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Australia (AU)InventoryTracked Items

Tracked Items

The Tracked Items page is your main inventory dashboard. View all tracked products, monitor stock levels, identify low stock items, and add new items to inventory tracking.

Overview cards

At the top of the page, summary cards show your inventory status:

Total Items Tracked

  • Count: All items with inventory tracking enabled
  • Purpose: Quick view of inventory size
  • Updates: Real-time as items added/removed

Low Stock Items

  • Count: Items below reorder point
  • Alert: Visual indicator for attention needed
  • Action: Reorder or review these items

Out of Stock

  • Count: Items with zero quantity
  • Urgency: Highest priority for restocking
  • Impact: May affect sales and fulfillment

View modes

Switch between different ways to view your inventory:

Card View

Visual grid layout showing:

  • Item image (if uploaded)
  • Item name and code
  • Current quantity
  • Stock status (In Stock, Low Stock, Out of Stock)
  • Quick actions

Best for: Visual browsing, smaller inventories

List View

Table format with columns:

  • Item name
  • Item code
  • Current quantity
  • Reorder point
  • Status
  • Last updated

Best for: Detailed data, larger inventories, sorting

Status filter

Filter items by stock status:

  • All Items: Everything (default)
  • In Stock: Quantity above reorder point
  • Low Stock: Quantity below reorder point
  • Out of Stock: Zero quantity

Find items quickly:

  • Search by item name
  • Search by item code
  • Partial matches work

Adding tracked items

Add Item button

Click Add Item to start tracking a new product:

  1. Select from existing items or create new
  2. Configure tracking settings:
    • Initial quantity
    • Reorder point
    • Default location
  3. Save to start tracking

From Items tab

  1. Go to Inventory → Items
  2. Find item to track
  3. Enable “Track Inventory” toggle
  4. Set initial quantity and reorder point
  5. Save

Item details

Click any item to view details:

Stock information

  • Current Quantity: On-hand stock
  • Reorder Point: Threshold for low stock alert
  • Status: In Stock / Low Stock / Out of Stock
  • Last Updated: When stock last changed

Quick actions

  • Adjust Stock: Add or remove quantity
  • View Movements: See history of changes
  • Edit Item: Modify item details
  • Disable Tracking: Stop tracking (if no stock)

Stock adjustments

Manually adjust quantities:

Add stock

Increase quantity:

  • New stock received
  • Found missing items
  • Returned goods

Remove stock

Decrease quantity:

  • Damaged goods
  • Shrinkage/theft
  • Personal use
  • Samples given

Adjustment reasons

Required when adjusting:

  • Stock Received: Normal procurement
  • Damaged: Broken/spoiled items
  • Shrinkage: Unexplained loss
  • Adjustment: Correction/audit
  • Other: Custom reason

Low stock alerts

Visual indicators

  • Green: In Stock (above reorder point)
  • Yellow: Low Stock (below reorder point)
  • Red: Out of Stock (zero)

Notification settings

Configure alerts in Inventory Settings:

  • Disabled: No alerts
  • Email Notification: Sent when stock goes low
  • Create Draft Purchase Order: Auto-create PO (Coming Soon)
  • Auto-Send Purchase Order: Full automation (Coming Soon)

Responding to alerts

When you receive a low stock alert:

  1. Review item in Tracked Items
  2. Check current quantity vs reorder point
  3. Create purchase order or adjust reorder point
  4. Update stock if goods already ordered

Best practices

Item naming

  • Use clear, descriptive names
  • Include model numbers if relevant
  • Keep consistent naming convention

Reorder points

Set appropriate levels:

  • Consider lead time from suppliers
  • Factor in demand patterns
  • Include safety buffer
  • Review and adjust periodically

Regular review

Weekly:

  • Check low stock items
  • Review out of stock alerts
  • Verify reorder points still valid

Monthly:

  • Full inventory review
  • Check for slow-moving items
  • Verify stock levels accurate

Quarterly:

  • Audit physical vs system stock
  • Adjust reorder points based on trends
  • Archive obsolete items

Stock accuracy

Keep inventory accurate:

  • Record adjustments immediately
  • Investigate discrepancies
  • Regular physical counts
  • Train staff on procedures

AU-specific considerations

Tax implications

  • Stock value affects balance sheet
  • COGS calculation for BAS
  • Inventory valuation for year-end
  • Obsolete stock write-offs

GST on inventory

  • No GST on stock holdings
  • GST claimed when purchasing
  • GST charged when selling
  • Track for accurate reporting

Reporting periods

Align with BAS:

  • Monthly or quarterly
  • Stock valuation at period end
  • Movement summaries
  • Reconciliation reports

Common workflows

Setting up new tracked item

  1. Go to Tracked Items
  2. Click Add Item
  3. Select or create item
  4. Enter initial quantity (physical count)
  5. Set reorder point
  6. Save
  7. Item now appears in tracking

Receiving stock

  1. New goods arrive
  2. Go to Tracked Items
  3. Find item
  4. Click Adjust Stock
  5. Enter quantity received
  6. Select reason “Stock Received”
  7. Save
  8. Quantity updated, status may change

Handling low stock

  1. Receive low stock alert (or see in list)
  2. Click item to view details
  3. Check current quantity
  4. Create purchase order if needed
  5. Or adjust reorder point if alert premature
  6. Monitor until stock arrives

Stocktake/audit

  1. Physically count all items
  2. Compare to Tracked Items list
  3. Note discrepancies
  4. Adjust quantities as needed
  5. Use appropriate reasons
  6. Investigate major variances
  7. Update reorder points if patterns emerge

Troubleshooting

Item not showing in list

  • Check status filter (not archived)
  • Search by name or code
  • Verify inventory tracking enabled
  • Check in Items tab

Quantity wrong after adjustment

  • Review adjustment history
  • Check for multiple adjustments
  • Verify initial quantity correct
  • Check for linked transactions

Low stock alert not sending

  • Check settings in Inventory Settings
  • Verify email configured
  • Confirm reorder point set
  • Check notification preferences

Can’t disable tracking

  • Must have zero quantity first
  • Adjust stock to zero
  • Then disable tracking
  • Or archive item instead
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