Retail Inventory

Purchase and Stock Controls

Use this guide for purchasing, receiving, and stock control work that needs operational evidence without entering Accounting screens.

Purchase requests and orders

1. Open Purchase Orders from Retail inventory or purchasing.
2. Search items inside each purchase line instead of scrolling the full catalog.
3. Save the purchase order as a draft or request according to the existing approval flow.
4. Open any saved purchase order from the list to view details.
5. Edit only purchase orders that are not approved and do not have received lines.
6. Print the purchase order from the selected detail view when supplier or manager sign-off is needed.

Receiving stock

1. Open the purchase order and choose receive.
2. Enter quantities received for the relevant lines.
3. Add an optional external reference such as supplier invoice number, delivery note number, or receipt number.
4. Save receiving. The external reference is saved on the latest receipt evidence and appears when the purchase order is reopened or printed.

Stock takes

1. Complete a stock take using the existing stock take flow.
2. Print immediately after saving when needed.
3. For later reprints, open the previous stock takes list and use the print action on the saved stock take.

Item-level stock thresholds

1. Open product setup for an item that needs a custom reorder warning.
2. Set the item low-stock threshold in the stock section.
3. Leave it blank when the item should follow the general inventory threshold.
4. Use custom thresholds for fast-moving items so they alert earlier than slow-moving stock.

These controls are operational inventory tools. Accounting posting and supplier payment handling remain in their existing accounting workflows.