Inventory & Stock
Keep track of everything your organization owns, stores, and distributes. From office supplies to equipment, Inventory & Stock helps you know what you have, where it is, and when to reorder.
Overview
The Inventory & Stock module is your central place for managing all physical items in your organization. Whether you need to check how many laptops are available, find out where a piece of equipment is stored, or request supplies for your team, this is the place to do it.
Find items
Quickly search and browse your entire inventory with filters for category, status, and location.
Add and organize
Add new items with details like pricing and quantities, and organize them into categories.
Stay informed
Get alerted when stock is running low so you can reorder before items run out.
Browsing inventory
How to find the items you're looking for
When you open the Inventory page, you will see a list of all items available in your organization. You can narrow down this list to find exactly what you need.
Searching: Use the search bar at the top of the page to look up items by name, SKU number, or description. Results appear instantly as you type.
Filtering: Use the filter options to narrow results by category, stock status, storage location, or price range. You can combine multiple filters at once.
Sorting: Click on any column header to sort items by name, quantity, price, or date added. Click again to reverse the order.
Each item displays a colored status indicator so you can see its availability at a glance:
The item has plenty of stock available and is well above the reorder point.
Stock has dropped below the reorder point. Consider placing a new order soon.
No units are currently available. New stock needs to be ordered.
Stock is set aside for a pending request and is not available for general use.
Adding new items
How to add a new item to the inventory system
To add a new item, click the Create item button on the Inventory page. You will be guided through entering the following details:
Step 1: Basic information — Enter the item name and a brief description. Choose a name that is easy for others to recognize and search for.
Step 2: SKU and identifiers — Assign a unique SKU (Stock Keeping Unit) number. This is a short code that helps identify the item quickly, for example "LAP-DEL-001" for a Dell laptop.
Step 3: Pricing — Enter the unit cost and, if applicable, the selling price. This helps with budgeting and reporting.
Step 4: Initial stock quantity — Enter how many units you currently have on hand. This becomes the starting count for tracking.
Step 5: Category and location — Select a category for the item (or create a new one) and choose where it is stored.
Organizing items
Group items into categories and subcategories for easy navigation
Categories help you group similar items together so your inventory stays organized as it grows. You can create a hierarchy of categories to reflect how your organization thinks about its items.
For example, you might organize items like this:
To create a new category, go to the Categories section in the Inventory page. Click Create category, give it a name, and optionally select a parent category to nest it under.
You can rearrange categories at any time by editing them and changing their parent. Items within a category will automatically appear when browsing that category or any of its parent categories.
When you browse by category, you will see all items in that category plus all items in its subcategories. For example, browsing "Electronics" would show laptops, desktops, monitors, keyboards, and mice.
Tracking stock levels
Monitor quantities, set alerts, and avoid running out of essential items
Every item in the system has a stock level that is updated automatically as items are added, requested, or reserved. You can see the current stock level on any item's detail page.
Available stock
The number of units that are currently available for use or distribution. This is the total quantity minus any reserved units.
Reserved stock
Units that have been set aside for pending requests. These items are spoken for but have not yet been physically distributed.
A reorder point is the minimum quantity you want to keep on hand for an item. When available stock drops to or below this number, the system flags the item as Low stock and you will see it highlighted in your inventory list.
To set a reorder point, open the item's detail page and enter a number in the Reorder point field. For example, if you always want at least 5 printer cartridges on hand, set the reorder point to 5.
Every change to an item's stock level is recorded automatically. You can view the full history on the item's detail page, including:
Stock added (e.g., new delivery received)
Stock deducted (e.g., request fulfilled)
Stock reserved (e.g., pending request approved)
Adjustment made (e.g., manual correction after an audit)
Requesting items
How to request supplies or equipment from inventory
If you need supplies or equipment from the inventory, you can submit a request directly from the item's page. Here is how it works:
Step 1: Find the item — Browse or search for the item you need in the Inventory page.
Step 2: Click "Request" — Open the item and click the Request button. Enter the quantity you need and add any notes (for example, "Needed for the new hire starting Monday").
Step 3: Submit your request — Your request is sent to the appropriate approver. The requested quantity is temporarily reserved so it is not given to someone else in the meantime.
Step 4: Receive your items — Once approved, the stock is officially deducted and you will be notified that your items are ready for pickup or delivery.
Managing storage locations
Track where items are physically stored
Storage locations help you track the physical whereabouts of your inventory. Each location can represent a building, room, shelf, or any area where items are kept.
Locations
Broad areas such as a warehouse, office building, or storage room. For example: "Main Warehouse", "Floor 3 Storage Room".
Slots
Specific spots within a location, such as a shelf, bin, or cabinet. For example: "Shelf A-3", "Cabinet 12".
To create a new location, go to the Locations section of the Inventory page. Click Create location and enter a name and optional description. You can then add slots within that location.
When adding or editing an item, you can assign it to a specific location and slot. This makes it easy for anyone to find the physical item when they need it.
Quick reference
Common questions answered at a glance
You can still submit a request for out-of-stock items, but it will not be fulfilled until new stock arrives. Your request will be placed in a queue and processed once the item is restocked. If you need the item urgently, contact your manager about placing a purchase order through the Procurement module.
When new stock is added for an item you have a pending request for, you will receive a notification. You can also check the item's stock history to see recent additions.