Stock
How many jars are left, how much paste you made last week, and what to buy before Friday. Stock counts things, never money — see What stock does not do, below.
It Is Off Until You Turn It On
Most businesses here sell their time and hold nothing, so stock is a module rather than a default. Until you switch it on there is no Stock tab on your products, nothing is recorded, and every sale and purchase behaves exactly as it did before.
To turn it on, open Customize in the sidebar under Management and switch Stock on. A Stock tab then appears on your Products page, beside the catalogue — what you hold is a fact about a product, so that is where it lives rather than as another entry in the sidebar. Nothing is counted until you say what to count.
Switching it off again closes out whatever is on the shelves, so a balance is never left behind from a period nobody was watching.
Choosing What to Count
Counting everything is a chore nobody finishes. Count the things you actually run out of.
- Count something
- Pick the item
- Say what unit you count it in — jars in
each, chilli inkg - Optionally, say the level you want warning at
You can also do it from the product itself: every product page has a Stock section showing what you hold of that product, form by form, with Count on each — so “how many do I have” is answered where you are already looking, without going to another page to find out.
A product sold in several forms can be counted as a whole or form by form.
Counting Pes Ala Carte as one shelf means every form of it comes off that
shelf; counting Cair · Halia separately gives that form its own. Both are
fine — the first is less work, the second is more precise.
A kit cannot be counted. A kit is never held: what sits on your shelf is the things that go in the box, and those are counted individually.
Saying What You Have
Count on any row records what you actually have. Count everything opens every shelf at once, each row starting at what the app believes, so you change only what disagrees.
Either way, what is recorded is the difference — not the new total. If the app thought 24 and you count 20, it records that four went missing. The balance stays the sum of what moved, which is why it can always be explained by the history beneath it.
What Keeps It Right After That
Once something is counted, your ordinary work maintains it:
| What you do | What happens to stock |
|---|---|
| Record a sale | What the sale names comes off |
| Sell a kit | Its contents come off, never the box |
| Record a purchase | What it names goes on |
| Record a costing batch | Ingredients come off, the output goes on |
| Edit any of those | The old movement is reversed and the new one recorded |
| Delete any of those | Everything it moved goes back |
Nothing moves for an item you have not chosen to count, so a business counting two things and selling two hundred records two movements.
Corrections Are New Entries
Nothing is ever edited or erased. Changing a sale of five to a sale of two writes three movements — five out, five back, two out — so “what did the shelf say last Tuesday” stays answerable. It is the same rule the ledger follows for money.
Running Low
Set Tell me when it falls to on an item and it is flagged low on the stock page once it reaches that level. Once a day, if anything is low, you get one notification naming up to three of them.
One message for the whole business, not one per item — six low things on a Monday is one sentence.
Negative Numbers Are Allowed
A shelf can go below zero, and that is deliberate. Selling something you forgot to record receiving is a real thing that happens, and a balance that refused to show it would hide the mistake instead of surfacing it. A negative number means “the paperwork is behind”, and a count puts it right.
What Stock Does Not Do
It does not touch your books. No figure on the P&L, the Trends tab or any other report changes because you turned stock on. Stock is quantities; accounting is money, and the two are deliberately not joined yet.
That means there is no stock value on your balance sheet and no cost of goods sold. What a thing costs lives in Costing, and what you hold is here.
A credit note does not put stock back. A credit note is one amount, not a list of returned items — RM20 credited against a RM40 invoice for two different things does not say which came back. When goods genuinely return, count them.
Related
- Products — what you can count, and kits
- Costing & Calculator — batches, and what a thing costs to make
- Reports — including Contents, which counts what left the shelf over a period