Managing Inventory

This document explains how to handle and adjust stock for each item you have within Supply'd. It covers important details like where items are stored, whether you want to keep track of how many you have, and how much of each item you currently have in stock. It also covers batch management, which involves tracking different batches of items with specific details like production dates, expiration dates, and quality checks.

• Managing Stock

• Batches

Managing Stock

To manage stock, select Inventory from the main menu. Choose the product you would like to manage the stock for.

The Manage Stock form will open.

Complete the fields as per guidelines below:

Location

Select the location where you would like adjust stock for from the drop-down menu.

Manage Stock

Whether or not you would like to manage stock for this item. Select Yes or No from the drop-down menu.

Stock On Hand

Current stock on hand for this item. This a non-editable field. This can be adjusted in Batches in the Stock On Hand field (see below).

Stock Available

The total number of this item less any that are in unfulfilled customer orders. This is a non-editable field.

On Order

The number of this item that are on order from a supplier, or a scheduled production run. This is non-editable field.

To Be Picked

The number of this item that need to be picked for an existing customer order. This is non-editable field.

Minimum Stock Hold

The minimum stock to have on hand at any time. Leave blank to use the default.

The Minimum Stock Hold value is used to add a buffer to the system’s predictive algorithm. This buffer helps ensure that you don’t run out of stock due to unexpected demand or supplier delays.

It plays a key role in:

• Smart Plan (for Production): When generating a production plan, Supply’d calculates how much of each item needs to be produced based on upcoming demand. The Minimum Stock Hold ensures that the system plans for extra stock beyond immediate needs, reducing the risk of shortfalls during peak periods or delays in replenishment.

• Smart Order (for Purchase Orders): When creating purchase orders, Smart Order uses sales trends, stock levels, and supplier lead times to recommend quantities to order. The Minimum Stock Hold adds a safety buffer, prompting the system to recommend slightly higher order quantities to help maintain healthy stock levels.

This setting gives users more control over stock availability, particularly for critical or fast-moving items.

Bin Location

The warehouse location of this item - Aisle, Bay, Shelf and Bin.

Allow Back Ordering

Whether or not this product can still be ordered when there is no stock available. Select Yes or No from the drop-down menu.

Additional Options

Clicking the 3 dots in the top right corner will open a menu.

View Stock Feed

Opens the Stock Feed page. The Stock Feed page in Supply’d displays a real-time log of all stock movements, including receipts, sales, production use, stocktakes, write-offs, and transfers. Each entry shows the product, quantity, action type, date, location, and user involved, providing full visibility and accountability in stock management.

Clicking on the 3 dots in the top right of the Stock Feed page will open a menu.

• Download > Feed: Allows your to download the Stock Feed data in spreadsheet format.

  

• View >

  

• Refresh: Updates the Stock Feed to show the latest stock activity.

• Toggle Full Screen: Will expand the view to full screen.

Actions >

• Refresh: This will refresh the page and update the stock view to reflect the most recent changes, ensuring you’re seeing the latest inventory data, including recent movements, adjustments, or updates from other users.

• Recalculate Availability: Updates the available stock figures by recalculating inventory based on current stock levels, pending orders, and production usage.

• Untrack Stock: This will stop tracking of inventory levels for the selected product.

View >

• Stock Feed : Opens the Stock Feed page showing a live list of all stock changes, like items received, sold, or adjusted.

• Unfulfilled Orders: Opens the Recent Sales Orders page displaying all orders that have not yet been completed, helping you track pending stock commitments.

  

• Show No Stock Batches: Displays batches that currently have zero stock available, helping you identify out-of-stock items.

Batches

Batches are the backbone of Supply'd inventory. Batches contain crucial information about each batch of stock you have. This could be as simple as the cost of goods, or more advanced with batch codes, production dates, expiry dates, quality control check, and/or temperature checks. Each batch would hold its own inventory level and be increased and reduced based on inventory being received matching the batch details and batches being sold.

How to Add a Batch

On the Manage Stock form click . The Add Batch form will open. Complete the fields as explained below.

Batch Code (Optional)

An optional batch code reference for this item.

Cost of Goods (ex tax)

The cost of goods for a unit (or what is defined in your inventory carton qty if not units). This is used for margin calculations when the item is sold. You can press FILL BUY PRICE to pull the current average buy price if it is empty.

Production Date (Optional)

The date the product was produced. Select the day, month and year from the calendar.

Expiry Date (Optional)

The expiry date of the batch. Select the day, month and year from the calendar.

Expiry Type

The type of expiry either Best Before or Use By, selected from the drop-down menu. If the Expiry Date is not provided this field will be ignored.

Quality Control Check

Whether or not this product passed the quality control check. Select from the drop-down menu.

Temperature Check (refrigerated or frozen products only)

This is the product's temperature when received, in degrees.

Click to apply this information to the batch.

If required, repeat the process for any additional batches.

Managing Batches

After selecting Manage Stock from the 3 dot menu in the top right-hand corner on a product information page, clicking on the 3 dots on the right side of a batch gives you the following options:

Edit Batch

Opens the Edit Batch form. Edit any fields as required in the same way as How to Add a Batch above.

View Batch

View all the details about this batch. This includes the batch number, current quantity on hand, expiry date (if applicable), and storage location. Additionally, it provides a full history of all movements related to the batch—whether it's been received, used in production, sold, adjusted during stocktake, or written off. Each entry shows what action was taken, when it occurred, and who performed it. This ensures complete traceability and accountability, helping users manage stock more accurately and efficiently.

Clicking on the 3 dots on the top right-hand corner on the Batch information page, give you the following options:

• Edit Batch: Opens the Edit Batch form, allowing you to update any necessary fields.

• Recall Batch: If a specific product batch needs to be recalled, this opens the Start Batch Recall form. See Inventory Recalls for more information.

  

• Print Label: Print the label for the product. You will need to have Templates set up for this.

• Download >

  

  • Label: Opens the Print Label form.

  • Feed: Download the inventory feed associated with this batch to a CSV.

• View >

  

  • Product: Opens the product's page.

  • Inventory: Opens the Manage Stock page, where you can view all stock levels and batch numbers for that product.

• Refresh: Refreshes the page.

• Toggle Full Screen: Toggles the overlay to show full screen, allowing for the full inventory feed table to show.

Print Label

Print the label for the product. You will need to have Templates set up for this.

Remove Batch

Will remove the batch. You will be asked to confirm.