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What this tool does

Inventory Manager lets you search products, view real-time availability across warehouses, set reorder points, record stock transactions, and track incoming restocks. It is designed to be fast, simple, and safe for multi-warehouse operations.

• List page: searchable, sortable catalog with current available quantity.
• Edit page: per-warehouse on hand, reserved, available, reorder points, quick adjustments.
• Restocks: add incoming shipments with ETA, supplier, PO, and notes, then receive them into stock.
• Transactions: in, out, adjust, reserve, release. Every change is recorded in the ledger.

Quick start

1. Search for a SKU or Name on the Inventory list.
2. Select a product to open the Manage Inventory page.
3. Set a reorder point per warehouse if you want low-stock cues.
4. Use Restocks to log incoming product with ETA and expected qty.
5. When product arrives, click Receive on the restock row to add it to on hand.
6. Use Ship (out), Reserve, Release, or Adjust when needed to keep counts accurate.

Inventory list page

The list shows one row per product with these columns: SKU, Name, Available, Updated. Available is the sum of all active warehouses: max(qty_on_hand - qty_reserved, 0) per warehouse.

• Search: type part of a SKU or Name and press Search.
• Sort: click column headers to sort by SKU, Name, Available, or Updated. Click again to reverse.
• Page size: choose 10, 25, 50, 100, or 200 per page.
• Manage: open the product’s Manage Inventory page.

Tip: Availability on the list is read-only. To add or receive stock, use Restocks or the per-warehouse Adjust controls on the Manage page.

Manage Inventory page

This page shows the selected product across all active warehouses. Each warehouse row displays: On Hand, Reserved, Available, Reorder Point, and quick Adjust controls.

Set reorder point

• Enter a non-negative integer in the Reorder Pt. field and click Save.
• Leave blank to clear the reorder point for that warehouse.

Adjust inventory

Choose a transaction type, fill Qty, optional Reference and Notes, then Apply.

• Receive (type in): increases on hand by Qty.
• Ship (type out): decreases on hand by Qty. Requires enough available to ship.
• Adjust (type adjust): applies a positive or negative correction to on hand. Cannot go below zero.
• Reserve (type reserve): moves Qty from available into reserved. Requires enough available.
• Release (type release): reduces reserved by Qty, returning it to available.

Incoming restocks

Use the Restock form to record expected inbound product. Set Warehouse, Expected Date, Expected Qty, and optional Supplier, PO, and Notes. After saving, the restock appears in the table.

• Receive: when the shipment arrives, click Receive on that restock row to add its Qty to on hand and remove the restock.
• Delete: remove a restock record if it is canceled or entered by mistake.

Recent transactions

The ledger shows the 50 most recent changes for this product: when, warehouse, type, qty, reference, and notes.

How availability works

• On Hand: physical units recorded in a warehouse.
• Reserved: units earmarked and no longer available to ship.
• Available: On Hand minus Reserved, not below zero.
• List Available: the sum of Available across all active warehouses.

Ship (out) checks that Available >= Qty before reducing On Hand. Reserve and Release only change the Reserved bucket. Adjust changes On Hand directly.

Common messages and how to fix them

• Quantity must be an integer. Enter a whole number. Do not use decimals.
• Quantity must be > 0 for this transaction type. Receive, Ship, Reserve, and Release require positive Qty.
• Adjustment would make on hand negative. Reduce the negative adjustment or Receive stock first.
• Insufficient available to ship X (available: Y). Lower the Ship quantity, Release reservations, or Receive stock.
• Insufficient available to reserve X (available: Y). Lower the Reserve quantity, or Receive stock.
• Cannot release more than reserved (N). Enter a Release quantity that is less than or equal to Reserved.
• Restock must have a warehouse. Select a warehouse when adding a restock so it can be received later.
• Expected date (YYYY-MM-DD). Use a valid date like 2025-10-01.

Best practices

• Prefer Restocks for inbound receipts. This keeps your inbound log clean and adds clear references like supplier and PO.
• Use Adjust only for corrections or cycle count changes.
• Reserve when you need to hold units for open orders or allocations without shipping yet.
• Keep reorder points per warehouse to highlight items that need purchasing.
• Deactivate unused warehouses to keep availability totals accurate.

Bulk updates with CSV

For larger changes, use CSV imports for products, inventory, customers, or prices. After an import completes, availability on the list will reflect new on hand and reserved balances as applicable.

Roles and access

• Owners and Staff can use the Inventory Manager.
• Buyers do not access this page. Buyers see the catalog, pricing, and their own orders in the buyer portal.

Troubleshooting checklist

• Not seeing a warehouse row for a product: create or activate the warehouse, or perform any adjustment to auto-create the inventory row.
• Receive button is missing for a restock: ensure the restock has a warehouse and a positive expected qty.
• Totals look off after edits: refresh the page to see updated timestamps and availability, then review Recent Transactions.

Field reference

• Qty: whole number only.
• Reference: optional doc number such as PO, SO, or shipment reference. Up to 190 characters.
• Notes: short description to add context. Up to 255 characters.
• Expected Date: format YYYY-MM-DD.

Data integrity rules

• On Hand never goes below zero.
• Ship requires enough Available to proceed.
• Reserve cannot exceed Available, and Release cannot exceed Reserved.
• Every change writes a transaction in the inventory ledger for audit history.