Stock & Warehouse

Manage your item list, stock levels by warehouse, reservations and all stock movements. You can import and export items with Excel.

In the “🏬 Stock and Warehouse” section, each item shows its “Balance”, “Reserved” (quantity set aside for open orders) and “Free” (stock − reserved). Stock cannot be entered manually; it is calculated only from movements. This module is available on the Business and Enterprise plans.

On the product card, “Type”: “Goods” (kept in stock) or “Service” (delivery, installation, consulting...). A service never enters stock: no “Short” in orders, no reservation or delivery, not in stock counts, sold at the POS without stock; its revenue and cost (purchase price) go to the profit report. For units such as “pcs”, “box”, “pack” the quantity must be whole (kg, litre, metre can be fractional). A service cannot be received into stock, issued, transferred between warehouses or counted — the system refuses it; services do not appear in the “Stock” table. A product with the unit “xidmət” (service) is treated as a service automatically (e.g. when an Excel import has no type). The “Short description” is shown to customers in the Telegram bot “🧾 Services” section.

VAT and group: on the product card “Sale price (incl. VAT)” is the final price the customer pays; “VAT” — 18%, 0% or VAT exempt (the price without VAT and the VAT amount are shown below); “Group” — to find products quickly at the POS. Create, rename and delete groups with the “Groups” button on the “Products” tab (deleting keeps the products). In an order with VAT the line gets the price without VAT and VAT is added on top — the total is still the shelf price.

Product, Stock and Warehouse tabs

At the top of the section there are three tabs: “Product”, “Stock”, “Warehouse”.

“Product” — all products in the system, even when out of stock (“out of stock” is shown). Create products in advance with “+ New product” or upload them from Excel with “Import .xlsx”. Tick “Show inactive too” to see deactivated products.

“Stock” — on-hand, reserved and free quantity, items below the minimum, and the “Movement log”.

“Warehouse” — the list of warehouses; click a warehouse name to open its stock on the “Stock” tab.

“Stock count” — inventory: count the warehouse and correct balances with one report (separate article: “Stock count (inventory)”).

Adding a new item

Click “+ New product”.

Enter the “Name”. If “Automatic code” is ticked, codes are assigned in sequence (M-00001, M-00002 …); untick it to enter your own code. Optionally fill in the “Unit of measure” (pcs, kg, m, box), “Price” and “Minimum level”.

Click “Save”. You can edit the item later with the pencil icon.

Stock movements and transfers

Click “Movement”.

Select the “Product”, then select the “Type”: receipt (into the warehouse), issue (out of the warehouse) or adjustment (stock-count difference, + or −).

Enter the “Quantity”. If there are several warehouses, select the “Warehouse”.

To move goods from one warehouse to another, click “Transfer”: choose “From warehouse” and “To warehouse”, then add several products and quantities (“All” — all free stock). All lines are logged under one number (e.g. KÖÇ-2026-0001).

For an adjustment, always enter the reason in the “Note” field, then click “Save”.

The “Movement log” can be filtered by product name, type (including transfers) and date range. The “Balance (after)” column shows the balance after the movement; click a transfer number to see all lines of that transfer.

Warehouses

In the “🏢 Warehouses” section at the bottom of the page, type a name in the “New warehouse name” field and click “+ Warehouse”.

Click a warehouse name to show only that warehouse's stock. You can also select a warehouse from the “All warehouses” list at the top.

You can edit a warehouse with the pencil icon; if you untick “Active”, the warehouse is deactivated.

Excel import and export

To download the list, click “⬆️ Export .xlsx”. The file is prepared for the selected warehouse.

To add or update items in bulk, click “⬇️ Import .xlsx”.

Select “Warehouse for the stock quantities”, choose the “.xlsx” file and click “Import”.

The file contains these columns: Code, Name, Unit, Price, Minimum, Stock, Warehouse. The “Name” column is required. The easiest way is to export first and use that file as a template.

Rules

Free stock = stock − reserved. An item added to an order is reserved, deducted from stock on delivery, and the reservation is released when the order is cancelled.

An issue cannot exceed the stock in the warehouse; stock never goes negative. Manual issues and transfers only use free stock — they do not touch order reservations. If an inventory adjustment brings stock below reservations, the newest orders’ reservations are reduced.

When free stock falls below the “Minimum level”, warehouse staff and admins are notified once a day.

On import, if the “Balance” column is filled in, the warehouse stock is brought to that number with an adjustment movement. If the “Warehouse” column is filled in, the stock is recorded in that warehouse. Rows with a warehouse name that cannot be found are skipped.

An item with movements or orders is not deleted but deactivated. A warehouse with movements is also deactivated rather than deleted. You cannot delete a warehouse that has stock, or the last active warehouse.

Movements, transfers and warehouse operations require the “Stock — Edit” permission; import additionally requires “Add”, and export requires the “Export” permission.

A product name cannot be a unit of measure (“kg”, “pcs”, “litre” …) — the unit has its own “Unit” field. Free-text order lines cannot be just a unit either.

When a warehouse filter is chosen, the cards above are calculated for that warehouse too (shown above them). “Stock” — physical quantity, “Reserve” — set aside for orders, “Free” — stock − reserve.

The transfer window shows each product’s balance in both warehouses after the transfer; the button is “Confirm transfer”. In the journal a transfer is shown as “transfer: out / in” with the other warehouse (→ / ←), with “Stock (before)” and “Stock (after)” columns.

Default warehouse (Warehouse → edit → “Default warehouse”): movements without a warehouse go there; if none is marked — the first active warehouse. The delete button first tells you the result: not possible with stock, deactivated with history, otherwise deleted completely.

The price in the list is the sale price including VAT (the POS sells at this price); in an order with VAT the line gets the net price and VAT is added on top. “Minimum stock” is one threshold per product: without a warehouse filter it is compared with the free stock of all warehouses, with a warehouse selected — with that warehouse. Stock corrections from an Excel import appear in the log as “opening stock (import)” with an IDX-… number — click the number to see all lines of that import. Set a warehouse’s address and person in charge in “Edit warehouse”.

Click the “Below minimum” card or tick “Low stock only”. This shows only the items that need to be reordered. To see who made each movement and when, open the “Movement log” tab.