Inventory workflow

1. Start with an item or the example

Choose Try an example for synthetic stock records, or Add item to enter your SKU, unit, currency, opening stock and unit-cost estimate. Set planned daily use, lead time, review interval, safety stock, pack size and minimum order. SKU, unit and currency stay fixed after creation; other assumptions can be edited.

Quantities support three decimal places and costs two. Each currency stays separate. The stock-value estimate uses current unit cost; it is not an accounting valuation.

2. Record real movements

Use Record stock movement for receipts, usage or a physical count. A count adds the difference from the current balance while preserving earlier entries. Give each movement a reason. The app rejects a movement that would make stock negative.

Archive an item only when both on-hand and incoming quantities are zero. Its history remains available and the item can be restored.

3. Record an order you placed elsewhere

Record a placed order records a supplier, reference, SKU, quantity and expected date. It does not send an order to a supplier. Receive part or all of an outstanding line; the same event increases stock and reduces its outstanding quantity. Over-receipts are rejected. Cancelling a remainder preserves stock already received.

All open incoming quantities count toward stock position, including overdue lines. Follow up with your supplier before relying on an overdue order. Expected dates are reminders, not live delivery updates.

4. Check the reorder calculation

Reorder point

Planned daily use × lead days + safety stock

Target stock

Planned daily use × (lead days + review days) + safety stock

Stock position

On-hand quantity + incoming quantity

If position is at or below the reorder point and below target, take the larger of the target shortfall and minimum order, then round up to a whole pack. Otherwise the suggested quantity is zero.

These are transparent planning rules, not learned demand forecasts. Reservations, backorders, multiple locations, supplier availability and unit/currency conversions are not modeled.

5. Import and export the right records

In Data tools, download the 13-column item CSV template. Imports add new SKUs only; every record must validate before any are added. Existing SKUs are never overwritten. Snapshot CSV includes current stock and settings but omits incoming orders and earlier events.

Use Export reorder plan for suggestions and Export full journal for movements. Use Export backup for a full JSON copy with items, history and incoming orders. Formula-like CSV text receives a leading apostrophe; JSON retains arbitrary text exactly.

6. Keep a recoverable copy

The workspace saves in this browser profile. Export a JSON backup before changing devices or clearing site data. Restoring a backup replaces this device workspace after confirmation.

If another tab changes the saved workspace or storage fails, read the warning and export the current backup before reloading. Do not assume unsaved edits are stored. See privacy, recovery and preview limits for the access boundary.