Stock levels per godown
For every product in every warehouse, Stockroot shows three quantities and a value:
| Figure | What it means |
|---|---|
| On hand | Units physically in the warehouse, according to recorded receipts, deliveries, transfers, returns and adjustments. |
| Reserved | Units promised on confirmed sales orders that have not been delivered yet. |
| Available | On hand minus reserved: what you can still sell. |
| Value | Units on hand multiplied by the weighted-average cost in that warehouse. |
You can look at one warehouse or all of them together, and the dashboard shows total stock value.
Stock status, defined
Each product gets one status, worked out from its available quantity and its own reorder level:
- Out of stock: nothing is available.
- Low stock: available stock is at or below the product’s reorder level. A product without a reorder level is only ever in stock or out of stock.
- Reserved: reservations are what has pushed available stock down to the reorder level.
- In stock: everything else.
Every change is a movement
Stock is never typed over. It changes only when one of these is recorded, and each one is saved as a stock movement with its date and document number:
- Opening stock, when you start
- A goods receipt against a purchase order
- A delivery against a sales order
- A purchase return or a sales return
- A transfer between warehouses
- An approved stock adjustment
Cost of goods is recorded with each delivery at the weighted-average cost at that moment, which is how the dashboard can show gross profit as you sell rather than at month end.
Transfers between godowns
A transfer moves stock from one warehouse to another in two steps, so goods on the road are not counted twice:
- Draft: choose the source and destination warehouses and the quantities.
- In transit: the stock is sent and leaves the source warehouse.
- Received: the destination confirms receipt and the stock is added there.
Stock counts and adjustments
When a physical count does not match the system, you record a stock adjustment:
- Choose the warehouse, the date and a reason: physical count, damage, theft or loss, expiry, correction, or other.
- Enter the quantity you actually counted for each product. Stockroot shows the difference against the system figure.
- The adjustment stays pending and does not move stock until it is approved.
Approval is refused if it would take stock below zero or below what is already reserved. An approved adjustment cannot be edited; to undo it, you reverse it, which records a new adjustment in the opposite direction.
Good to knowRecording and approving an adjustment use the same permission, so one person can do both. If you want a second person to approve, give the recording permission only to the people who should approve, or agree that rule within your team.
Read our guide on how to run a stock count and reconcile differences.
Low stock and reordering
Each product can have a reorder level and, optionally, a maximum stock level.
- A product appears in low-stock alerts for a warehouse when its available quantity (on hand minus reserved) is at or below its reorder level. Out-of-stock products always appear.
- The alert suggests a quantity to order: the reorder level minus what is available.
- Reorder low stock opens a new draft purchase order with every product that needs reordering. Each quantity tops the product up to its maximum stock level if one is set, otherwise to its reorder level, and is priced at its average cost. You choose the supplier and adjust before confirming.
Not sure what level to set? See how to set reorder points, with a worked example.
Batches and expiry dates
Switch on batch tracking for products that expire, such as medicines. Stock is then received and sold by batch:
- Each delivery from a supplier records the batch number and expiry date. One order line can arrive in several batches.
- Sales leave from the batch that expires first. Expired stock cannot be sold unless someone with the right permission allows it.
- Customer returns go back into the batch they were sold from, and supplier returns leave from the batch they came in under. Transfers keep the batch.
- The batch expiry report lists what has expired and what expires in the next 30, 60 or 90 days, with its value. Expired stock can be written off in one step, through an adjustment you approve.
- Invoices show the batch and expiry of each item.
Products, units and import
- Products with SKU, category, brand, unit and pack size
- Barcodes: scan to find a product on orders, quotations and goods received; several barcodes per product (strip, box); print barcode labels on A4 sheets or label rolls; generate a barcode for products that have none
- Generic name and strength, to find another brand of the same medicine when one is out of stock
- Opening stock per warehouse when you start using Stockroot
- Import your product catalogue from an Excel or CSV file: category, product name, unit and pack size, plus optional barcode, generic and strength columns
Inventory reports
- Stock on hand: quantities, value and low-stock items across every warehouse
- Product performance: sales, cost, gross profit and stock on hand per product
- Low-stock alerts exported to Excel
Reports can be exported to CSV, Excel or PDF.
What is not included
Stockroot does not currently track bin or shelf locations inside a warehouse, and it has no point-of-sale counter screen. If you need these, tell us when we talk. See everything that is not available yet.