Stock levels and counts

Products is the catalogue (name, price, barcode, category). Stock is the inventory hub — on-hand levels, valuation, activity, and adjustments. Keep both: the two lists look similar because they share items, but Stock is where you work quantities and cost after the item exists.

The Stock screen opens with a snapshot — how many active items you carry, inventory at cost, value at sell price, and how many lines are low or out. Search by name, SKU, barcode or category, and filter All / Out / Low / Healthy. Click a row to open that item’s ledger. Sales reduce quantities automatically. A new product can take an opening quantity on the Products form. Supplier deliveries belong on Purchases.

Stock adjustment

Open Stock adjustment from the Stock screen. It works like a purchase document:

1. Header — date, notes, and type (Qty adjustment or Cost adjustment).
2. Item grid — find items by name / SKU / barcode, or Add from category (category plus children), or Import Excel (columns: SKU or barcode, qty, cost).
3. Post — posts stock moves on that date and rebuilds average cost for every line, the same way a purchase edit does. Save draft keeps the document without moving stock.

Cost adjustment — first event of that day; revalues previous-day closing qty with two Adjust (Cost) entries. Editing an earlier purchase or qty adjustment queues a background refresh of later cost adjustments (debounced, one document at a time, skips unchanged docs) so the till does not freeze on large ledgers.
Qty adjustment — one dated Adjust (Qty) move, using average cost as of that day.

Editing a posted adjustment clears its old moves, re-posts on the header date, and rebuilds average cost again — same pattern as purchasing.

Stock activity

Activity opens the ledger for one item. Dates default to the last 7 days. Moves are newest first. Purchase/opening rows are tinted green and sales (including voids / returns) red. Price, margin, markup, and profit appear only on sales. Average cost ↑ / ↓ marks when the running average moved.

Movement reasons

• Opening — first add / import.
• Purchase — supplier receipt.
• Count / Adjust — stock adjustment documents and counts.
• Sale / voids / supplier returns — till and purchase returns.

Receiving a delivery

Use Purchases for a multi-line supplier bill. A qty adjustment is fine for one-off corrections without paperwork.

Running a stock count

1. Count the shelf.
2. Compare with Stock.
3. Open Stock adjustment → Qty adjustment, enter the difference for each line (or import Excel).
4. Post — average cost rebuilds from the dated moves.

Stock valuation

Reports has a stock valuation print. It uses each product’s average cost, so keep costs honest on purchases and cost adjustments.