Inventory

Product definitions (name, SKU, cost, price) live in the Catalogue. Inventory is where the physical reality of those products — how many are in the drawer right now, how many are in transit from another branch, how many are on order from the supplier — is tracked.

Every time a product is sold at the POS, stock goes down. Every time you receive a stock order or a transfer, stock goes up. The dashboards and reports here tell you the story.

Inventory → Stock is the home screen. The top KPIs summarise the whole book: number of active products, items below reorder level (with a red alert if any), and total stock value at cost.

• Search by product name or SKU — live as you type.
• Filter to Low Stock to see only items below reorder level.
• Sort by newest or oldest added.
• Scan a barcode with the camera or a USB scanner — jumps straight to that product's adjustment modal.
• Export the current view as CSV.

1. 1Click a product row (or scan its barcode) to open the Adjust Stock modal.
2. 2Type the new quantity — or the delta (+5 / −3) depending on your preference.
3. 3Add an optional reason and save. The change is logged as "Manual adjustment from stock page" in the movement history.

A stocktake is a physical count checkpoint. You pick a moment, count everything (or a subset), and the system records the difference from what it expected.

1. 1Open Inventory → Stocktakes and click New Stocktake. Give it a name ("March month-end") and optional notes.
2. 2The system snapshots expected quantities. Status is Draft.
3. 3Click Start Stocktake. Walk the shelves, scan or search each product, and type the counted quantity.
4. 4Filter to Discrepancies only to focus on anything that's off.
5. 5Save as you go — you can come back and continue.
6. 6When the count is done, Complete. Discrepancies turn into auto-adjustments. Or Cancel to discard everything.

When you have more than one branch, stock often needs to move — extra shampoo from the flagship branch to the new location, seasonal stock pulled back to the main store.

1. 1Open Inventory → Transfers and click New Transfer.
2. 2Pick the source and destination locations.
3. 3Add items with quantities — the system validates availability at the source.
4. 4Save as Draft, or mark Sent to deduct stock at the source.
5. 5At the receiving end, the destination manager clicks Receive to add stock. Partial receipts are supported if something's missing.

Draft

Editable, no stock moved yet.

Sent

Source stock deducted, in transit.

Received

Destination stock added, transfer closed.

Partially Received

Some items received; the rest can still be received or cancelled.

Stock orders are purchase orders to suppliers. They track what you asked for, when it was ordered, what actually arrived, and at what cost.

1. 1Open Inventory → Stock Orders and click New Order.
2. 2Pick the supplier. Add products with quantities and unit cost — cost prices pre-fill from the product.
3. 3Save as Draft while you iterate, or move to Ordered once the supplier has confirmed.
4. 4When stock arrives, open the order and Mark as Received. Partial receipts are fine — the rest stays open until all items arrive.
5. 5Stock is added to the destination location on receipt. A bill is optionally generated in Accounting for payment tracking.

1. 1Open Inventory → Suppliers and click Add Supplier.
2. 2Fill in the basics: supplier name, contact person, email, phone, website, and the full address. Pin the map location if it helps delivery.
3. 3Save. You can now link products to this supplier (which drives reorder alerts) and raise stock orders against them.

Supplier Payments is the A/P side — what you owe your suppliers and what you've paid them. Each payment can settle one or more bills generated by received stock orders (or manually created bills in Accounting).

1. 1Open Inventory → Supplier Payments and click New Payment.
2. 2Pick the supplier, the payment date, and the amount.
3. 3Allocate the amount against outstanding bills — the system suggests oldest-first.
4. 4Save. The bill status updates (Partially Paid / Paid) and a journal entry is auto-posted.

• Set reorder levels on every product. Low-stock alerts are only useful if the thresholds are real.
• Do monthly stocktakes on high-turnover items. Quarterly is enough for slow movers.
• Always receive stock orders through the system — even for a walk-in purchase from a cash supplier — otherwise your stock value slowly drifts from reality.
• Use transfers, not manual adjustments, for moving stock between branches. Otherwise the inter-branch flow disappears from the reports.