The supplier drops off 50 laundry bags at Tampines. Your staff tap Inventory, enter 50 under Stock In, see Current 4 › After 54, and confirm.
Before You Start
- Retail products: Inventory counts retail products only, the things you keep on the shelf and sell, such as laundry bags or a leather care kit. Services such as Wash & Fold or Bag Cleaning are never counted. See Adding Retail Products.
- Where stock is kept: stock is counted at each of your shops, and at your production centers if you keep stock there. See Introduction to Storage Sections and Production Centers.
- Your POS app: you add this page in the POS app editor. See Creating Your POS App and Using the Editor.
- Access: you need a Console login that can manage the Point of Sale.
If you set this up before: Inventory is a page you add once with Add new page, and it has two parts, Inventory and Inventory Detail. If your app already shows an Inventory tab, you don't need to add it again.
Overview
Inventory is the POS page your staff use to see how much of each retail product the shop has, and to record stock coming in and going out. When a delivery arrives, staff record it on the spot. When an item is damaged, used up or written off, they record that too. Every sale at checkout takes the item off the count of the shop that made the sale, and every change is kept in a history with the time and the reason. Any shop that sells products at the counter should set it up, and shops that sell only services can leave it out.
Where it works
- Console: you add the page and choose what staff can record in the POS app editor. The Inventory page in the Console works the same way and shows the same stock, for all your shops at once. Stock adjustments, transfers between shops and the full stock list stay there.
- POS: staff see an Inventory tab on every device signed in with this app, showing the stock of the shop that device is signed in to.
- Customers: customers don't see this page or your stock counts.
Inventory is not a Pro page, so it works on Standard POS and Professional POS. The Pro pages, Inbox and WhatsApp Broadcasts, need Professional POS. Like every page type, Inventory can be added once per app.
Why set it up
Without a stock count at the counter, staff find out a product has run out when a customer asks for it. With the Inventory page, they see the count at a glance, colour-coded so a product at zero stands out, and they record each delivery as it arrives. Your counts stay right because sales come off by themselves, and you can see who changed a count, when and why.
If you skip it, your shop still sells retail products at checkout and the Console still counts them. But staff at the counter can't see what's left, can't record a delivery, and can't receive stock sent from another shop. Use this page only if you sell retail products. If your shop sells only services, you don't need it.
Where to find it
- Click the ⚙️ Settings icon in the top-right corner.
- Under the Sales Channels section, click Point of Sale.
- Under POS Apps, click your app, then click Edit.
- Next to Pages, click Add new page.
- Find Inventory in the list and click Add. You see "Page created", and the page opens in the editor.
If the page is already in this app, the list shows Already added instead of Add.
Setting it up
Under Pages, click Inventory. The page has two rows, one for each part of the screen staff see:
- Inventory: the product list on the left. It has no settings.
- Inventory Detail: the panel on the right, where staff record stock for the product they tapped. It has two switches, both on for a new page.
- Click Inventory Detail.
- Turn Show Stock In and Show Stock Out on or off.
- Click Publish at the top right, then Publish again in Review your changes.
You see "Published. Your counters have the changes." The Inventory tab now shows on every POS signed in with this app. The preview on the right shows the page as staff will see it.
- Show Stock In
If you turn this on, staff see a Stock In section in the detail panel, where they record stock that arrives, such as a supplier delivery. If you turn it off, staff can't add stock at the counter. Only the Console or a transfer from another shop can.
- Show Stock Out
If you turn this on, staff see a Stock Out section below Stock In, closed until they tap it. They use it to record stock that leaves without a sale, such as a damaged bag or an expired bottle. If you turn it off, staff only record deliveries, and anything else that leaves is recorded in the Console.
Both switches can be on together, which is the usual setup. If you turn both off, the page becomes a stock list: staff see the counts and the history, but record nothing. Sales still come off the count at checkout whatever you choose here.
To take the page off the POS, open it in the editor, click Remove page, then publish. Your stock counts and their history stay in the Console.
Example setup
CleanFast Laundry sells laundry bags and a detergent at its Tampines and Jurong shops, and a leather care kit for its Bag Repair customers. It wants counter staff to record deliveries and damaged stock, and to receive stock the Jurong shop sends over.
| Setting | CleanFast Laundry's choice |
|---|---|
| Page | Inventory, added to the CleanFast Tampines Counter app |
| Show Stock In | On, so staff record each supplier delivery |
| Show Stock Out | On, so staff record torn bags and leaking bottles |
On Monday morning, Tampines has 4 Laundry Bag (Large) left, shown in the list. At 10am the supplier drops off 50. Staff tap the bag, enter 50 under Stock In and see Current 4 › After 54. They add the note "Supplier delivery" and tap Confirm Stock In. The count shows 54. Later, a customer buys 2 bags at checkout in Tampines and the Tampines count drops to 52 by itself. The Jurong count does not change, because the sale was made at Tampines.
Other businesses use the page differently:
- Bag Repair: BagCare Pro sells leather care kits at the counter. Show Stock In is on, and Show Stock Out is off, so only the owner writes off a kit, in the Console.
- Home Cleaning: the work is done at the customer's home and nothing is sold at a counter, so the page usually has nothing to do. Add it only if your shop also sells products, such as cleaning sprays.
