Inventory

Inventory (sidebar Inventory) keeps your stock accurate. Use it to receive goods, correct known differences, record stock counts, receive individual bikes by frame or serial number, and see every stock change with its reason, who made it and when. Every change, whether made here, by a sale or refund in POS, or by a part used in the workshop, is kept as a separate entry. Stock is never edited directly and can never go below zero.

Who can use this

• Owner, Manager and Shop Manager can open Inventory. Team Members cannot.
• Recording receipts, adjustments and counts, and receiving bikes, is for the Owner and staff the Owner has allowed to manage products and stock.

See Roles and permissions.

Before you start

• The product exists in Catalog with the stock mode Quantity stock (for receipts, adjustments and counts) or Serialized stock (for bikes received one by one). Services and products with No stock cannot have stock.
• Require stock adjustment reason is switched on by default in Settings → Inventory. Have a short reason ready for each line, for example the delivery note number.
• For bikes: the frame number and/or serial number of each bike.

Key concepts

Term	Meaning
Stock balance	How many units of a product you have. One balance per product, shared by all its variants. Whole units only.
Stock movement	One recorded change: type, quantity, reason, who and when. Movements are never edited or deleted; mistakes are corrected with a new movement.
Low-stock threshold	Set on the product. At or below it, the product shows Reorder needed.
Bicycle unit	One physical bike with its frame and/or serial number and a status.

Types of stock movement

Type	Recorded by	Effect
Receipt	You, in Inventory	Adds the quantity
Adjustment	You, in Inventory	Adds or removes the quantity
Count	You, in Inventory	Sets the stock to the counted quantity
Sale	A paid sale in POS	Removes the quantity sold
Refund	A refund in Sales history	Adds the quantity back
Workshop use	A part added to a repair ticket	Removes the quantity

Bicycle unit statuses

Status	When
Available	The bike has been received and can be sold
Sold	The bike was sold in POS
Returned	The sale was refunded

The inventory screens

Select Record stock movement to record a change. The page has three tabs:

• Stock balance: search with Search products. Shows Product, SKU, On hand, Stock health (Reorder needed or Healthy) and Updated.
• Transactions: every stock change. Shows Product, Movement, Reason, Recorded by and Date.
• Bicycle units: bikes in stock. Search with Search frame or serial. Shows Product, Frame number, Serial number, Status and Updated.

How to receive stock

1. Select Record stock movement. The window Receive or adjust stock opens.
2. Under Movement type, choose Receipt.
3. Under Stock lines, for each product:
   1. Select a product. Each product can only be on one line.
   2. Enter the Quantity in whole units (at least 1).
   3. Enter the Reason, for example "Delivery note 1234".
4. Select Add product for another line, or Remove product line to delete one. Up to 100 lines.
5. Select Record stock changes. You see, for example, "3 stock movements recorded."

Record opening stock for a new product in the same way, as a Receipt.

How to correct a known difference

1. Select Record stock movement and choose Adjustment.
2. Choose the Adjustment direction: Increase stock or Decrease stock. It applies to all lines.
3. Add a line per product with the quantity (at least 1) and the reason.
4. Select Record stock changes.

How to record a stock count

1. Select Record stock movement and choose Count.
2. Add a line per counted product with the quantity you counted (0 or more) and a reason.
3. Select Record stock changes. Kadenio records the difference between your count and the stock it had.

How to receive a bike

1. Select Record stock movement and choose Receive bicycle unit.
2. Select the product. Only products with Serialized stock are listed.
3. Enter the Frame number and/or Serial number and a reason.
4. Select Receive bicycle unit. You see "Stock movement recorded." The bike appears under Bicycle units as Available and can be sold in POS.

Receive one bike at a time.

How to check what happened to stock

1. Open Transactions.
2. Search by product name, SKU, barcode or reason.
3. Increases are shown with "+", decreases in red, followed by the type.

The product page in Catalog also shows the product's recent stock changes.

Rules to know

• Choose a product on every line, and each product only once: "This product is already in the adjustment."
• Quantities are whole numbers: "Enter a whole-number quantity." Receipts and adjustments need at least 1; counts can be 0.
• With Require stock adjustment reason switched on, every line needs a reason: "Add a reason for the stock change." Reasons can be up to 255 characters.
• Stock can never go below zero: "This movement would create negative stock. Record a receipt or adjustment first."
• Services and No stock products cannot have stock movements.
• Bikes with Serialized stock can only be received with Receive bicycle unit, and need a frame or serial number.
• A frame or serial number can only be received once in your shop: "A serialized inventory unit with this frame or serial number already exists."
• All lines are saved together. If one line is refused, nothing is saved.

What happens next

• Receipts, adjustments and counts change the stock balance at once and appear under Transactions with your name and reason.
• Sales reduce stock when payment is confirmed in POS checkout. Unpaid and cancelled sales do not change stock.
• Refunds add stock back. See Sales history and refunds.
• Parts added to repair tickets reduce stock straight away. See Workshop.
• Bikes change status (Available, Sold, Returned) instead of a quantity. For these products, On hand shows "Track as serialized stock"; use Bicycle units to see what is in stock.
• Products at or below their threshold show Reorder needed here and appear on the Dashboard.

Not available in this version

• Purchase orders to suppliers and receiving against an order.
• Several locations and stock transfers between them.
• Stock per variant. All variants of a product share one balance.
• Reserving stock, automatic shopping lists, CSV import and label printing.
• Returning parts to stock automatically when a repair ticket is cancelled. Record an Adjustment with Increase stock instead.
• Putting a Returned bike back on sale.

Common questions / problems

Symptom	Cause	What to do
"Stock movement could not be recorded."	One line was refused: stock would go below zero, a reason is missing, the product is a service, or the frame/serial number exists	Correct the line and save again. Nothing from this batch was saved.
Product missing from Select a product	It is a service, a No stock product, a bike with Serialized stock or archived, or it falls outside the first 100 products in alphabetical order	Check the product's stock mode in Catalog; use Receive bicycle unit for bikes. Contact Kadenio support if your catalog is larger.
Stock did not change after receiving a bike	Bikes are counted as units	Check Bicycle units.
"Inventory could not be loaded."	Connection problem	Select Try again.
Reorder needed never shows	The low-stock threshold is 0	Set a threshold on the product.
POS says there is not enough stock for one variant, although another variant has stock	Variants share one balance	Check the product's total on Stock balance.

Related pages

• Catalog
• POS checkout
• Sales history and refunds
• Workshop
• Settings
• Glossary