Inventory — stock, reordering and receiving

Where it is

1. Home
2. Inventory

Who can open it

Administrators onlyAn employee account cannot open this screen at all.

Tabs

• Stock
• Reorder
• Materials
• Offers
• Movement Log

What it writes

• Stock quantities at a branch or warehouse
• Average cost per item, recalculated as goods are received
• A received, fully paid supply order and a supplier-linked expense — when you receive against a known supplier
• A plain cash purchase with a source and invoice note — when you bought it retail
• Reorder limits per item

The three stock numbers, and why there are three

This is the part of the screen worth reading once carefully. Every row shows three different quantities and they answer different questions:

Stock

1234

Filter by Location (or All Locations), by Stock status — Out Low Good — and sort low-to-high to put the problems at the top.

Per row: Distribution (how it is spread across locations), History, Set Limit, Move stock and Add stock.

Reorder

Everything below its limit, with the urgency, what it blocks if you run out, what is already on order, and a suggested quantity.

Filter by urgency and by kind — Everything Products Materials. Select rows and use Order these or Export selected; the whole list exports with Export reorder list.

A clean list says so: Nothing needs reordering — every product and material is above its limit.

Bringing goods in

One dialog covers product variants, compound materials and bulk materials, across several locations, in a single save. Its first question is the important one.

1. Say what you are doing

   What are you doing?

   Choice	What it means
   Ordering it	The goods are still coming. Nothing is paid now — it creates a supply order to receive later
   Already bought it	The goods are here and paid for. Stock goes up now

   Getting this right is what keeps Suppliers & Workshops honest — an order that has not arrived should not be stock, and stock that arrived should not still be on order.

2. Say where it came from

   Buying all of this from one place? sets every line at once, and any line can be changed afterwards.

   Source	What is written
   A known supplier	A received, fully paid supply order plus a supplier-linked expense — so the supplier’s history and balance are right
   A retail or cash purchase	A plain cash purchase carrying the Shop / source name and the invoice number. No supplier balance moves

   The dialog explains the second one itself: For the lines with no supplier chosen — no supplier balance is affected.

3. Fill in the lines

   Per line: the item, Qty, Unit Cost, Goes to (which branch or warehouse) and the line total.

   Then Payment source — which safe the money comes out of — Date / expected arrival, Invoice # (optional) and Notes.

4. Save

   Create orders.

   Refusals are specific: A cost cannot be negative. · Choose where each line goes. · Choose where the money is paid from.

Materials, Offers and the Movement Log

The Movement Log is where you answer “where did those twelve go?” — every sale, return, count adjustment, approved loss, transfer and receipt, in order.