Stock levels and movements

The Stock view shows how much of each item you hold at each location, what it is worth, and every stock movement that got it there. This view posts nothing to your accounts and changes no stock. The buttons on it open the pages that do.

Where: Inventory › Stock (Stock levels and Recent movements). The reorder list is Inventory › Reorder list
Number: None. This view gives out no numbers
Posts to: Nothing
Who: Managers and admins

What it’s for

Check how much of an item you have, and where it is.
See which items are low, in transit, at an archived location, or owed to customers.
Open one item to see its stock across all locations, its average cost and its reorder level.
Read the history of stock movements, newest first, and find the document behind a movement.
Set a reorder level, and turn the items that are low into purchase drafts.

Stock only changes when you post a document. Use these pages for that:

To do this	Go to
Correct a count, or record damaged or found stock	Stock adjustments
Count everything on the shelf and post the differences	Stock counts
Move stock between locations	Stock transfers
Receive goods from a supplier	Purchases
Sell from the back office	Sales invoices
Sell at the till	Selling at the till

Stock value reports, such as the valuation, are covered in Stock and sales reports.

Fields

The Stock page has two tabs, Stock levels and Recent movements. Above the tabs, a line gives the totals: the stock value, how many items are in stock, and how many are to reorder. For example: “AED 260.00 stock value · 2 items in stock · 2 to reorder”. The reorder part appears only when something is low.

Stock value counts every location, including stock in transit and stock at archived locations.
Items in stock counts only items with stock you can sell.
To reorder counts items, not rows.
The totals do not change when you search or filter.

Filters on Stock levels

They apply as you type or choose. Nothing is saved.

Field	What it means	What it changes
Search stock	Part of an item name or SKU. The box says “Search item or SKU”	Lists only matching items
Location	All locations, or one location by code and name	Lists only that location. The list includes archived and in-transit locations
Show	Current stock, Needs reorder, In transit, Archived locations, or All items, including empty. Each choice shows how many rows it would list	Picks the kind of row. Current stock is the default and hides empty rows
Clear filters	Appears once you change a filter	Puts the search, location and Show back to the start

The list shows 10 rows per page. You can choose 10, 25 or 50. The line under the list says, for example, “Showing 1–10 of 23 entries”. The page number is kept in the address, so Back returns you to the same page.

Columns on Stock levels

Column	What it shows
Item	The row number, the item name (it opens Stock details), and the SKU under it
Location	The location code and name
On hand	The quantity with its unit, such as “12 PCS”. If customers are waiting for the item, a second line says, for example, “2 owed”
Value	What the stock at this location is worth in your books, at cost. Locations can have different costs per unit, because a transfer moves stock at the source’s own cost
Status	A badge. See below
Actions	The ⋯ menu of the row

Status badges

Badge	What it means
In stock	You have stock here, and it is above the reorder level (or the item has none)
Reorder	Stock is at or below the reorder level. The line under it says “Level ‹n› ‹unit›”. It says “Out of stock” when nothing is left. The Products list splits this into Low stock (some left) and Out of stock
In transit	Stock sent between locations and not yet received. It says “Not sellable”
Archived location	Stock at a location that is no longer in use. It says “Not sellable”
Owed	Nothing is on the shelf, but customers bought it before it arrived. It says “Waiting for stock”
No stock	Appears only when you choose All items, including empty

An item with a reorder level and no sellable stock anywhere gets one Reorder row, so a sold-out item is not lost. An item with no reorder level is never marked Reorder.

Stock details

Choose an item name to open Stock details. It shows one item across every location. Press Escape to close it.

Field	What it shows
Sellable	Stock at active locations that you can sell
In transit	Stock sent between locations and not yet received
Archived locations	Stock at archived locations
All locations	The three above added together
Owed to customers	Quantity customers are waiting for. Shown only when something is owed
Company average cost	The item’s one average cost for the whole company. The product page calls it Average buying price. See How cost works
Reorder level	The reorder level, or Not set
By location	For each location that has stock or owed stock: the code and name, the quantity, any owed quantity, and the value. “(in transit)” or “(archived)” is added where it applies

Below these are the buttons Adjust stock, Transfer stock and View movements.

