Set up inventory settings

Inventory settings apply to your whole company. Each tab has its own Save button, so save one tab before you move to the next.

Steps

1. Open Settings › Inventory Settings

   In the menu on the left, select Settings, then Inventory Settings. The Reorder Alerts tab opens first.

   

   1. Inventory Settings in the Settings menu.
   2. The tabs: Reorder Alerts, Expiry Alerts, Batch Settings, Costing Defaults, Movement Rules and Number Series.
   3. Export saves all inventory settings to a file, Import loads them from one, and Reset puts chosen sections back to their defaults. Each needs its own permission.
   4. Alert Thresholds (Reorder Level): when an item counts as low: Item Level (total stock across all locations), Per Location, or Item Level & Location.
   5. Alert Timing: Send Immediately (Real-Time), Hourly or Daily.
2. Choose who gets reorder alerts

   Further down the Reorder Alerts tab:

   • Inventory Health Report › Send System-wide report: Weekly (Default), Monthly or Never. The report lists every item and location below its reorder level.
   • Recipients: Company name on alert emails (leave it empty to use your organisation's name), Target Roles, and Additional email Addresses (type an address and select Add).

   Select Save.

3. Set expiry alerts

   Open Expiry Alerts.

   • Alert Thresholds (Days before expiry): add the days to warn on, for example 30, 7 and 1.
   • Alert Mode: Individual Emails per Batch (Real-Time) or Weekly Summary.
   • Include in Main Inventory: when on, expired items stay in the main list and count towards total inventory.
   • Stop POS from selling expired items: when on, expired items don't appear when raising an invoice.
   • Post-Expiry Configuration › Send System-wide report: Weekly (Default), Monthly or Quarterly.
   • Recipients: Target Roles and Additional email Addresses.

   Select Save.

4. Choose how batch numbers are made

   Open Batch Settings.

   

   1. Auto-create batch on GRN: when on, a batch number is created on a goods received note if the user leaves the batch empty.
   2. Batch Naming Convention: Timestamp-based, Auto-increment with prefix (for example WRGY-0001) or Alphanumeric sequence (for example btch0001).
   3. Prefix and Next Number.
   4. Digit Count. See the warning below.
   5. Save.
5. Set costing defaults and default locations

   Open Costing Defaults.

   

   1. Default Costing Method: FIFO (First-In, First-Out), LIFO (Last-In, First-Out), Weighted Average, Standard Cost or Specific Identification. It is pre-selected when you create a new Inventory item. Existing items are not changed.
   2. System Rule: service and non-inventory items always use Standard Cost.
   3. Default Sales Location and Default Purchase Location.
   4. Quarantine Location: where receipts of items marked Inspection required on receipt wait for quality control. Only locations marked Quarantine / QC location in master data are listed.

   Further down:

   • Quality Control › Require a certificate of analysis for quarantined goods: when on, quarantined goods are released only once a conforming certificate of analysis is recorded on the receipt line.
   • Inventory Behavior › Allow Negative Inventory: when on, stock may go below zero.

   Select Save.

6. Add movement rules (optional)

   Open Movement Rules and select New rule. A rule flags stock movements as exceptions in Inventory › Movement Monitoring, with the rule's reason, and raises a movement alert. Give the rule a Name and choose Flag a movement when:

   • Large quantity: more than a quantity you enter (in the item's base unit).
   • Large value: worth more than an amount you enter (in the base currency).
   • Out of hours: posted outside the working hours and Working days you set.
   • User not allowed: posted by someone who is not on your list of people allowed to move stock.

   Optionally limit the rule to one Item category (optional) or Location (optional). Keep Active (movements are checked against this rule) ticked and select Create rule.

   The rules list shows each rule's Name, Type, Flags (what it checks), Applies to and Status.

7. Limit who can move stock (optional)

   To be warned when someone outside your stores team moves stock, add a rule with Flag a movement when set to User not allowed.

   

   1. Flag a movement when: User not allowed.
   2. Allowed users (email or user id, one per line), for example storekeeper@example.com.
   3. Allowed roles (one per line), for example Storekeeper.
   4. Create rule.

   List at least one user or one role. A movement is flagged when the person who posted it is neither listed nor in one of the listed roles. In the rules list, Flags shows it as Posted by anyone other than …. In Inventory › Movement Monitoring, the exception says who posted it and that they are not among the users or roles allowed to move stock.

8. Check the number series

   The Number Series tab is read-only. It shows how item codes (ITEM), stock counts (STOCK_COUNT), item journals (ITEM_JOURNAL) and batches (BATCH) are numbered, with the current number and an example.

   If there are none yet, it says No number series yet: inventory creates them the first time a document is numbered.

What these settings change

Setting	Where you see it
Default costing method	Pre-filled on new inventory items in add products and services.
Default purchase location, auto-create batch	Receive goods.
Default sales location, stop selling expired items	Create an invoice.
Allow negative inventory	Whether an invoice or issue can take stock below zero.

Next

• Set up inventory posting: the stock account for each location.
• Set up requisition settings: approval and reservation rules for internal stock requests.