Stock & inventory

Inventory is the record of what you have, what it cost, what it sells for and where it is. Everything that touches stock — a sale, a return, a transfer, a stocktake — goes through it.

Two kinds of item

The split matters because a business that tracks its own printer paper alongside its stock should not have to worry about a customer finding it.

The one rule about quantities

You never set a quantity directly. Every change creates a stock movement — a row in a ledger that only ever grows — and the quantity you see is the sum of that ledger.

Adding an item

“Add item” goes one question at a time, with the box to fill in on each step, so nothing has to be looked for:

1. 1

   What kind of item

   Everyday goods, clothes and shoes, art and handmade, food and drinks, made to order, or business supplies. The kind sets the switches for you — see below.

2. 2

   A photo

   Take one or pick one from your gallery. It is the first thing a customer sees. You can skip it and add it later.

3. 3

   The name and price

   What customers would search for, and what they pay. What it cost you is optional and only feeds your profit figures.

4. 4

   How many you have

   Skipped for food and made-to-order items, which are not counted. Clothes ask which sizes you have first.

5. 5

   Delivery

   Whether it can be delivered, and the fee — one price, or a different one for some areas. Not asked if your shop is pickup only.

6. 6

   Check and save

   Every switch is read back in words, with “Show it in my online shop” on top. Tap any line to change it.

If you have nowhere for customers to pay yet, the next step asks for your bank account in the same way — or skip it for now. Prefer one long page? “Open the full form” is on the first step, and it holds everything else: SKU, barcode, brand, wholesale price, VAT and reorder level.

A different price for each size

Same product, different prices: a dress at ₦10,000 in Small and ₦14,000 in Large. In the item's sizes (or any option), tick Different price for each and type each price. A size left empty sells at the item's own price. It stays one product: shoppers see “₦10,000 – ₦14,000” until they choose, then the price for their size, and your reports show which sizes sell; the checkout, the till and invoices all charge it.

Ask for the price

Some things have no fixed price: a custom order, a repair, something you quote. Choose Ask for the price on the item. Your shop shows a guide range if you give one (“₦20,000 – ₦35,000”, never charged) or “Price on request”, and a button that opens your chat with the product attached.

1. 1

   They ask

   The question lands in your inbox with the product, and the size they picked.

2. 2

   You tap Send invoice on it

   Set the price and quantity; everything else is filled in.

3. 3

   They get it three ways

   In the chat, by email, and as a notification on their phone if they turned those on. They pay it any way your shop accepts.

At the till, a price-on-request item asks the rep for the price agreed.

No contact details in listings

Customers reach you through your shop: its chat, orders and invoices. So a phone number, WhatsApp link, email or social handle in a product's name or description is against the terms. You are told as you type; customers never see it (it is hidden on your shop), and the listing is flagged. Listings that keep them can be fined.

Importing a whole stock list

Have your stock in a spreadsheet? The import guide has a template for your trade (restaurant, fashion, groceries, phones, pharmacy, auto parts, beauty, building materials) with the right columns and example rows, and explains each column, including Options with a price per size (“Size: S, M, L=9000”), Count stock and Price on request. Fill it in, then Inventory → Import shows every row before anything is saved.

Adding a list, no photos needed

Not every item needs a photo: a restaurant's soups, a tailor's styles. Add a list on the Inventory page takes a category (required) and one item per line with its price at the end (“Egusi soup - 3500”, “Ofe owerri, ₦4,500”, “Pepper soup 5k”). Your shop shows photo items as cards and the rest as a neat list under the same category, with “View the full list” when it is long. Each still has its own page, and you can add a photo to any of them later.

Your media library keeps every photo you upload. Delete one from the library (tap the bin, then again to confirm) unless an item still uses it. Photos you take out of an Add from photos batch leave the library by themselves.

Adding many products from photos

When a customer sends you a pile of photos (on WhatsApp, in a folder), From photos on the Inventory page takes them all at once and gives you one slide per product.

1. 1

   Drop in every photo

   Up to 100. They upload three at a time and are shrunk on your phone first, so it is quick on mobile data. iPhone photos are fine.

2. 2

   Go through the slides

   Keep or remove each one. Two photos of the same product? Tap “Same as previous” and it becomes another angle, or add photos to the slide. Tap a small photo's star to make it the main one.

3. 3

   Fill in each product

   Name, price, category, description, stock, sizes, delivery and storefront. Wholesale and negotiable price, launch price, brand, SKU, barcode, VAT and your industry details are under “More details”.

4. 4

   Apply to the rest

   Copies the settings you tick (category, delivery, sizes, VAT…) to every product after this one. Names, prices and photos are never copied. Each new photo also starts with the previous product's settings.

5. 5

   Review and save

   Every product shows what it still needs. Save the ready ones; anything that fails keeps its reason so you can fix it and save again.

“Add several” is still there for typing rows when you have no photos, and “Import” for a spreadsheet. Both, and the photo step of “Add item”, link here.

Adding stock

1. 1

   Open Inventory

   Go there

2. 2

   Set a reorder level

   Open the item. The point at which you want warning. Below it, the item shows in low-stock alerts.

3. 3

   Adjust the stock

   Add, remove or set. Every option writes a movement — even "set", which writes the difference.

Spoiled, damaged or lost stock

Bread past its date, a dropped carton, two phones short at the count: stock that leaves without being sold is written off, not just removed. Press “Stock” on the item and choose “Write off”, or tap “Record a loss” on Expenses & losses and pick the item. Say whether it spoiled, was damaged or went missing, and how many.

It comes off your stock at once and counts under Losses on the profit and loss at what those units cost you, each kind on its own line, so you can see how much went off as against how much walked out of the door. Products and internal items both work.

Negative stock

By default an item cannot go below zero — selling what you do not have is usually a mistake, and one that only surfaces when a customer is waiting.

Some businesses genuinely need it: a kitchen that sells a dish before the delivery is booked in, a shop taking backorders. That is a per-item switch, not a global one.

Spec sheets

Some things need more than a description. A vehicle has a year, a mileage, a transmission; a phone has storage and a screen size. Attribute profiles give a category its own vocabulary, and the fields you mark as highlights appear on the product card.

You can use a built-in profile or write your own.

More than one branch

Transfers

Inventory → Stock transfers moves stock between branches. A transfer is two movements — out of one branch, into the other — written together, so stock is never in both places or neither.

Requisitions

Inventory → Requisitions is a branch asking headquarters for stock. It has a request, an approval and a fulfilment, so the question "did anyone actually approve this" always has an answer.

Barcodes

Items can carry a barcode. With one, the storefront till becomes scan-first, and the inventory list gains a scanner.

Barcodes are staff-only and never reach a customer's page source. If your business has no scanner, turn the whole barcode surface off in Settings → Storefront rather than living with buttons that do nothing for you.

Low stock

Any item below its reorder level shows in low-stock alerts on the dashboard and in inventory. There is no automatic reordering — what to buy and when is a judgement about cash, not a threshold.

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