Stock owed is stock a customer already bought that has not arrived yet. It is not on the shelf, and you do not count it as stock you hold. See Sales invoices for how it starts.

Columns on Recent movements

This tab lists every stock movement of the company, newest first.

Column	What it shows
Date and document	The row number, the document number, and the date of the movement. An adjustment’s number opens the adjustment
Item	The item name, then the SKU and the location code
Type	What kind of movement it was. See What each movement type means
Quantity	The change, with a sign and the unit, such as “+2 PCS” or “-2 PCS”
Unit cost	The cost of one unit in this movement
Value	The value of this movement. Stock going out has a minus sign
Reason	The reason given. It shows a dash when there is none
Actions	The ⋯ menu. See Buttons

The search box says “Search item, document or reason”. It looks through every movement, not only those on screen. It also finds a SKU.

The page loads the latest movements first. When there are older ones you see “Showing the latest ‹n›. Search or load more to see older ones.” with a Load more button. After you post a stock adjustment, this tab opens with the new rows marked.

The Reorder list

The Reorder list tab shows each item at each location where the stock is at or below its reorder level. A line above the table says, for example, “2 items are at or below their reorder level”.

Field or column	What it means
Search the reorder list	Part of an item name or code. The box says “Search item or code”
Location	All locations, or one location
Item	The item name and its code, with a tick box to choose the row
Location	Where the stock is low
In stock now	What you hold there
Reorder level	The level that applies. “Set for this location” appears when the location has its own level
Suggested order	A badge such as “Order 6 PCS”, and a line saying how the quantity was worked out
Usual supplier	The supplier you usually buy the item from, or a dash

The list shows 50 rows per page. You can choose 25, 50 or 100. Only items with a reorder level above zero are listed. Stock still owed to customers is not counted as stock you hold.

The reorder list checks each location by itself. An item can be listed at a location that has none of it, even when other locations still hold plenty.

Buttons

Nothing on this page touches your accounts. People only see the actions they may use.

Button	When you see it	What happens	Accounts
Adjust stock (top of the page)	Stock levels and Recent movements	Opens the stock adjustment form. See Stock adjustments	No change here
View all stock movements	Top of the page	Opens the Stock movements report in Reports. If you have an entry you have not saved, the app asks before it leaves	No change
Stock levels / Recent movements	Tabs under the title	Switches between the two lists	No change
Clear filters	After you change a filter	Resets the search, location and Show	No change
Item name	Stock levels	Opens Stock details	No change
Adjust stock (row menu or details)	A row with a location that is in use	Opens the adjustment form with that item and location filled in. It is greyed out for an archived location and says “Reactivate this location in Locations first.”	No change here
Transfer stock (row menu or details)	A row with stock	Opens a transfer request with that item and location filled in. If it cannot be used it stays in the menu and says why	No change here
Set reorder level	Row menu, for people who may change products	Opens the reorder level box. See below	No change
View movements	Row menu and details	Opens the Stock movements report for that item and location	No change
Go to transfers	Row menu of an in-transit row	Opens Transfers, where in-transit stock is received	No change
View document	Movement menu, on an adjustment’s movement	Opens the stock adjustment	No change
Print adjustment	Movement menu, on an adjustment’s movement, for people who may print documents	Opens a print preview of the adjustment. Opening the preview records nothing	No change
Load more	Recent movements, when older ones exist	Loads older movements	No change
Try again	When a list or Inventory could not load	Loads it again	No change

Transfer stock gives these reasons when it cannot be used: “There is no stock here to transfer.”, “Add a second location to transfer stock.” and, in Stock details, “There is no sellable stock to transfer.”

Buttons on the Reorder list

Button	When you see it	What happens	Accounts
Create purchase draft	For people who may save purchase drafts. Greyed out until you tick a row	Saves purchase drafts for the ticked rows. The label shows how many rows, such as Create purchase draft (2)	Saves a draft only
Select this page	Reorder list	Ticks every row on the page. Your ticks stay when you change pages	No change
Clear selection	After you tick a row	Removes all ticks	No change
Open Purchases	Reorder list	Opens Purchases, where the drafts wait	No change
Print	When the list has rows	Opens a print preview of the whole list, not only the page on screen	No change
Download CSV	When the list has rows	Downloads the whole list as a file named reorder-list.csv	No change
Set level for this location	Row menu, for people who may change products	Opens the reorder level box for that item and location	No change

The print and the file follow the location and search you chose. They carry every row, with a column saying how each quantity was worked out. The print says who printed it and when.

