconciliation as a standing control, not a monthly report
- Step 6
Counting, correction and close
A period closes only when quantity and value agree. What cannot be explained does not pass the close.
- Count sheets and handheld entry, with blind counting as an option
- Variances routed for approval by limit, with a mandatory reason
- A backdated document triggers recalculation across open periods
- Soft and hard period close; reopening requires approval
What this space covers
Thirty named capabilities across five groups — from five stock states to cross-docking. All of them run on the same stock, the same documents and the same dimensions; none is a separate product bought alongside and synchronised overnight.
Stock, states and ledgers
The layer that answers one question: how much of what do we have, where, and who owns it.
6 capabilities
Stock overview
Balances by item, warehouse and group, with filtering and export. Every figure drills into the movements that produced it.
Item ledger card
The full history of an item's movements with quantity, value and running balance after each document, with drill-down to the source document without leaving the screen.
Five stock states
Available, reserved, inbound, in transit and blocked are tracked separately. Sales sees available, planning sees inbound, quality sees blocked.
Reservations
Reservations from sales orders, work orders or manual entry, with an expiry. The same quantity cannot be promised twice.
Items, unit conversions and barcodes
One item record with multiple units of measure, conversion factors and multiple barcodes. Receiving in pallets and issuing in pieces needs no manual conversion.
Warehouse-level visibility and rights
Data scope decides which warehouses a user can see at all, while approvals and maker–checker apply to write-offs and stock corrections.
Goods flow: from receipt to delivery
The documents by which goods physically enter, move and leave the company.
6 capabilities
Goods receipt and put-away
A receipt linked to the purchase order, with quantity and price control, lot and expiry capture, and a put-away task that closes the inbound leg.
Internal transfers and in-transit stock
Transfers between warehouses and legal entities, with an in-transit state between dispatch and receipt — goods are never invisible while they travel.
Picking, packing and shipping
Pick list, line-by-line confirmation, packing, and the delivery note as the canonical outbound document. Delivery is confirmed, not assumed.
Customer and supplier returns
A return restores stock to the exact lot and the exact cost, linked to the original delivery note or receipt and to the credit note.
Handheld tasks and screens
Purpose-built handheld screens for receiving, put-away, transfer, picking and counting. Large targets, scanning, usable with gloves — not a shrunken desktop form.
Fleet and delivery planning
Vehicles, drivers, costs and the link between a delivery and a trip — own-fleet logistics stays inside the same system.
Traceability, counting and records
Everything that answers where exactly a lot went, and whose goods these are.
6 capabilities
Lot, serial and expiry — FEFO
Tracking by lot and serial number with expiry dates and automatic FEFO selection on issue. Traceability runs both ways: from a receipt to every customer who got the goods, and back from a complaint to a specific supplier delivery.
Stock counts and variance handling
Scheduled and ad-hoc counts, count sheets, handheld entry, and surpluses and shortages with a mandatory reason and approval by limit.
Consignment and stock ownership
Goods we hold but do not own, and our goods held by partners, are tracked apart from owned stock — with their own obligations and settlement.
Returnable packaging
Charging and clearing returnable packaging per partner, with balances and records — a pallet that never comes back is a receivable, not an expense.
Electronic delivery notes (SEO)
Live filing of dispatches with the Serbian eDelivery system, with filing status on the document itself and resubmission when the channel fails.
Count shortages and internal VAT charge
Shortages above the allowance lead to an internal VAT charge and its SEF record — the statutory trail most often missed stays part of the counting flow.
Valuation and stock-to-ledger truth
The part that decides whether inventory value on the balance sheet is a number or an estimate.
4 capabilities
FIFO and moving average
Method set per item and warehouse, with cost layers that decompose down to the document that created them. Cost of goods sold is not a retrospective estimate.
Backdated documents and recalculation
A document dated in the past triggers recalculation of cost layers and postings across open periods, with a record of what changed and why.
Stock-to-ledger reconciliation
A standing control between the stock list and the inventory account. A difference produces the list of documents causing it — no manual hunt through the journal.
