User Guide | Inventory System

Getting started

1

Inventory / Categories and Brands

Set up categories and brands

Group products by type and add the manufacturers you stock. Used for filtering and reports.

2

Inventory / Locations

Create locations

Define your storage areas: warehouse, shelf, stockroom. Create at least one location before adding stock. Every movement records where it came from and where it went.

3

Business / Suppliers

Add suppliers

Add the companies you buy from. Suppliers are linked to purchase orders for tracking and reordering.

4

Inventory / Items / New item

Add items

Enter the item name, category, brand, cost price, and selling price. SKU and barcode are optional. Each item starts at zero stock until a movement is recorded.

5

Inventory / Items / Import

Or import from a spreadsheet

Upload an .xlsx or .csv file with columns for Name, SKU, Quantity, Cost, and Price. Safe to re-run: existing items are updated, not duplicated.

6

Inventory / Stock Movements / New movement

Record opening stock

Select Opening Stock as the type, pick the item, enter the quantity, and choose the location. Repeat for each item to bring the system up to your current stock levels.

Daily use

Purchases / New purchase

Receiving goods from a supplier

Create a purchase order and add the items and quantities ordered. When goods arrive, open the order and mark it as received. Stock is added to the selected location automatically.

Sales / New sale

Processing a sale

Add items by name, barcode scan, or SKU. Enter the quantity and select a payment method. Click Create sale to save, or Create & Print Receipt to save and open the thermal receipt for printing straight away. You can also click Print Receipt on any saved sale to reprint at any time.

Sales / New sale / Payment method: Credit

Recording a credit sale

Select Credit as the payment method when a customer does not pay in full at the time of sale. Enter the amount paid so far (or zero if nothing has been received). The outstanding balance is tracked on the sale. To collect payment later, open the sale in the Sales list and click Record Payment. The balance reduces with each payment recorded.

Operations / Debtors

Viewing outstanding credit balances

The Debtors page shows every customer with an unpaid credit balance. It displays the total amount owed, the number of outstanding credit sales, and the date of the oldest unpaid sale. Use this page to follow up on payments.

Inventory / Transfers / New transfer

Moving stock between locations

Select a source and destination location, add the items and quantities, and save. Stock is reduced at the source and added at the destination. Total stock across all locations stays the same.

Inventory / Stock Takes / New stock take

Running a stock take

Select a location. The system lists all items with their expected quantities. Click Enter Counts to fill in the actual quantities you counted. When finished, click Complete and Apply Adjustments to create Adjustment movements for any differences.

Operations / Returns / New return

Processing a customer return

Open the original sale and click Return Items. The form pre-fills with the sale's items, customer, and location. The Restock toggle controls whether the item goes back into stock. Turn it off for damaged or unsellable goods.

Operations / Expenses / New expense

Recording a business expense

Record any business cost that is not a stock purchase: rent, utilities, salaries, transport, maintenance, and others. Select the category, enter the amount and date, and choose the payment method. Attach a reference number for reconciliation.

Inventory / Items / select items / Print Labels

Printing barcode labels

On the Items list, tick the checkboxes next to the items you want labels for. Click Bulk actions and select Print Labels. Enter how many copies per item. A print-ready page opens with each label showing the item name, SKU, barcode, and selling price.

Reports

Administration / Reports

Generating a report

Select a report type from the dropdown. Date-range reports show From / To date pickers and an optional location filter. Click Generate Report to run the query and display results with a summary row at the top.

Reports / PDF or Excel buttons

Exporting a report

After generating a report, click PDF to download a print-ready PDF or Excel to download a spreadsheet. Both files use the same filters that were active when you clicked Generate Report.

Administration / Audit Log

Viewing the audit log

A read-only record of sensitive actions: price changes, stock adjustments, and voided sales. Each entry shows the event type, affected record, user, and a before-and-after snapshot of the changed values. Cannot be edited or deleted.

Report	What it shows
Stock on Hand	All active items with current quantity, cost price, selling price, and total stock value.
Sales Summary	Completed sales in the date range: customer, payment method, subtotal, discount, tax, total.
Purchase Summary	Purchase orders in the date range: supplier, status, total cost, received date.
Low Stock Alert	Items whose current quantity is at or below their reorder level, with the shortfall amount.
Stock Movement History	Every stock movement in the date range: item, type, quantity, locations, reference, user.
Returns Summary	Customer returns in the date range: linked sale, items returned, restocked vs written off, total refund.

Movement types

Type	Effect	When to use
Opening Stock	+ Add	Initial stock when setting up or migrating from another system.
Purchase	+ Add	Goods received from a supplier.
Sale	- Reduce	Items sold to a customer.
Transfer	Move	Moving stock between locations. Net quantity unchanged.
Return	+/- Either	Customer returning an item (adds) or returning goods to supplier (reduces).
Adjustment	+/- Either	Correcting a discrepancy after a physical stock count.
Damage / Loss	- Reduce	Items broken, missing, or written off.