Products and inventory: cost, margin, suppliers and stock

Products live in Sales → Products, and their stock in Sales → Inventory. The owner, admins and managers of any business with Sales switched on use them.

A product

Besides the name, price, unit and stock, each product has:

• Cost: what each unit cost you. The first time you enter it, it is also the average cost; after that the average changes with purchases or with Correct average cost on the product page, which asks for the reason and is kept in the inventory log.
• Brand and Supplier: pick the supplier from Sales → Products → Manage suppliers, where you enter its name, tax ID, phone and email. An archived supplier stays on the products that have it but isn’t offered for new ones.
• Use: Retail (only sold), Internal use (the team uses it in services, like tint or developer) or Both. Internal-use products don’t show at checkout or in “Add product” on the professional’s agenda. If one was already added to an uncharged booking, that line is still charged.
• Resale commission (%): what the seller earns. Blank uses the business’s product commission (Settings → Commissions); 0 means none. It shows when you have the commissions module.
• Each unit contains: for example, 1 tube = 60 ml. The product page shows the cost and price per ml.
• Quick product: shown first in the checkout list.

In Paraguay, the product’s IVA (VAT) is under Tax details. In other countries there is no VAT field.

Margin and stock value

The product list shows each product’s margin: (price − average cost) ÷ price. A product with no cost shows a dash. Sales → Reports shows the stock value at sale price and, below it, at cost, with how many products still have no cost.

The owner and admins see cost and margin. Managers don’t.

Recording a purchase

When stock arrives from a supplier, go to Sales → Inventory → Record purchase (or the button of the same name on the product page). Pick the supplier, or type a new one, the date and the supplier’s document number. Then add each product with its quantity and unit cost, as on the supplier’s document (in Paraguay, IVA included, like the price). Picking a product fills in its last cost, and the total shows at the bottom.

On saving, all the products go in together, or none if one has an error, and the inventory shows a Purchase movement for each. The average cost is recalculated as:

(stock on hand × average cost + quantity bought × unit cost) ÷ (stock on hand + quantity bought)

For example, with 5 masks at Gs. 10,000 and a purchase of 10 at Gs. 12,000, you have 15 at Gs. 11,333. If the stock was at zero or below, the average becomes the purchase’s cost.

A recorded purchase can’t be edited. If there was a mistake, open it from Purchases and tap Void purchase with the reason: the products leave the stock again and the average cost doesn’t change. Then record it again correctly. If the cost came out wrong, use Correct average cost on the product.

Internal use and returns

In Inventory → Adjust stock, the Internal use type records what the team used in the salon and Return to supplier what you sent back. Both always take stock out. Manual adjustment adds or removes by its sign.

Stock position

Inventory → Stock position lists every product with stock control: quantity, minimum, level (Out, Low or OK), price, average cost, value at cost, value at price and the last purchase date, with the totals on top. Filter by category, use and name. In stock only comes ticked; untick it to see products at zero or below. Include archived with stock adds archived products that still hold units.

Stock on shows how many units there were at the end of a past day, in your time zone. Values use today’s prices and costs.

The Movements log filters by product, type and dates, and pages 50 at a time.

Opening stock

When you create a product with stock, the inventory log records an Opening stock movement, so every unit has a source. Changing the “Current stock” of an existing product is recorded as a count.

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