Stock
Use this page to see how much inventory you have at each outlet and storage location. You can adjust quantities, transfer stock between areas, and view movement history for audit.
Open the screen: Sidebar → Inventory Management → Stock
How stock gets here
Quantities usually increase when you receive purchase orders. Manual Adjust Stock is for corrections, wastage, or other changes not covered by a purchase.
Stock list
What it does
Shows each inventory item at a storage location with current, available, and allocated quantities. Filter by outlet, item type, storage area, or low-stock items.
Step-by-step
- Open Inventory Management → Stock.
- Select Location - pick the outlet you want to check. The list loads for that outlet.
- Optionally enter text in Search Items to find a product by name or code. The list updates as you type. Tap the X in the search box to clear.
- Optionally select Item Type - Ingredient, Finished Product, or Packaging Item.
- Optionally select Storage Location to show one area only.
- Optionally select Stock Status → Low Stock Only to focus on items running low.
- Tap the refresh button (circular arrow) to reload manually.
- Use pagination at the bottom to change page or rows per page.
What the table shows
| Column | Meaning |
|---|---|
| Item | Product name, item code, and type |
| Storage Location | Where the stock is held, and location type |
| Current Stock | Total quantity on hand |
| Available | Quantity free for new orders (green) |
| Allocated | Quantity reserved for active orders (blue) |
| Last Movement | Date and time of the most recent stock change, or Never |
| Status | Stock health badge (see table below) |
| Actions | View - opens movement history |
Status badges
| Badge | Meaning |
|---|---|
| OUT_OF_STOCK | Quantity is zero |
| LOW_STOCK | At or below minimum stock level |
| REORDER | At or below reorder level |
| OVERSTOCK | At or above maximum stock level |
| NORMAL | Within healthy range |
Current vs available
Current Stock is everything on hand. Available is what you can still use - part of the stock may be Allocated to orders already in progress.
Common mistakes / FAQs
- I see “No records”. No stock exists for this outlet and filter combination. Receive a purchase order or use Adjust Stock to add quantity.
- The list is empty after opening the page. Select a Location - stock is always shown per outlet.
- Adjust Stock and Transfer Stock are greyed out. Select a Location first, or ask your administrator for CREATE permission on Stock.
Adjust stock
What it does
Manually increase or decrease quantity at a storage location - for example after a physical count, wastage, or correction.
Step-by-step
- Select the correct Location (outlet) in the filter bar.
- Tap Adjust Stock.
- In the Adjust Stock dialog, confirm Location (outlet).
- Select Storage Location where the change applies.
- Select Item - search or pick from the grouped list. Item stays disabled until you choose a storage location.
- Enter Quantity in the item’s primary unit (the unit label shows on the right of the field).
- Select Adjustment Type - Increase or Decrease.
- Select Reason from the list that matches your adjustment type.
- Optionally enter Notes for extra detail.
- Tap Save. The dialog closes and the table refreshes.
Adjustment reasons
| Adjustment Type | Reason options |
|---|---|
| Increase | Purchase / Stock Received, Physical Count, Correction, Found, Other |
| Decrease | Damage, Wastage, Theft, Expired, Physical Count, Correction, Other |
Use purchase receive when goods arrive from a supplier
If stock came in on a purchase order, prefer Receive on the Purchase screen instead of a manual increase. That keeps the audit trail linked to the order.
Common mistakes / FAQs
- Save stays disabled. Select Location, Storage Location, and Item, and enter a Quantity.
- Wrong unit entered. Check the unit label beside Quantity (for example kg or pcs) - amounts are in the item’s primary stock unit.
- Reason list changed. Reason options depend on Increase vs Decrease. Change the type first, then pick a reason.
Transfer stock
What it does
Moves quantity from one storage location to another at the same outlet - for example from dry store to kitchen prep area.
Step-by-step
- Select the correct Location (outlet) in the filter bar.
- Tap Transfer Stock.
- In the Transfer Stock dialog, confirm Location (outlet).
- Select Item.
- Select From Location - where stock is moving from.
- Select To Location - where stock is moving to.
- Enter Quantity in the item’s primary unit.
- Optionally enter Notes.
- Tap Transfer. The dialog closes and quantities update at both locations.
From and To must be different
Pick two different storage locations. You cannot transfer to the same place.
Common mistakes / FAQs
- Transfer stays disabled. Fill Location, Item, From Location, To Location, and Quantity.
- Transfer failed. You may not have enough available stock at the From Location. Check the stock list or movement history first.
View movement history
What it does
Opens a read-only audit trail for one item at one storage location - current levels, batch details, and every recent stock movement.
Step-by-step
- In the table, tap View on the row you want to inspect.
- Read the header - Item, Storage Location, Current Stock, Available, Allocated.
- Check Reorder Level, Min Stock Level, and Max Stock Level if shown.
- If batches exist, read Batch Information - lot numbers, expiry dates, and quantities per batch.
- Scroll to Recent Movements to see receipts, issues, adjustments, and transfers.
- Filter movements by type (Receipt, Issue, Adjustment, Transfer in, Transfer out) or date range.
- Tap Clear to reset movement filters.
- Tap Close when finished.
Movement types you may see
| Type | Meaning |
|---|---|
| Receipt | Stock received (often from a purchase order) |
| Issue | Stock removed or used |
| Adjustment | Manual increase or decrease |
| Transfer in | Stock arrived from another storage location |
| Transfer out | Stock sent to another storage location |
Each movement shows details
Look for Transaction ID, Reference, Reason, Notes, Unit Cost, Lot Number, and Expiry Date where the system recorded them.
Permissions and plan access
| What you need | Why |
|---|---|
| Stock module permission | See the Stock menu and list |
| READ on Stock | Tap View for movement history |
| CREATE on Stock | Tap Adjust Stock and Transfer Stock |
| Inventory management plan feature | Screen is part of core inventory on your subscription |
View-only users can browse the list and open View, but cannot adjust or transfer.
Typical daily workflow
- Select your outlet under Location.
- Check LOW_STOCK, REORDER, or OUT_OF_STOCK badges.
- Raise or receive purchase orders when you need more stock.
- Use Transfer Stock to move goods between storage areas.
- Use Adjust Stock only for corrections, wastage, or counts - not routine deliveries.
- Open View on a row if a quantity looks wrong and trace recent movements.
Fix wrong quantities carefully
Before adjusting, open View and check Recent Movements. A purchase receive, sale, or prior adjustment may explain the number.