Price adjustments on stock
Retail price changes on held stock with a record, the effect on value and the posting of the difference — mandatory for retail, useful for wholesale.
Advanced WMS
An optimisation layer for large distribution warehouses. Enabled per warehouse, over existing stock, with no migration and no second product.
8 capabilities
Bin locations and zones with capacities
Warehouse addressing down to the shelf, with zones, storage regimes and capacities the system respects during put-away.
Directed put-away and directed picking
The system decides the put-away location and the pick sequence, with an optimised path through the warehouse. Operators follow a task instead of memorising the layout.
Wave and batch picking
Orders grouped into waves by route, customer or delivery deadline — one pass through the warehouse serving several orders.
Pick zone replenishment
Automatic replenishment tasks from bulk storage into the pick zone before the zone runs dry mid-shift.
Cross-docking
Goods already sold move from receiving straight to shipping, without put-away and without an unnecessary lap through the warehouse.
Cycle counting
Continuous counting by zone and ABC class, without shutting the warehouse. The annual count stops being the only moment of truth.
Packing, SSCC and packing lists
Packages and pallets with SSCC labels and packing lists — the basis for clean electronic delivery notes and for acceptance at large retailers.
Warehouse KPIs
Pick accuracy, cycle time, zone utilisation and output per shift — measuring the warehouse with the same data the warehouse runs on.
What AI does in inventory
None of this posts on its own. Every AI result is a draft with an explanation and its source documents — a person confirms, and the system records who confirmed.
OCR on inbound paperwork and a proposed receipt
The supplier's delivery note is scanned, lines are recognised and matched against the purchase order. Confidence is measured per field type, and an uncertain field is flagged rather than guessed. The result is a draft goods receipt linked to the order, with a warning if the same document has already been received.
Replenishment proposals
The system watches consumption, open reservations and supplier lead times, and prepares a draft purchase order or internal transfer before an item drops below working stock. Each proposal carries the calculation behind it and the orders that triggered it.
Expiry risk and non-moving stock
Lots that will expire before planned consumption, and items with no movement, surface as a list with a proposed action — transfer to another warehouse, promotion or supplier return. The estimate is computed from movement history, open reservations and planned consumption, and every line carries the calculation that produced it.
Copilot over stock, with evidence
Why is this item blocked; where did lot 2431 go; why does the stock list differ from the account for this warehouse — every answer carries the figure, the explanation and the source documents with drill-down. No source, no answer.
Anomalies in stock movement
Unusual write-offs, repeated corrections on the same item, count variances concentrated in one zone or one shift — the system surfaces the pattern, not the individual event. A finding opens an exception with the documents behind it and enters the AI audit, so both what the system raised and who closed it stay on the record.
Why this works differently
A comparison with what companies run today — without insulting the competition and without overstating ourselves.
Backdated documents are an expected case
Pantheon, Business Central and Odoo answer backdated posting either by forbidding it or by posting without recomputing cost layers. NG One recomputes FIFO layers and the related postings across open periods and records the change. Invoices arriving ten days late are the normal state of this market, not an anomaly to be banned.
Stock-to-ledger reconciliation is a standing control
In most systems the gap between the stock list and the inventory account is discovered at year-end, when correction is most expensive and nobody remembers the documents. Here the gap is an exception with the documents that caused it, visible the day it appears.
A real WMS in the core, enabled per warehouse
No local ERP carries bin locations, directed picking, waves and cross-docking in its core — the gap is filled by a separate WMS product and overnight synchronisation. NG One switches them on over the same stock and the same documents, warehouse by warehouse, with no migration and no second database.
Dimensions from the first posting
Every stock movement carries dimensions (warehouse, cost centre, project, channel) from day one. Dimensional posting is a foundation decision locked into the platform and cannot be retrofitted — systems without it need history reposted to produce the same analysis.
The flows this space runs through
A business space is not an island. These processes touch it end to end, and where a flow leaves this space the record stays the same — the next step receives it structured rather than retyped.
