Inventory & Warehouse Management

Overview

The inventory module provides multi-warehouse stock management with real-time tracking. It is part of the Business plan.

Open it from eCommerce → ERP → Inventory. The module is organized into tabs: Stock Levels, Movements, Warehouses, Stocktake and Valuation. The header shows at-a-glance totals — total products, total units in stock, active warehouses, and how many items are low or out of stock.

Warehouses

Creating a warehouse

1. Go to ERP → Inventory → Warehouses.
2. Click + New Warehouse.
3. Enter a name and a short code (for example, MAIN), plus optional address, city and country.
4. Choose whether it is Active and whether it is the Default Warehouse.

Default and active warehouses

Warehouses don't have fixed "types" — instead:

• Default warehouse — one warehouse is marked as the default, used when no specific location is chosen. You can change which warehouse is the default at any time with Set Default.
• Active / Inactive — a warehouse can be deactivated to hide it from day-to-day use while keeping all its stock data; this is reversible with Reactivate. A warehouse can only be permanently deleted once it holds zero stock, and only after you type its code to confirm.

Each warehouse card shows its own stock summary: items, total quantity, low stock and out of stock.

Stock levels

The Stock Levels tab lists your stock per product, per warehouse. You can:

• Switch between All Warehouses or a single warehouse.
• Search by product name or SKU, and filter by Low Stock or Out of Stock.
• See each item's quantity, its low-stock threshold, a visual stock-level bar, and its bin location.

Adjusting stock

To correct stock manually (for example after damage, loss or a recount), use the Stock Levels tab:

1. Click Adjust Stock (or the edit icon on a product row).
2. Choose the warehouse and product.
3. Enter the quantity change (positive to add, negative to remove) and a reason.
4. Save.

Transferring stock between warehouses

1. On the Stock Levels tab, click Transfer Stock.
2. Choose the source and destination warehouses (they must be different).
3. Search for the product and enter the quantity, plus an optional note.
4. Click Transfer — the stock is moved between the two warehouses immediately.

Automatic stock updates

Stock is updated automatically when:

• An order is placed — stock decreases.
• An order is cancelled — stock is restored.
• A purchase order is received — stock increases.
• A stock transfer is made between warehouses.

Every one of these changes is recorded in the movement history (see below), so nothing changes stock silently.

Stock movements

The Movements tab is the full history of everything that has changed your stock — the audit trail for the warehouse. Every automatic update and every manual change is written here as a single line, so you can always answer "why is this number what it is?".

Each row shows:

• Date — when the change happened.
• Product — the product (and variant, if any).
• Type — what kind of change it was (see the list below).
• Warehouse — where it happened.
• Change — how many units were added (+) or removed (−).
• Before / After — the quantity immediately before and after the change.
• Note — a short reason or reference.

Movement types

• Sale — units sold on an order.
• Return — units added back, for example from a returned order.
• Restock — units received into stock, such as a received purchase order.
• Adjustment — a manual correction made with Adjust Stock.
• Transfer In / Transfer Out — units moved between warehouses.
• Stocktake — a correction applied by a physical count (see below).
• Manual — another manual change.

Reading and filtering the history

Use the filters at the top of the tab to narrow the list:

• Warehouse — a single warehouse or all of them.
• Type — one movement type (for example, only Adjustment or only Sale).
• Date range — a from and to date.
• Search — a product name or a word from the note.

The history is read-only — you don't edit movements directly. To change stock, use Adjust Stock, Transfer Stock or a Stocktake, and the movement is recorded for you.

Stocktake (physical count)

A stocktake lets you count what is physically on the shelves and reconcile the system to match. Use it periodically, or whenever you suspect the recorded numbers have drifted.

To run a stocktake:

1. Go to ERP → Inventory → Stocktake.
2. Choose the warehouse you are counting.
3. Optionally search to jump to specific products. Each row shows the product, its SKU and its current System Qty.
4. In the Counted Qty column, type the quantity you actually counted for each item. The Diff column immediately shows the difference (green if you counted more than the system, red if you counted less).
5. Leave the Counted Qty blank for any item you did not count — it stays untouched.
6. Click Submit Stocktake. You'll be asked to confirm, then the system reconciles each counted item to the number you entered.

After you submit, a summary tells you how many items were adjusted. For every item where your count differed from the system, the difference is applied and recorded in the Movements history as a Stocktake entry (with the system value, your count and the difference in the note). Items where your count matched the system are left unchanged.

note

Submitting a stocktake requires an account with write access to Inventory. Users with view-only access can open the tab and count, but not apply the changes.

Scanning barcodes

To speed up counting, you can scan products with a barcode instead of finding each row by hand. On the Stocktake tab, click the Scan button (camera icon) to open the scanner.

• Point your device camera at a product's barcode. On a match, the item is found, its Counted Qty goes up by one, and you get a short beep and a green highlight on the row.
• If the item isn't already on screen, scanning adds it to the list so you can keep counting.
• If a barcode isn't recognised, you'll see a brief "not found" message — check that the product has a barcode saved (see below).
• Can't use the camera? A manual entry box in the scanner lets you type or use a handheld scanner to enter the code instead.

Before you scan, make sure your products carry a barcode: open a product in eCommerce → Products, and fill in the EAN (Barcode) field. Scanning matches against that value, so products without a saved barcode won't be found by the camera.

tip

Barcode scanning works best on a phone or tablet with a rear camera. Because it uses the device camera, your store's admin must be opened over a secure (https://) connection and you'll be asked to allow camera access the first time.

Low stock

Each product has a low-stock threshold. Items at or below that threshold are flagged as Low Stock, and items at zero are flagged as Out of Stock, both in the Stock Levels list and in the totals at the top of the Inventory dashboard, so you can spot what needs reordering.

Stock valuation

Coming soon

Stock valuation (using the weighted-average cost method) is planned for a future update. It will add cost tracking, valuation reports and cost-of-goods-sold (COGS) calculations. The Valuation tab is visible now as a placeholder for this upcoming feature.