Inventory: items and stock levels

Keep a list of the items you hold, see what is running low, adjust a stock level with a reason, and plan what to reorder.

The item list

1

Open Inventory in the left rail and choose the first row, the one that opens the screen titled Inventory 1.

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1. 1The Inventory screen
2. 2Cards by stock level
3. 3Add item

2

The cards 2 count Total items, Stock value, In stock, Low stock and Approaching low. Click a card to filter the table.

3

Click Add item 3 to create an item, or Inventory alerts to set who is told when stock runs low.

Add an item

The form has four sections: What is it? (name, description, category, and the unit it is Counted in), Where does it live? (where it is kept and the storage location), Stock & reorder point (current or opening stock, the reorder level and shelf life) and Cost & supplier (unit cost and the supplier).

Adjust a stock level

1

Click an item to open it. Its tabs are Overview, Transactions, Cost layers and Activity.

2

Click Adjust stock 1, the main button of the page.

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1. 1Adjust stock
2. 2Overview, Transactions, Cost layers and Activity

3

Choose a Reason 1 and enter the quantity 2. The dialog shows the Current stock and the New stock level.

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1. 1Reason
2. 2Quantity
3. 3New stock level

4

Confirm. The change is recorded in the item's Transactions and Activity tabs.

Low-stock alerts and reordering

1

Open Inventory alerts from the Inventory screen. Add the Recipients 1 who should be emailed, and choose the Alert frequency.

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1. 1Recipients
2. 2Alert frequency
3. 3Adjustment approvals

2

Open Reorder planner 1. It lists the low and approaching-low items with a suggested order quantity.

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1. 1Low and approaching-low items
2. 2Draft purchase orders

3

Tick the items to buy and click Draft purchase orders 2. Review the drafts, then see Purchase orders to send them.

What this does to stock and the ledger

An adjustment changes the quantity you hold and, for most reasons, posts a journal at the item's unit cost. The amount is the quantity times the unit cost. A movement worth nothing posts nothing. An adjustment that is waiting for approval changes neither stock nor the ledger until it is approved.

Where it sits in the chain

Items are the middle of the buying chain: Vendor, then Purchase order, then Goods receipt, which adds the quantity to the item and its value to your stock account. Stock is relieved when it is used or sold, and the Reorder planner turns low stock back into draft purchase orders. See Purchase orders and What posts to your accounts automatically.

FAQ