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Products and Inventory

Accurate inventory helps you avoid out of stocks, reduce over ordering, and keep your counts clean.

This guide covers:

  • Adding products
  • Organizing categories
  • Tracking stock
  • Receiving inventory

Step 1, Add a product​

  1. In the portal, go to Products.
  2. Select Add product.
  3. Enter the basics:
    1. Product name
    2. Price
    3. Category
  4. Save.

Optional fields that help later:

  • Barcode (if the item is scanned)
  • Cost (helps with margin reports)
  • Tax setting (if some items are treated differently)

Example product:

  • Name: 20 oz Soda
  • Price: $2.49
  • Category: Beverages

Step 2, Organize categories​

Categories make your register faster and your reports easier to read.

Good category examples for convenience stores:

  • Beverages
  • Snacks
  • Tobacco
  • Vape
  • Accessories
  • Lottery

Tips:

  • Keep categories simple.
  • Use the same naming style, like singular or plural, but be consistent.

Step 3, Track stock the right way​

Stock tracking works best when you pick a routine and stick to it.

Recommended routine:

  1. Turn on stock tracking for products you want to count.
  2. Set a starting stock level.
  3. Receive new shipments when they arrive.
  4. Do a quick cycle count on fast sellers.

Setting starting stock​

If you are switching from another system:

  1. Choose a calm time, not during rush hour.
  2. Count what is on the shelf and in the back.
  3. Enter that number as the starting stock.

Tip: Start with your top 50 to 100 items first, then expand.

Step 4, Receive inventory (new shipment)​

When a shipment arrives, receiving it keeps stock accurate.

  1. Go to Inventory.
  2. Select Receive inventory.
  3. Find the products you received.
  4. Enter the quantity that arrived.
  5. Save.

Example:

  • Received: 12 cases of bottled water
  • Each case: 24 bottles
  • If you track bottles, receive 288 bottles

Step 5, Fix stock when it is off​

Sometimes stock gets off. It happens.

Common reasons:

  • Items sold before barcodes were set
  • Staff used the wrong item button
  • Breakage or spoilage
  • Vendor shorted a shipment

How to fix it:

  1. Do a quick count for the item.
  2. Update stock to match what you actually have.
  3. If it keeps happening, check:
    1. Barcode matches the product
    2. Staff training on the register
    3. Whether you need a separate product for a new pack size

Practical tips for busy stores​

  • Do small counts often, instead of one huge count.
  • Count high value items more often.
  • If you sell age restricted products, make sure staff are following age verification prompts.