# Managing Inventory
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](#the-manage-stock-page "mention")
* [#managing-stock](#managing-stock "mention")
* [#batches](#batches "mention")
* [#adding-a-batch](#adding-a-batch "mention")
* [#managing-batches](#managing-batches "mention")
* [#searching-and-filtering-the-current-stock-list](#searching-and-filtering-the-current-stock-list "mention")
***
## 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.
{% hint style="success" %}
This page can also be reached via the product's page:
1. Select **Products** from the main menu and select the product. The product's page will open.
2. 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.
{% endhint %}
**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. It will also be considered in production when using the [Smart Production Plan](/production/smart-production-plan.md) with the appropriate method.
* If left blank, the default **Minimum Stock** from the [Product Settings](/configuring-supplyd/settings/product-settings.md#predict-and-scan) section of your [Product Settings](/configuring-supplyd/settings/product-settings.md) will be applied. This value is used in all smart features, including [Smart Production Plan](/production/smart-production-plan.md), purchase predictions, and trend calculations.
* If you do not want to maintain a minimum stock, enter **0**. For example, bakeries often set this to 0 since unsold stock is typically written off at the end of the day.
**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](#batches "mention") below for more details.
***
## Managing Stock
To manage stock:
{% stepper %}
{% step %}
#### 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.
{% hint style="warning" %}
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.
{% endhint %}
***
{% endstep %}
{% step %}
#### 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.
{% hint style="success" %}
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](/production/smart-production-plan.md) 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](/purchase-orders/smart-purchase-orders.md) doc for more details.
This setting gives users more control over stock availability, particularly for critical or fast-moving items.
{% endhint %}
**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.
***
{% endstep %}
{% step %}
#### Batches
Complete the **Batches** section, adding any batches required.
👉 See [#batches-2](#batches-2 "mention") below for details on adding and managing batches.
***
{% endstep %}
{% step %}
#### Click Save
Click to apply this information.
{% endstep %}
{% endstepper %}
***
### 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.\
\
{% hint style="info" %}
The 3 dot menu on this page only has one option - **Toggle Full Screen** which will expand the view to full screen. Click again to exit full-screen mode.
{% endhint %}
**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.
{% hint style="success" %}
Hovering your cursor over the **Batch ID** field provides a quick overview of the batch’s details.
{% endhint %}
***
### Adding a Batch
{% hint style="info" %}
This option is primarily for manually adding a batch for special situations, such as when you need to record a batch outside the usual inventory processes. In most cases, batches are automatically created by Supply’d during production, stocktakes, or other inventory activities. For routine batch management, users will typically use the [#managing-batches](#managing-batches "mention") section rather than the Add Batch option.
{% endhint %}
{% stepper %}
{% step %}
#### Click Add Batch
On the **Manage Stock** page, in the **Batches** section, click .
The **Add Batch** form will open.
Complete the fields as follows:
***
{% endstep %}
{% step %}
#### 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.
{% hint style="info" %}
If no expiry date is set and FIFO (first in, first out) is enabled, this batch will be used last across all processes, including production and sales orders.
{% endhint %}
**Quality Control Check**
Select whether or not this product passed the quality control check.
{% hint style="info" %}
This field will only show if **Enable QC Check** is enabled in the [Order Settings](/configuring-supplyd/settings/order-settings.md#receiving-orders) section of [Order Settings](/configuring-supplyd/settings/order-settings.md).
{% endhint %}
**Temperature Check** (refrigerated or frozen products only)
Enter the product's temperature when received, in degrees.
{% hint style="info" %}
This field will only show if is enabled in **Enable Temperature Check** in the [Order Settings](/configuring-supplyd/settings/order-settings.md#receiving-orders) section of [Order Settings](/configuring-supplyd/settings/order-settings.md) and the the product requires refrigeration or is frozen.
{% endhint %}
**Notes**
Optionally, add any notes relevant to this batch.
**Attachments**
Attach files to a batch. For example, businesses can store Certificates of Analysis (CoA) or other relevant documents directly against batches for easy access. Simply click **Choose File** and select the file you want to attach.
{% hint style="success" %}
If you have multiple files attached, you can rearrange them by clicking the 3 lines next to the file name and dragging them into your preferred order.
{% endhint %}
***
{% endstep %}
{% step %}
#### Click Save
Click to apply this information to the batch.
***
{% endstep %}
{% step %}
#### Repeat
If required, repeat the process for any additional batches.
{% endstep %}
{% endstepper %}
***
### 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](#adding-a-batch "mention") 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](/inventory/inventory-recalls-smart-recall-system.md) 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](/configuring-supplyd/settings/templates.md) for more information.
***
#### Remove Batch
This option will remove the batch. You will be asked to confirm.
Click .
***
## Searching & Filtering the Current Stock List
On the **Inventory** page, under the **Stock** tab, the 3 lines next to the 3 dots in the top right let you filter the **Current Stock** list, while the magnifying glass allows you to search for specific items.
Clicking on the magnifying glass, you can search the **Current Stock** list by product name or location.
Clicking the 3 lines opens the **Filter Stock** form, giving you access to all available filtering options.
**Location**
Filter stock based on one or more selected sites or warehouses.
**Stock Status**
Filters items based on their current status(es).
**Brand**
Shows stock items from a selected brand(s).
**Product**
Allows you to filter by one or more specific product names.
**Category**
Filters stock by product category or categories.
**Department**
Displays stock assigned to one or more specific departments (only if [Locations](/configuring-supplyd/settings/locations.md#departments) are used).
Click to apply your selections and filter the **Stock** list.
---
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