Manage Stock Levels
The Inventory module gives you a live view of every product’s quantity at every warehouse. This page explains how to read that data, make adjustments, and keep your records accurate.
The Inventory table
Go to Inventory in the left sidebar. The default view shows a table with one row per SKU/warehouse combination.
Column reference
| Column | Description |
|---|---|
| Product | Name and SKU |
| Warehouse | The warehouse this row represents |
| On Hand | Total physical units in this warehouse |
| Reserved | Units locked for open, unshipped orders |
| Available | On Hand − Reserved |
| Reorder Point | Minimum threshold — turns orange when Available falls below this |
| Value (cost) | On Hand × cost price |
| Last movement | Date and type of the most recent stock change |
Filtering and searching
Use the filter bar above the table to narrow down by:
- Warehouse — show only one location
- Category — e.g. only Electronics
- Status — Normal / Low Stock / Out of Stock
- Supplier — filter by the supplier linked to each product
Type in the search box to filter by product name or SKU.
Making a manual adjustment
If your physical count does not match StockFlow, adjust it:
- Click the row for the product/warehouse you want to correct
- Click Adjust Quantity in the detail panel on the right
- In the modal, enter the actual physical count — not the difference
- Choose a reason: Stocktake, Damage, Theft, Expiry, or Other
- Optionally write a note (recommended for audit purposes)
- Click Save
StockFlow calculates the delta and records it as either a positive or negative adjustment. Both types appear in the Movement Log.
Bulk adjustment via stocktake
For a full warehouse stocktake:
- Go to Inventory → Stocktakes → + New Stocktake
- Select the warehouse(s) to count
- Choose a count method:
- Full count — all products must be counted
- Partial count — only selected categories or zones
- Export the stocktake sheet as a CSV or print it
- Complete the physical count
- Return to StockFlow and click Enter Count Results
- Upload your filled CSV or enter quantities manually
- Click Submit Stocktake
StockFlow shows you a variance report — every SKU where the counted quantity differs from the system quantity. Review, approve or reject each variance, then click Apply All Approved Variances.
Movement Log
Every stock change — additions, deductions, transfers, adjustments — is recorded in the Movement Log.
Go to Inventory → Movement Log to see the full history.
Filtering movements
| Filter | Values |
|---|---|
| Date range | Custom date picker |
| Movement type | Add, Deduct, Transfer In, Transfer Out, Adjustment, Sale, Return |
| Warehouse | Any configured warehouse |
| Product / SKU | Text search |
| User | The team member who made the change |
You can export the movement log to CSV at any time.
Understanding Reserved stock
Stock becomes Reserved when:
- A sales order is confirmed but not yet dispatched
- A transfer is created but not yet received at the destination
Reserved stock cannot be sold or allocated to another order. Once the order ships or the transfer is received, the reserved quantity is released and deducted from On Hand simultaneously.
If an order is cancelled, the reserved quantity is released back to Available.
Stock valuation methods
StockFlow supports two valuation methods, configurable per warehouse in Settings → Inventory → Valuation Method:
| Method | Description |
|---|---|
| FIFO (First In, First Out) | Oldest stock is assumed sold first. Commonly required for perishable goods. |
| WAC (Weighted Average Cost) | Cost price is the rolling average of all purchases. Simpler for non-perishable goods. |
The chosen method affects how Cost of Goods Sold (COGS) is calculated in your reports and accounting sync.