CloudPOS Documentation

# Inventory & Stock

Manage your inventory levels, track stock across warehouses, and receive alerts when stock is low.

# What You Can Do Here

  • View stock levels by warehouse
  • Add or adjust stock quantities
  • Set minimum stock levels (low stock alerts)
  • Track stock movements
  • Manage warehouses
  • Receive low stock notifications

# Understanding Stock Management

# Warehouses

CloudPOS supports multiple warehouses:

  • Main Warehouse: Primary storage location
  • Store Front: Retail location stock
  • Additional Warehouses: As many as your plan allows

Each product can have stock in multiple warehouses.

# Stock Levels

  • Quantity: Current stock amount
  • Min Quantity: Alert threshold (when stock is low)
  • Max Quantity: Maximum stock level (optional)

# Viewing Stock

# View Product Stock

  1. Go to Products page
  2. Click on a product
  3. Go to Stock tab
  4. See stock levels for each warehouse

(Screenshot: Product stock tab showing warehouses and quantities)

# View All Stock

  1. Go to Products page
  2. Look for "Stock" or "Inventory" view/filter
  3. See all products with stock levels
  4. Filter by warehouse or low stock

# Adding Stock

# Method 1: Via Product Details

  1. Go to Products → Click on a product
  2. Go to Stock tab
  3. For each warehouse:
    • Enter Quantity: Current stock (e.g., 100)
    • Enter Min Quantity: Alert when below this (e.g., 10)
  4. Click "Save"

# Method 2: Via Purchase Order

When you receive inventory from suppliers:

  1. Go to Purchases page
  2. Create a Purchase Order
  3. Add products and quantities
  4. Mark purchase as "Received"
  5. Stock is automatically added to selected warehouse

See Purchases Guide for detailed purchase flow.

# Adjusting Stock

# Manual Stock Adjustment

  1. Go to Products → Click on product
  2. Go to Stock tab
  3. Find the warehouse
  4. Update Quantity field
  5. Click "Save"

Common adjustments:

  • Stock count: Correct discrepancies
  • Damaged goods: Reduce quantity
  • Found stock: Increase quantity
  • Transfer: Move stock between warehouses

# Stock Transfer (If Available)

To move stock between warehouses:

  1. Look for "Transfer Stock" or "Stock Transfer" option
  2. Select Source Warehouse (from)
  3. Select Destination Warehouse (to)
  4. Select Product
  5. Enter Quantity to transfer
  6. Click "Transfer"

# Low Stock Alerts

# Understanding Alerts

  • Low Stock: Quantity is at or below minimum quantity
  • Out of Stock: Quantity is zero
  • Alerts appear on: Dashboard, Products page, email notifications (if configured)

# Setting Minimum Quantities

  1. Go to Products → Click on product
  2. Go to Stock tab
  3. For each warehouse, set Min Quantity
  4. Example: If you want alert when stock < 20, set Min Quantity = 20
  5. Click "Save"

# Viewing Low Stock Alerts

  1. Dashboard: Low stock products listed
  2. Products page: Filter by "Low Stock"
  3. Product details: Red badge or warning shown

# Managing Warehouses

# View Warehouses

  1. Go to Settings → Warehouses
  2. See list of all warehouses
  3. View warehouse details (name, address, contact)

# Create Warehouse

  1. Go to Settings → Warehouses
  2. Click "Add Warehouse" or "New Warehouse"
  3. Fill in:
    • Name: Warehouse name (e.g., "Main Warehouse")
    • Address: Physical address (optional)
    • Phone: Contact phone (optional)
    • Email: Contact email (optional)
  4. Click "Save"

# Edit Warehouse

  1. Go to Settings → Warehouses
  2. Click on warehouse
  3. Make changes
  4. Click "Save"

# Stock Reports

# View Stock Reports

  1. Go to Reports page
  2. Look for "Stock Report" or "Inventory Report"
  3. See:
    • Current stock levels
    • Low stock items
    • Stock value
    • Stock movements (if available)

# Export Stock Data

  1. In stock report or products page
  2. Look for "Export" button
  3. Choose format (CSV, Excel)
  4. Download stock data

# Tips & Common Mistakes

# ✅ Do's

  • Set minimum quantities for all products
  • Update stock regularly after receiving inventory
  • Use purchase orders to automatically update stock
  • Check low stock alerts daily
  • Count physical stock periodically to verify accuracy

# ❌ Don'ts

  • Don't ignore low stock alerts - restock before running out
  • Don't forget to update stock after sales (usually automatic)
  • Don't set min quantity too high - will get alerts too early
  • Don't mix warehouses - keep stock organized by location

# How to Confirm It Worked

# Verify Stock Added

  1. ✅ Stock quantity updated: Go to product, see new quantity
  2. ✅ Stock in POS: Product shows available stock
  3. ✅ No low stock alert: If quantity > min quantity, alert disappears

# Verify Stock Adjusted

  1. Go to product stock tab
  2. See updated quantity
  3. Stock reflects your adjustment

# Verify Low Stock Alert

  1. Set min quantity higher than current stock
  2. Go to Dashboard
  3. See product in low stock alerts
  4. Or filter Products by "Low Stock"

# Troubleshooting

# Stock Not Updating After Sale

Issue: Stock doesn't decrease after sale

Solutions:

  1. Check inventory tracking: Ensure stock tracking is enabled
  2. Verify warehouse: Ensure correct warehouse is selected
  3. Check product settings: Product must have stock tracking enabled
  4. Refresh page: Sometimes needs refresh to update

# Wrong Warehouse Stock

Issue: Stock shows in wrong warehouse

Solutions:

  1. Check warehouse selection: Verify correct warehouse when adding stock
  2. Transfer stock: Use stock transfer to move between warehouses
  3. Adjust manually: Edit stock quantity in correct warehouse

# Low Stock Alert Not Showing

Issue: Stock is low but no alert

Solutions:

  1. Check min quantity: Ensure min quantity is set
  2. Verify quantity: Check if stock is actually below minimum
  3. Refresh dashboard: Alerts may need refresh
  4. Check settings: Ensure alerts are enabled

Next: Learn about Customers or Sales & Invoices.

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