Tracking and adjusting stock

Turning tracking on for a product at a place, recording increases, decreases and counts, and reading the history.

Turning tracking on

Open the product under Products. The Inventory card ("Track stock for this product — organisation-wide, or at each location") lists one row per place: Organisation-wide first, then every active location, plus any inactive location that still has a record (badged Inactive).

• Flip the Track inventory switch on a row. The record starts at 0 and the row shows "0 in stock".
• Tracking cannot be switched on at an inactive location.
• If you have no locations the card offers only the organisation-wide row and suggests adding locations under Settings → Business → Locations.
• When more than one place is tracked a strip shows "Total across N places".

Turning tracking off

Flip the switch off. The record disappears from the Inventory list and the Stock on Hand report at once, with no confirmation, but its quantity and trail are kept. Flip it back on to restore the record exactly as it was.

Recording an adjustment

Either press Adjust on a row of the product's Locations card, or open the record (Record, or from the Inventory list) and use the Adjust Quantity card, whose subtitle shows "Currently N in stock".

Adjustment

Three choices. Increase ("Add to the count", the default) for deliveries and returns. Decrease ("Take from the count") for sales, waste and transfers out. Set ("Overwrite the count") for a physical count.

Amount / New Quantity

A whole number. For Increase and Decrease it must be greater than zero; for Set, zero is allowed. Decimals and negatives are rejected ("Enter a whole number.").

Note

Optional, up to 300 characters, "shown in the audit trail". There are no reason codes; the note is where you say why.

Press Apply Adjustment. The quantity and the trail entry are written together, so the trail can never disagree with the count.

The Inventory list

Open Inventory in the navigation. One row per record, most recently adjusted first, 25 to a page. Type in Search by product, SKU or location to filter: every word you type must match part of the product's name or SKU or part of the location's name, in any case. There is no create button here: records are created from the product page.

Lists show 25 rows a page. Under the list, "Page 1 of 4 · 92 records" with Previous and Next turns the pages; a list that fits on one page shows only the count. Typing in the search box starts again from the first page.

Empty state: "Nothing is tracked yet. Enable inventory tracking on a product to create the first record."

A stock record

The record page shows the product, its place, "Last Adjusted", and the quantity under In stock. The action bar offers Open product and, with the permission, Apply Adjustment. Below the adjust form, the Audit Trail card lists "Every quantity change, newest first — adjustments are never edited or deleted": a badge for Increase, Decrease or Set, the signed change (+5, −2), before → after, who made it and when, and the note in quotes. A person who has since been removed shows as "Unknown User".

Common tasks