Inventory Management Software for Growing Businesses
Know what is in stock and what needs attention. Ask the beta ZentBill AI assistant to show low-stock products or help you prepare a supported purchase-order task for review.
From product setup to a defensible reorder decision
- Create each product with a recognizable name, SKU, unit, purchase and selling prices, tax details, opening stock, and a low-stock threshold. Keep non-stock services separate from physical goods.
- Review Inventory > Stock Movements for the document behind each change. Sales reduce stock; confirmed goods receipt notes increase stock. A purchase order is a buying instruction, not evidence that goods have arrived.
- Record damaged or expired items through the damage workflow. Do not change opening stock to conceal a later loss; preserve the reason and reference for the change.
- Run a physical stock count during a quiet period. Enter actual quantities, investigate discrepancies, and review the adjustments before submitting the count.
- Filter low-stock products, compare recent demand with supplier lead time and outstanding purchases, then decide what to buy. Revisit thresholds after seasonal changes or supplier delays.
Illustrative worked example
Illustrative stock reconciliation: start with 40 pieces, receive 20 through a confirmed GRN, sell 15, and record 2 damaged pieces. Expected stock is 43. If a physical count finds 41, investigate the two-piece difference before submitting an adjustment. Separately, average demand of 5 pieces a day over a 3-day supplier lead time plus a 5-piece buffer suggests a manual reorder threshold of 20 pieces, not a guaranteed forecast.
What to verify before relying on this workflow
Stock records depend on complete and timely entries. A threshold highlights a review need; it is not a promise of automatic purchasing or demand forecasting. Physical counts, supplier confirmation, and unit consistency still require staff judgment. Avoid double-recording a receipt or a loss in two workflows.
Frequently asked questions
Does creating a purchase order increase stock?
Do not treat ordered goods as received. The documented stock workflow increases stock when a goods receipt note is confirmed.
Can I track installation work like a product?
Use a service item for work that does not require stock tracking. Services can appear on invoices without changing physical quantities.
Can AI help me find low-stock products?
The beta assistant supports the question 'Show low-stock products.' Inspect the product records and pending purchases before deciding on a reorder.