Inventory and godown stock management

Stock levels per godown

For every product in every warehouse, Stockroot shows three quantities and a value:

You can look at one warehouse or all of them together, and the dashboard shows total stock value.

Stock status, defined

Each product gets one status, worked out from its available quantity and its own reorder level:

• Out of stock: nothing is available.
• Low stock: available stock is at or below the product’s reorder level. A product without a reorder level is only ever in stock or out of stock.
• Reserved: reservations are what has pushed available stock down to the reorder level.
• In stock: everything else.

Every change is a movement

Stock is never typed over. It changes only when one of these is recorded, and each one is saved as a stock movement with its date and document number:

• Opening stock, when you start
• A goods receipt against a purchase order
• A delivery against a sales order
• A purchase return or a sales return
• A transfer between warehouses
• An approved stock adjustment

Cost of goods is recorded with each delivery at the weighted-average cost at that moment, which is how the dashboard can show gross profit as you sell rather than at month end.

Transfers between godowns

A transfer moves stock from one warehouse to another in two steps, so goods on the road are not counted twice:

1. Draft: choose the source and destination warehouses and the quantities.
2. In transit: the stock is sent and leaves the source warehouse.
3. Received: the destination confirms receipt and the stock is added there.

Stock counts and adjustments

When a physical count does not match the system, you record a stock adjustment:

1. Choose the warehouse, the date and a reason: physical count, damage, theft or loss, expiry, correction, or other.
2. Enter the quantity you actually counted for each product. Stockroot shows the difference against the system figure.
3. The adjustment stays pending and does not move stock until it is approved.

Approval is refused if it would take stock below zero or below what is already reserved. An approved adjustment cannot be edited; to undo it, you reverse it, which records a new adjustment in the opposite direction.

Good to knowRecording and approving an adjustment use the same permission, so one person can do both. If you want a second person to approve, give the recording permission only to the people who should approve, or agree that rule within your team.

Read our guide on how to run a stock count and reconcile differences.

Low stock and reordering

Each product can have a reorder level and, optionally, a maximum stock level.

• A product appears in low-stock alerts for a warehouse when its available quantity (on hand minus reserved) is at or below its reorder level. Out-of-stock products always appear.
• The alert suggests a quantity to order: the reorder level minus what is available.
• Reorder low stock opens a new draft purchase order with every product that needs reordering. Each quantity tops the product up to its maximum stock level if one is set, otherwise to its reorder level, and is priced at its average cost. You choose the supplier and adjust before confirming.

Not sure what level to set? See how to set reorder points, with a worked example.

Products, units and import

• Products with SKU, category, brand, unit and pack size
• Opening stock per warehouse when you start using Stockroot
• Import your product catalogue from an Excel or CSV file using a fixed four-column template: category, product name, unit and pack size

Inventory reports

• Stock on hand: quantities, value and low-stock items across every warehouse
• Product performance: sales, cost, gross profit and stock on hand per product
• Low-stock alerts exported to Excel

Reports can be exported to CSV, Excel or PDF.

What is not included

Stockroot does not currently track batches, lots or expiry dates, bin or shelf locations inside a warehouse, or barcode scanning. If you need these, tell us when we talk. See everything that is not available yet.