Insights and reports

The inventory dashboard answers the questions you actually have: what is my stock worth, what is about to run out, and where did that quantity come from.

The dashboard

Figure	Meaning	What it should prompt
Total stock value	On-hand quantity multiplied by cost, across your scope	Is too much cash tied up in stock?
Low stock items	Items at or below their reorder level	Order these now
Total items	How many distinct items you hold	Is the range wider than you can manage?
Active locations	How many places hold stock	—
Recent movements	The latest stock changes	A quick check that things look normal
Stock value trend	Value over time	Rising faster than sales means over-ordering
Stock distribution	Value split across locations	Is stock where the customers are?

What you see depends on your locations

The dashboard is scoped to the locations you are assigned to. A shop manager sees their own shop; an owner sees everything. If a figure looks lower than expected, check which locations you are assigned to before assuming a fault. See Team and roles.

Stock value

Stock value is on-hand quantity multiplied by cost price.

If your item cost prices are wrong, your stock value is wrong. It is common to set up items with a placeholder cost and never revisit it. Review costs when supplier prices change.

Value is	Consider
Rising faster than sales	Over-ordering, or slow-moving stock accumulating
Falling while sales are steady	Under-ordering — you will hit shortages
Concentrated in a few items	Is that where demand actually is?
Concentrated at one location	Is stock where your customers are?

Low stock

An item is flagged when its balance reaches or falls below its reorder level.

Review the low stock list

Daily if you trade fast, weekly otherwise.

Check whether it is genuinely low

Or whether goods have arrived and were not entered.

Order or transfer

From a supplier, or from another of your locations that has surplus.

Review the reorder level itself

An item constantly on the list has a level set too high, or a supply problem.

Configure low stock notifications in Reminders.

Movement history

The most useful diagnostic in inventory. Every stock change is recorded permanently and can be traced.

Open the item

From Inventory → Items.

Open its Movements panel

Every operation that has affected this item, newest first.

Read the entries

Each shows the date, the type of operation, the quantity, the location, the reason and who did it.

Trace back to the cause

Work backwards from the current balance until the numbers stop making sense. That is where the problem is.

Movements are never edited or deleted. Corrections appear as new movements, so the history always reconciles to the current balance.

Profit view

Nets your sales against your costs and expenses, per location.

Component	From
Revenue	Cash sales and completed lay-bys
Cost of goods	Item cost prices on what was sold
Gross profit	Revenue less cost of goods
Expenses	Operating costs recorded against the location
Net profit	Gross profit less expenses

Accuracy depends entirely on your cost prices being right. Stale costs make the margin figure fiction.

Reports

Report	Shows	Use for
Stock on hand	Current quantities by item and location	Knowing what you have
Stock value	Value by item, category and location	Financial reporting
Low stock	Items at or below reorder level	Purchasing
Movements	All stock changes in a period	Investigation and audit
Cash sales	Counter sales in a period	Daily reconciliation
Expenses	Operating costs by category	Cost control
Profit	Revenue against costs per location	Performance

Most export to CSV or PDF.

A working routine

Daily

Reconcile the till
Check the low stock list
Record cash-outs as they happen

Weekly

Cycle count a subset of items
Review lay-bys past their due date
Review transfers still in transit
Order against the low stock list

Monthly

Review the adjustments list, particularly losses
Review stock value against last month
Review expenses by category
Check item cost prices against supplier invoices
Review the profit view per location

Quarterly

Full stock count
Review reorder levels against actual usage
Identify slow-moving stock and decide what to do about it
Archive items no longer stocked

Numbers worth watching

Measure	Tells you
Stock turnover	How quickly stock sells. Low means cash is sitting on shelves
Stock value against monthly sales	How many months of stock you hold
Loss adjustments as a share of sales	Shrinkage. Rising means investigate
Count variance rate	How well records track reality. Rising means a process problem
Items below reorder level	Whether purchasing is keeping up

Related: Stock counts and Sales and expenses.

Setting up

Moving stock

Selling and reporting

Insights and reports

The dashboard

What you see depends on your locations

Stock value

Low stock

Movement history

Profit view

Reports

A working routine

Numbers worth watching

​The dashboard

​What you see depends on your locations

​Stock value

​Low stock

​Movement history

​Profit view

​Reports

​A working routine

​Numbers worth watching

The dashboard

What you see depends on your locations

Stock value

Low stock

Movement history

Profit view

Reports

A working routine

Numbers worth watching