Stock Levels

Stock levels show you exactly how much of each product you have, where it is stored, and what condition it is in. This is the central view for monitoring your inventory in real time.

Stock Quantities

Every stock record tracks a specific combination of product (or variant), warehouse, location, lot, and status. A record belongs to a product or to one of its variants, never both: on the form you pick the product, then the variant, which is asked only when the product has variants. For each combination, the system maintains three quantities:

Each product is counted in one unit

A product’s stock is counted in one unit, its stocking unit: the unit its stock is already counted in, else the one marked Stock on the product’s Units tab, else the unit its first receipt was written in. A document that moves the product in another unit is converted automatically before it reaches the stock level: receiving 2 cases of a water counted by the bottle adds 48 bottles, and selling 500 g from stock counted in kilograms takes 0.5 kg. The stock journal records what reached the stock, in the stocking unit, while the document keeps the figure you typed in its own unit (Units of Measure).

When the unit cannot be converted, the document is refused before anything moves. A stock record keeps the unit it was created in: to count the product in another unit, move the stock rather than change the record’s unit.

Stock Statuses

Each stock record has a status that indicates the condition of the items:

Viewing Stock Levels

Go to Inventory → Stock in the sidebar; it opens on the Stock Levels tab. You will see a table with all stock records for your organization, showing the warehouse, the quantity on hand, the reserved and available amounts, the unit of measure, and the status.

Use the search bar to find rows by product name or SKU, warehouse code or name, location code or name, or lot number. The filter button beside it narrows by Status, to one Product or Warehouse, by an On hand, Reserved or Available band — “available below 10” is one Max — and, though neither is a column of the grid, by Active or an Expiry date range (Working with lists).

Stock Lots

A lot (also called a batch) groups items that were received together or share a common production batch. Lot tracking is essential for:

• Traceability — if a quality issue arises, you can trace all items from the same lot.
• Expiry management — lots carry expiry dates, enabling First-Expire-First-Out (FEFO) picking.
• Supplier accountability — each lot records which supplier delivered it and against which purchase order.

Lot Fields

Managing Lots

Go to Inventory → Stock and its Stock Lots tab. From here you can:

• View all lots with their quality status and dates.
• Create lots manually (lots are also created automatically when goods are received from a purchase order — see below).
• Use the filter button beside the search box to view lots by Quality Status (Pending, Under review, Approved, Rejected) or to hide inactive ones.
• Use the quick actions on each lot row to manage quality status:
  • Approve — marks a Pending or Under review lot as having passed quality inspection.
  • Reject — marks a Pending or Under review lot as having failed quality inspection.
  • Send to Review — moves a Pending lot into the Under review state for detailed investigation.
• Edit any lot’s details (dates, supplier, notes) using the Edit action.
• Delete lots that are no longer needed.

Automatic Lot Creation

When a goods receipt is completed (i.e., items from a purchase order are received into a warehouse), the system automatically creates a stock lot for each received line item. These auto-created lots:

• Are numbered after the receipt and the line’s position on it: the first line of receipt GR-2026-000041 lands in lot LOT-GR-2026-000041-01, the second in LOT-GR-2026-000041-02, in the order the receipt lists its lines. A line whose whole quantity was rejected gets no lot but keeps its number, so a lot’s number always points at its line on the receipt.
• Start with an Approved quality status: the goods were inspected when the receipt was counted, only the accepted quantity enters stock, and rejected goods never do.
• Are linked to the supplier and purchase order from the goods receipt.
• Are linked to the stock quantities and stock movements created during receipt.

You can rename a lot afterwards — to the batch number printed on the supplier’s sack, for example. A lot number is used only once in your organization, so a receipt whose lot would take a number another lot was renamed to is refused until you rename that lot.

The Approve and Reject quick actions are for lots still Pending or Under review, such as a lot you create by hand and hold for inspection. Only approved lots should be considered ready for sale or use.

Serial Numbers

For high-value or regulated items, serial number tracking provides individual unit-level traceability. Each serial number represents a single physical item and carries its own lifecycle state.

Serial Number Statuses

Warranty Tracking

Each serial number can optionally record:

• Purchase Date — when the item was originally purchased or received.
• Warranty Expiry — when the manufacturer’s or seller’s warranty ends.

This information is valuable for handling warranty claims and returns.

Managing Serial Numbers

Go to Inventory → Stock and its Serial Numbers tab. You can:

• View all serialized items with their current status and location.
• Use the filter button beside the search box to view serial numbers by Status (In stock, Reserved, Sold, Returned, Defective, Consumed) or to hide inactive ones.
• Search by serial number to quickly locate a specific unit.
• Use the quick actions on each serial number row to manage its lifecycle:
  • Mark as Sold — marks an In stock or Reserved unit as sold. Clears its warehouse location and adjusts stock quantities.
  • Reserve — reserves an In stock unit for an order. Updates stock quantity reservations.
  • Mark as Returned — marks a Sold unit as returned, ready for inspection.
  • Mark as Defective — flags an In stock or Returned unit as defective. Creates an inventory adjustment and removes it from available stock.
  • Return to Stock — returns a Reserved or Returned unit to In stock status, making it available again.

Low Stock Alerts

Low stock alerts notify you when inventory for a product drops below a defined threshold, helping you avoid stockouts and maintain optimal inventory levels.

Alert Configuration

Each alert defines:

Alert Scope

Alerts can be configured at different levels of specificity:

• Product-level — triggers when total stock across all warehouses for a product falls below the threshold.
• Variant-level — triggers for a specific product variant.
• Warehouse-level — triggers when stock in a specific warehouse falls below the threshold.
• Combined — you can set alerts for a specific product in a specific warehouse for the most granular control.

Managing Alerts

Go to Inventory → Setup and its Low Stock Alerts tab. You can:

• Create alerts for any combination of product, variant, and warehouse.
• Enable or disable individual alerts without deleting them.
• Set different thresholds for different products based on their demand patterns and lead times.

Tip: Start by setting alerts for your highest-selling products. A good rule of thumb for the reorder point is: average daily sales x supplier lead time in days + safety stock.