Advanced Guide

• Order status drives visibility. Items marked as Ordered appear as in-transit and are highlighted. Mark them received from the in-transit menu to move them into active stock.
• In-transit stock stays out of totals. Ordered items are tracked separately and do not affect available quantities or low-stock warnings until marked received.
• Stickers are for received inventory. Sticker links show only after items are received so the scanner never points at unconfirmed stock.
• Partially consumed entries become read-only. Once any quantity is consumed, editing is locked to protect audit history. Add a new entry for changes.
• Inventory vs Orders view. Use Inventory for current stock summaries and Orders to review each entry, lot number, and receipt status.

• Enable expiration per inventory entry. Turn on expiration tracking when receiving stock and decide if all packages share one date or if each package has its own expiration.
• Warnings and expired states are visual. Expiring inventory appears in the dashboard and project view with yellow warning and red expired styling.
• Consume after expiration is controlled at the item level. Items can be flagged to allow consumption after expiration. When scanning, you are prompted to confirm before consuming.

Technical details about how stickers work and what data they encode.

• What is encoded. Each sticker contains the inventory entry ID, expiration date ID (if tracked), and lot information. The scanner uses this to pull the full record instantly.
• Stickers with expiration tracking. When expiration dates are enabled, one sticker is generated per expiration date — not per unit. Each sticker encodes the specific expiration date ID so the scanner knows exactly which batch is being consumed. Example: 10 units with 3 expiration dates produce 3 stickers.
• Stickers without expiration tracking. When expiration dates are disabled, one sticker is generated per quantity unit. All stickers are identical and any can be scanned to consume from the batch.
• FIFO enforcement. For items with expiration tracking, the scanner enforces first-in-first-out order — you must consume items with older expiration dates before newer ones.
• PDF format. Stickers are generated as PDF files for both QR and Datamatrix labels. Print at 100% scale for accurate scanning.
• When stickers become available. Sticker links only appear after the inventory entry is marked "received." This prevents printing labels for unconfirmed stock.
• Reprinting stickers. You can reprint stickers any time from the inventory entry detail page. The encoded data does not change.

When calculating totals and reports, the system uses a three-tier price hierarchy to ensure accurate values even when some entries lack pricing.

• Entry price wins. If an inventory entry has its own price set, totals and reports use that value. This is the most accurate option.
• Average price is a snapshot. When you create an inventory entry, the system saves the current catalog price as the entry's "average price." This keeps older entries consistent even if catalog pricing changes later.
• Catalog price is the fallback. If an entry has no price and no stored average price, the current catalog price is used (or 0 if none exists).
• Catalog price can update automatically. When you enter a price on the newest inventory entry for an item, the catalog price updates to match. Future entries will then pick up the new value as their average price.
• For accuracy, set entry prices. If you need precise spend tracking, add a specific price when receiving inventory or update it later in Finance > Expenses.

Warning thresholds help you reorder before running out.

• Set thresholds on catalog items. Define the minimum quantity (in packages or base units) that triggers a low-stock warning.
• Warnings appear in the dashboard. Items below threshold show in the dashboard widget and in the inventory list with a warning badge.
• Thresholds are per-item, not per-entry. The warning fires when total available stock for an item drops below the threshold, regardless of how many inventory entries exist.
• Non-purchasable items stay quiet. Mark items as not purchasable to suppress low-stock warnings and keep empty items off warning lists.
• Review and reorder. Use the low-stock list to prioritize purchases and prevent stockouts.

• Tag items and inventory. Tags can be applied at the catalog or inventory level and are filterable across warehouse views.
• Tag view is dual-mode. Each tag has Inventory and Catalog tabs so you can see both stock and catalog coverage.
• Notes surface at scan time. Inventory notes and tags show in the scanner so handlers see special instructions before consuming.

• Multi-filter inventory. Filter by items, projects, tags, distributors, and locations to narrow to the exact stock you need.
• Search everywhere. Catalog, inventory, projects, and expenses tables include quick search to find records fast.
• Quick add from stock lists. The quantity column includes a shortcut to receive more stock for that exact item or project.

• Project tabs consolidate everything. Each project includes cost breakdown, expenses by distributor (purchased vs consumed), stock, consumption history, and expiring items.
• Directly add stock to a project. The project stock table includes shortcuts to receive inventory into that project.
• Archive instead of delete. Projects can be archived and restored from the edit screen. Archived projects remain visible with a badge.
• Scanner respects project assignment. Projects can only be changed at scan time if the inventory entry is not already assigned.

• Locations can be nested. Parent locations can include child shelves or bins so storage stays organized.
• Mobile scans jump to location inventory. Scan location stickers on mobile to open inventory filtered to that storage area.
• Parent filters include children. Filtering by a parent location includes inventory stored in child locations.
• Small and large sticker formats. Both inventory and locations have compact and large sticker options for different label printers.
• Scanner-ready labels. Printing and attaching stickers keeps scans fast and prevents manual entry errors.

• Preview before creating items. Upload the completed Excel template and review valid, invalid, and total rows with issue details.
• Auto-create packages and distributors. New package units or distributors are flagged and created during import.
• Tags can be imported. Provide comma-separated tags in the template to automatically create and attach them to items.
• Start over if needed. You can reset the import and re-upload if validation fails.

• Cannot edit an inventory entry. If an entry is partially consumed, it becomes read-only to protect audit history. Add a new inventory entry for changes.
• Sticker links are missing. Stickers appear only after items are marked received. Open the Orders view and select “Item received.”
• Project is locked in the scanner. If an inventory entry is already assigned to a project, the scanner keeps it fixed. Update the entry (if not consumed) or receive new stock under a different project.
• Expired item can’t be consumed. Enable “Allow to consume if expired” on the catalog item, then scan again to confirm the override.
• Quantities look off. Quantity represents packages, and Quantity in Package defines the total. Confirm both fields and the unit of measure.
• Import row is invalid. Use the preview to fix errors, then re-upload. Invalid rows never create items until corrected.