Overview
The Stock Management module is your central hub for managing all products in your business. Add new products, set prices, track stock levels, make adjustments, and view your complete inventory - all in one place.
Key Features:
- Add new products with multiple measurement units
- Set buying and selling prices
- Enter opening stock quantities
- View all products with current stock levels
- Make stock adjustments (increase or decrease)
- Edit product details and prices
- Print product lists for reference
- Import products in bulk from CSV
- Export your product list
Time to Complete: 2-5 minutes to add a new product
Accessing Stock Management
From Dashboard
- Click Stock Management in main navigation
- Stock Management interface opens
- Left panel: Add new products
- Right panel: View all existing products
Understanding the Interface
Main Components
Left Panel - Add New Product
- Product Name field
- Base Measurement (unit)
- Opening Stock (optional)
- Buying Price (cost)
- Selling Price
- Extra Measurements (optional)
- Add button
Right Panel - Product List
- Total product count
- List of all products
- Stock levels per product
- Manage links for each product
- Delete options
Step 1: Adding a New Product
Basic Product Information
Product Name
- Type the full product name
- Example: "Coca Cola 500ml"
- Be specific and descriptive
- System checks if product already exists
Service Item (Optional)
Check "Is it a Service?" if applicable:
- For non-physical items (haircut, consultation)
- Services don't track stock levels
Setting Up Measurements
Base Measurement
- Enter the main unit you'll use
- Examples: CTN, KG, LITER, PC, DZN
- This is your primary selling unit
- Required field
Opening Stock (Optional)
- Enter starting quantity
- In base measurement units
- Example: 10 (means 10 cartons if base is CTN)
- Leave empty if starting from zero
Pricing
Buying Amount
Enter what you pay suppliers
Price per base unit
Example: 120000 (per carton)
Used to calculate profit
Selling Amount
Enter your selling price
Price per base unit
Example: 150000 (per carton)
This is what customers pay
Extra Measurements - Using the Guided Wizard
Guided Measurement Wizard
Click the "Add measurement" button to launch the 4-step wizard:
Step 1: Unit Name
Enter what you call this unit (e.g., "Dozen", "Piece", "Pack")
Step 2: How Many in Previous Unit
Example: If 1 Carton = 12 Dozens, enter 12
Step 3: Prices
Enter buying and selling prices. Wizard can auto-calculate!
Step 4: Confirm
Review your settings and click Add Unit to save.
Example Setup:
- Level 1: 1 CTN (Carton) = Buy 120,000 / Sell 150,000
- Level 2: 12 DZN (Dozen) = Buy 10,000 / Sell 12,500
- Level 3: 144 PC (Pieces) = Buy 833 / Sell 1,042
Why Multiple Measurements?
- Sell in different quantities (wholesale/retail)
- Better pricing flexibility
- Accurate stock tracking
- Customer convenience
Completing Registration
- Click Add Stock Item button
- System validates information
- Product added to inventory
- Success message appears
- Form clears for next product
Step 2: Viewing Your Products
Product List
What You See:
- Product Count: Total items in inventory
- Product Names: All registered products
- Stock Levels: Current quantities per unit
- Manage Link: Click to edit/adjust
- Delete Icon: Remove product
Stock Display Format:
Shows quantities in all measurement units
Example: "5 CTN / 2 DZN / 8 PC"
Real-time updates after sales/purchases
Step 3: Product Details Dashboard
When you click Manage on any product, you open the Product Details Dashboard - a modern interface that gives you complete control over your product.
Dashboard Overview
Stats Cards Row:
- Shop Stock: Current stock in your shop (all units)
- Store Stock: Stock in warehouse (if Store Mode enabled)
- Selling Price: Price per base unit
- Stock Value: Total value of all stock at cost
The Four Tabs
The dashboard has 4 tabs for different actions:
Tab 1: Information
- Product Name - Change display name
- Measurements - View/edit unit label
- Barcode - Add or update barcode
- Service Toggle - Mark as service item
Click Save Changes after editing.
