Inventory & stocktake (if enabled for your store)

Track consumables (oils, towels) and retail products (creams, gift items). Stock deducts automatically — nobody at the counter presses a "deduct" button.

Key concepts

Concept	Meaning
Inventory item	A tracked product (consumable or retail) with a current stock level
Category	Grouping for items (e.g. "Oils", "Retail")
Stock movement	Any change in quantity — goods-in, sale deduction, manual adjustment
Service link	A consumable item linked to a service (auto-deducts when service starts)
Stocktake	Physical count that reconciles system stock with reality

Items & stock levels

Admin → Inventory Management → Items tab

Each item has:

Field	Notes
Name	Displayed on POS (retail) or in reports (consumable)
SKU / Code	Read-only Store-scoped SKU-NNN generated by the server
Category	Grouping
Type	consumable (used during service) or retail (sold to customer)
Unit	Controlled code; packaging units (each/pack/box/bottle/tube/sachet/pair/roll) remain distinct from measurements (ml/l/g/kg)
Current stock	Live quantity (updated by movements)
Low stock threshold	Triggers a notification when stock falls below
Cost price / Sale price	For retail items

Creating an item

1. Inventory → Items → Create.
2. Fill name, type, category, unit, threshold.
3. Set initial stock via a goods-in receipt (see below).

Shared catalogue

The Shared Catalogue tab lists products published by partner stores under a sharing policy. Adopt copies a product into your local stock as an independent item — it starts at zero stock and is not linked to the partner's quantities. You can set a local retail price that overrides the catalogue retail price.

Goods-in (stock receipts)

Admin → Inventory Management → Stock Receipts tab

When new stock arrives:

1. Create receipt → select store.
2. Add lines: item + quantity received + optional cost per unit.
3. Save. Stock levels update immediately.

Each receipt is a permanent record — you can't edit it after creation, but you can create a new receipt for corrections.

Stock movements

Admin → Inventory Management → Stock Movements tab

A read-only log of every quantity change. Every movement is typed In / Out / Adjust and tagged with its source:

Source	Trigger	Type
stock_receipt	Stock receipt created	In
retail_payment	Customer pays for a retail item at POS	Out
sale_line	Retail sale line	Out
sale_return_line	Retail return	In
service_record	Service with linked consumable starts	Out
stocktake	Stocktake applied	Adjust (aligns to counted)
manual_outbound	Stock Outbound recorded in Admin	Out

Service-consumable links

Admin → Inventory Management → Service Links tab (or per-item detail)

Link a consumable item to a service so it auto-deducts when that service starts:

1. Select the service (e.g. "Deep Tissue 60min").
2. Select the consumable (e.g. "Massage Oil").
3. Set quantity per service (e.g. 30ml).
4. Save.

When a therapist starts that service on POS → 30ml is deducted from stock automatically (SYSTEM_AUTO).

note

Non-blocking at service start: if stock is at zero, the service still starts — the deduction clamps to zero and the shortage is recorded. Services are never blocked by inventory. Other movements (manual outbound, retail deductions, stocktake apply) are not clamped.

Retail sales at POS

When a retail item is added to a visit and payment completes, stock deducts automatically. The deduction is attributed to SYSTEM_AUTO and linked to the payment.

POS staff see a read-only inventory view — they cannot manually adjust stock from POS.

Stock outbound (manual)

From the Items tab, use Stock Outbound on an item to take stock out by hand — staff usage, wastage, damaged goods — with a quantity and a reason. It records a manual_outbound movement and is the only manual way to reduce stock outside a stocktake.

Low-stock alerts

When an item's stock falls below its threshold:

• A notification is sent to the store's POS (appears in the notification bell).
• A banner may appear on the POS dashboard (dismissed per day).
• Admin → Inventory Management → Dashboard tab shows the low-stock count and the five lowest items.
• Alerts are deduplicated: no new alert is raised for an item while an earlier one for the same item is still unread or undismissed.

Stocktake (physical count)

Admin → Inventory Management → Stocktake tab

A stocktake reconciles system quantities with what you physically count.

Creating a stocktake

1. Stocktake → New.
2. The system pre-fills all items with their current system stock.
3. For each item, enter the counted quantity (what you physically have).
4. Lines where counted ≠ system are flagged as variances.

Confirming and applying a stocktake

1. Review all variance lines and enter a reason on every line where counted ≠ system — Confirm is rejected while any variance line has no reason.
2. Confirm the stocktake. This freezes the sheet; stock is not changed yet.
3. Apply the confirmed stocktake. Only now are adjustment movements written (source stocktake) and stock moved to the counted figures.

Statuses: draft → counting → confirmed → applied (or reopened).

Reopening a stocktake

Found an error after confirming?

1. Submit a reopen request (with reason).
2. A different admin approves in the Approval Centre.
3. A new draft stocktake version is created, seeded from current stock; the applied version stays as-is.
4. Count, confirm and apply the new version.

Tips

• Count regularly — weekly for high-turnover items, monthly for stable stock.
• Don't guess goods-in — enter the exact quantity received. Garbage-in = garbage-stocktake.
• Service links save time — once linked, you never think about consumable deduction again.
• Low-stock threshold — set it at "time to reorder" level, not "already ran out".