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Inventory, Transfers, and Serialized Stock

These tools are separate because they protect different stock records. Inventory controls quantities at one store, Transfers moves quantities between stores, and Serialized Inventory tracks individual units. Selecting the correct store before you begin is required for all three pages.

Access at a glance​

  • Inventory appears with inventory read access. Inventory write access adds receiving, adjustments, and par/reorder settings. Report read access adds inventory export.
  • Transfers appears with transfer read access. Transfer write access adds create, ship, receive, and cancel actions.
  • Serialized Inventory appears with serial read access. Serial write access adds serial creation and sale/return status changes.

Access to one page does not grant access to the other two. For example, inventory write access does not allow a user to ship a transfer, and transfer write access does not allow a user to change a serial record.

Review stock levels and the ledger​

Open Catalog & Inventory > Inventory.

  1. Use All to review the full inventory list, or select Low stock to show items whose on-hand quantity is at or below their reorder point.
  2. Search with Search inventory when you know the product name or barcode.
  3. Review On Hand, par level, reorder point, suggested refill quantity, and Status.
  4. Select an item row to open Inventory Detail.
  5. In the detail, review Quantity, Reorder Point, Last Counted, and Recent History. Recent History is the item ledger for receipts and adjustments.
  6. Review stock across accessible locations in the location stock panel. Location records remain permission-scoped; another store may be unavailable to your role.
  7. With report read access, select Export and choose CSV, Excel, or PDF.

Low-stock results depend on configured thresholds. Inventory write users can select Par and set:

  • Par level (target healthy stock)
  • Reorder point (alert threshold)
  • Reorder quantity (suggested refill)

Leave a field blank to clear it. The reorder point must be at or below the par level.

Receive inventory​

Use this procedure for stock received directly into the selected store outside the Purchase Orders receiving workflow.

  1. Open Inventory and select Receive Inventory.
  2. Under Product, search by product name or barcode and select the matching result.
  3. Enter the received Quantity.
  4. Add Notes that identify the shipment or count source.
  5. Select Receive.
  6. Open the product's Inventory Detail and confirm the new quantity and Recent History entry.

Inventory write access is required. For corrections rather than receipts, select Adjust, enter a positive quantity to add or a negative quantity to remove, add a required Reason, and select Adjust. Do not use two manual adjustments to represent a store-to-store transfer.

Transfer stock between stores​

Open Catalog & Inventory > Transfers. At least two stores must exist before a transfer can be created.

Create a transfer​

  1. Under Create Stock Transfer, choose From Store and To Store. They must be different stores.
  2. Add optional Notes.
  3. Under Items, choose a Product and enter a whole-number Quantity of at least one.
  4. Select Add Item for each additional product.
  5. Select Create Transfer.

The new transfer is pending. It does not complete the destination receipt by itself.

Ship, receive, or cancel​

  1. In Transfers, select a row to open Transfer Detail.
  2. Review From, To, Status, and each item's requested and received quantities.
  3. While the transfer is pending:
    • Select Ship when the source store dispatches the stock.
    • Select Cancel Transfer only if it should not proceed.
  4. After the status is shipped or in transit, enter Receive quantity for each item and select Receive.
  5. If fewer units arrive than requested, enter the actual quantity. The transfer remains partially outstanding until all units are received according to the transfer record.

Transfer write access is required for all four lifecycle actions. Cancel Transfer and Ship are available only while pending; Receive becomes available only after shipment.

Track Serialized Inventory​

Open Catalog & Inventory > Serialized Inventory. The page is scoped to the selected store and lists each serial's Status, product, received date, and sold date.

Create a serialized item​

A product must already require serial tracking before it appears in this workflow.

  1. Under Create Serialized Item, choose the Product.
  2. Enter the unique Serial Number.
  3. Optionally enter Notes and Required Forms.
  4. Select Create Serial.

The new serial is added to the selected store. Serial write access is required.

Find and update a serial​

  1. Enter the exact serial in Lookup Serial, then select Lookup. You can also select a row from the serial table.
  2. In Serial Detail, review Status, Sale transaction, Received, and Sold.
  3. For an available or received serial, optionally enter Sale transaction only when matching it to a completed sale, then select Mark Sold.
  4. For a sold serial that has physically returned, select Mark Returned.

Serial read access allows lookup and review. Serial write access is required for Mark Sold and Mark Returned. The available actions follow the current status: an available or received serial can be sold, and only a sold serial can be returned.