Stock Management: overview, levels and adjustments

See stock totals, low stock, recent activity and suggested supplier orders, search stock by product, and correct a stock count.

Where: web · Who can use it: The Stock page is in the menu for all signed-in users. Adjusting stock, checking reorder levels and confirming goods received need a sales-level role, a manager role or the warehouse manager role. The Total Value card is for the owner only.

Screens may differ slightly from what you see.

What it is for

The Stock page (headed Stock Management) is the main stock screen on the web. At the top you get a row of summary cards and three panels. Below them are six tabs. This article covers the cards, the panels and the Stock Levels tab.

The other tabs are covered here:

Goods Received and Back Orders: Goods received and back orders
Warehouses: Warehouses and locations
Transfers & Movements and Traceability: Stock movements and traceability

Who can use it

Seeing the page: the menu shows Stock to all signed-in users. Reading stock, movements and goods received notes is open to any signed-in user.
Changing stock: the server only accepts Adjust Stock, Check Reorder and confirming a goods received note from a sales-level role (sales, senior sales), a manager, director or owner, or the warehouse manager role. The buttons are not hidden from other people. If you are not allowed, the page shows a failure message.
Total Value card: only the owner sees this card. The server also blanks the value for everyone else.

How to use it

Read the summary cards

The cards across the top show:

Total Items
Total Value (owner only)
Low Stock
To Dispatch
Back Orders
Suggested POs
GRNs Pending
Warehouses

Read the panels

Low Stock Items lists each product that is at or under its minimum. Each row shows the product name, the SKU, the figure Available / Min, and the shortage.
Recent Activity lists the latest stock movements with the product, the note or movement type, the quantity and the date.
Suggested Orders only appears when there are draft supplier orders waiting. Each one shows its reference, the supplier, the number of items and the total.

Check reorder levels

In the Low Stock Items panel, press Check Reorder.
A message appears. It reads either "Reorder check: N new POs created, N updated" or "No reorder suggestions needed — all stock levels OK".

New purchase orders created this way show up under Suggested Orders. They are drafts.

Deal with a suggested order

Each suggested order has three buttons:

Compose email prepares an email to the supplier in your own mail program. It does not mark the order as sent. The page tells you so: press "Mark as sent" once you have sent it. A line "Email prepared ... not yet marked as sent" then appears on the order.
Mark as sent asks "Have you sent [order ref] to the supplier? It will be marked as ordered." Confirm only after you have really sent it.
Dismiss cancels the draft order. The page shows "Draft order dismissed".

Find stock on the Stock Levels tab

Make sure the Stock Levels tab is selected. It is the first tab and opens by default.
Choose a warehouse in the first box, or leave it on All Warehouses.
Type in the search box. Its prompt is "Search by product name or SKU...".
Tick Low stock only to show only items at or under their minimum.

The table shows: Product, SKU, Warehouse, Location, Box, Qty, Reserved, Available, Min Level and Status. Status is Low (red) when available stock is at or under the minimum, OK (green) when it is above, and N/A when the product has no minimum.

Click a row to open it. It shows Recent Movements for that product, with the movement type, quantity, location, any note and the date.

Correct a stock count

On the Stock Levels tab, press Adjust Stock.
Fill in Product ID. This is a number box. You need to know the product's ID number.
Choose a Location ("Select location...").
Enter the Quantity Adjustment. Use a positive number to add and a negative number to remove, for example +5 or -3. Whole numbers only.
Write a Reason. The box asks "Why is this adjustment being made?".
Press Adjust Stock in the pop-up.

If anything is empty, you get "Please fill in all fields". On success you get "Stock adjusted successfully" and the table refreshes.

Tips

Use the warehouse box and the Low stock only tick together to see what to reorder for one site.
Always give a clear reason on an adjustment. It is stored with the movement and appears in Recent Movements as the note.
Do not press Mark as sent until the email has gone. The page is built so that a draft is never treated as sent by accident.

Things to know

Reserved is stock already promised to orders. Available is what is left after that.
The Adjust Stock form asks for a product ID, not a name. Look the product up first on the Products page.
The tab you were on is not remembered. The page opens on Stock Levels each time.
They are not covered here.

Common questions

Who can adjust stock in IBIOS?

Adjust Stock, Check Reorder and confirming goods received are accepted from a sales-level role, a manager, a director, an owner or the warehouse manager role. Other people see a failure message.

What does the Low Stock Items panel show?

It lists each product that is at or under its minimum. Each row shows the product name, the SKU, the Available and Min figures, and the shortage, so you can see what to reorder.

Who sees the Total Value card?

Only the owner sees the Total Value card on the Stock Management page, and the server also blanks the value for everyone else, so other roles do not see a figure.