Stock
Every change to stock is recorded in a ledger: who changed what, when, why, and the quantity before and after. Stock never changes silently.
Locations
Settings → Locations. Add each place you keep stock (shop floor, back room, warehouse). One location is the default: new stock and orders use it unless you pick another.
See and adjust stock
The Inventory page lists each product at each location. To change a quantity, tap it, use − and + or type the new number, add a Reason if you like ("Damaged", "Recount"), and press ✓. The reason is saved in the stock history; without one, the history says the quantity was changed on the Inventory page. Staff and above can adjust stock.
Products that aren't at any location yet are on the Unassigned tab. Press Assign, pick the location and enter how many are there now. 0 is allowed: the product is placed at that location with no stock, ready to be counted or received on a purchase order later.
Stock history
Every change to a product's stock is listed, newest first, with the location, the quantity before and after, where it came from (an order, purchase order, transfer, stock count, Square or a manual change, with a link to it) and the reason. To see it:
- Products → open a product (View Details) → Stock history: all locations.
- Inventory → History on a row (on a phone, tap the quantity, then Stock history): that product at that location.
Everyone in the business can see stock history. It shows quantities only, never costs.
Quantities you'll see:
- Quantity (on hand): physically there.
- Reserved: held for confirmed orders that haven't shipped.
- Available: on hand minus reserved.
- Incoming: on purchase orders that haven't arrived.
Stock counts
Stock Counts → New count, pick a location. SupplySynk records what it expects; you count what's actually there, on a computer or a phone. Scan to count adds one for every barcode scan. Complete posts the differences to stock as one adjustment per product, so the ledger shows exactly what the count changed.
Transfers
Transfers → New transfer to move stock between locations. Ship takes it out of the source; Receive adds it at the destination. Cancelling an in-transit transfer returns the stock to the source.
Lots and expiry dates
For products with batches or expiry dates, turn on Track lots & expiry when adding or editing the product. Receiving a purchase order then asks for the lot and expiry; type the expiry as YYYY-MM-DD (e.g. 2027-03-31) or pick it with the calendar button. Sales take the lot that expires first. Lots & Expiry lists what's expiring soon, and you can trace a lot through every movement (useful for recalls).
Low stock
Edit a product and fill in Stock and reordering:
- Reorder point: when available plus incoming stock falls to this, the product appears under Purchasing → Reorder suggestions and in the bell.
- Reorder quantity: how many to order (blank tops up to twice the reorder point).
- Preferred supplier: who reorder suggestions order from.
- Low-stock alert at: sends the low-stock webhook when stock on hand drops to this.
The spreadsheet importer's "Reorder point" column sets it in bulk. See Purchasing.