DocsInventory ManagementCreate an Inventory

Create an Inventory

An inventory record in StockFlow represents a quantity of a specific product at a specific warehouse. Before you can create inventory, you need at least one product in your Goods List and at least one warehouse.

Creating inventory manually

Step 1 — Open the Inventory module

Click Inventory in the left sidebar. This opens the Inventory overview, which shows a table of all current stock across all warehouses.

Step 2 — Click ”+ Add Stock”

Click the + Add Stock button in the top-right corner of the screen.

Step 3 — Fill in the stock entry form

FieldRequiredDescription
ProductYesSearch by product name, SKU, or barcode
WarehouseYesThe location where this stock will be stored
QuantityYesHow many units are being added (supports decimals for weight-based products)
Cost per unitNoThe purchase cost per unit — used to calculate inventory value
ReasonYesSelect from: Initial Stock, Purchase Order, Transfer In, Return from Client, Adjustment
Reference numberNoE.g. a purchase order number, supplier invoice number, or internal reference
Expiry dateNoVisible only when Batch Tracking is enabled for this product
Batch / Lot numberNoVisible only when Batch Tracking is enabled for this product
NotesNoFree text — visible in the movement log

Step 4 — Click “Confirm”

The stock is added immediately. The inventory table updates, the product’s available quantity increases, and a movement record is created in the audit log.

Understanding inventory quantity types

StockFlow tracks three quantity types for every SKU/warehouse combination:

TypeDescription
On HandPhysical units currently in the warehouse
ReservedUnits committed to open orders but not yet dispatched
AvailableOn Hand minus Reserved — what can still be sold or allocated

When you add stock, you are always increasing On Hand. Reserved quantity is managed automatically when sales orders are created.

Adding inventory via a Purchase Order

For more structured workflows, you can receive stock against a formal Purchase Order:

  1. Go to Purchasing → Purchase Orders → + New PO
  2. Add your supplier and line items
  3. When stock arrives, open the PO and click Receive Stock
  4. Enter the actual quantities received (which may differ from what was ordered)
  5. Click Confirm Receipt

This method provides a full audit trail linking each stock movement to a specific purchase order and supplier invoice.

Inventory adjustments

If you need to correct a quantity (e.g. after a physical stocktake reveals a discrepancy):

  1. Find the product in the Inventory table
  2. Click the three-dot menu → Adjust Quantity
  3. Enter the actual quantity on hand (not the adjustment amount — StockFlow calculates the difference)
  4. Select a reason: Stocktake, Damage/Write-off, Theft, or Other
  5. Add a note explaining the adjustment
  6. Click Save Adjustment

The adjustment is recorded in the movement log with your name, the timestamp, and the reason. Adjustments cannot be deleted — only reversed with another adjustment.

Transferring stock between warehouses

  1. Click Inventory → Transfers → + New Transfer
  2. Select From warehouse and To warehouse
  3. Add the products and quantities to transfer
  4. Click Create Transfer

The transfer starts in In Transit status. Stock is deducted from the source warehouse immediately. When the stock arrives, open the transfer and click Receive Transfer — stock is then added to the destination warehouse.

What happens after you create inventory

  • The product’s On Hand count updates immediately
  • The Inventory value on your dashboard updates based on cost price
  • If quantity drops below the minimum threshold, a Low Stock Alert is triggered
  • All movements appear in Inventory → Movement Log with full audit detail
FAQManage Stock Levels