Use this glossary to understand the common AWRA terms used across inventory, assets, procurement, sales, POS, finance, workflows, integrations, and support. The definitions are written for everyday users, so teams can speak the same language when requesting help, reviewing reports, approving work, or training new staff.
Organization Terms
Term
Plain-Language Meaning
Example
Tenant
Your organization workspace in AWRA. Your users, records, settings, subscriptions, branches, warehouses, vendors, customers, and reports belong to this workspace.
Harvey LLC has its own AWRA tenant separate from another company.
Branch
A business unit, store, office, site, department, or operating location within your tenant.
Nairobi HQ and Mombasa Store can be separate branches.
Warehouse
A place where stock is stored, counted, transferred, received, picked, or issued. A warehouse can be a depot, stock room, store back office, vehicle store, or controlled storage area.
Main Warehouse holds bulk stock while Retail Store holds sellable stock.
Bin / Location
A smaller storage position inside a warehouse, such as a shelf, aisle, rack, zone, room, cage, or slot.
Item A is in Main Warehouse, Aisle 2, Shelf B.
Role
A named access profile that controls what a user can see or do in AWRA.
An Inventory User may receive stock, while a Finance User may view invoices and payments.
Approver
A person assigned to review and approve or reject a request, adjustment, purchase, transfer, payment, or workflow task.
A department manager approves a procurement request before it becomes a purchase order.
Inventory & Asset Terms
Term
Plain-Language Meaning
Example
Item
A product, supply, spare part, SKU, raw material, finished good, or consumable that your organization tracks in inventory.
Printer paper, phone chargers, bottled water, motor oil, or a finished product.
Stock Movement
Any activity that changes stock quantity, location, or availability.
Receiving, transfer, POS sale, return, checkout, check-in, count, or adjustment.
Adjustment
A controlled change made to correct stock after a count, damage, loss, discovery, expiry, or correction.
Reducing stock by 2 after confirming two units were damaged.
Transfer
Moving stock from one warehouse, branch, location, or store to another.
Moving 50 units from Main Warehouse to Retail Store.
Reorder Point
The stock level that warns the team it may be time to replenish.
When gloves fall below 20 boxes, AWRA can flag them for review.
Asset
A company-owned item that is tracked for assignment, movement, maintenance, audit, or disposal rather than simple sale or consumption.
Laptop, scanner, printer, vehicle, tool, furniture, or equipment.
Custodian
The person, department, branch, warehouse, or team responsible for an asset.
A laptop may be assigned to Jane as its custodian.
Variance
The difference between the quantity AWRA expects and the quantity physically counted or confirmed.
AWRA shows 100 units, but the count finds 96 units.
Procurement Terms
Term
Plain-Language Meaning
Example
Procurement Request
A request from a user or department asking the organization to buy goods or services.
A warehouse lead requests more packing materials.
RFQ
Request for quotation. A document sent to suppliers asking for price, availability, delivery timeline, terms, and other details.
Three vendors receive an RFQ for 500 safety helmets.
Quotation
A supplier response to an RFQ. It usually includes price, tax, quantity, delivery lead time, validity date, and conditions.
Vendor A quotes KES 1,200 per unit with delivery in five days.
PO / Purchase Order
A formal buying document sent to a supplier after approval. It tells the supplier what to provide, at what price, and under which terms.
The approved RFQ becomes a PO for the selected vendor.
Receiving
The process of confirming that ordered goods arrived and updating stock or procurement status.
The warehouse receives 95 of 100 ordered units and records the short delivery.
Landed Cost
The full cost of an item after adding freight, duties, insurance, handling, taxes, and other purchase-related costs.
A product costs KES 1,000 but lands at KES 1,180 after fees and freight.
Sales, POS & Finance Terms
Term
Plain-Language Meaning
Example
Customer
A person or organization buying from your tenant.
A retail customer, school, hospital, reseller, or corporate buyer.
Quotation
In Sales, a quotation is an offer sent to a customer before an invoice or sale is confirmed.
A customer asks for pricing before placing an order.
Invoice
A billing document requesting payment from a customer.
An invoice is issued after goods are supplied or a service is delivered.
POS
Point of Sale. The screen and process used for counter sales, receipts, returns, shifts, payment recording, and stock deduction.
A cashier completes a walk-in sale using POS.
Payment
A recorded amount paid by a customer, tenant, or payer against an invoice, sale, subscription, or other charge.
A card payment is applied to a customer invoice.
Reconciliation
Comparing two sources to confirm they agree.
Finance compares AWRA sales totals with bank or accounting records.
Workflow, Operations & Sync Terms
Term
Plain-Language Meaning
Example
Workflow
A guided process or automation that moves work through steps, checks conditions, assigns tasks, sends notifications, or requests approval.
A purchase request goes to a manager, then finance, then procurement.
Workflow Run
One time a workflow starts and moves through its steps.
A stock adjustment starts an approval workflow run.
Task
A specific action assigned to a user or team.
Review this quotation or confirm these received goods.
Exception
A problem, mismatch, overdue item, failed sync, stock issue, or blocked workflow that needs attention.
A transfer is overdue, or a payment failed.
Sync
Keeping AWRA and another connected service aligned by sending or receiving selected records.
Syncing approved invoices to QuickBooks Online.
Sync Run
One attempt to sync selected information.
A customer invoice sync succeeds, fails, or waits for missing details.
QBO
QuickBooks Online, an accounting system that AWRA can connect with for selected finance records.
Finance checks whether invoices and payments match between AWRA and QBO.
Support tip: When raising a ticket, include the term, module, record number, branch, warehouse, user, and the action you expected. Clear words make support faster.
