Inventory
Inventory — Track inventory levels and stock movements
Keep an eye on what’s in stock, record changes, and see who changed what and when. This section helps shop owners and managers track product quantities, log adjustments, and review the history of stock movements.
What you can do here
See a paginated list of your products and current stock levels.
Search products by name or SKU and filter by category or low-stock level.
Update stock quickly (add or subtract units) and record a short reason for the change.
View a Stock History timeline for any product (restocks, sales, manual adjustments, purchase deliveries, reversions).
Receive low-stock alerts so you can reorder on time.
Automatic stock updates when a purchase order is marked delivered (so incoming goods are added to stock).
Where to look in the app
Dashboard → Operations → Inventory — main list of products and stock.
For an individual product: click Update Stock (or similar) to open the stock update form.
For details: click Stock History on a product page to open its history and charts.
Quick workflow — daily checklist
Open Inventory and scan the list for items marked low (badges or counts will show low stock).
Use the search box (product name or SKU) to find a product quickly.
If you received goods, use Update Stock → enter number added → choose reason (e.g., “Delivery: PO#1234”) → Save.
If adjusting (damaged goods, spoilage, counting error), enter negative or positive adjustment and record a reason.
Review Stock History to confirm the change logged correctly — you’ll see who made it and when.
If a supplier delivery was completed, mark the purchase order delivered — the system will add quantities automatically.
Update stock — what to enter
Stock adjustment: number to add or remove (positive to increase, negative to decrease).
Reason: short note (e.g., “Received PO #456”, “Damaged - dispose”, “Stock count correction”).
The app will prevent the stock from going negative — you’ll get an error if the adjustment would make quantity below zero.
Low stock alerts
The system flags items that are low based on common thresholds:
Quick count view marks items with 0 or null stock.
A “low stock” check also compares current stock to the product’s MOQ (minimum order quantity) and will notify you if stock is at or below MOQ.
Alerts are sent to the account user currently logged in (you can assign or check notifications in your account settings).
Stock History — what you’ll see
A chronological log of stock changes with:
Old stock / New stock
Type of change (restock, deduction, sale, revert, etc.)
Reason (manual note, purchase order info, sale reference)
Links to the related sale or purchase order if relevant
Who performed the change and when
You can filter history by date ranges (today / week / month / custom), and sort newest → oldest or oldest → newest.
A simple chart shows stock over time so you can spot trends.
When purchase orders affect stock
When a purchase order is marked delivered, the system:
Adds the received quantities to product stock.
Creates matching Stock History entries (with purchase order reference).
Runs inside a safe process so either all items are updated or none — this prevents partial updates.
Filters & search tips
Search by: product name or SKU.
Filter by: category or by a stock-level threshold (for example, show products with stock ≤ 10).
Use date-range filter on Stock History: today / week / month / or custom range.
Use sorting to show newest history entries first (default) or change to oldest first when reconciling.
Best practices
Set a realistic MOQ for each product so low-stock alerts match how you reorder.
Do stock counts regularly (daily/weekly depending on turnover) and use the adjustment form with a clear reason like “Cycle count”.
Import or update products in manageable batches — big changes are easier to audit if done one area at a time.
Use the Stock History to audit unexpected losses or frequent adjustments and investigate root causes (the history shows who made changes).
For deliveries, confirm the purchase order items and mark the PO delivered so the system updates stock automatically.
Common issues & fixes
Cannot reduce stock below zero — check existing stock and the total of pending adjustments; adjust carefully and give a clear reason.
Product not found when updating — ensure you’re working in the correct shop (place) and that the product hasn’t been deleted.
No notification received for low stock — notifications go to the authenticated user; check account notification settings or make sure you’re using the account that owns the shop.
Stock changes not reflected after PO delivery — confirm the purchase order was marked delivered; if still not updated, check the PO items and retry or contact support.
Discrepancies after counting — use Stock History to trace manual adjustments and sales; perform a recount and use adjustments with a clear reason.
Who can adjust stock
Only verified shop owners and managers with an active claim on the shop can update stock and access Stock History. If you see a permission error, contact the account owner or your platform admin.
Short staff checklist (printable)
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