Tab 2: Pricing
- See all units and prices at a glance
- Edit prices directly in the table
- Save Price Changes button
- Add new measurements using wizard
Tab 3: Stock Adjustment
- ADD STOCK + (green button)
- REMOVE STOCK - (red button)
- Enter quantity for each unit
- Select reason from dropdown
- Live preview of changes
Tab 4: History
- Date and time of each adjustment
- Type (increase/decrease)
- Quantities changed
- Reason given
- User who made the change
Stock Lots Section
Stock Lots (Unsold Purchase Records)
Below the tabs, you'll see every purchase batch that still has remaining stock:
- Date: When the purchase was made
- Receipt: Purchase receipt number
- Qty Remaining: How much is left from this batch
- Cost Each: What you paid per unit
- Location: Shop or Store (if Store Mode enabled)
Why Stock Lots Matter: Track FIFO costs, see which stock is oldest (sell first), monitor Shop vs Store inventory.
Step 4: Stock Adjustments
When to Adjust Stock
Increase Stock When:
- Stock count shows more than system
- Found missing items
- Customer returns products
- Initial stock entry correction
Decrease Stock When:
- Products damaged
- Items expired
- Personal use
- Theft or loss
- Waste or spoilage
Making an Adjustment
Step 1: Select Adjustment Type
Click "ADD STOCK +" (green) or "REMOVE STOCK -" (red)
Type changes to match action
Step 2: Enter Quantities
- Type amount in each unit field
- Can adjust one or multiple units
- System shows current stock levels
Step 3: Select Reason
Choose from dropdown:
- For Decreasing: Damaged, Expired, Personal Use, Theft, Waste
- For Increasing: Stock Count, Initial Stock, Return, Found Stock
- Or select "Other"
Step 4: Preview Changes
- System shows before/after
- Confirms new stock levels
- Check accuracy
Step 5: Submit Adjustment
- Click adjustment button
- System updates stock immediately
- Record saved for history
Stock Adjustment Records
What's Tracked:
- Date of adjustment
- Old stock levels
- Adjusted quantity
- New stock levels
- User who made change
- Reason for adjustment
Categories & Brands
Organize your products into Categories and Brands for better management and reporting.
Accessing Categories & Brands
From the Barcode Management menu, click:
- Categories to manage product categories
- Brands to manage product brands
Managing Categories
- Go to Barcode Management → Categories
- Type category name (e.g., "Beverages")
- Click Add Category
- Click a category to select it
- Add products from dropdown
Managing Brands
- Go to Barcode Management → Brands
- Create brands (e.g., "Samsung", "Coca-Cola")
- Add products to brands
- View products per brand
Benefits:
- Organized inventory - Find products faster
- Better reporting - Filter stock reports by category/brand
- Product grouping - See all beverages or electronics together
Stock Transfers (Store Mode)
If you have Store Mode enabled, you can transfer stock between your Shop and Store locations.
What is Store Mode?
Track inventory in two locations:
- Shop - Your selling location (front)
- Store - Your warehouse (back room)
Enabling Store Mode
- Go to Settings → Common Settings
- Find Store Mode checkbox
- Check it to enable
- Refresh the page
Making a Transfer
Transfer Types:
- Store → Shop: Move stock from warehouse to selling area
- Shop → Store: Move stock back to warehouse
- General Out: Stock leaving business (donations, samples)
Steps:
- Go to Stock Transfer from menu
- Select transfer direction
- Search and select product
- Enter quantity to transfer
- Click Transfer
Common Issues & Solutions
Problem: Product Already Exists
Cause: Trying to add product with same name
Solution:
- Check existing product list first
- Use different name or add identifier
- Example: "Coke 500ml (Plastic)" vs "Coke 500ml (Glass)"
Problem: Stock Shows Zero After Adding
Cause: Didn't enter opening stock quantity
Solution:
- Click Manage on product
- Make stock adjustment
- Select "Initial Stock" as reason
- Enter correct quantity
Problem: Can't Delete Product
Cause: Product has transaction history
Solution:
- Products with sales/purchase history can't be deleted
- This protects your records
- Instead: Set stock to zero and stop using
- Contact administrator for special cases
Best Practices
When Adding Products:
- Use Clear Names: Include size, brand, variant
- Set All Prices: Always enter buying and selling amounts
- Add Extra Units: Setup measurement levels from start
- Enter Opening Stock: Start with accurate quantities
- Test First: Add one product, verify, then add more
Managing Stock:
- Regular Stock Counts: Physical checks weekly/monthly
- Immediate Adjustments: Fix discrepancies right away
- Track Reasons: Always select correct adjustment reason
- Review History: Check adjustment records monthly
- Update Prices: Review and adjust prices regularly
Product Import & Export
Save hours of manual data entry by importing products in bulk from a spreadsheet. You can also export your current product list for backup or editing.
