Stock counts, adjustments & the inventory ledger

SalesPoint360 does not simply store a number for stock. It keeps a movement ledger — every purchase, sale, adjustment, transfer, return, damage, and correction — and the figure you see is the running total of those movements. That is why stock can always be explained.

Reading the ledger

Open a product and choose Inventory to see its movements in order, each with its type, quantity, date, user, and a reference to the sale or purchase order behind it. If a count looks wrong, the answer is in here.

Correcting a count

Use Inventory → Stock Levels rather than editing the stock number directly. Enter the new count or the difference, pick a reason (damage, loss, correction, found stock), and the change is written as its own movement with your name on it. Direct edits leave no trail and make the next discrepancy impossible to investigate.

Cycle counts

A cycle count is a structured stock take of part of your range — one aisle, one category, one supplier — without shutting the shop. Create the count under Inventory → Cycle Counts, count the listed items, enter what you actually have, and review the variance before committing. Committing writes the adjustments for you in one step.

Counting a slice at a time, regularly, catches drift far earlier than one annual count.

Low stock and reordering

Set a low-stock threshold per product and the dashboard and alerts flag anything at or below it. Go further with auto-reorder rules: when a product hits its reorder point, a purchase order to its supplier is generated for you to review and send.

Serial numbers, lots and expiry

Products can be tracked by serial number (captured at the point of sale) or by lot with an expiry date, so you can sell oldest-first and report on what is about to expire.

Multi-store stock

Each store has its own count for the same product. From the register you can check stock at other locations before promising a customer, and move it properly with a transfer rather than adjusting one location down and another up.

Note: your business can rename menu items (Settings → POS Configuration → Menu Labels), so the names in your menu may differ from those shown here.