The reorder level box

Set reorder level and Set level for this location open a box for one item at one location. It starts: “The item’s own reorder level is ‹n› ‹unit›; every location without a level of its own uses it.”

Field	What it means	What it changes
Reorder level at ‹code› (‹unit›)	The level for this location. Empty means the location uses the item’s own level	The location counts as low when stock is at or below it
Order up to (‹unit›)	The most you want to hold here. Empty means the list adds about a month of sales	The suggested order on the reorder list

Leave both empty to go back to the item’s own level. Choose Save levels, or Cancel. When it saves, a message says “Levels for ‹item› at ‹code› saved.” A level changes no stock and no money.

The item’s own reorder level is set in Products.

What gets posted

Nothing. Looking, searching, filtering and opening details change no accounts and no stock. A reorder level changes no stock and no money. A purchase draft is only a saved purchase form: nothing is bought, no stock arrives and no bill is posted until someone posts it on the Purchases page.

What you see here is the result of documents posted elsewhere.

What each movement type means

Every posted document that changes stock writes one movement per item and location. Quantity is positive when stock comes in and negative when it goes out.

Type	What it means	Where it comes from
Opening stock	The stock you started with	Stock adjustments, in the Opening stock mode, or the product form (admins)
Adjustment	A correction, damaged or found stock, or the difference from a stock count	Stock adjustments and Stock counts. A count posts its differences as one adjustment
Purchase	Stock received on a purchase bill	Purchases
Goods receipt	Stock received before the supplier’s bill	Goods receipts
Goods receipt reversed	A goods receipt that was cancelled	Goods receipts
Purchase return	Stock sent back to a supplier	Purchase returns
Purchase return reversed	A supplier return that was cancelled	Purchase returns
Sale	Stock sold on an invoice, a till bill, a delivery or a bundle	Sales invoices, Selling at the till
Sale return	Stock a customer brought back and you put back on the shelf	Credit notes, Returns at the till
Sale return reversed	A sale return that was cancelled	The same pages
Transfer out	Stock leaving a location	Stock transfers
Transfer in	Stock arriving at a location	Stock transfers
Stock owed	Stock sold before it arrived. The app adds the missing units at an estimated cost, and the sale then takes them out	Sales invoices
Owed stock covered	Goods arrived, and the owed stock was met	A purchase, goods receipt, transfer or adjustment that brings the stock in
Owed stock cancelled	The sale was cancelled or reduced, so what was owed is dropped	The sale’s own page
Stock document reversed	A stock document was cancelled or corrected, and its stock was undone	Stock adjustments

A purchase price correction shows as an Adjustment with a quantity of 0 and a value. It is dated the day it was saved.

How the reorder list suggests a quantity

The app picks one rule for each row and says which one it used. A quantity is rounded up to the smallest amount the item’s unit allows, and is never below that amount.

A stock-up-to level is set for the item here. Order up to that level.
Otherwise, there were sales in the last 90 days. Order up to the reorder level plus about a month of sales. A month of sales is the quantity sold at this location in the last 90 days, less any returns, divided by 3.
Otherwise. Order up to the reorder level.

The suggested order is the target, less what you hold now.

Example. An item has a reorder level of 7 pieces and you hold 6. You sold 4 in the last 90 days, which is 1.33 a month. The target is 7 + 1.33 = 8.33. Less the 6 you hold is 2.33, rounded up to whole pieces: Order 3 PCS. The line beside it shows the month of sales rounded up, “(2 PCS)”.

With a stock-up-to level of 20 for this location, the rule changes to the first one: 20 − 6 = Order 14 PCS.

An item with no sales, a reorder level of 2 and nothing on the shelf gives Order 2 PCS.