When to Use Import:
- Setting up a new business with many products
- Migrating from another system
- Adding a large batch of new products
- Updating prices in bulk
Downloading the Template
Get the Import Template
- Go to Stock Management
- Click the Import button
- Choose Download Template for an empty template
- Or choose Download Sample for a template with example data
- Open the CSV file in Excel or Google Sheets
Template Columns Explained
Required Columns
- product_name - Full product name (required)
- unit_1 - Primary measurement unit, e.g., CTN, KG, PCS (required)
- buy_1 - Buying price for primary unit (required)
- sell_1 - Selling price for primary unit (required)
Optional Columns
- barcode - Product barcode number
- is_service - YES or NO (default: NO)
- stock_1 - Opening stock in primary unit
Additional Measurement Units (Optional)
You can add up to 3 measurement units per product:
- Second Unit: unit_2, factor_2 (how many fit in unit_1), buy_2, sell_2, stock_2
- Third Unit: unit_3, factor_3 (how many fit in unit_2), buy_3, sell_3, stock_3
Example Import Data
Sample Product Entries
Example 1: Product with 3 measurement units
Soda sold in Cartons, Dozens, and Pieces:
- Unit 1: CTN at 48,000 buy / 60,000 sell
- Unit 2: DZN (4 per carton) at 12,000 buy / 15,000 sell
- Unit 3: PCS (12 per dozen) at 1,000 buy / 1,500 sell
Example 2: Product with 2 measurement units
Sugar sold in Bags and Kilograms:
- Unit 1: BAG at 180,000 buy / 200,000 sell
- Unit 2: KG (50 per bag) at 3,600 buy / 4,500 sell
Example 3: Simple product (1 unit only)
- Exercise Book: PCS at 1,500 buy / 2,500 sell, 100 in stock
Importing Products
Upload Your File
- Prepare your CSV file with product data
- Go to Stock Management
- Click the Import button
- Select Upload CSV
- Choose your prepared file
- System validates the data
- Review any errors or warnings
- Click Import to add products
Import Tips:
- Start with a small test batch (5-10 products)
- Ensure product names are unique
- Use the sample template as a guide
- Check that prices are numbers (no currency symbols)
- Save your spreadsheet as CSV format before uploading
Exporting Products
Download Your Product List
- Go to Stock Management
- Click the Export button
- A CSV file downloads with all your products
- Open in Excel or Google Sheets
- Use for backup, reporting, or bulk editing
Tip: Export your products before making major changes as a backup.
Understanding Stock Flow
How Stock Increases
Automatically:
- Recording purchases (from Purchases module)
- System adds quantities
Manually:
- Stock adjustments (add stock type)
- Opening stock during product registration
How Stock Decreases
Automatically:
- Processing sales (from Sales module)
- System deducts quantities
Manually:
- Stock adjustments (remove stock type)
- Damaged, expired, lost items
Real-Time Tracking
- Stock updates instantly
- All changes recorded
- Multiple users see same data
- No manual calculations needed
You're Ready to Manage Stock!
You now know how to:
- Add new products with measurements
- Set buying and selling prices
- View current stock levels
- Make stock adjustments
- Edit product information
- Import products in bulk from CSV
- Export your product list for backup
- Manage your inventory effectively