Stock management

Keep stock accurate and easy to audit with tracked updates and clear history. Learn how automatic stock tracking works and when to make manual adjustments.

This guide covers:

How Stock Tracking Works

Tracking on

When Track stock quantity is on, totals update automatically: adding a product to an invoice reduces stock, editing the line updates the amount, and voiding or deleting the invoice restores it. You can also use Actions to add or remove stock to keep levels current.

Products list showing quantity in stock number when tracking is enabled.

Tracking off

When tracking is off, history still records events but totals do not change. The product shows Unlimited instead of a number, and manual add stock and remove stock actions are unavailable.

With tracking off, products show Unlimited instead of a stock quantity.

If you need to turn tracking back on for a product:

From Actions, choose Edit product and switch Track stock quantity to On. The quantity resets to 0. Set the current level with Actions, select Add stock so totals reflect what you have on hand.

Automatic Adjustments

Note:

The actions below are recorded in Stock Adjustment History. With tracking on, Quantity in stock updates automatically.

These updates happen automatically for you:

  • Adding a product to an invoice reduces stock.

  • Voiding or deleting the invoice restores stock.

  • Editing the quantity on an invoice line adjusts stock accordingly.

Manual Adjustments

Note:

You can only add or remove stock when Track stock quantity is enabled.

Add Stock

Increase a product’s stock level.

  1. Go to the Catalogue and select the Products tab.

  1. Find the product and click Actions, select Add stock.

  1. Enter Quantity, Cost price, and select a Reason.

    1. (optional) Save price for next time: Tick to set this as the product's new default cost price. Leave unticked to apply it only to this adjustment.

  1. Click Save, The product's quantity updates immediately (shown below), and the change appears in Stock Adjustment History.

Common reasons: New stock, Return, Adjustment, Other (add a comment).

Remove Stock

Decrease a product’s stock level.

  1. Go to the Catalogue and select the Products tab.

  2. Click Actions, select Remove stock.

  1. Enter Quantity to remove and select a Reason.

  1. Click Save. The product’s quantity in stock updates immediately (shown below), and the change appears in Stock Adjustment History.

Common reasons: Internal use, Damaged, Expired, Adjustment, Lost, Other (add a comment).

Adjust stock

If you recount your stock and there is a discrepancy, adjust the difference.

Use Add Stock to increase or Remove Stock to decrease the quantity on hand. In the Reason field, select Adjustment. Example: System shows 50 in stock, you count 48 → Remove Stock, Quantity 2, Reason: Adjustment.

Stock Adjustment History

Use history to audit stocktakes and investigate discrepancies.

A complete log of every change automatic (from invoices) and manual (add or remove). Shows what changed, when, and who made the change.

To access the stock adjustment history for a product:

  1. Go to the Catalogue and select the Products tab.

  1. Open Stock adjustment history from the product’s Actions menu.

The history opens in a side panel showing the product name at the top.

The right side panel lists all changes. Select any entry to see full details.

FAQs

When adding stock, when should I leave “Save cost price for next time” unticked?

Leave it unticked when you don’t want to change the product’s default cost price. For example:

  • A one off supplier promotion or discount.

  • A temporary surcharge such as rush shipping that should not become the baseline.

  • A stocktake correction where you are fixing quantity only, not revising cost.

  • A mixed purchase batch where this lot’s unit cost differs from the usual.

(Unticked means it applies only to this adjustment and is recorded in history. The product’s default cost price remains unchanged.)

What happens when tracking is off?

History still records events, but totals do not change. The product shows Unlimited instead of a number. Manual add or remove actions are unavailable while tracking is off.

What happens if I turn tracking back on later?

Instead of "Unlimited" being displayed as the quantity, the quantity resets to 0. Use Actions, select Add stock to set the current level.

What happens when my stock reaches 0?

You can continue to sell the product. Stock can go below zero, so the quantity shows as a negative number. This helps you see how many units you need to reorder to catch up. Example: If stock is 0 and you sell 3, the quantity becomes −3. Reorder at least 3 to return to 0.

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