What creating purchase drafts does

Create purchase draft makes one draft for each supplier and location among the rows you ticked. Rows with no usual supplier go into a draft with no supplier, to choose on the Purchases page. Each line has the suggested quantity and no cost. The buyer enters the costs and the supplier’s invoice number, checks it, and posts it. A draft holds at most 50 lines, so a bigger group is split into more drafts.

When it works, a message says, for example, “Saved 2 purchase drafts: Gulf Foods, Shop floor; Gulf Foods, Back room. Nothing was bought or posted. Open Purchases to enter the costs and post.” Find them in Saved drafts (n) on Purchases.

Where it shows up

Place	What this page shares with it
Dashboard and Inventory valuation report	The same rule for “low stock”: stock at or below a reorder level that is above zero. A location’s own level counts
Stock movements report	View all stock movements and View movements open it. It can filter by supplier, item, location and type. See Stock and sales reports
Selling	Only stock at active locations, not in transit, is sellable
Purchases	Drafts made from the reorder list wait in Saved drafts (n)
Stock adjustments, stock counts, transfers	Every figure here changes when they post

What the app blocks

Looking at stock is never refused. These messages come from the reorder level box and the reorder list.

Situation	What you see
Inventory could not load	Inventory could not be loaded. and Try again
The stock list could not load	The stock list could not be loaded. and Try again
The reorder list could not load	The reorder list could not be loaded. and Try again
Nothing matches on Stock levels	No stock matches these filters. and Try a different search, location or view., with Clear filters
No stock items at all	No stock items yet. and Add a stock item in Products, then use Adjust stock to record what you have.
No movement matches your search	No movements match this search.
No movements yet	No stock movements yet.
Older movements could not be searched	Older movements could not be searched. Try again.
Nothing is low	Nothing needs reordering and Set a reorder level on an item in Products, and it appears here when its stock falls to that level.
The reorder list has no match	No items match and Try a different search or location.
Print or CSV could not be made	List not made with the reason, or The list could not be read.
A level is not a valid quantity	Enter a non-negative quantity with no more than 6 decimal places.
A level has more decimals than the unit allows	‹unit› accepts whole quantities only. or ‹unit› accepts quantities with up to ‹n› decimal places.
Order up to is zero	The stock-up-to level must be above zero, or empty.
Order up to is below the reorder level	The stock-up-to level cannot be below the reorder level.
Order up to alone is below the item’s own level	The stock-up-to level cannot be below the reorder level of the item (‹n›).
The item is not found	This stock item is not available in the current company.
The levels could not load	The levels could not be loaded.
The levels could not be saved	The levels could not be saved. Nothing was changed.
A purchase draft could not be saved	A purchase draft could not be saved. or the reason the app gives. It adds Already saved: ‹drafts›. or No draft was saved.. The title is “Draft not saved”

A field message appears beside its field, and the box stays open so you can fix it.

Who can do it

Action	Admin	Manager	Cashier
See Stock levels, Recent movements, Stock details and the Reorder list	Yes	Yes	No
Search, filter, print and download the reorder list	Yes	Yes	No
Set a reorder level	Yes	Yes	No
Create purchase drafts from the reorder list	Yes	Yes	No
Enter opening stock	Yes	No	No

Anyone who may open this screen sees stock value and average cost on it. Hiding product costs from a role does not hide them here.

The buttons Adjust stock and Transfer stock open the pages that post. Those pages check your rights again. These are the standard roles. Your administrator can give a custom role each action separately in Settings › Users & access.

Fixing a mistake

The quantity on the shelf is not what the screen says. Use Stock adjustments for one item, or Stock counts for many. Do not change the figure here: this page cannot change it.
Stock is at the wrong location. Move it with Stock transfers.
A movement came from a wrong purchase, sale or return. Correct that document on its own page. See Purchases, Sales invoices and Selling at the till. The movement list then shows the correction.
A reorder level is wrong. Open the row menu, choose Set reorder level, and change it. Leave both fields empty to go back to the item’s own level.
You made purchase drafts by mistake. Nothing was bought. Open Saved drafts (n) on Purchases and delete the draft.
An item is missing from the list. Choose All items, including empty in Show, and clear the search. Archived items with no stock are not listed.