Products and Stock
Products and services make document entry faster; stock tracking adds quantity, cost and movement controls for physical goods.
Create a product or service
- Go to Inventory > Products & Services and select New Product.
- Enter the name, SKU where used, description, selling price, cost price and category.
- Enable stock tracking only for an item whose quantity on hand should change.
- Select Create Product. The item becomes available as a default line on sales and purchasing documents.
How stock changes
| Event | Quantity effect |
|---|---|
| Goods received note accepted | Increases stock by the accepted quantity. |
| Invoice issued | Decreases stock by the invoiced quantity. Issuing is refused where that would take a tracked item below zero. |
| Credit note issued | Restores the credited quantity. |
| Stock adjustment posted | Increases, decreases or establishes stock for the reason recorded. |
Reorder what is running low
Give each product a Reorder Point: it is low when its stock is at or below that number, or at 5 or fewer if you leave it blank. Inventory > Reorder lists everything that is low, grouped by the supplier you last bought it from, with what is already on open purchase orders and the last price you paid.
- Go to Inventory > Reorder.
- Check the suggested quantities. Each one brings stock plus open orders back to twice the reorder point; change any of them.
- Untick anything you do not want to order now.
- Select Create purchase order for the supplier. The purchase order opens filled in as a draft; check it and save.
Record a stock adjustment
- Go to Inventory > Stock Adjustments and select New Stock Adjustment.
- Select the product, adjustment direction or final quantity, date and reason.
- Enter the unit cost when the adjustment establishes value, such as an opening stock take-on.
- Review and save. The stock movement is added to the product's permanent movement history.
See one product's stock activity
Open a product from Inventory > Products. The Stock activity card lists every movement in the period you choose, with the quantity on hand at the start and end of it and the balance after each movement.
- Choose From and To dates. The card opens on this month and the two before it.
- Narrow the list by Movement (sales, customer returns, goods received, returns to suppliers, stock adjustments) or by Customer / supplier if you want to, then select Apply.
- Select Export CSV or Download PDF to take away exactly what is on screen.
- Each movement is dated by its document: the invoice, credit note or adjustment date, or the date the goods were received. An invoice dated last month counts in last month, even if you issued it today.
- A cancellation has no document date of its own, so it is dated the day it was recorded. A period you have already looked at stays as it was.
- Opening and closing are for the whole product. The filters only choose which movements are listed.
- Stock entered when the product was created has no movement behind it. It is counted as already on hand, and the card says how much.
Review stock value
Go to Reports > Inventory Valuation, choose the As at date, and review units, unit cost and value. The report flags negative quantities and missing cost prices and compares stock value with the inventory ledger account.
When quantity or value looks wrong
- Open the product and use Stock activity to trace each movement back to its document.
- Check that accepted GRN quantities and issued invoice quantities are correct.
- Resolve negative stock and products with no cost before relying on inventory valuation or gross profit. A sale can no longer take an item below zero, so a negative quantity is history — an opening balance, an import, or a sale made before that rule applied.