Procurement
Procure-to-Pay
The path from a need to a supplier payment. The invoice arrives over SEF, and purchase order, receipt and invoice reconcile themselves — a person decides only where the three documents disagree.
- Requisition
- Approval
- Purchase order
- Goods receipt
- Invoice
- Payment
Revenue
Lead-to-Cash
The path from first opportunity to money in the account. Each step hands the next a structured record, so a quote is never retyped into an order, nor a delivery note into an invoice. The invoice leaves for SEF from the same step that raises it.
- Opportunity
- Quote
- Order
- Delivery
- Invoice
- Collection
Operations
Plan-to-Fulfill
The path from plan to delivered product. The plan explodes through the bill of materials into material requirements, and actuals from the floor and the warehouse return to the order as it runs. The warehouse is a real WMS: bin locations, directed picking, waves.
- Plan
- Material sourcing
- Production
- Quality
- Stock
- Delivery
Questions about this space
Scope, boundaries, and the rules this space posts by.
Can we post a document dated in the past?
Yes, if the period is open and the user holds the right for that date. The system then runs a recalculation: it recomputes FIFO layers and the related postings forward from the document date and records what changed. The change stays visible in the journal and the audit trail, with the user and the timestamp. Closed periods are untouched — reopening one requires approval and leaves its own record.
How is the gap between the stock list and the inventory account resolved?
Reconciliation is a standing control, not a report someone runs in December. The system continuously compares the quantity and value sides per warehouse and item and shows the difference as an exception. The exception carries the documents that create it — a receipt without costing, a write-off without a posting, a document dated in the past. The correction is made on the document, not with a manual journal entry that hides the cause.
Do we need a separate WMS alongside the ERP?
For most warehouses, no. Inventory and materials management is complete: receiving, put-away, transfers, reservations, picking, shipping, returns, counts, lot and expiry, handheld screens. Advanced WMS is an optimisation layer for large distribution operations — bin locations, directed picking, waves, replenishment, cross-docking, cycle counting — enabled per warehouse over existing data. A company that outgrows the simple regime goes through neither a migration nor a second product: same items, same documents, same stock, now addressed down to the shelf.
How does FEFO and lot tracking work?
Lot, serial number and expiry are captured at receiving, not reconstructed later. On issue the system proposes the lot closest to expiry by rule, and overriding it requires a reason that is recorded. Traceability works in both directions: from a receipt to every customer who received those goods, and from a customer complaint back to the specific supplier delivery. For a product recall that is the difference between one query and three days of searching.
How are consignment and in-transit goods handled?
Ownership is an attribute of stock, not a note in the warehouse name. Goods we hold but do not own, and our goods held by partners, are tracked apart from owned stock with their own settlement and obligations. Goods moving between two warehouses or two legal entities sit in an in-transit state from dispatch to receipt, so there is no moment when they exist nowhere. The balance sheet sees only what is genuinely ours.
What about electronic delivery notes and SEF obligations?
A dispatch is filed with the Serbian eDelivery system from the document itself, the filing status sits on the delivery note, and when the channel fails the submission is retried without anyone rekeying it. A count shortage above the statutory allowance leads to an internal VAT charge and its SEF record — the statutory trail most often missed stays inside the counting flow instead of becoming a year-end job. The same system carries SEF eInvoices, the VAT records (EEO and EPP) and CRF, so statutory obligations are not handled through three separate tools and three rounds of retyping.
What does rollout look like in a warehouse that cannot stop?
Warehouse by warehouse, not all at once. Opening balances are not retyped — a count establishes them, using the same count sheets and the same handheld screens the warehouse works on afterwards, so day one is also the first accuracy check. Advanced WMS goes on when the warehouse actually asks for it: bin locations and directed picking sit over stock that already exists, with no migration and no second database. Dimensions are there from the first posting, so go-live carries no hidden debt — analysis by warehouse, cost centre, project and channel works from the first line, not from the day someone reposts history.
Neighbouring spaces
Show us your warehouse
The most useful conversation starts from your stock list and your inventory account. Show us where they diverge — we will show you how NG One surfaces that gap the day it appears, and what it would do differently with your flow.