Managing Inventory
Supply'd helps you manage & track your stock effectively and keep things running smoothly.
Managing stock in Supply’d helps you keep accurate, real-time control of your inventory. It reduces errors from manual tracking, ensures you always know what’s in stock, prevents overstocking or running out, and helps you make smarter purchasing and production decisions. This saves time, cuts costs, and keeps your business running smoothly.
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.
The Manage Stock Page
Product Name: Displays the product you are managing stock for (read-only).
Location: The location (eg. warehouse, store, or production site) where this stock is kept.
Manage Stock: Whether or not you'd like to manage stock for this item.
Stock On Hand: The total amount of the product physically in your inventory. This is non-editable field.
Stock Available: The amount of stock that is free to sell or use. It excludes stock already allocated to orders or production. This is non-editable field.
On Order: The quantity of a product that has been ordered from suppliers but has not yet been received into stock. This is non-editable field.
In Production (Production Items only): The quantity of stock currently being used in production batches but not yet completed into finished goods. This is non-editable field.
To Be Picked: The quantity of stock that has been allocated to orders but has not yet been picked or shipped. This is non-editable field.
Minimum Stock Hold: The minimum stock to have on hand at any time.
Bin Location: Where the product is stored.
Allow Back Ordering: Let customers order even if out of stock.
Batches: 👉 See Batches below for more details.
Batch ID: The unique identifier for a specific batch of the product. This is non-editable field.
Batch Code: An optional code or identifier for the batch.
Cost of Goods: The cost to produce or purchase the product.
Stock On Hand: The actual quantity of the product currently in inventory.
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/change 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, however, this can be adjusted in Batches in the Stock On Hand field.
👉 See Batches below.
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. 👉 See the Smart Production Plan doc for more details.
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. 👉 See the Smart Purchase Orders doc for more details.
This setting gives users more control over stock availability, particularly for critical or fast-moving items.
Bin Location
The physical location of the product in your warehouse or storage area - Aisle, Bay, Shelf and Bin -helping staff find items quickly.
Allow Back Ordering
Whether or not this product can still be ordered when there is no stock available.
If enabled, customers can place orders for this product even when it’s out of stock. If disabled, the system will prevent orders once stock runs out.
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 you to download the Stock Feed data in spreadsheet format.
View >
Product: Shows details about the selected product, such as its name, description, and other product information.
Inventory: Displays the current stock levels of that product across your locations, helping you track availability.
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
A batch is a specific quantity of a product that is produced or received together at the same time. Batches are tracked separately so you can trace production, manage expiry dates, monitor stock levels, and handle recalls or quality issues accurately.
It’s essentially a way to group products that share the same production or delivery history.
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
Go the the Manage Stock Page
There are 2 ways to open the Manage Stock page for the product:
On the Inventory page, click on the product to open the Manage Stock page for that product.
On the Product page, click on the 3 dots in the top right and select Manage Stock.
If the Batches section is closed, open it by clicking on the arrow on the right (as circled above).
Add Batch Details
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.
This field will only show if the product requires refrigeration or is frozen.
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- Smart Recall System 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.
Hovering your cursor over the Batch ID field will give you a quick overview of the batch information.
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