Inventory & Retail

Overview

The inventory module tracks physical products: retail items sold to clients and professional-use consumables used in services. It manages stock levels, records movements, handles supplier purchases, and integrates with checkout so stock is decremented automatically when products are sold.

Products

Products are the physical items the salon manages:

Product type	Description
Retail	Sold to clients at checkout (shampoo, serum, accessories)
Professional / internal	Used in service delivery (colour, chemicals, equipment consumables)

Product Fields

• Name, brand/manufacturer, SKU/barcode
• Unit of measure (unit, ml, g, box)
• Retail price and cost price
• Minimum stock level (triggers low-stock alerts)
• Supplier reference
• Tax category
• Active / inactive

Product Categories

Products are grouped into categories for display and reporting (e.g. "Hair Care", "Skincare", "Tools").

Stock Management

Stock Levels

Each product has a stock item record per location showing:

• Current quantity on hand
• Reorder level (minimum before restocking alert)
• Last movement date

Stock Movements

Every change to stock quantity is recorded as a movement:

Movement type	Trigger
Sale	Product sold at checkout — auto-decrements
Return	Client return — increments stock
Receive	Stock received from purchase order
Adjustment	Manual count correction
Transfer	Stock moved between locations
Wastage	Damaged or expired stock written off
Service usage	Professional stock consumed in a service

Stock Takes (Physical Counts)

Periodic manual counting to reconcile expected vs actual:

1. Export or print the stock list
2. Count physical stock by location/shelf
3. Enter counted quantities
4. System computes variances and creates adjustment movements

Low Stock Alerts

When stock falls to or below the reorder level, the system alerts the relevant staff or auto-generates a purchase order suggestion.

Purchase Orders

A purchase order (PO) is the formal record of a stock purchase from a supplier:

1. Create PO — select supplier, add products and quantities, set expected delivery date
2. Approve — manager approves the order
3. Send — PO sent to supplier (email PDF)
4. Receive — when goods arrive, staff records received quantities (partial receipts supported)
5. Post — stock levels are updated; a vendor bill is created in finance

Purchase Order States

State	Meaning
Draft	Being assembled
Sent	Submitted to supplier
Partially received	Some items received, rest pending
Received	All items received
Cancelled	Order cancelled

Suppliers

Supplier records store:

• Business name, contact details
• Default payment terms
• Products typically supplied
• Purchase history and outstanding bills

Retail Sales at Checkout

When a product is added to a checkout invoice:

• Stock is decremented automatically on invoice confirmation
• The sale is recorded in the product's movement history
• Revenue is attributed to the location and (optionally) the staff who recommended the product

Retail product sales generate their own analytics: top-selling products, revenue by category, staff retail performance.

COGS Allocation

Cost of Goods Sold is tracked per product:

• Cost price is recorded on each purchase order receipt
• COGS is calculated when products are sold, using the cost at time of receipt
• COGS feeds into the P&L via the finance module

Key Data Entities

• Product — the item definition (name, SKU, prices, category, supplier)
• StockItem — current stock level of a product at a location
• StockMovement — each change to stock quantity (type, quantity, reference, timestamp)
• Supplier — supplier master record
• PurchaseOrder — a restocking order
• PurchaseOrderLine — each product line on a PO

Permissions

Action	org_owner	brand_manager	location_manager	front_desk
Manage product catalogue	Yes	Yes	No	No
View stock levels	Yes	Yes	Yes	Yes
Record stock movements	Yes	Yes	Yes	Yes
Create / approve POs	Yes	Yes	Yes	Create only
Receive deliveries	Yes	Yes	Yes	Yes
Run stock takes	Yes	Yes	Yes	Yes
Add retail product at checkout	Yes	Yes	Yes	Yes