Getting Started Guide

Start with the basics

Add your products first, then your suppliers and customers. If you already have those lists in a spreadsheet, use the CSV import tools instead of entering everything by hand. Add storage locations when knowing where stock sits matters to your operation.

Know the important numbers

On-hand is the physical quantity on the shelf. Available is on-hand minus stock reserved for confirmed sales orders. Available is usually the number to trust when deciding whether you can promise another order.

Batches are optional. Products without batches have one quantity; products with batches roll their total up from those batches, which is useful for expiry dates, traceability, or different delivery costs.

Move stock with confidence

Purchase orders represent what you buy. Receive deliveries as they arrive, including partial shipments, and inspect stock when needed before it becomes sellable. Stock movements keep the permanent record of why a quantity changed.

Use stocktakes to reconcile a physical count and stock transfers to move products between locations. Sales returns can be restocked or scrapped; purchase returns always leave your warehouse.

Sell what you can promise

Use Quick Sale for a fast counter transaction. Use Sales Orders for customer work that needs a draft, confirmation, reservation, and fulfilment flow. Orders can confirm with a shortfall, which then appears as a backorder rather than blocking the whole order.

Price lists can provide retail, trade, wholesale, quantity-based, or scheduled pricing. A customer's assigned price list supplies the starting price, which can still be adjusted on the order line.

Work as a team

Invite teammates as Members and use Roles to control what they can view, create, edit, delete, or manage. Owner, Admin, and Staff presets cover common setups, while custom roles let you match the way your operation actually works.

The Activity log records meaningful changes, including product edits, stock changes, order status changes, and price changes, so the team can understand what happened and when.

When something looks wrong

If Available is lower than your shelf count, check reservations on the product or its confirmed sales orders. If a quantity cannot be edited directly, the product probably uses batches; edit the relevant batch or record an adjustment through Stocktake or Stock Movements.

Orders and other operational records become locked after they leave Draft. Cancel and recreate a record when appropriate, or use the matching return once stock has moved. This keeps the audit trail honest.

Keep learning

This guide covers the shape of the product, not every screen detail. Start with the workflows your team needs today and add purchasing, sales, locations, price lists, and reporting as the operation grows. For questions about access, ask your organization's Owner or Admin, or contact us.