Inventory

Check what needs attention

1. Open More on a phone or Tools & settings on a computer. Under Daily operations, select Inventory. Your establishment must enable Inventory and give you access.
2. Open Needs attention to find low or out-of-stock items. Open All items to search the catalog or use Filters to narrow the list.
3. Open an item to check On hand, Stock unit, Low-stock minimum, Target quantity and Last counted. On hand is the balance from recorded changes; count the item if you need to know what is physically there.

Inventory does not connect to sales or automatically know what was used. Your team must record movements and counts. Stock List is a separate list of service shortages, not a stock balance.

Add an item

1. With permission to manage inventory items, select Add item. Enter its name and stock unit, such as bottles or kilograms.
2. Count the physical stock and enter the opening count. Set the minimum that should flag the item as low, and an optional target for the amount you want on hand.
3. Review the name, unit and quantities, then select Save item. The item is added with that opening balance.
4. Use Edit item to change its details or Archive item when it is no longer used. The stock unit cannot be changed after creation. Archived items keep their history.

Record deliveries, usage or waste

1. Open the item. Choose Receive stock for a delivery, Record usage for stock used during work, or Record waste for discarded stock.
2. Enter Quantity in the item’s stock unit. Enter a Reason when required; for example, “Two bottles broken during delivery.”
3. Select Review change. Check how the quantity affects the balance, then select Confirm stock change. The balance and history update after saving.
4. If a movement is wrong and you have correction access, open History, find the movement and select Correct. Enter the reason, review and confirm. This records an opposite movement; it does not erase the original or restore an old balance.

Count stock and apply the differences

1. In All items, select the items to count and select Count selected. You can include up to 100 items. Enter Count name and select Start count.
2. Enter the physical Counted quantity for each item. Leave an item blank if you have not counted it; blank does not mean zero.
3. Select Save draft to keep your work and resume it from Counts. When ready, select Review count and compare Expected, Counted and Difference.
4. A person with count approval access selects Apply reviewed count. Counted items are adjusted together; uncounted items stay unchanged.
5. If stock changed during counting, save the draft and select Recount item for the affected row. Count it again, enter the new quantity and review again before applying.

Import a list of items

1. Open Inventory tools and choose Import CSV. Download CSV template to see the expected columns.
2. Prepare up to 100 new items in a CSV file smaller than 500 KB. Confirm their physical opening counts, then choose the file and match its columns to the fields.
3. Read Import preview and fix any validation errors. Review the items and opening counts, select the confirmation checkbox, then Import reviewed items.

Names already in the catalog, including archived items, cannot be imported again. Start from Stock List can copy item details, but you still need a physical opening count.

Download, print or save a PDF

1. Open All items for the full inventory report; the on-screen search and category filters do not limit this export. For movements, open History and set From date and To date; the report uses UTC dates. Open a count for its saved expected, counted and difference quantities, and save any count edits before exporting. Export access requires inventory history permission.
2. Select Export / Print. Read Scope to check what is included, then review the record count and preview.
3. Select Export CSV to download a file you can open in a spreadsheet app.
4. Or select Print / Save as PDF. Choose a printer or Save as PDF in your browser’s print window, if your device offers it, and finish printing or saving.

The preview shows up to 50 records. Follow the stated scope for the full download or printout. Attachments are listed by name; download the files separately. Saved copies do not update when records change in Oomūli.

If a balance or save looks wrong

1. Select Refresh inventory and check the item’s stock unit and recent movements. Count the physical stock before making an adjustment.
2. If a save result is uncertain, use Check and retry safely when offered. It checks the same change instead of recording a second delivery or usage.
3. If an action is missing or access changed, ask your administrator to review your permissions. Do not create a second item to work around an unavailable action.