Control Stock with Items, Inventory Logs, Low Stock and Price Settings

What Changes Stock

Tracked stock should change only for explainable reasons. Train staff to connect every quantity change to a sale, return, purchase, adjustment or correction.

• Sales reduce tracked item stock.
• Returns can increase stock when the item returns to sellable inventory.
• Purchases increase stock received from suppliers.
• Manual adjustments must have owner approval and a reason.
• Service items do not use normal stock quantity.

Choose the Correct Stock Operation

Run a Physical Inventory Count

1. Open Inventory -> Items.
2. Open Tools -> Stock adjustment.
3. Leave Reason as Inventory count. This makes the quantity column read Counted and sets stock to that count.
4. Add a note such as the stock-take date, counter or shelf area.
5. Search by item name, SKU or barcode and select each counted item.
6. Enter the physical Counted quantity and check the calculated Stock After value.
7. Remove any accidentally selected row before submitting.
8. Click Adjust once, then open Inventory Logs and confirm the reason, user and resulting balance.

Record Loss, Damage or Stock Found

• Loss and Damage remove the entered Qty lost, with the result clamped at zero.
• Stock found adds the entered Qty found.
• Custom reason requires a name up to 60 characters and an explicit mode: removes, adds or sets stock.
• The optional note accepts up to 500 characters; include enough detail for a manager to recognize the event.
• Receiving stock is deliberately not an adjustment reason. Record supplier deliveries in Purchases.

Use Bulk Stock Update Carefully

A bulk run cannot be undone in one click. Removing stock never takes an item below zero. Matching untracked items can still have their available quantity changed, but they do not receive a per-item Inventory Log movement.

1. Open Inventory -> Items -> Tools -> Bulk stock update.
2. Choose All items or One category. If using a category, select it explicitly.
3. Choose Add or Remove, then by quantity or by percent.
4. Enter the value and a useful Note / reason.
5. Click Check and review how many stock-tracked items would change.
6. Click Update stock only when the scope and preview are correct.
7. Spot-check Inventory Logs. Each changed tracked item is written as a Bulk Stock movement.

Set Reorder Points

1. Open Inventory -> Items and edit a physical item.
2. Enable Track inventory and enter the opening quantity only during initial setup.
3. Set Reorder point to this item's minimum acceptable quantity, or leave it empty to use the branch Low Stock Notification Range.
4. Save and open Inventory -> Low Stock.
5. The item appears when available quantity is less than or equal to its effective threshold.

Use Inventory Logs

Inventory Logs answer the owner's most common stock question: why did this number change?

• Check logs after test sales, returns and purchase entries.
• Use item name, date and action reason to investigate differences.
• Do not correct stock from memory. Compare physical count, sales, returns, purchases and adjustments.
• Keep stock corrections small and documented.

Price and Margin Review

Price settings and item cost fields help the owner understand margin. Cashiers should not change master prices without approval.