Inventory Management

Learn how to track stock levels across locations, run inventory counts, configure par-level alerts, and make stock adjustments in Stogly.

Overview

Stogly provides multi-location inventory management out of the box. Every product's stock is tracked per warehouse and per location, giving you real-time visibility into what you have, where it is, and when to reorder.

Viewing Stock Levels

All Products

1. Navigate to Catalog > Products
2. The Stock column shows the total quantity across all locations
3. Click a product row to see the per-location breakdown in the product detail panel

Stock by Location

1. Navigate to Inventory > Inventory and open the Stock Levels tab
2. Use the location filter at the top to pick a specific warehouse or location, or keep All Locations
3. The table shows each product's current stock, min level, max level, and status (OK, Below Min, Not Set)

Par Levels & Reorder Points

Par levels define the minimum stock quantity you want to maintain for each product. When stock falls below this threshold, the system triggers a low-stock alert.

Setting Reorder Points

1. Open a product from Catalog > Products
2. In the product detail, find the Reorder Point field
3. Enter the minimum quantity
4. Click Save

You can also set reorder points in bulk during CSV import by including a Reorder Point column.

How Alerts Work

Stock Levels (Min/Max per Location)

Min and max levels are kept separately for each one — every location and every warehouse. One location filter at the top of the Stock Levels tab applies to all three views: All Products, Below Min, and Reorder Suggestions.

Setting Min and Max Levels

1. Navigate to Inventory > Inventory and open the Stock Levels tab
2. With All Locations selected, every product is listed once per location it is stocked at, with a Location column; picking a location narrows the list to that location
3. Enter the Min Level and Max Level directly in any row — decimal minimums are supported (e.g., 0.5 kg)
4. Click Save Changes

Below Min is evaluated per location: a product can be fine in one location and below minimum in another.

Reorder Suggestions

1. Click Generate Suggestions — the system creates one suggestion per product per location that is below its minimum
2. Review the suggested quantity: it orders up to the location's max level, or up to the minimum when no max is set
3. Approve or Dismiss each pending suggestion — approved suggestions stay in the list with a checkbox
4. Select the approved suggestions and click Create POs from Selected — purchase orders are created grouped by supplier

Inventory Counts (Periodic Counts)

Use inventory counts to verify physical stock against system records.

Running a Count

1. Navigate to Inventory > Inventory Counts
2. Click New Count
3. Select the warehouse or location to count
4. Optionally filter by category to do a partial count
5. The system generates a count sheet with expected quantities
6. Enter the actual counted quantity for each product
7. Review discrepancies — the system highlights differences
8. Click Approve Count to apply adjustments

Approved counts automatically create stock adjustment records so you have a full audit trail.

Stock Adjustments

For one-off corrections outside of a full inventory count:

1. Navigate to Inventory > Stock Adjustments
2. Click New Adjustment
3. Select the location and product
4. Enter the adjustment quantity (positive to add, negative to remove)
5. Select a reason (damage, theft, expiry, correction, other)
6. Click Submit

All adjustments are logged with the user, timestamp, and reason for audit purposes.

Multi-Location Inventory

If you operate multiple locations or warehouses:

• Each location maintains its own stock quantities independently
• The product list shows total stock across all locations
• Use Stock Levels with the location filter to see individual location quantities
• Stock transfers between locations are handled via the Transfers module (see the Stock Transfers guide)

Tips & Best Practices

• Run regular counts — weekly counts for high-value items and monthly full counts keep your records accurate
• Always include a reason for adjustments — this makes audit reviews straightforward
• Set reorder points on your top sellers first — focus alerts on the products that matter most to revenue
• Use category filters during counts to break large inventories into manageable sections
• Review the Stock Movement report in Analytics to identify shrinkage patterns over time

Need help? Contact support at support@stogly.com