Your Role in Inventory

As a manager, your inventory responsibilities fall into three areas: monitoring (knowing what's in stock), accuracy (verifying the system matches physical reality), and response (acting on alerts and anomalies). FlexotiumPOS gives you a dashboard for each.

The Inventory Dashboard

Navigate to Inventory → Dashboard. The overview shows:

Total SKUs — number of distinct products in your catalog
Stock value at cost — total value of inventory on hand
Low stock alerts — products at or below their reorder point
Out of stock — products with zero quantity
Negative stock — products showing negative quantities (a data integrity issue to investigate)

The dashboard updates in real time as sales and receiving events occur.

Reading Stock Levels

Go to Inventory → Products. The list view shows current quantity, reorder point, and a stock health indicator for each product:

Green bar — stock is healthy (above reorder point)
Amber bar — approaching reorder point (within 20%)
Red indicator — at or below reorder point
Grey (zero) — out of stock

Click any product to see its full detail: current quantity, movement history, pending purchase orders, and the AI stock recommendation for reorder quantity and timing.

Movement History

The movement history shows every event that changed a product's quantity:

Sale — stock reduced by a sale
Return — stock increased by a customer return
Goods received — stock increased by a supplier delivery
Adjustment — manual correction by a staff member (always recorded with a reason)
Stock count variance — difference found during a physical count

Filter movements by Adjustment type and look for large or frequent adjustments. This can indicate counting errors, damaged goods going unrecorded, or — in rare cases — internal theft. Large adjustments should always have a manager-approved reason attached.

Setting Up Low-Stock Alerts

Alerts are configured per product at Inventory → Products → [Product] → Alerts. You can also bulk-configure alerts using the Bulk Edit view.

For each product, set:

Alert threshold — quantity at which the alert fires (usually the reorder point)
Alert recipients — roles or specific users to notify
Notification method — in-app, email, or WhatsApp

Running a Stock Count

A stock count reconciles the system's quantities against physical stock:

Go to Inventory → Stock Counts → New Count
Choose scope: Full Count (all products) or Partial Count (select categories or products)
Assign the count to yourself and any additional staff
Print the Count Sheet (or use the mobile app) — it shows each product and a blank field for the physical quantity
Count the physical stock and enter quantities
Click Submit Count
Review the Variance Report — any product where the counted quantity differs from the system quantity
For each variance, add a reason (e.g. "Damaged goods not previously recorded") and approve the adjustment
Click Apply Count — the system updates all quantities to match the count

Schedule stock counts monthly for high-value products and quarterly for the full catalog. Counts done outside trading hours reduce the chance of sales occurring during the count and creating false variances.

Using the AI Stock Recommendation

On the main inventory list, click AI Recommendations to see a prioritised list of reorder suggestions based on current stock levels, sales velocity, and supplier lead times. Each suggestion shows the confidence score and the reasoning behind it.

Next Steps

Next, you'll learn how to create purchase orders and process supplier invoices using the OCR intake feature.

Inventory Oversight