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
To open to the Manage Stock page:
Select Inventory from the main menu, then choose the product you would like to manage stock for.
The Manage Stock page will open.
This page can also be reached via the product's page:
Select Products from the main menu and select the product. The product's page will open.
Click the three dots in the top right and select Manage Stock. The Manage Stock page will open.
If you have never managed stock against the product you will need to access via the product.
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 levels 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. This acts as a "Safety Buffer." If stock falls below this number, Supply’d will flag it for reordering.
Bin Location
Where the product is stored, such as the specific shelf or aisle.
Allow Back Ordering
Let customers order even if out of stock.
Batches
In Supply’d, batches are used to track groups of products that were made or bought at the same time. This is critical for food safety and quality control.
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.
👉 See Batches below for more details.
Managing Stock
To manage stock:
Select the Product
Select Inventory from the main menu, then choose the product you would like to manage stock for.
The Manage Stock page will open.
If you have never managed stock against the product you will need to access the Manage Stock page via the product:
Select Products from the main menu and select the product. The product's page will open.
Click the three dots in the top right and select Manage Stock. The Manage Stock page will open.
Complete the Form
Complete/change the fields as per guidelines below:
Location
Select the location where you would like manage/adjust stock for.
Manage Stock
Select whether or not you would like to manage stock for this item.
Yes: Supply’d will track every unit that comes in (via Purchase Orders) and goes out (via Sales or Production).
No: The system treats the item as a non-inventory service or an unlimited supply.
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
Enter the physical location of the product in your warehouse or storage area - Aisle, Bay, Shelf and Bin. This helps staff find items quickly.
Allow Back Ordering
Select whether or not this product can still be ordered when there is no stock available.
Yes: Customers can place orders for this product even when it’s out of stock.
No: The system will prevent orders from being placed once stock runs out.
Batches
Complete the Batches section, adding any batches required.
👉 See Batches below for details on adding and managing batches.
Additional Options
Clicking the 3 dots in the top right corner will open a menu with the following options.
View Stock Feed
Selecting this option will open 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
This will download the Stock Feed data as a spreadsheet.
You can use this file to review, analyse, or share stock information outside of Supply’d, making it easier to track inventory, monitor stock levels, and maintain records for reporting or auditing purposes.
View
Product: Opens the product’s page and displays details about the selected product, including its name, description, and other relevant product information. This allows you to view or edit the product’s settings, stock, nutrition, and other attributes in one place.
Inventory: Opens the Manage Stock page, showing the current stock levels of the product across all locations. This helps you monitor availability and manage inventory effectively.
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, displaying a live record of all stock changes, including items received, sold, or adjusted.
Unfulfilled Orders
Opens the Recent Sales Orders page, showing all orders that are not yet completed. This helps you track pending stock commitments and manage fulfilment.
Show No Stock Batches
Displays every batch ever created for that product, even those with a quantity of zero.
When clicked it will change to Hide No Stock Batches. Giving you the option to only see batches that currently have items sitting on the shelf. This keeps your screen uncluttered so you can focus on what is ready to sell.
Batches
A batch is a specific quantity of a product that is produced or received together at the same time, or have the same expiry date. 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.
Hovering your cursor over the Batch ID field provides a quick overview of the batch’s details.
Adding a Batch
Add Batch Details
Batch Code (Optional)
Enter an optional batch code reference for this item.
Cost of Goods (ex tax)
This is the Cost of Goods for a single unit (or the quantity defined in your inventory carton if not using units), excluding tax. It is used to calculate profit margins when the item is sold. You can press 
to pull the current average buy price if it is empty.
Production Date (Optional)
Click on the field and select the date the product was produced.
Expiry Date (Optional)
Select the expiry date of the batch.
Expiry Type
Select the type of expiry - either Best Before or Use By. If an Expiry Date is not provided this field will be ignored.
Quality Control Check
Select whether or not this product passed the quality control check.
Temperature Check (refrigerated or frozen products only)
Enter the product's temperature when received, in degrees.
Managing Batches
Clicking on the 3 dots on the right of a batch gives you the following options:
Edit Batch
Opens the Edit Batch form.
Edit any fields as required following the guidelines for Adding a Batch above.
Click 
to apply the updates.
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 corner on the Batch information page will 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.
Download >
Label: Opens the Print Label form, allowing you to generate and print labels for the selected product.
Feed: This will download the Stock Feed data associated with this batch as a spreadsheet.
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
Reloads the current page to update all displayed information.
Toggle Full Screen
Expands the overlay to full screen, allowing you to view the entire inventory feed table at once.
Print Label
Opens the Print Label form, allowing you to generate and print labels for the selected product. You can select either a system template or, if you have created any, a custom template.
👉 See Templates for more information.
Remove Batch
This option will remove the batch. You will be asked to confirm.
Click 
.
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