Inventory

What it is for#

Stock tells you how much of each product you have, what it is worth at cost and what to reorder. Stock moves by itself: it comes in with each purchase receipt and goes out with each sale. This page is for everything else: what breaks or gets lost (adjustments), what you count on the shelf (physical count), lots with their expiry, and goods moving from one branch to another (transfers).

Nothing is edited or deleted: every movement stays in the product's Stock ledger and in the books, and a correction is another movement.

Before you start#

• Your products in the Catalog, with Tracks inventory on (Catalog). Services have no stock.
• The View stock permission to look, and Adjust stock for adjustments, counts and transfers. Creating branches needs Configure the company.
• What you already had at the start comes in with the product import (Load your data) or with an Opening inventory adjustment.

The stock screen#

Stock, in the Inventory group, shows the Inventory value at cost and each product with what is On hand, what is On order (promised in open orders), its Reorder point, Cost, Value and Lots. The views at the top filter All, Below reorder point, Out of stock and Expiring in 30 days; with several branches you pick one or All branches.

The Adjustments and counts tab lists every adjustment and count with its status. A product's full history, movement by movement, is in the Stock ledger on its page.

Adjust stock#

For what breaks, gets lost, expires or the company uses.

1. Open the adjustment

   In Stock, click Adjustment. Choose the Branch (if you have several) and the Reason:

   Reason	When
   Shrinkage	It was lost or evaporated.
   Damage	It broke or cannot be sold.
   Expiry	It is past its date.
   Internal use	The company used it; it goes to expenses.
   Correction	Fix a quantity mistake.
   Opening inventory	What was already there at the start; it comes in at its cost.

2. Add the products

   Click Add product, find it and type the quantity going Out (or coming In, for a correction or an opening inventory). If the product tracks lots, choose the Lot; what comes in can go to a New lot with its code and expiry date. You see the Adjustment value at cost.

   

3. Record it

   Write a Note if needed and click Record adjustment. Stock changes right away and the adjustment stays in the stock ledger and in the books.

Physical count#

To compare what the system says with what is really on the shelf.

1. Start the count

   In Stock, click Physical count. It counts the branch you have filtered, or the main one. The count stays In progress with each product and its stock Per system.

2. Type what you counted

   In Counted, type what there is of each product (or each lot). Search with Search product or lot. Whatever you leave blank stays as is, so you can count just one aisle. You see the Movement and its Value before applying. Click Save to carry on another day.

   

3. Apply it

   Click Apply count: the differences are adjusted with the Physical count reason and the count is Applied. Discard deletes a count you did not apply.

Lots and expiry#

A product with Tracks lots keeps each receipt as a lot, with its supplier, its cost and, if it is Perishable, its expiry date. A pharmacy, a supermarket or a farm supply store start with new products set up this way.

• Where lots come from. Each lot is created when a purchase receipt is confirmed, where you type its code and expiry (Purchasing and expenses), or with an adjustment that comes in to a New lot.
• The selling order (FEFO). When you sell, the lot expiring first goes out first; lots without expiry go last; among equals, the one received first. Each ticket line says Lot: FEFO; click it to choose another lot, the one in your hand.
• An expired lot is not sold, neither by FEFO nor by choosing it. Take it out with an Expiry adjustment.
• What expires soon. The Expiring in 30 days view of Stock, and the Lots table on the product's page, with its Expiry, Supplier, Cost and what is left On hand.
• Returns go back to the lot they came from, at the same cost.

Branches#

Each branch keeps its own stock and cash registers; customers, products and prices belong to the whole company. With a single branch, Pixel One does not ask for it on any screen.

1. Create the branch

   In Branches (Company group), click New branch and type its Name, address and Phone. The name and address are printed on the invoices it sells. Your plan allows up to 3 active branches, the main one included; at the limit the button is disabled and tells you why.

   

2. Give it cash registers and people

   Assign it cash registers (Cash registers) and, on each member, the branches they can use (Invite your team).

3. Send it goods

   With a transfer, below.

Transfers between branches#

1. The transfer

   In Transfers, click New transfer. Choose From and To, add the products with their Quantity and, if you want, a Note (who carries it, in which vehicle). On a lot-tracked product, the lot comes as The one that expires first; you can choose another.

   

2. Transfer

   Click Transfer. The goods leave one branch and enter the other at the same time, at cost, and each lot keeps its expiry.

3. Print the delivery note

   On the transfer, Print delivery note prints the list with the Dispatched by and Received by spaces to sign.

   

By country#

Common mistakes#

• "Not enough stock of X..." When selling, the branch does not have what the ticket asks for; the message says whether other branches have it. Send it with a transfer or fix the count.
• "That product is managed by lots: choose the lot, or enter the code of a new lot." In an adjustment, each line of a lot-tracked product names its lot.
• "A new lot of a perishable product needs an expiration date." And it cannot come in already expired.
• "The selected lot is expired; it cannot be sold." Take it out with an Expiry adjustment.
• "A second branch is needed." Transfers need two: create another in Branches.
• "The branch has active cash registers; deactivate or move them first." And the main branch cannot be deactivated.

Next step#

Restock what is missing: Purchasing and expenses.