Skip to main content

Inventory

Owner

Keep the product list, location quantities, and stock value connected to sales and purchasing.

Who uses this​

The owner adds products and writes cost. A cashier can see sellable stock on the till, not cost, and cannot add a SKU. Owners and managers can make a direct quantity adjustment from a product's location stock controls. Stock controls also has a separate accounting reconciliation repair workflow for discrepancies that need evidence and independent review.

What you need first​

  • Opening books confirmed
  • At least one stockable location

Steps​

1. Browse products​

Open Inventory. Search by name or SKU. Press Add product. Fill the name, cost, selling price, SKU, unit, opening quantity, reorder point, and tax class. Lace, parts, and bags of rice all use the same form.

Zemba screen preview being refreshed: Product list with names, SKUs, and stock.

2. Open Add product​

Fill cost and retail in the shop currency. Opening quantity posts through inventory, so confirm opening books first. After save, reload the product and check each location’s quantity.

Zemba screen preview being refreshed: Add product form with cost, retail, SKU, and opening quantity.

3. Keep cost off the till​

Product detail and CSV export hide cost from a cashier. A manager may see cost for counting, but they cannot create the SKU.

4. Restock through a purchase order​

Open Purchase orders to record the supplier, items, expected quantities, unit costs, and stock destination. When goods arrive, receive the quantity that physically arrived. You can receive part of an order and finish it with another receipt later. Record a reason when the delivered quantity differs from the order. See Purchase orders for the full path from order to bill and payment.

5. Check stock and value​

Use the Products view to search by name or SKU and filter by location. The Stock Summary report shows on-hand quantity. Inventory Valuation Summary shows the value using the shop's weighted average cost (WAC) method. A sale of a stocked item reduces stock and records cost of goods sold.

For a physical count that does not agree with the movement history, use the product's location controls to adjust quantity when a direct stock correction is appropriate; add a note where prompted. For an accounting reconciliation repair against the signed movement history, open Stock controls and prepare a request with the count, reason, and evidence. A separate owner or accountant reviews that repair request. This repair workflow is not a scheduled stock-count plan.

What done looks like​

  • Product detail shows quantity at each location.
  • A sale or receipt creates a stock movement and a balanced inventory journal.
  • Stock Summary agrees with location quantities. Inventory Valuation Summary shows the carrying value in the shop currency.
  • A cashier export does not include cost or partner price.

Zemba currently uses weighted average costing. FIFO, batch and serial tracking, expiry-date reports, NRV review, and rack or bin-level tracking are not available in this inventory workflow.

Common mistakes​

  • Do not use an inventory correction to record a purchase. Receive goods against the purchase order.
  • Use the separate Stock controls reconciliation repair when the discrepancy needs evidence and independent accounting review. Do not treat every direct quantity adjustment as that approval workflow.
  • Warehouse stock is not on the till unless that location is sellable.
  • Do not ask a cashier to type landed cost.