Inventory Management

Stock only moves through recorded events

There is no way to simply set a quantity. Every change is an event with a reason, which is what makes the ledger auditable:

How cost is held

Qvian holds a weighted average cost per product. Each receipt at a new price blends into the existing average in proportion to quantity, so the cost reflects what your current stock actually cost rather than only the most recent price. When stock is sold or consumed, cost of goods sold is taken at that average.

This is why receiving at the correct unit matters so much. A case price recorded against a single unit does not just misprice one delivery — it distorts the average for everything you hold.

Common Tasks

How to Check Stock Levels (how much do we have, stock on hand, inventory levels)

See what you hold and what needs attention.

Required permission: Inventory read

1. Go to Inventory & Products → Inventory in the left sidebar
2. Filter by Category or by status — In Stock, Low Stock, Out of Stock, Overstock
3. Search by name or Barcode to find a specific product
4. Read Cost/Unit alongside quantity to see the value you are holding

Result: You see current quantities, their status against reorder points, and what the stock is worth.

Note: For deciding what to actually reorder, Replenish is the better screen — it shows days of cover rather than quantity, which is the more useful signal.

How to See Everything That Happened to a Product (stock movement history, where did the stock go, audit product, stock ledger)

Trace a quantity back to the events that produced it. This is the answer to almost every 'why is this number wrong' question.

1. Go to Inventory & Products → Inventory
2. Find the product and open its stock movement ledger
3. Review each movement with its type, quantity, date and Created By
4. Open any movement to see the transaction behind it

Result: You can attribute the current quantity to specific events rather than guessing.

Note: Start here before running a count. Often the discrepancy has an obvious explanation — a transfer never received, or a delivery booked to the wrong unit.

How to Record Waste or Damage (write off stock, spoilage, broken stock, stock loss)

Remove stock that was lost, with the reason recorded.

Required permission: Inventory adjust

1. Go to Inventory & Products → Stock Day Book for the fastest route, or use the adjustment screen
2. Find the product
3. Enter the quantity lost and choose the reason — Wastage, Damage or Expiry Write-off
4. Post it

Result: Stock reduces and the loss is booked to the right account for its type.

Note: For a kitchen or a producer, the Stock Day Book is the better surface — production and waste are usually the same event and belong on one sheet.

How to Correct a Stock Quantity (stock correction, adjust stock, wrong quantity, fix stock)

Use a correction only when the shelf and the system disagree and you do not know why.

Required permission: Inventory adjust

1. First check the product’s stock movement history for an explanation
2. If the discrepancy is genuinely unexplained, record a Correction with the counted quantity
3. For a whole area, run a stock recount instead so variances are reviewed together

Result: Stock matches the physical count and the correction is recorded as an adjustment.

Note: If you know why stock is missing, record that reason instead. A correction says *we do not know* — using it when you do know discards information you will want later.

How to Set Reorder Points (reorder level, minimum stock, low stock alert, par level)

Set the level at which a product should be flagged as running low.

Required permission: Product edit

1. Go to Inventory & Products → Products and open the product
2. Set its reorder point and preferred order quantity
3. Save

Result: The product is flagged Low Stock once it drops to that level.

Note: A fixed reorder point ages badly as demand changes. Replenish calculates days of cover from actual consumption, which adapts on its own — treat reorder points as a backstop rather than the primary signal.

How to Export Inventory (export stock, inventory report, download stock list, CSV export)

Export stock with the columns you actually need.

1. Go to Inventory & Products → Inventory
2. Apply the filters you want the export to cover
3. Open the export options and choose your columns
4. Choose CSV or Excel and export

Result: The export contains only the filtered products and the columns you selected.

Note: Tax configuration columns are available but off by default except the tax rate. Turn them on when you are auditing tax setup across the catalogue.

How to Review Past Adjustments (adjustment history, who changed stock, write-off history)

See what has been adjusted, by whom, and why.

Required permission: Inventory read

1. Go to Inventory & Products → Inventory and open Adjustment History
2. Filter by type using All Types, or by date
3. Review each adjustment with its reason and Created By

Result: You have an audit trail of every manual change to stock.

Note: Worth reviewing periodically. A rising volume of corrections usually means something upstream is wrong — a unit conversion, or receipts not being recorded.

Related

• Stock Day Book — daily production, waste and count fixes
• Stock Recounts — physical counts with variance review
• Inter-BU Transfers — moving stock between units
• Replenish — deciding what to reorder
• Purchase Orders — how stock arrives
• Kitchen Stock — the ingredient layer for recipes