Required role: Owner or Admin to add items and change stock. Members and requesters can view stock levels.
Add an inventory item
1
Go to Inventory
In the left sidebar, click Inventory.
2
Start a new item
On the Items tab, click Add New, then Add Item.
3
Enter the item details
Under Item details, enter a Name and, optionally, a Category, Description, and images. Under Additional details, add a SKU, Barcode, and Item type.
4
Set pricing
Under Pricing, choose the Unit of measure and enter a Unit cost. Turn on Available for sale to sell the item in the Point of Sale and storefront, then enter a Price. If your organization uses accounting codes, pick a Default purchase account to fill in the account on purchase lines for this item. You can also set one on an inventory category, for every item in it.
5
Add variants (optional)
In the Variants section, add a variant for each size, colour, or other version. Once an item has variants, price and stock are set per variant, and supply requests, purchase requests, and purchase orders need a variant on each line for the item.
6
Set stock tracking
Under Inventory, keep Track quantity on to deduct stock as it’s used or sold. For an item without variants, enter the starting stock for each location under Quantity by location. Set a Default minimum (all locations) and, optionally, a Max stock.
7
Save
Click Save item.
You can’t delete a variant that still has stock or reserved stock, or that’s on an open supply request, purchase request, purchase order, or transfer. The message says what’s holding it, such as “Size M can’t be deleted yet: 12 in stock, 1 open supply request.”
Set minimum levels by location
A location is low on stock when its quantity is at or below its minimum. The item’s default minimum applies everywhere unless you override it for a location.1
Open the item
On the Items tab, click the item.
2
Open minimums
On the Stock Levels card, click Minimums.
3
Enter overrides
Enter a minimum for each location you want to override. Leave a field blank to use the item’s default. For items with variants, you set minimums per variant and location.
4
Save
Click Save minimums.
Adjust stock
1
Open the adjustment
On the Items tab, open the row’s actions menu and click Adjust Stock. Or open the item and click Adjust on the Stock Levels card. For an item with variants, click Adjust on the variant.
2
Choose the type
Choose Add Stock or Remove Stock.
3
Enter the details
Select the Location, enter the Quantity, and pick a Reason, such as Stock received, Inventory recount, Damaged/expired, or Lost/missing. Add Notes if needed.
4
Save
Click Add Stock or Remove Stock. The change appears in the inventory logs.
If your organization requires adjustment approval, the button reads Submit for Approval. Stock only changes once an approver accepts the adjustment. See Inventory logs and adjustments.
Transfer stock between locations
1
Open the transfer
In the row’s actions menu, click Transfer. Or open the item and click Transfer on the Stock Levels card.
2
Enter the details
Select the From Location and To Location, enter the Quantity, and add Notes if needed.
3
Confirm
Click Transfer Stock. If transfers need confirmation, the button reads Request Transfer.
View an item’s history
Open an item to see its Total Stock, any Reserved and Available quantities, and its stock By Location. Below, the Transactions tab lists every stock movement, Reservations shows stock held for supply requests, transfers, and online orders, and Pending Adjustments shows adjustments waiting for approval.Next steps
Inventory logs and adjustments
Review every stock movement across your organization.
Submit a supply request
Learn how staff request items from stock.