What staff see
After you publish, staff tap the Inventory tab on the POS. The screen has the product list on the left and the detail of the product they tap on the right.
The product list
- Each retail product counted at this shop, with its count for this shop only. A product with versions, such as a bag in Small and Large, shows a badge. Each version is called a variant and has its own count.
- The count is colour-coded: the normal colour means in stock, yellow means zero, and red means below zero.
- Search products... at the top finds a product by name.
- Add Product starts counting a product this shop doesn't count yet.
The detail panel
Tap a product to open it on the right.
- The count: the count at this shop, in large colour-coded numbers. A product with variants shows each variant and its own count.
- Other Stores: the counts at your other shops and production centers. Tap one to see its count for each variant. Staff can only look here, not change it.
- History: every change to this product at this shop, with its type, the date and time, the change, the count before and after, and the note. The types staff see include Stock In, Stock Out, Order, Cancelled, Adjustment, Transfer In and Transfer Out.
Recording a delivery (Stock In)
- If the product has variants, tap the variant.
- Enter the quantity on the dial pad. The panel shows Current › After, so staff see the new count before they confirm.
- To say why, tap Add Note and type a note, such as "Supplier delivery".
- Tap Confirm Stock In. The POS shows "Stock added successfully".
Recording stock that leaves (Stock Out)
- Tap Stock Out to open it.
- Tap the variant if there is one, and enter the quantity on the dial pad.
- To say why, tap Add Note, such as "Damaged" or "Expired".
- Tap Confirm Stock Out. The POS shows "Stock removed successfully".
If the count would drop below zero, the POS shows "Stock will go negative" but still lets staff confirm. This lets staff record stock that was used before it was ever counted in, and fix the count later with a Stock In.
Counting a new product (Add Product)
- Tap Add Product next to the search box.
- Under Product, choose the product. The list shows retail products only.
- Enter the starting count on the dial pad, then tap Confirm Stock In.
The product now shows in the list for this shop.
Receiving stock from another shop
When another shop sends stock here, an orange Incoming Transfers banner shows above the list, with the number of transfers on the way.
- Tap the banner. Each transfer shows where it comes from, its items and the total quantity.
- Check the stock against the transfer, then tap Receive All. The POS shows "Transfer received", and the counts go up.
Seeing stock while selling (Checkout page)
Staff don't need to leave the Checkout page to check stock. On the Retail Products tab, each product shows this shop's count in a small round badge at the bottom of its picture.
- The badge turns orange when 10 or fewer are left.
- The badge turns grey at 0, which means none left, or this shop hasn't counted the product yet.
- Each shop sees its own count, so Tampines staff see the Tampines numbers.
How it works with other features
- Checkout: once a product has a count at a shop, every sale of it at that shop's POS comes off that shop's count only. A sale in Tampines never changes the Jurong count. When staff sell a retail product with Now chosen in the cart, it comes off this shop's count straight away and shows as Order in the history. With Later, it comes off when the item is handed over. See Setting Up the Checkout Page.
- Cancelled orders: when an order is cancelled, the products that came off the count go back on, and show as Cancelled in the history.
- Training mode: orders taken in training mode never change your counts.
- The Console: the Inventory page in the Console works the same way as the POS Inventory page. It shows the same counts and history, for every shop at once, and you can filter by shop. Adjustments to an exact count after a stocktake and transfers between shops are done there. See Managing Inventory Stock, and Introduction to Inventory Stock for how stock works across your business.
FAQs
Does this track my services, like Wash & Fold or dry cleaning?
No. Inventory counts retail products only, the physical items you keep and sell. Services are never counted.
Can my staff see stock at other shops?
Yes, under Other Stores in the detail panel, where they can look but not change anything. The list always shows this shop's counts only.
What happens if the count goes below zero?
The POS shows "Stock will go negative" but lets staff confirm, and the count shows in red. This helps when staff forget to record a delivery before using the stock. They record the Stock In afterwards and the count is right again.
Can staff set an exact count after a stocktake?
Not on the POS. Staff can only add with Stock In and remove with Stock Out. Setting an exact count is an adjustment, done in the Console. See Managing Inventory Stock.
Can staff send stock to another shop from the POS?
No. Transfers are created in the Console. On the POS, staff can only receive a transfer, with Receive All.
If I sell a product at Tampines, does Jurong's stock change?
No. Each shop has its own count. A sale takes the item off the count of the shop where it was made, and nothing else changes. You can see the other shops' counts under Other Stores in the detail panel, or on the Inventory page in the Console.
Does stock come off for Pay later orders?
Yes. Stock comes off when the product is handed over, not when it is paid for. A Pay later order with the product set to Now in the cart takes it off the count straight away, even though the customer pays later. If the order is cancelled, the stock goes back on.
What's Next
You have set up the page your staff use to check stock, record deliveries and receive stock from your other shops. Next, bring your customer chats to the counter, so staff can read and reply to WhatsApp messages without leaving the POS, in WhatsApp Chat and Broadcasts on Your POS. Not chatting with customers on WhatsApp, or not connected yet? Skip to Setting Up Payment Methods at the POS.