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. For each combination, the system maintains three quantities:
| Quantity | Meaning |
|---|---|
| Quantity | The total physical count of items in this record. |
| Reserved | Items that have been committed to orders or operations but not yet physically moved. |
| Available | Items that are free to be sold, transferred, or used. Always equals Quantity minus Reserved. |
Stock Statuses
Each stock record has a status that indicates the condition of the items:
| Status | What it means |
|---|---|
| Available | Items are in good condition and ready for normal operations (picking, selling, transferring). |
| Quarantine | Items are held for quality inspection or regulatory review. They cannot be picked or sold until released. |
| Damaged | Items that have been identified as damaged. They are excluded from normal operations until a disposition decision is made. |
| Expired | Items that have passed their expiry date. The system tracks expiry dates and flags these records accordingly. |
| Reserved | Items that have been reserved for a specific order or operation. |
Viewing Stock Levels
Go to Stock Levels in the sidebar under Inventory. You will see a table with all stock records for your organization, showing the warehouse, quantity, reserved amount, available amount, unit of measure, and status.
Use the search bar and column filters to narrow down by warehouse, status, or other criteria.
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
| Field | Description |
|---|---|
| Lot Number | A unique identifier for the lot (e.g., LOT-2026-001). |
| Quality Status | The current quality state: Pending (awaiting inspection), Approved (cleared for use), Rejected (failed inspection), or Under Review (being investigated). |
| Received Date | When the lot was received into your warehouse. |
| Manufactured Date | When the items in this lot were produced (if known). |
| Expiry Date | When the items expire. Used for FEFO picking and automatic expiry flagging. |
| Supplier | The business partner who supplied this lot. |
| Purchase Order | The purchase order under which this lot was received. |
Managing Lots
Go to Stock Lots in the sidebar under Inventory. 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 quality status filter tabs at the top to view lots by status (All, Pending, Under Review, Approved, Rejected). Each tab shows a count of lots in that status.
- 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 assigned a lot number based on the receipt number (e.g.,
LOT-GR-2026-0001-abc12345). - Start with a Pending quality status, signalling that they are awaiting quality inspection.
- Are linked to the supplier and purchase order from the goods receipt.
- Are linked to the stock quantities and stock movements created during receipt.
After inspection, use the Approve or Reject quick actions to update the lot’s quality status. 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
| Status | What it means |
|---|---|
| In Stock | The item is physically in your warehouse and available. |
| Sold | The item has been sold and dispatched to a customer. |
| Reserved | The item is committed to an order but not yet dispatched. |
| Returned | The item has been returned by a customer. |
| Defective | The item has been identified as defective. |
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 Serial Numbers in the sidebar under Inventory. You can:
- View all serialized items with their current status and location.
- Use the status filter tabs at the top to view serial numbers by status (All, In Stock, Reserved, Sold, Returned, Defective). Each tab shows a count.
- 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:
| Field | Description |
|---|---|
| Min Quantity | The minimum acceptable stock level. When available stock falls below this, the alert triggers. |
| Reorder Point | The stock level at which you should place a new order. Typically set higher than Min Quantity to account for lead time. |
| Reorder Quantity | The suggested amount to order when the reorder point is reached. |
| Max Quantity | The maximum desired stock level, useful for capacity planning. |
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 Low Stock Alerts in the sidebar under Inventory. 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.