Skip to main content

Managing Inventory Items

Learn how to create, edit, and manage inventory items to track your stock levels effectively.

Inventory Items List​

The Inventory Items page displays all products you're tracking with their current stock status.

Inventory Items List

Viewing Inventory​

The inventory list shows:

  • Product Name - Name and Id of the item
  • Current Stock - Available quantity
  • Minimum Stock - Reorder threshold
  • Total Value - Current stock quantity
  • Status - Stock level indicator
    • 🟢 In Stock - Above minimum level
    • 🟡 Low Stock - At or near minimum level
    • 🔴 Out of Stock - Zero quantity

Quick Actions​

From the inventory list, you can:

  • View Details - See complete item information
  • Adjust Stock - Add or remove stock
  • Edit Item - Update product details
  • View History - See all transactions

Creating an Inventory Item​

Step 1: Start New Item​

  1. Navigate to Inventory → Items
  2. Click "Create Item" button
  3. The inventory item form opens

Create Inventory Item

Step 2: Enter Basic Information​

Product Selection (Required)​

Select the product from your product catalog. Only products that don't already have inventory items can be selected.

id/Product Code​

  • Automatically filled from product
  • Can be edited if needed
  • Must be unique across inventory

Current Stock Quantity (Required)​

The initial quantity you have in stock:

Examples:
- 100 (100 units)
- 0 (if setting up before receiving stock)

Minimum Stock Level (Required)​

The threshold that triggers low stock alerts:

Examples:
- 10 (reorder when 10 or fewer remain)

Unit of Measure​

Specify how the product is measured:

  • Piece/Unit - Individual items
  • Box/Carton - Packaged quantities

Bin/Rack Number​

Specific storage identifier:

Examples:
- "A-12-03"
- "R15-S02"
- "CS-05-L"

Save the Item​

  1. Review all entered information
  2. Click "Save" button
  3. The new inventory item appears in the list
  4. Initial stock quantity is recorded as a transaction

Editing Inventory Items​

Update Item Details​

  1. Find the item in the inventory list

  2. Click the Edit icon

  3. Modify the fields:

    • Unit cost (affects future calculations)
    • Product details

  4. Click "Save" to apply changes

Stock Quantity

Don't change current stock quantity through edit. Use Stock Adjustments to change quantities - this maintains proper transaction history.

Stock Level Indicators​

Status Colors​

🟢 In Stock (Green)

Current Stock > Minimum Stock
Example: Current: 50, Minimum: 10
Status: Healthy stock level

🟡 Low Stock (Yellow)

Minimum Stock < Current Stock ≤ (Minimum Stock × 1.5)
Example: Current: 12, Minimum: 10
Status: Order soon

🔴 Out of Stock (Red)

Current Stock = 0
Status: Urgent - Cannot fulfill orders
  • Audit requirements
  1. Click "Export" button
  2. Choose format (CSV, Excel)
  3. Download the file

Import Inventory (Future Feature)​

Bulk import capabilities coming soon for:

  • Initial setup with large catalogs
  • Regular stock updates
  • Migration from other systems

Best Practices​

Setting Minimum Stock Levels​

Calculate based on:

  1. Average Daily Sales

    If you sell 5 units/day on average:
    Minimum Stock = 5 × Lead Time Days + Safety Buffer

    Example: 5 × 7 days + 5 buffer = 40 units

  2. Lead Time

    • Time to reorder and receive stock
    • Add buffer for delays

  3. Sales Variability

    • Higher variability = higher minimum
    • Seasonal peaks require adjustment

Maintaining Accurate Costs​

Update unit costs when:

  • ✅ Purchasing at new price
  • ✅ Receiving supplier price updates

Troubleshooting​

Cannot Create Inventory Item​

Problem: Product not available in dropdown

Solutions:

  1. Check if product already has an inventory item
  2. Create the product first in Products module

Incorrect Stock Value​

Problem: Total value seems wrong

Solutions:

  1. Verify unit cost is correct
  2. Check current stock quantity
  3. Review recent transactions
  4. Make stock adjustment if needed

Missing Items in List​

Problem: Cannot find an inventory item

Solutions:

  1. Use search feature
  2. Check if item was deleted
  3. Verify filters are not applied
  4. Refresh the page

Next Steps​

Pro Tip: Review and update your minimum stock levels quarterly based on actual sales patterns to optimize inventory management.