Reading the stock list

The “Stock” tab is the screen you’ll open most often. Here’s how to read it and how to find what you’re looking for quickly.

It shows the stock of the site you currently have selected. Switch sites and the contents change. → Sites

The numbers at the top

The totals for the current site are shown at the top of the screen.

  • Value — your current stock converted to money. Hidden when the costing method is “Quantity Only,” and hidden from anyone with the Member role. → Members
  • Stock — the total stock quantity across all items.
  • Item — how many items you have registered.

A red Alert ● button on the right means some items need restocking or checking for expiry. Press it to show only those items; press again to clear. → Stock alerts

Finding an item

Type in the search box to search across item name, SKU, barcode and text-type item fields.

  • Item name, SKU and item fields match on any part of the text.
  • Barcodes match exactly only. A partial code won’t find anything.

Filters

For finer control, use the filter.

Condition What it does
Location Shows items with stock in that location (when Location is in use).
Expiry Date Shows stock expiring on or before the date you pick (when Expiry is in use).
Availability “In Stock” or “Out of Stock.”
Alert “Has Alert” or “No Alert.”

The expiry filter is handy for pulling out stock that’s about to expire so you can sell or dispose of it first.

Sorting

You can sort the list by:

  • Item name / SKU / stock quantity / updated date / created date
  • Any item field with “Show in Sort” enabled

What you see when you open an item

Tap a row to open that item’s details.

  • Stock breakdown — when location, lot or expiry is in use, each combination is listed separately. It’s ordered soonest expiry first, so first-in-first-out picking works straight down the list.
  • Expiry colours — expired stock is shown in red, expiring-soon stock in orange.
  • Alert breakdown — Shortage, Overstock, Expired and Expiring Soon counts, each as a number.
  • History — when and through which transaction the item moved.

Exporting to Excel and CSV

Two exports are available from the menu at the top right, each as Download CSV or Download Excel.

Download (by Item) — one row per item. Item name / SKU / barcode / unit / standard cost (with Standard Cost) / min stock / max stock / expiry alert (when Expiry is in use) / quantity / shortage / overstock / expired / expiring soon

Download (Details) — one row per stock breakdown. Item name / SKU / location / lot / expiry (whichever are in use) / quantity / average cost (with Weighted Average Cost)

Search or filter first and only those rows are exported. Useful as stock count sheets and for sharing figures internally.

An export is also your import template

To update many items at once, export “by Item,” edit the file and import it back. → CSV, Excel, label printing and images