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Katie Liesmann

SugarCRM Inventory Management

Katie Liesmann | Apr 27, 2017

A company we work with is a producer and distributor of frozen fish. It has warehouses across the United States where it brings fish after it’s harvested. As a food provider, it’s especially important for the company to have accurate information on the amount of inventory it have, where it is located, and how old it is, so it can keep food product from spoiling and make sure it never oversells product.

This company came to Epicom hoping their CRM could help them track inventory. While SugarCRM has a Products module, it is not designed to manage real time inventory information. Epicom built a custom Inventory Module to help them accurately track inventory information that could be used to create Opportunities. Keep reading to learn how it works.

Copy of Copy of Subscriptions module for Sugar (2)

The custom module we built is called the Inventory Module. When you navigate to the Inventory Module it displays a list view of all the Inventory Records that have been created. Each Inventory Record represents a pallet of frozen fish. Each record contains information on that pallet including which warehouse it is at, how many units of fish are on the pallet, and how many days its been in the warehouse.


At the top of the Inventory Module list view are two buttons that allow you to create new Inventory Records. A user can click on “Mass Create”  to create a batch of new inventory records.

To create new Inventory Records the employee enters information such as date harvested, date processed, and date it’s expected to arrive at the warehouse. Once the user clicks “Save”, individual Inventory Records are created.

The records in the Inventory Module are used to feed information into the Products Module, so that the Products Records are always up-to-date on how much of each product is available. This information is pulled into the Opportunities Module. When selecting the products they want to include in an Opportunity, information from the Inventory Module will be used to calculate how much of the product is available and where it is located.


A field next to the field “Unit Price” displays the price last paid by the customer for that product. This is really handy to keep pricing offers consistent in Opportunities.


If an employee types in a quantity that is greater than what is available, they receive red error messages. In the screenshot below, the user received an error when they typed in a quantity of 30, while the Inventory Module shows that there are only 20 left.

While the Inventory Module you see in the screenshots here was specific to a producer of frozen fish, the same concept could be applied to any company who wants to track inventory and make that information available to sales reps or people processing orders. For more information on SugarCRM customizations, email and request to be put on our newsletter list exclusively for users of Sugar.