Manual/ Products, Services & Stock

Products, Services & Stock

Build the catalogue of everything you sell. Products are physical items with stock levels; services are jobs you charge for (haircuts, repairs, consulting). Both must exist in the catalogue before you can record a sale.

On this page

  1. Products vs. services
  2. Add a product
  3. Edit or remove a product
  4. Add a service
  5. Recording stock-in
  6. Stock adjustments & losses
  7. Low-stock alerts
  8. Stock on hand report

Products vs. services

  • Product — a physical item with a quantity. Selling one decreases stock; receiving more increases it. Examples: a bottle of soda, a bag of cement, a phone charger.
  • Service — work you perform. There's no stock count. Examples: a haircut, an oil change, hourly consulting.

If something is half-and-half (e.g. a phone repair that uses spare parts), set up the service for the labour and the parts as separate products.

Add a product

Add Product form with name, category, prices, stock and branch fields
Add Product form — name, category, prices, opening stock and which branches stock it.
  1. Open Products → Add Product.
  2. Enter the name (e.g. "Coca-Cola 500ml").
  3. Pick a category (e.g. Drinks). Categories help reports group similar items.
  4. Enter the unit (piece, kg, litre, packet…).
  5. Enter the cost price (what you pay) and the selling price (what customers pay).
  6. Enter the opening stock — how many you currently have.
  7. Set a low-stock threshold if you want an alert when stock drops below a number.
  8. Choose which branches stock this product. You can stock the same product in many branches with different counts.
  9. Click Save.
Tip Cost and selling price are kept separate so that profit reports work. If you don't know the cost yet, leave it as zero — you can update it any time.

Edit or remove a product

Open Products, click the product, and:

  • Update name, prices, category or unit and click Save.
  • Click Discontinue to hide it from the catalogue. It still appears in past sales but won't show when recording new ones.

Add a service

  1. Open Services → Add Service.
  2. Enter the service name (e.g. "Haircut", "Oil change").
  3. Pick a category (Grooming, Mechanical, Consulting…).
  4. Enter the standard price. You can change it on each sale if a job is bigger or smaller than usual.
  5. Optionally add a duration (e.g. 30 minutes) — this is shown on the receipt.
  6. Click Save.

Recording stock-in

When new stock arrives from a supplier, record it so the count stays accurate.

Stock-in form listing products with quantities and supplier
Recording a delivery — pick products, enter quantities, optionally link to a supplier.
  1. Open Stock → Add Stock.
  2. Choose the branch the stock is going to.
  3. Add each product and the quantity received.
  4. Enter the supplier (optional) and the cost per unit for this delivery — useful if costs change between deliveries.
  5. Click Save. Stock counts update immediately.
Linking to expenses Tick "Also record as expense" if you've paid the supplier — the same delivery will appear in your expense ledger so you don't have to enter it twice.

Stock adjustments & losses

Stock that disappears outside of a sale (breakage, theft, expiry, transfer to another branch) needs an adjustment.

  1. Open Stock → Adjust Stock.
  2. Pick the product and branch.
  3. Enter the quantity to remove (or add) and choose a reason: Damaged, Expired, Stolen, Transfer, Correction.
  4. Click Save. The adjustment is logged with your name, the date and reason.

Low-stock alerts

If you set a low-stock threshold on a product, the app warns you in two ways:

  • The product appears in red on the Stock list.
  • The dashboard shows a "Low stock" tile with the affected products.
  • If you've enabled email notifications (Settings), you'll get an email when a product crosses the threshold.

Stock on hand report

Stock on Hand report showing products, quantities and total value
Stock on Hand — every product with current quantity and value at cost.

Open Reports → Stock on Hand to see:

  • Every product, current quantity, and value (quantity × cost price).
  • Filter by branch or category.
  • Export to PDF or Excel for your own records.
← PreviousEmployees & payroll