Checking stock levels, low stock and stock value
Where to see your stock at a glance: the Inventory dashboard, low-stock products, the value of your stock and every stock movement for a product.
You do not need to count shelves to know where you stand. The Inventory dashboard, the low-stock filter and each product's ledger together tell you what you have, what is running out and what your stock is worth.
The Inventory dashboard
Click Inventory in the sidebar. At the top are four figures:
- Total Products: how many products are on your list (archived ones are not counted).
- Inventory Valuation: the value of the stock on hand, worked out as quantity × current cost price for every product, added up.
- Low Stock Items: how many products are at or below their reorder level, counted per branch.
- Open Purchase Orders: purchase orders still in Draft or Submitted, waiting to be received.
Below them, Recent Movements lists the last few changes to stock (product, quantity and type), and Top Moving Products (30 Days) shows your best sellers by units sold over the last 30 days.
The figures follow the branch chosen at the top of the page: pick a branch to see just that branch, or All Branches for the whole business (see switching branch). Total Products always counts the whole list.
Low stock
A product is low in a branch when its stock there is at or below that branch's reorder level. To see which products need reordering:
- Open Inventory → Products.
- Tick Low Stock Only. The list shows every product that is low in at least one branch.
- Open a product and look at the Stock Overview tab to see which branch is short: each branch's Current Stock sits next to its Reorder Level.
Reorder levels are set per branch with the Reorder Level column of Import from Excel. A product with no reorder level set counts as low only when it has run out. Then raise a purchase order, or move stock from a branch that has plenty with a transfer.
Stock movements for a product
Every change to stock is recorded, never overwritten. Open a product and choose the Stock Ledger tab to see each movement with its date, branch, type, change and notes. The types you will see are:
- Purchase Received: a purchase order was received.
- Sale: the product was sold at checkout.
- Transfer In and Transfer Out: stock moved between branches.
- Damaged, Expired, Manual Increase, Manual Decrease and Audit Correction: stock adjustments. Opening stock from an Excel import shows as Manual Increase.
The Cost History tab next to it shows what you paid on each received purchase order, so you can see when a supplier put prices up.
Spend with suppliers
Each supplier's page shows Total Purchase Orders, Total Spend and Last Purchase Date, with the orders listed on its Purchase Orders tab. See suppliers.
Owners, managers and receptionists can all see the dashboard, products and ledgers.