Set Up Inventory Tracking on Your POS

What Is Inventory Tracking?

Inventory Tracking is a stock management screen built into your POS app. It shows your staff exactly how many of each retail product you have at their branch — and lets them record stock coming in (deliveries) or going out (used, damaged, sold) right from the POS.

Every change is logged with a full history, so you always know what happened, when, and who did it.

Why do you need it?

Without inventory tracking, your staff are guessing. They don’t know how many laundry bags are left until they physically go check the shelf. By then, you might already be out — and a customer is waiting.

With Inventory Tracking on your POS:

• Staff know what’s in stock at a glance. Colour-coded quantities make it obvious — green means good, yellow means zero, red means you’re in the negative.

• Deliveries are logged instantly. When a supplier drops off stock, your staff can record it on the spot with a few taps.

• Usage is tracked too. Items consumed, damaged, or expired can be recorded as stock-out — so your counts stay accurate.

• Each branch has its own count. Stock is tracked per location, so you always know what’s where. Staff can even peek at other branches’ stock from the detail panel.

• Sales auto-deduct. When a retail product is sold at checkout, the stock count goes down automatically — no manual logging needed.

Think of it as a live stock counter for your shop, built into the same screen your staff already uses every day.

Before You Start

Make sure the following are in place before adding Inventory Tracking to your POS:

Setting Up the Inventory Page

Add the Inventory Page

1. Go to Settings→ Apps.

2. Open your POS app.

3. Under Pages, click + Add Page.

4. In the template picker, find the Products category and select the Inventory template.

5. Give the tab a name (e.g., “Inventory”) and choose an icon for the tab bar.

6. Configure the Inventory block settings (see the table below), or leave the defaults for now.

7. Click Create.

Add It as a Tab

1. Still in your POS app settings, go to the App Shell section.

2. Add a new tab, select the Inventory page you just created.

3. Optionally, click the icon on the left to choose a tab icon.

4. In the Label field, type a name for the tab (e.g., “Inventory”).

5. In the Link Page dropdown, select the Inventory page you just created.

6. Click Save.

The Inventory tab now appears in your POS bottom navigation bar.

Inventory Settings

Both blocks have simple toggle settings you can adjust in Settings→ Blocks:

Left Panel - Product List

Right Panel - Detail

How Your Staff Will Use It

When staff tap the Inventory tab on the POS, here’s what they’ll see:

Left Panel — Product List

• A search bar at the top to filter products by name.

• A list of all tracked retail products, each showing:

  • Product name

  • Current stock quantity at this store only (large number on the right)

  • A variant badge if the product has multiple variants.

  • Colour coding: normal = in stock, yellow = zero, red = negative

• An + Add Product button (top right) to start tracking a new product at this location.

Right Panel — Product Detail

Tap any product in the list to open its detail view. The panel has four collapsible sections:

Overview

• Shows the current stock quantity at this location (large, colour-coded number).

• For products with variants: a grid showing each variant and its individual quantity.

• Other Stores section: shows stock at your other branches. Tap any location to expand its variant breakdown.

Stock In

Use this to record new stock received (e.g., a supplier delivery).

1. If the product has variants, select the variant first.

2. Use the dial pad to enter the quantity received.

3. The screen shows “Current: X → After: Y” so you can see the result before confirming.

4. Optionally tap Add Note to record a reason (e.g., “Supplier delivery”).

5. Tap Confirm Stock In.

Stock Out

Use this to record stock used or removed (e.g., items consumed, damaged, or expired). This section is collapsed by default — tap the header to expand it.

1. Select a variant (if applicable) and enter the quantity on the dial pad.

2. Optionally add a note (e.g., “Damaged” or “Used for cleaning”).

3. Tap Confirm Stock Out.

History

Tap to expand a log of all stock movements for this product at this location. Each entry shows:

• Movement type (colour-coded badge)

• Date and time

• Quantity change (+/-)

• Note/reason (if one was entered)

Adding a New Product

If a product isn’t being tracked at this location yet:

1. Tap the + Add Product button in the top-right of the product list.

2. The right panel switches to an Add Product view with a search field (filtered to retail products only).

3. Search for and select the product.

4. Use the dial pad to enter the starting quantity, then tap Confirm Stock In.

The product now appears in your inventory list.

Incoming Transfers

If another branch sends stock to your location, an orange banner appears at the top of the product list showing the number of pending transfers.

1. Tap the banner to see the transfers.

2. Each transfer shows: where it’s from, what items are included, quantities, and who created it.

3. Tap Receive All to accept the full transfer in one go.

Where Do the Stock Changes Go?

Stock changes on the POS are reflected everywhere in real time:

• POS — The product list and detail panel update immediately.

• Console — Admins can see all stock across all locations under Inventory, with filters, history, and Excel export.

• Auto-deduction — When a retail product is sold at checkout, stock is automatically deducted. It appears in the history as an “Order” movement.

FAQs

Does this track my services (like wash or dry clean)?

No — Inventory Tracking only works with retail products (physical items you stock and sell). Services are not tracked here.

Can my staff see stock at other branches?

Yes, but only in the product detail panel under Other Stores. The main list always shows stock for this location only.

What if we go negative?

The system allows negative stock and shows a warning. This is useful when staff forget to log stock-in before using items — they can record the stock-out now and fix the count later with a stock-in.

Can staff adjust the stock count after a physical count?

Stock adjustments (setting an exact number) are done from the console, not the POS. On the POS, staff can only do Stock In and Stock Out.

Can staff create transfers between branches from the POS?

No — transfers are created from the console. POS staff can only receive incoming transfers.