Inventory Page

The Inventory page has four tabs: Inventories, Categories, Attributes and Suppliers. Each tab opens only if you have a permission for it (for example View item for Inventories), and the tab you are on is kept in the page link, so a reload or a bookmark lands on the same tab.

Inventories

The summary cards at the top show:

• Total Valuation: what your stock on hand cost, across all stock.
• Low Stock: how many items are at or below their low stock alert at one or more locations. Show in table filters the table to just those items.
• Aging Inventory: the value of stock that has sat in its batch for 90 days or more, with the units, the number of batches and the oldest batch's age.
• Category Breakdown: how your stock is spread across categories.

Below them, the table lists every item with its category, attributes, selling price, average cost and quantity. Items with variants expand to show each variant. Click a quantity to see how it splits across locations.

Finding items

• Filter items searches by name.
• Category, Attributes, Price, Average Cost and Quantity narrow the table down.
• Location Stock lists only items that currently have stock at the locations you pick.
• Low stock only shows items at or below their alert.
• Reset All clears every filter.

Adding items

Add Item creates either a Simple Item (one product with one price) or a Variant Item (one product sold in several versions, such as sizes or colours, built from your attributes). You can also set up units and packaging, such as packs and cases, and a low stock alert.

Item actions

Open an item's menu for:

• Edit Item (or Edit Variant / Add Variant for variant items).
• Add Batch to record new stock.
• View Batches to see every batch of the item.
• Print Barcode to print a chosen number of barcode labels.
• Delete Item.

Batches

Stock comes in through batches. Each batch records the item, the supplier, the location, the quantity and what it cost. Add Batch can also record the purchase on credit with a payment due date, so it shows up under the supplier's outstanding balance, and can carry a note that is either shared or private.

The batch table shows, per batch, the quantity bought, how much was sold, damaged and written off, what remains, the unit and total cost, and anything still owed to the supplier.

A batch's menu has:

• Edit Batch to correct a purchase. Changing the quantity or cost corrects what was bought, so it also corrects the money paid for it. Don't use it for lost stock; write the stock off instead.
• Write Off Stock for stock that is damaged, expired, lost, missing after a stock count, or gone for another reason. Pick a reason and add a note. The cost is recorded as a write-off expense without touching your cash balance, and the batch's Written Off count goes up. This needs the Write off batch permission.
• Write-off History to see past write-offs and reverse one made by mistake, which puts the units back.
• Delete Batch.

You can follow everything that happened to one item, batch by batch, in the Stock Trace report.

Low stock alerts

An item is low when its stock at a location is at or below its alert. Alerts can be set, from most to least specific, on a variant at a location, an item at a location, a variant, an item, a location's default, and the business-wide default in Settings. Choose Never alert to switch an item off. To set the same alert on many items at once, tick them in the table and choose Set low stock alert.

Administrators can also turn on a daily low stock summary and an alert when stock drops below its level, by email and, for businesses in Sri Lanka, SMS. Both are off by default.

Categories, Attributes and Suppliers

• Categories group your items, for filtering and for the category reports.
• Attributes are the options variant items are built from, such as Size or Colour.
• Suppliers are who you buy from. The supplier tab also shows Outstanding Payments: every batch bought on credit that hasn't been paid, sorted by due date. Settle records a payment against one.