Inventory

How stock tracking works

• Stock is tracked only for products (or variants) with Track Inventory turned on. Others show as Not tracked.
• An online order takes stock off automatically as soon as it is placed. So does a sale on the POS, because the POS and your website share one stock count.
• Cancelling an order can put items back. Tick Restock items when you cancel.
• What happens at zero depends on the product's When out of stock setting: stop selling, or keep selling (for pre-orders).

Reading the Inventory page

Search by product title or SKU, and filter by availability to see only low or out-of-stock items. That makes a quick reorder list.

Adjust stock

Click Adjust Stock on any row. There are two ways to change the number:

Every adjustment needs a Reason for Adjustment:

Activity log

Each item has an Activity Log listing every stock movement, including orders, POS sales, cancellations and manual adjustments, with its reason. When a count looks wrong, the log shows what happened.

Stock locations

If you keep stock in more than one place, such as a warehouse and a shop, add each place as a location. Every store has a built-in Main location. You only add the others.

• Orders always sell from the main location. That applies to website orders, POS sales and manual orders. To sell stock that is in the warehouse, transfer it to the main location first.
• The main location's number is everything not recorded at another location: total stock minus the other locations. Adjusting stock on the Inventory page, a sale, a cancellation or a return all change the main location.
• If the main location shows a red negative number, more stock is recorded at your other locations than you have in total. Count the locations again to fix it.

Add a location

Type a name such as Kalimati warehouse and click Add. Each location gets its own column in the stock table, next to Total and Main.

Move stock between locations

1. Click Transfer on the product's row

   This needs at least one location besides the main one.

2. Choose From and To

   The dialog shows how many units are available at the From location. You can't move more than that.

3. Enter the quantity and click Transfer

   The total doesn't change. Only where the stock is changes.

Count a location

Click any number in a location column to enter what you counted there, then click Save count. This sets that location to the counted number and changes the total stock by the difference, so use it for real stocktakes, not for moving stock.

Purchase orders

A purchase order (PO) records stock you've ordered from a supplier. When the goods arrive, receiving the PO adds them to your stock, so you don't need to adjust stock by hand.

Add your suppliers

On the Suppliers tab, enter a name and, if you like, a phone number and email, then click Add. A supplier is optional on a PO, but adding one lets you see who each order came from.

Create a purchase order

1. Click New purchase order

2. Add the products

   For each line, set the quantity and the unit cost you're paying the supplier.

3. Fill in the details

   Supplier, Deliver to (the main location or another one), Expected on, a Note, and any Shipping cost. The total updates as you go.

4. Save or mark as ordered

   Save keeps it as a Draft. Mark as ordered records that you've placed it with the supplier.

Receive the stock

1. Open the purchase order and click Receive stock

2. Enter what actually arrived

   Each line starts with the full quantity still to come. Lower it if only part of the delivery came.

3. Click Receive

   The units are added to the PO's Deliver to location, and each one appears in the item's activity log as a Restock. A partial delivery leaves the PO as Partly received. Receive the rest when it arrives.

The list shows Open POs (draft, ordered or partly received) by default. Switch to Received, Cancelled or All to see the rest.

A simple stock routine

1. Weekly

   Filter to low stock and create a purchase order for what you need.

2. When a delivery arrives

   Receive the purchase order. Without one, use Change Amount with Restock / Shipment.

3. Monthly or quarterly

   Count what's on the shelf and use New Stock Level with Stock Correction for anything that differs. If you use locations, count each one on the Stock locations page instead.