Who is this for?
StoreHub merchants who want to track stock levels for their products and get alerts when stock is low so they can restock on time.
Overview
This article explains how to turn on inventory tracking for your products (Simple Inventory), set warning and ideal stock levels, and turn on email alerts for low stock (Supply Needs). Once set up, you can add or update stock using purchase orders or stock take; those steps are in separate guides linked below. This guide also covers how to edit your settings and view stock across your outlets.
Before You Begin
Access to BackOffice.
Products already added to BackOffice. If you have not added products yet, add them first before turning on inventory.
A stable internet connection.
Step-by-Step Guide
Turn on Simple Inventory for a product
1. In your BackOffice, go to the Products page.
2. Open the product you want to track.
3. Scroll to the 'Inventory & Variants' section.
4. Tick 'Track stock level'.
5. Under 'Inventory type', select 'Simple'.
Note: On the Advanced or Pro plan, a 'Units of Measure' section appears once both of these are set, so you can buy, count and use this product in more than one unit. See How to Track a Product in Multiple Units (Units of Measurement).
6. Enter or edit these fields:
Quantity: The current stock level for this product.
Warning stock level: When stock falls to this number, the product appears in Supply Needs, so you know it is time to restock.
Ideal stock level: The maximum stock you want to keep for this product at the store.
Stock updates: Regularly updating stock levels through tools like stock take ensures accuracy and timely restocking.
7. Tap 'Save'.
Note:
To add or update stock after setup, you can use purchase orders (when you receive stock from suppliers) or stock take (when you count and reconcile stock). If you manage purchase orders elsewhere, you can add a delivery by opening the product and changing 'Quantity' to your current stock plus the units received.
Set up Supply Needs and Email Alerts
Supply Needs shows products that have reached or gone below the warning stock level. You can turn on email alerts so you get notified.
1. In your BackOffice, go to 'Stock Management'.
2. To get an email when an item reaches its warning stock level, click 'Enable Stock Alerts'.
3. In 'Email Notification Settings', turn on the stores you want alerts for, then click 'Save'.
4. When a product hits its warning level, you will receive an email so you can create a purchase order or restock.
Note:
After you see items in Supply Needs, you can create a purchase order to restock. See this article to learn the steps.
Edit or turn off inventory tracking
To change warning level, ideal level, or quantity:
1. In your BackOffice, go to the Products page and click open the product.
2. Scroll to the 'Inventory & Variants' section.
3. Change 'Quantity', 'Warning stock level', or 'Ideal stock level' as needed.
4. Tap 'Save'.
To stop tracking stock for a product:
1. In your BackOffice, go to the Products page and open the product.
2. Scroll to the 'Inventory & Variants' section.
3. Untick 'Track stock level'.
4. Tap 'Save'.
Note:
Turning off tracking will stop the product from appearing in Supply Needs and from using purchase orders or stock take for that product. Sales of the product will no longer reduce stock in the system.
View stock levels across outlets
To check your stock, open a product to see its quantity at each outlet (steps below). To see every product that is running low, go to 'Stock Management'. The Supply Needs page lists the products at or below their warning stock level. To set a warning stock level, see 'Set up Supply Needs and Email Alerts' above.
Goods sold at another business's shop that has no StoreHub POS are not deducted from your stock automatically. Note down what was sold and ring it up as a normal sale on your own POS.
To see how much stock you have per outlet:
1. In your BackOffice, go to the Products page.
2. Open the product.
3. Scroll down to view stock quantities for each outlet.
Note:
In BackOffice, staff can see stock at all outlets if they have the right permissions. On the StoreHub POS, staff only see stock at their own outlet. For different setups, contact StoreHub Support.
Track Stock Movement with Audit Trail
The Audit Trail lets you track every stock movement for a product, including purchases, sales, stock takes, and transfers. Use it to see what changed, when, and by whom.
Notes:
To create an audit trail, StoreHub must already be tracking the stock level of the item.
Audit trails retain data for a maximum of the most recent 6 months only. Older records are automatically cleared.
The Audit Trail only displays products tracked under Simple Inventory type.
Audit logs are tied to user actions only and are not generated due to system glitches.
Stock takes only appear in the audit trail if there is a change to inventory (a discrepancy between expected and counted quantities).
Audit trail does not support tracking for serialized items at this time.
How to Create an Audit Trail from a Product
1. From BackOffice, go to 'Products'.
2. Select the product.
3. Once opened, scroll to the Inventory Type section and click "Audit".
4. You will be directed to the Audit Trail page.
How to Create an Audit Trail
1. From BackOffice, go to 'Stock Management', and click 'Audit Trail'.
2. Select a product, the specific store, and set the time frame, then click Go.
3. Stock Movement is displayed in the Audit Trail list. Click "Export to CSV" to export.
Troubleshooting
Issue | Solution |
I do not see 'Track stock level' or 'Inventory & Variants'. | Make sure you are on the product edit page (open a product from the Products list). Scroll down; the section is below the main product details. If it is still missing, your BackOffice role may not allow inventory settings. Check with your account admin. |
I am not getting Supply Needs emails. | Go to 'Stock Management', then click 'Enable Stock Alerts' on the Supply Needs page. Make sure the stores you want are turned on, and check your spam folder. |
Stock level does not match what I have in my store. | Run a stock take to count physical stock and update the system. See How to Perform a Stock Take for the steps. |
FAQs
1. What is the difference between warning stock level and ideal stock level?
Warning stock level is the minimum amount that triggers an alert so you know to restock. Ideal stock level is the maximum amount you want to keep on hand. When stock falls to or below the warning level, the product appears in Supply Needs and you can get an email alert.
2. Can I update stock in bulk?
Yes. You can use the stock take process and import a CSV file with updated quantities. See How to Perform a Stock Take for how to run a stock take and use the CSV import option.
3. Do I need to set up Supply Needs if I already set warning levels on my products?
Setting warning levels on each product is the first step. Supply Needs is the page where those low-stock products appear. Turning on email notifications in Supply Needs is optional but helps you get alerts so you do not miss restocking.
Need help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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