Inventory
Turn on inventory tracking for a product and Paybrain counts it for you. Each sale takes it out of stock, deliveries put it back, and you're warned before you run out. Stock is kept per location.
Track a product
Open the product and turn on Track inventory (on the web, Track inventory for this product). Then set:
| Field | What it does |
|---|---|
| In stock at this location | How many you have now, at the location you're signed in to |
| Low-stock alert | Warn when stock falls to this number or below |
Products with variations keep a separate count for each variation.
What changes stock
| What happens | Effect on stock |
|---|---|
| A sale is paid | Each tracked item comes out of stock at that location |
| You receive a purchase order | What arrived is added |
| You adjust or count stock | Added or removed, with the reason you chose |
Stock never goes below zero. When a product's count reaches zero it's marked 86'd automatically, and it goes back to Active when you restock it. This doesn't apply to a single variation running out.
Adjust stock on the Register
Inventory is a scan-and-go screen for restocks, write-offs and corrections. Open it from the Apps drawer. It comes with the Products app and needs the Edit Products permission when PIN sign-in is on.
Scan the product
You'll see its name and Currently N in stock here. Scan a variation's own barcode to adjust that variation.
Choose Add or Remove, and a reason
Add Remove Restock Used internally Correction — found more Damaged / waste Correction — found less Set the quantity
Use − and + to set how many, then tap Add N or Remove N. The screen clears for the next scan.
If the barcode isn't in your catalog, you'll see No product found. Add it in Products first.
Count stock
A stock count lets you type what's actually on the shelf. Paybrain works out the difference and records it as a correction.
The Register doesn't have a count screen. Work out the difference yourself and record it on Inventory: scan the product, choose Correction — found more or Correction — found less, and set the quantity. Or count on the web or in the Paybrain app.
- Go to Catalog›Products and click Count stock.
- Search by name, SKU or barcode. A USB scanner types into the search box too.
- Pick the product and enter what you Counted. You'll see Adding N or Removing N.
- Click Apply count.
- Go to Catalog›Products and tap Count stock.
- Choose Scan barcode to use the camera, or Search for items without a barcode.
- Enter what you Counted. You'll see Adding N or Removing N.
- Tap Apply count.
Scanning a product you sell but don't track shows Not tracked, with a button to open the product and turn tracking on. Scanning an unknown barcode offers Create product.
Counts on the web and in the app apply to the product, not to one of its variations. To adjust a single variation, scan its barcode on the Register's Inventory screen.
If you have more than one location, check which one you're counting. The web shows it at the top of the page, and lets you switch.
Low stock
The Products list on every surface has a filter for what's running low: Low stock on the Register, Running low on the web and in the app.
When a sale takes a product to its low-stock level or below, Paybrain emails your account's address a Low stock alert with what's low and where. Its Start a purchase order button opens a new purchase order with everything that's out or low already ticked.
On the web, the Catalog page shows Reorder N low when anything is low.
Inventory report
On the web, Reports → Inventory shows Items sold, Low stock, Out of stock and Not moving (stocked, no sales), plus top items, what's moving up or falling off, sales by category, and what's running low. The Paybrain app has the same report under Reports.