Stock Management
Track inventory levels across locations, record stock movements, and maintain accurate counts of your products.
Understanding stock
Stock represents the actual inventory you have on hand. Each stock record links a product to a specific location with a quantity and optional tracking information.
Stock record includes:
Product
Which product this stock is for
Location
Where this stock is stored
Quantity
How much you have on hand
Cost
Unit cost for this stock (optional)
Batch Number
Lot or batch tracking (optional)
Expiration Date
When this stock expires (optional)
Product vs. Stock
A Product is the item definition (name, SKU, category). Stock is the physical inventory - how much of that product you have at each location. One product can have multiple stock records (one per location or batch).
Viewing stock levels
Stock list view
The main stock page shows all inventory across your locations. You can filter and search to find specific items.
Available filters:
Stock detail view
Click on any stock item to see detailed information including transaction history, batch details, and quick adjustment options.
Stock adjustments
Adjustments are how you record changes to your inventory. Every change is logged with a reason for accurate tracking and reporting.
Add Stock
Increase quantity when receiving deliveries, production, or finding miscounted items.
Remove Stock
Decrease quantity for sales, waste, damage, theft, or corrections.
Transfer
Move stock between locations without changing total inventory.
Count / Audit
Set quantity to match physical count during inventory audits.
Making an adjustment
Adjustment reasons
Each adjustment requires a reason. This helps with reporting and understanding why inventory levels changed.
Stock added from supplier delivery or purchase order
Customer return added back to inventory
Items produced or assembled internally
Items discovered during count that weren't in system
Items sold to customers
Expired, spoiled, or otherwise unusable items
Items damaged and cannot be sold
Items missing due to theft or loss
Fixing a previous counting or entry error
Moving stock between locations
Transaction history
Every stock change is recorded as a transaction. This creates an audit trail showing exactly what happened to your inventory over time.
Each transaction records:
- Date and time of the change
- Type of adjustment (add, remove, transfer, etc.)
- Quantity changed
- Reason for the change
- Who made the change
- Running balance after change
View transaction history from the stock detail page or the Transactions section. Filter by date range, product, location, or transaction type.
Batch and expiration tracking
For products that need lot tracking or have expiration dates, you can record this information with each stock entry.
Batch Numbers
Track lot or batch numbers for traceability. Useful for recalls, quality control, or regulatory compliance.
Expiration Dates
Record expiration dates to track freshness. Items nearing expiration can be flagged for attention.
Multiple batches
If you receive the same product with different batch numbers or expiration dates, you can create separate stock records for each batch at the same location. This allows precise tracking of each batch.
Best practices
Record adjustments promptly
Update stock as soon as changes happen. Delays lead to inaccurate counts and confusion.
Always select a reason
Accurate reasons make reports meaningful and help identify patterns (like excessive waste).
Add notes for context
Notes like 'damaged in delivery' or 'counted by John' provide helpful context later.
Regular cycle counts
Periodically count physical inventory and reconcile with system records to catch discrepancies early.