Inventory Management Guide: Products, Stock In/Out, Stocktaking and Low-Stock Alerts
The two biggest inventory headaches are stock that doesn't match your records and running out without knowing. Micro Quotation ties inventory to billing: sales bills deduct stock automatically, purchase bills add it, and you get alerts when stock runs low. You can run a whole warehouse from your phone.
1. Set up your products first
- Tap "Quotation" at the bottom, then "Add" at the top left.
- Fill in the product name, selling price, cost, stock and barcode. For products with a barcode, tap "Scan product code for quick input" and the name and image fill in automatically.
- Under "Product advanced setting", fill in "Stock Warning Quantity"; low-stock alerts depend on it.
Lots of products? Use "Bulk Edit" → "Batch Add Products" to paste text or import an Excel file and create hundreds of products at once.
2. Turn on automatic stock in/out
Go to "Quotation" → "Settings" → "Inventory":
| Setting | What it does |
|---|---|
| Auto stock-out on saving sales order | Saving a sales bill deducts stock; editing or deleting a bill rolls stock back |
| Purchase stock-in | Disable / On save / Later. "Later" suits goods still in transit: tap "Incoming" when they arrive (Enterprise membership) |
| Average Inventory Cost | Calculates the average inventory cost automatically on stock-in, so profit is more accurate |
| Insufficient stock | No check / Warn, allow billing / Block billing |
3. Manual stock-out, stock-in and stocktaking
For stock changes without a bill (such as damaged goods or transfers), enter the products and quantities in the bill table on "Home", then tap "Stock":
- "Stock deduct" / "Stock Add": decrease or increase stock by the quantities in the table;
- "Set Qty as stock": set the table quantities as the actual stock, for month-end stocktakes.
4. Low-stock alerts: know before you run out
- Products at or below their warning quantity show a red "Low stock" tag;
- In "Quotation", check "Low stock goods only" to quickly filter the items you need to restock;
- In "Batch Edit Products", tap "Check the quotation sheet for items in urgent stock shortage" to generate a restock list on Home in one tap, then change it to a purchase bill and save.
5. View the stock log
In the "Stock" menu, tap "View stock changelog" to see every manual stock change, sorted into Outgoing / Incoming / Check, with who made it and when.
FAQ
- With "Auto stock-out on saving sales order" on, does stock change when I edit or delete a sales bill?
- Yes. When you edit or delete a sales bill, stock rolls back automatically to match. No manual adjustment needed.
- Why don't sales bills show up in the stock log?
- The log only records manual stock-out, stock-in and stocktakes. With automatic stock in/out on, sales and purchase bills are themselves the stock change records; view them under "Bills".
- Does a stocktake overwrite existing stock?
- Yes. "Set Qty as stock" makes the quantities in the table the new stock levels, and asks you to confirm first. For important data, export an Excel backup first.
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