Inventory
Know what's in stock, and what each sale made.
- On every plan
- Lots and catch weight
- Average cost, once costing is on
Stock on hand
Bills add stock. Invoices take it off.
Moves when you post
Stock goes on when you Save & post a vendor bill, and comes off when you post an invoice. A draft moves nothing, and voiding an invoice puts its stock back.
Every product, one list
Products & stock shows what is on hand by product and lot, marked In stock, Low, Out or Oversold. Open a product to see its lots and stock movements.
Import your product list
Upload a CSV or Excel file, match the columns and review each product before it is added. Opening counts go in afterward, through Count stock.
Lots and two units
Sell from the right lot, in both units.
A lot per delivery
Turn on Track lots and each posted bill can start its own lot, with the packer's lot number and the date it arrived.
Weight and cases, both
Count it two ways keeps two counts for a product, such as pounds and cases. Bills, invoices, counts and adjustments record both, and each can change on its own.
Pick lots on the invoice
Under Stock lots, choose each lot and the quantity it gives. One line can draw on several lots, and posting takes the stock off each one.
Count stock
Make your records match the shelf.
A printed count sheet
Print every product and lot with a blank Counted column. On hand is printed to check against, not to copy, and catch-weight items get a column for the second count.
BooksGPT works out the change
Type what you counted, zero included. Count stock shows what is recorded, the change and the result, and saves the difference as a numbered stock adjustment.
Damage and loss, recorded
Adjust stock for damage, spoilage or stock that arrived another way, with a reason and a memo. Undo reverses an adjustment that was wrong.
Purchase orders
See what's ordered, billed and still open.
Bill it from the order
Create bill fills in each line still open. Change the quantity to what arrived, and the next bill offers the rest.
Stock arrives with the bill
A purchase order never posts to your books. Stock and what you owe arrive when you Save & post the vendor's bill.
A PDF for your vendor
Download the order as a PDF with your logo and address. A message to the vendor prints on it, and your internal memo stays off.
Cost of every sale
Each sale books what it cost.
Average cost, by lot
Costing uses average cost: one average per product, or each lot's own when you track lots. A posted sale keeps the cost it was booked at.
Freight and landed costs
Once costing is on, spread a freight or handling bill across the lots it belongs to. Stock still on hand carries it, and units already sold take their share.
Once costing is on
Costing starts off. When an owner turns it on, each posted sale books its cost of goods sold, and the Inventory costs report shows stock value, COGS and margin.
How it works
Questions, answered.
Turn on Track stock for a product. Posting a vendor bill adds its quantity to On hand, and posting an invoice takes it off; drafts move nothing. Products & stock lists what is on hand by product and lot, and Count stock or a stock adjustment corrects the record when the shelf disagrees. It is included on every plan.
Average cost. Each product keeps one average, or each lot keeps its own when you track lots, and a sale books the average on its date. Costing starts off, and quantities work without it. When you're ready, the workspace owner previews the opening stock and turns it on under Costing setup. Once it is on, it stays on.
Yes. Track lots keeps each delivery as its own lot, with the packer's lot number and the date it arrived. Count it two ways keeps two counts, such as pounds and cases, on bills, invoices, counts and adjustments. On an invoice, Stock lots says which lots a line sells from.
Yes. Import products reads a CSV or Excel file and lets you review each product before it is added; opening counts then go in through Count stock. Import sales history keeps a point of sale's item sales beside your books on the Sales by product report. It never posts income, moves stock or changes a product.
Open the invoice, choose Issue credit memo and tick Return credited items to stock. The units go back on the shelf, from the lots that sale used. With costing on, they come back at the original sale's cost, which comes out of cost of goods sold. Leave the box off for damaged goods or a price credit.
Yes. Upload the vendor's PDF to the Bill Inbox, or drop it into Copilot. On an inventory purchase you check each line's product and lot, then Create Bill and update stock saves the bill and its stock together. Nothing posts until you press it.
Yes. Ask what is on the shelf, which lots you have, why a quantity changed, what is still on order or which freight bills need a review. Copilot reads the same numbers as Products & stock. Ask for a change, such as a stock adjustment or a purchase order, and it puts a card in the chat. Nothing changes until you press the card's button.