Stock Levels

Stock levels show how much of each product you have, where it is and what condition it is in. Use this page to read the three quantities and the five statuses. It also gives a short view of stock lots, serial numbers and low stock alerts, and each of those has a page of its own.

Stock Quantities

Beelocity keeps one stock record for each product or variant, warehouse, location, lot and status. So a product in two locations has two stock records, and its damaged stock has a record of its own. A record belongs to a product or to one of its variants, never to both. On the form, you pick the product first. The form asks for the variant only if the product has variants, and then you have to pick one.

Each stock record holds three quantities:

A reservation ends when the order ships or issues the goods, or when somebody cancels or closes the order. An order in another unit holds its figure converted into the unit of this stock record.

Available and Reserved each name two things. Each one is a quantity in the table above, and a status in the tables below. A stock record with the status Quarantine still shows an Available figure, and you cannot sell that stock. The status Reserved is not the Reserved figure, and no order writes that status.

Each product is counted in one unit

A product’s stock is counted in one unit, its stocking unit. Beelocity takes the first of these that exists:

• the unit that the product’s stock is already counted in
• the unit with the usage Stock on the product’s Units tab
• the unit of the product’s first receipt

If a document moves the product in another unit, Beelocity converts the quantity before it reaches the stock level. If you receive 2 cases of 24 bottles of a water counted by the bottle, Beelocity adds 48 bottles. If you sell 500 g from stock counted in kilograms, it takes 0.5 kg. The stock journal records what reached the stock, in the stocking unit. The document keeps the figure that you typed, in its own unit (Units of Measure).

If Beelocity cannot convert the unit, it refuses the document before any stock moves. Add the conversion on the product’s Units tab, or write the line in the stocking unit. A stock record keeps the unit that it was created in, and Beelocity refuses a change to it.

Stock Statuses

Each stock record has a status. The status says what you can do with that stock:

Each status allows different work:

How stock becomes Expired. Every hour, Beelocity moves Available stock to Expired after its expiry date has passed. If the stock has a lot, Beelocity reads the lot’s date. If not, it reads the date on the stock record. The day is the date in your organization’s time zone. After the move, sales, alerts and planning no longer use this stock. On hand does not change, and the stock journal records nothing. If an order holds some of this stock, its reservation moves with the stock, and you cannot write off what is reserved.

How stock leaves Quarantine. Beelocity has no button that releases it. You can write the stock off with an adjustment whose line names Quarantine. A supplier return takes stock out of Quarantine only for a rejected lot from a goods receipt. The page of such a lot offers no Reject, so a return does not help here. The Status field on the stock record can change it too. The stock journal then records nothing, and the save fails if the same stock already has a record with the new status.

Reserved stock in a count. A count lists stock with the status Reserved. If it finds a difference there, Beelocity refuses Write a correction for the whole count task, because an adjustment cannot correct that status. To correct that stock, edit On hand on the stock record. The refusal stays after the edit, because the count line keeps its difference. So write an adjustment by hand for the other lines.

Viewing Stock Levels

Go to Inventory → Stock in the sidebar. The page opens on the Stock Levels tab. The table lists each stock record with its product, status, warehouse, On hand, Reserved and Available. Open a record to see its location, lot, unit, Unit cost, Expiry date and Last counted. Last counted is the date of the last adjustment posted on this stock, so a count with no adjustment does not change it.

Use the search box to find a record by product name or Reference, by variant Reference or barcode, or by lot number. It also finds a warehouse code or name, and a location code, name or barcode. The filter button beside it narrows the list by Status, Product or Warehouse. It also takes a band of On hand, Reserved or Available. For example, a Max of 10 on Available shows what is at 10 or below. It can also filter by Active and by a range of Expiry date, although neither is a column of the list (Working with lists).

The list opens on the active records only, so the filter button shows one filter already set. When you cancel a completed receipt, or a return to a supplier ships the last of a lot, Beelocity retires that lot. It also retires the lot’s records that hold nothing now, so they leave the list. To see them again, clear the Active filter.

To correct a figure, post an inventory adjustment, which keeps the reason and the cost. You can also press Edit on a stock record and change On hand. The stock journal then records the change, with no reason and no cost. To correct a variant’s stock outside a count, use this edit, because an adjustment line that you add cannot name a variant. If you edit Reserved by hand, no order changes. Beelocity works out Available itself, so you cannot type it.

Edit also opens Warehouse, Location, Lot and Status. If you change one of these, the whole record goes with it, and the stock journal records nothing.

To deactivate a stock record, open More actions and choose Deactivate. Do this for a record that is empty. Alerts, counts, Expiring soon and the online store then skip it. A sale or an order can still take stock from it, so deactivating holds nothing back.

Only a role that can change stock sees these buttons. Of the roles that Beelocity ships, only the owner of your organization can do this. To let somebody else do it, the owner makes a role for them (Roles and Permissions).

Stock Lots

A lot is a quantity of one product from one receipt line or one production run. Two deliveries of one product make two lots, so their stock stays on separate stock records. Lots help you in three ways:

• Tracing. If one delivery has a problem, search its lot number on the Stock Levels tab to find where its stock is.
• Expiry. A lot can hold an expiry date. Beelocity takes the lot that expires first, then the oldest.
• Supplier. A lot from a goods receipt names the supplier and links to the receipt.

