WhatsApp Stock
Automatic inventory alerts, stock receipts, deliveries, and transfer notifications via WhatsApp for efficient warehouse management.
WhatsApp Stock Overview
The WhatsApp Stock module integrates WhatsApp Business API with Odoo Inventory to automatically send alerts and notifications about warehouse status. Warehouse management, purchasing, and sales teams receive information instantly via WhatsApp, enabling quick response to stockouts and optimizing operations.
Key points
• Automatic alerts when products are running low or below minimum stock level
• Notifications when stock receipts are completed
• Notifications when delivery orders are confirmed
• Alerts for internal transfers between warehouses
• Notifications for expired or expiring products
• Integration with Odoo Inventory for real-time stock tracking
Key Benefits
Key points
• Reduce stockout detection time by 80%
• Increase response speed to inventory alerts from hours to minutes
• Reduce lost orders due to untimely stock replenishment
• Optimize purchasing process with timely alerts
• Manage multiple warehouses efficiently with centralized notifications
• Reduce storage costs by optimizing inventory levels
Low Stock Alerts
System automatically sends alerts when products fall below minimum stock level:
Key points
• Real-time stock tracking for each product
• Alert when quantity is below Minimum Stock Rule
• Send message to Purchase Manager to order immediately
• Detailed information: Product name, remaining quantity, minimum level
• Direct link to product in Odoo to create Purchase Order
• Configure alert threshold separately for each product
Stock Receipt Notifications
Updates when new stock arrives at warehouse:
Key points
• Notification when Receipt is confirmed and stock is received
• Supplier information, quantity, and products received
• Update new stock quantity after receipt
• Send to Warehouse Manager and Sales Team
• Link to view receipt details in Odoo
• Automatically update product status from "Out of Stock" to "Available"
Stock Delivery Notifications
Updates when stock leaves warehouse:
Key points
• Notification when Delivery Order is confirmed
• Customer information, order, and products delivered
• Update stock quantity after delivery
• Alert if stock falls below minimum after delivery
• Send to Warehouse Manager for tracking
• Integration with Sales Order to sync status
Internal Transfer Alerts
Notifications for stock transfers between warehouses:
Key points
• Alert when Internal Transfer is created between warehouses
• Source warehouse, destination warehouse, and products transferred
• Update transfer status: In Transit, Received
• Send to both source and destination Warehouse Managers
• Track expected and actual completion time
• Alert if transfer is delayed or has issues
Product Expiry Alerts
Manage products with expiration dates:
Key points
• Alert for products expiring soon (30 days, 15 days, 7 days)
• Notification for expired products requiring action
• List of products, quantities, and expiration dates
• Send to Warehouse Manager for timely handling
• Suggest discounts or liquidation for expiring products
• Integration with Lot/Serial Number tracking
Configure Alert Rules
Customize alert rules according to needs:
Key points
• Set Minimum Stock Rule for each product
• Configure alert thresholds: Low, Very Low, Out of Stock
• Select alert recipients by role (Manager, Purchaser, Sales)
• Set alert frequency (Immediate, Daily, Weekly)
• Filter products to track by category or tags
• Configure timezone to avoid midnight alerts
Integration with Purchase Management
Connect with purchasing process:
Key points
• Automatically create Request for Quotation when receiving stockout alert
• Send notification to Purchase Manager to approve RFQ
• Update when Purchase Order is confirmed
• Notify Expected Arrival Date of ordered goods
• Alert if ordered goods are delayed
• Direct link to Purchase Order in Odoo
Dashboard and Reports
Track warehouse management effectiveness:
Key points
• Number of alerts sent by type
• Average time from alert to resolution
• Stockout rate over time
• Compare actual stock vs minimum stock
• Report on most frequently out-of-stock products
• Monthly WhatsApp messaging costs
Configure Notification Recipients
Assign notification permissions by role:
Key points
• Warehouse Manager: Receive all warehouse notifications
• Purchase Manager: Receive low stock alerts
• Sales Manager: Receive notifications for hot product arrivals
• Inventory Controller: Receive expiry and transfer alerts
• CEO/Director: Receive weekly summary reports
• Configure WhatsApp groups for centralized discussion
Alert Handling Process
Steps
1. System detects stock below minimum level
2. Send WhatsApp alert to Purchase Manager
3. Purchase Manager reviews details and creates RFQ
4. Send RFQ to supplier and wait for quotation
5. Confirm Purchase Order when good quotation received
6. Notify Expected Arrival Date to Warehouse
7. Receive goods and confirm Receipt
8. Send successful receipt notification to Sales Team
Integration with Barcode Scanning
Combine with barcode scanning for automation:
Key points
• Scan barcode during receipt/delivery automatically sends notification
• Update stock in real-time when scanning
• Alert if scanned product does not match document
• Track product location in warehouse via barcode
• Integration with mobile app for scanning and notifications
• Reduce manual data entry errors
Multi-Warehouse Management
Handle alerts for multi-warehouse systems:
Key points
• Separate alerts for each warehouse (Main, Branch, Transit)
• Suggest transfers from surplus to deficit warehouses
• Track total stock and per-warehouse stock
• Alert when total stock is sufficient but unevenly distributed
• Optimize inter-warehouse shipping costs
• Consolidated dashboard for all warehouses
Integration with Sales and eCommerce
Key points
• Alert Sales Team when hot products are running low
• Automatically hide products on website when out of stock
• Notify when products are back in stock for Sales to contact customers
• Sync inventory between Odoo and eCommerce website
• Alert when orders exist but insufficient stock to deliver
• Suggest alternative products when out of stock
Best Practices
Key points
• Set reasonable Minimum Stock Rules based on sales history
• Configure supplier Lead Time for early alerts
• Classify products by ABC to prioritize tracking
• Use Safety Stock for fast-moving products
• Conduct periodic inventory counts to ensure accuracy
• Integrate with Forecasting to predict demand
• Create WhatsApp group for warehouse team for quick coordination
• Backup to Email if WhatsApp delivery fails
Emergency Situation Handling
Process for handling emergency alerts:
Key points
• Sudden stockout: Check for data entry errors or lost goods
• Incorrect receipt quantity: Reconcile with supplier
• Damaged goods in warehouse: Create Scrap Order and alert
• Lost warehouse transfer: Track and report
• False system alert: Check configuration and data
• Supplier late delivery: Find alternative source
Optimize WhatsApp Costs
Reduce WhatsApp messaging costs:
Key points
• Combine multiple alerts of same type into one message
• Send summary reports instead of individual alerts
• Use Utility Messages instead of Marketing Messages
• Configure reasonable sending frequency (not too many)
• Filter to send only important alerts, skip minor ones
• Use Email for non-urgent reports
Troubleshooting
Key points
• Alert not sending: Check API Token and connection
• Incorrect alert: Review Minimum Stock Rule and inventory data
• Too many alerts: Adjust threshold and frequency
• Wrong recipient: Update permission configuration
• Incorrect inventory: Conduct inventory count and adjust
• Link not working: Check Odoo domain configuration
Important Terminology
Key points
• Minimum Stock Rule - Minimum inventory level rule
• Reordering Rule - Automatic reordering rule
• Safety Stock - Safety buffer inventory
• Lead Time - Time from order to receipt
• Stock Valuation - Inventory valuation
• Lot/Serial Number - Product lot/serial number
• Internal Transfer - Internal transfer between warehouses
• Scrap Order - Damaged goods disposal order