Manage products and inventory

Open Inventory. Viewing needs inventory access; adding, editing and restoring products needs inventory management permission. Stock adjustments and stocktakes need stock adjustment permission. Ask your owner if an action is unavailable.

Choose Add product. Enter the name, SKU or barcode, category, supplier, supply price and retail price. Turn off Enable retail sales for internal-use products. Set opening stock, Low stock level and Reorder quantity when Track stock quantity is on. Create product saves the catalogue item and records opening stock.

Use Inventory actions → Add category or Add supplier to create reference entries. Choose Manage categories or Manage suppliers to Edit names and details, including supplier email, phone, contact, website and notes. Save category or Save supplier applies changes to linked products. Archive then Confirm archive hides an entry from new product assignments without changing linked products or stock; choose Archived then Restore to use it again. These actions require inventory management permission. Duplicate names and invalid contact details must be corrected before saving. Restore an archived category or supplier before importing products assigned to it. Import products from CSV opens the data-transfer wizard and requires import permission. Search products by name, SKU, brand or barcode; use category, supplier, Low stock, Out of stock or Archived filters. Clear filters returns to active products.

For restocking, choose Inventory actions → Review reorder list. The Reorder list includes low and out-of-stock products across the catalogue, grouped by supplier. Review Order quantity and estimated cost; use zero to exclude a product. Download reorder CSV creates a worksheet for placing your order with the supplier. It does not send an order or change stock. Missing supply prices, shipping and additional taxes are excluded from the estimate.

Choose Adjust stock on a product. Select Adjustment reason: Stock correction, Supplier delivery, Return to stock, Internal use or Damaged / wasted. Enter a positive Quantity change for incoming stock or a negative quantity for outgoing stock, add a Reason note and review After adjustment before Save. Negative resulting stock is blocked. Quantities are whole units; fractional professional consumption is not supported.

To count stock, filter the catalogue if needed and choose Inventory actions → Start a stocktake. Enter a Stocktake name and physically counted quantities. Leave uncounted products blank: they are excluded and stay unchanged. Zero means you counted none. Review stocktake shows differences and excluded products; Complete stocktake saves the count and stock movements. If stock changed while you counted, close the count, refresh inventory and recount before saving.

Review Recent stock movements for quantity changes, reasons and times. Choose a saved name under Recent stocktakes to open Stocktake details and inspect expected quantities, counted quantities and variances.

Archive a discontinued product from its row and confirm Archive product. This keeps stock and historical invoices. Choose Archived, then Restore on the product to return it to active inventory. Restoration preserves its quantity; use Adjust stock or a stocktake if its physical count differs.

If a save fails, keep the panel open: your entries remain available for retry. For an unconfirmed stock adjustment, choose Retry safely: the original adjustment is applied at most once, and its quantity, reason and note stay locked until the result is confirmed. In the same browser tab, reopening Adjust stock after a page refresh restores the pending adjustment when browser storage is available. Finish that retry before entering a different adjustment. Closing the tab or clearing browser storage can remove this recovery information; check stock history before entering it again. Supplier and category edit failures retain the form for retry. A saved change with a failed list refresh is reported separately; refresh the list before making another stock change. Unsaved stocktake entries are not a durable draft and should be completed before leaving or refreshing the page. Contact Support from your workspace if you cannot recover.