Lot Fields

Managing Lots

Go to Inventory → Stock and open its Stock Lots tab. From here you can:

• See all lots with their quality and dates.
• Add a lot by hand with New. Beelocity also adds lots when you complete a goods receipt (see below).
• Use the filter button beside the search box to narrow the list by Quality, or to hide inactive lots.
• Open a lot and use More actions to change its quality:
  • Approve marks a Pending or Under review lot as passed. The stock does not change.
  • Reject marks a Pending or Under review lot as failed. Beelocity moves its Available stock to Quarantine.
  • Send to review moves a Pending lot to Under review. The stock does not change.
• Press Edit to change a lot’s dates, its supplier or its notes.
• Delete a lot that nothing uses. If a stock record or a serial number still names the lot, Beelocity refuses, so deactivate the lot instead.

Automatic Lot Creation

When you complete a goods receipt, Beelocity creates one stock lot for each line that accepted goods. The goods enter stock in that lot. Each of these lots:

• Takes its number from the receipt and the line’s position. The first line of receipt GR-2026-000041 lands in lot LOT-GR-2026-000041-01, and the second in LOT-GR-2026-000041-02. A line that was rejected in full gets no lot, but it keeps its position. So a lot’s number always points at its line on the receipt.
• Starts as Approved. Beelocity treats the receipt as the inspection, and only the accepted quantity enters stock.
• Names the supplier, and links to the goods receipt.
• Has no Made date and no Expiry date, because a goods receipt has no field for them. Open the lot, press Edit and type them. Of the roles that Beelocity ships, only the owner of your organization can do this. Until somebody does, Expiring soon does not list this stock, and it never moves to Expired.

You can rename a lot afterwards, for example to the number printed on the supplier’s sack. A lot number is used once in your organization. If a receipt’s next lot number is a number that you gave to another lot, Beelocity refuses to complete the receipt. Rename that other lot, and complete the receipt again.

Quality stops nothing until you reject a lot. Beelocity does not read a lot’s quality when it sells, reserves or moves stock. So you can still sell the stock of a lot that is Pending or Under review.

The Approve and Reject actions appear only on a lot that is Pending or Under review, such as a lot that you add by hand. A lot from a goods receipt or a work order starts as Approved, so its page offers neither action. If a delivery turns out to be bad, send it back with a supplier return. You can also write it off with an inventory adjustment on Available stock.

Serial Numbers

Serial numbers follow one physical unit at a time. Use them for goods that you need to tell apart, such as a machine under warranty. Each serial number names one unit and has its own status. A serial number belongs to a variant, so a product with no variants cannot have one. Adding a serial number adds no stock (Serial Numbers).

Serial Number Statuses

Warranty Tracking

Each serial number can hold two dates:

• Received is when the unit came in from the supplier.
• Warranty ends is when the warranty ends.

Beelocity only keeps these dates. It counts no warranty from Received, and Warranty ends does not decide who pays for a repair.

Managing Serial Numbers

Go to Inventory → Stock and open its Serial Numbers tab. You can:

• See all units with their status and warehouse.
• Use the filter button beside the search box to narrow the list by Status, or to hide inactive serial numbers.
• Search by serial number to find one unit.
• Open a serial number and use More actions to change its status:
  • Mark as sold marks an In stock or Reserved unit as sold. Beelocity clears its warehouse and location, and takes one off On hand.
  • Reserve sets an In stock unit aside. It moves one from Available to Reserved, and it ties the unit to no order.
  • Release the hold puts a Reserved unit back In stock. It moves one from Reserved to Available.
  • Mark as returned marks a Sold unit as returned. No stock figure changes.
  • Mark as faulty marks an In stock or Returned unit as Defective. If the unit is in a warehouse, Beelocity takes one off On hand and Available, with a stock movement and no adjustment.
  • Put back in stock asks for a warehouse and puts a Returned unit back In stock there. It adds one to On hand and Available.

Low Stock Alerts

Low stock alerts tell you when the Available figure of a product reaches a level that you set. They read stock with the status Available only. Beelocity orders nothing by itself (Low Stock Alerts).

Alert Configuration

Each alert holds four levels:

Alert Scope

Each alert watches one product or one variant:

• Product. The alert counts the product’s own stock and the stock of all its variants.
• Variant. The alert counts that one variant.
• Warehouse. If you choose a warehouse, the alert watches that warehouse alone.
• Every warehouse. If you choose no warehouse, the alert watches your total across all warehouses.

Managing Alerts

Go to Inventory → Setup and open its Low Stock Alerts tab. You can:

• Add an alert for a product or a variant, in one warehouse or in all of them.
• Turn off Alerting, or deactivate an alert, to stop it without deleting it.
• Set different levels for different products, by their sales and their supplier’s delay.

Tip: Start with your best-selling products. To find a reorder point, multiply your average sales per day by the supplier’s delay in days. Then add a margin for a late delivery.