Managing Inventory

Inventory accuracy matters because sales, low-stock checks, and reports all depend on correct stock levels. SmartBill POS does not treat every business in the same way, so inventory rules depend on the business system_mode.

Everyday inventory tasks

Use SmartBill POS to keep stock updated when:

• new goods arrive
• items are damaged
• stock is corrected after a count
• products are no longer available
• expired items need to be removed
• ingredients are consumed through production or recipes

Note: The best stock process is the one your team can follow consistently every day. Small updates done on time are better than large fixes done late.

Basic inventory workflow

1. Review current stock for key products.
2. Update quantities when stock changes.
3. Record adjustments as soon as possible.
4. Check low-stock items regularly.
5. Count important products on a routine schedule.

Inventory model by mode

Retail

Retail stock is usually quantity-only:

• supplier -> purchase -> stock -> sale
• batch and expiry columns can stay hidden

Grocery

Grocery stock is mainly the same as retail, but with optional shelf-life support:

• supplier -> purchase -> stock -> sale
• weighted products can use decimal quantities
• packaged goods can still use batch and expiry when needed

Pharmacy

Pharmacy stock is not only quantity-based. Each sellable stock unit should be understood through:

• product
• branch
• batch number
• manufactured date
• expiry date
• available quantity

Restaurant

Restaurant stock can follow two paths:

• purchase finished item -> stock -> sale
• purchase raw materials -> ingredient stock -> production or recipe -> sale

This makes restaurant inventory more operational than standard retail stock.

Manufacturing

Manufacturing stock usually combines raw material stock and finished product stock:

• raw material purchase or opening stock -> raw material stock
• recipe and production -> finished stock
• sale or distribution -> finished stock reduction

When stock does not match

If system stock and shelf stock are different, check recent sales and recent manual changes first.

Then make the correct stock adjustment so future billing stays accurate.

Use stock adjustments as soon as a mismatch is confirmed. Waiting too long can make the cause harder to identify.

In pharmacy mode, remove expired stock from sellable stock promptly. In restaurant mode, also review whether the mismatch is in a finished item or a raw material.

Good habits

Update stock on the same day, not later. Small delays often lead to bigger report and billing problems.

Related guides:

• System Modes Overview
• Low Stock Review
• Batch Tracking and Expiry Control
• Modifiers, Kitchen, and Production