Adding a product (see Add a product) starts your stock count. Suppliers and stock movements keep that count honest as parts come in and go out.
Adding a supplier
- Inventory → Suppliers → Add supplier.
- Required: name. Strongly recommended: contact person, email, phone — used by the one-click reorder.
- Optional: address, GST/tax number (for purchase invoices), payment terms (Net 7 / 15 / 30 / immediate).
Once saved, link products to this supplier on the product form (Inventory → product → Supplier field).
Stock movements
Inventory → Stock movements. Five movement types:
- Received — new stock arriving from a supplier. Increments the product count. Optional: link to a purchase invoice number.
- Sold — created automatically when an invoice is issued. You rarely add these by hand.
- Damaged — write off broken stock. Decrements count. Reason is required (free-text).
- Lost — couldn't find it; assumed gone. Same effect as damaged but tagged differently for reports.
- Adjustment — manual correction (audit found 3 fewer than expected). Decrement or increment. Force-yourself to fill the reason field.
Audit habit: spot-check 5–10 SKUs a week. Reconcile discrepancies as Adjustment, not Lost, until you know what happened. Lost should be reserved for known incidents.
Reorder alerts
When stock for a product hits its reorder level, the dashboard surfaces an alert. From the alert:
- Email supplier — pre-fills an order email with product name, SKU, your usual quantity. You review and send.
- Mark ordered — moves the product into a "pending receipt" state so it disappears from the alert without changing stock yet.
- Receive stock — when the parcel arrives, click here to log a Received movement and clear the alert.
Where this surfaces in reports
- Inventory Reports → Slow-moving — products with no Sold movement in the last X days.
- Inventory Reports → Shrinkage — total cost of Damaged + Lost + negative Adjustments.
- Inventory Reports → Supplier analysis — value purchased per supplier, payment-terms ageing.