Stock
The Stock page is the single place for day-to-day goods management. It combines the product catalog, the supplier directory, goods receipt entry and live stock levels in one page with four tabs. Open it from the Stock entry in the main navigation sidebar.
Products, Suppliers and Inventory previously lived inside Settings. They now live here so that weekly goods entry and daily stock questions do not require opening the configuration area.
Tabs
| Tab | Purpose |
|---|---|
| Products | The sales catalog: names, prices, barcodes, categories and photos. See Products for field details. |
| Suppliers | The vendor directory with contact details and payment terms. See Suppliers for field details. |
| Stock Receipt | Enter a supplier delivery line by line against an invoice. Saving the receipt increases stock. |
| Stock Status | Live stock levels, movement history, thresholds, waste and stock counts. |
The Products and Suppliers tabs show a count badge. The Stock Status tab shows a warning badge with the number of products at or below their stock threshold.
Stock Receipt
The Stock Receipt tab records a delivery as a single receipt document:
- Select or type the supplier.
- Enter the invoice number and invoice date from the supplier's document.
- Add lines. Each line has a barcode (scan or type), the product, the quantity, the purchase price, an optional discount and the VAT rate. The line total is calculated automatically.
- Review the totals: subtotal, discount, VAT and grand total.
- Click Save.
The currency is fixed to the system currency configured in Settings > Pricing and cannot be changed on the receipt.
New products from the receipt
When a scanned barcode or a typed name does not match an existing product, the line can be added as a new product. The product is created in the catalog when the receipt is saved. A first delivery can build the catalog as it is entered.
Drafts
The receipt in progress is saved as a draft automatically. You can leave the page and return without losing the entry. Discard draft clears the current receipt after a confirmation.
Validation
A receipt cannot be saved without a supplier, an invoice number or at least one line. Every line needs a quantity greater than zero and a purchase price that is not negative.
What saving does
Saving a receipt:
- Stores the receipt with its supplier, invoice number, invoice date, lines and the cashier who entered it.
- Increases the stock level of every product on the receipt by the received quantity.
- Records a purchase movement for each line in the product's movement history.
Receipt history
The Receipt history button opens a list of past receipts showing the invoice number, supplier, date, line count and total. Selecting a receipt shows its individual lines.
Stock Status
The Stock Status tab is the live view of what is on the shelf:
| Column | Meaning |
|---|---|
| Stock | The current quantity on hand. |
| Threshold | The minimum stock level set for the product. Zero means no threshold. |
| Last movement | When the stock last changed. |
| Stock value | The value of the remaining quantity. |
Summary figures above the table show the total stock value, the product count and the number of critical items. A product is critical when its stock is at or below a threshold greater than zero. The Critical only filter narrows the list to those products.
Movement history
Every stock change is recorded. Opening a product's movement history shows the date, the reason, the quantity change, the stock level after the change, the cashier and a reference to the source document. Movement reasons are:
| Reason | Meaning |
|---|---|
| Sale | Stock decreased because the product was sold on an order. |
| Purchase | Stock increased from a saved stock receipt. |
| Adjustment | Stock was corrected manually with Fix stock or a stock count. |
| Waste | Stock decreased due to spoilage, breakage or write-off. |
| Return | Stock increased from a return or an order cancellation. |
Stock actions
| Action | What it does |
|---|---|
| Fix stock | Applies a positive or negative quantity change to correct the level. A preview shows the new stock before saving. |
| Waste | Records a waste quantity that reduces stock, kept separate from corrections in the history. |
| Count | Records a physical count. Enter the counted quantity for a product and the stock is set to that value. |
| Edit threshold | Sets the minimum stock level that flags the product as critical. |
| Add to receipt | Jumps to the Stock Receipt tab with the product pre-filled on a new line, ready to reorder. |
Stock levels can only be changed from this tab. The product editor on the Products tab does not carry a stock field.
Permissions
The Stock page follows the same cashier permission as the product and inventory areas. Cashiers without that permission do not see the page. See Cashier Roles and Permissions for the permission model. The page can also be hidden for everyone from View Settings.