Stock Levels is the quickest answer to "how many do we have?". It lists every item in your item list with the quantity on hand at the location this computer works in, the total across all your locations and, if you sell through Amazon's warehouses, what Amazon holds for you. The quantities are read live from your company file on the server, not from a copy on this computer, so two people looking at the same item see the same number.
Use it to check stock before you promise a customer, to find what has run low, and as the starting point for a count. When a quantity looks wrong, the stock card (described below) shows every document that moved it.
Opening Stock Levels
Choose Inventory ▸ Stock Levels from the menu bar.
The Stock Levels screen
The heading line tells you how fresh the figures are:
- live · as of 14:32:05 · Main Store — the time the quantities were last read from the server, and the name of the location this computer works in (the one the Here column shows).
- stale — retrying, in amber — the last attempt to read quantities failed (usually a dropped internet connection). The figures on screen are the last good ones; SeroBooks keeps trying and the label returns to live once it succeeds.
Quantities refresh on their own about every 25 seconds while the screen is open.
Controls
| Control | What it does |
|---|---|
| Search item or code… | Narrows the list as you type. Matches the item name, the variation name (size, colour and so on) and the item code (SKU). |
| Low / out of stock | A filter chip. When on, the list shows only items that are out of stock here (zero or less) or at or below their Alert quantity. Click again to show everything. |
| Refresh | Reads every quantity from the server again, straight away. |
Columns
| Column | What it shows |
|---|---|
| Item | The item name. An item with variations shows as Item — Variation, one row per variation. |
| Code | The item's code (SKU). |
| Category | The item's category, or — if it has none. |
| Price | The selling price, including tax where the item has a tax-inclusive price. |
| Here | The quantity on hand at this computer's location. Shown in red when it is zero or less, or at or below the item's Alert quantity. |
| All locations | The total on hand across every location in your company. |
| FBA | Only appears when your company sells through Amazon and Amazon holds stock for you. The units in Amazon's fulfilment centres, kept separate from All locations because they cannot be picked from your own shelves. A dash (—) means Amazon does not stock that item; red means Amazon's stock of it has run out. |
A … in Here or All locations means SeroBooks has no live figure for that item yet, either because the first read is still arriving or because the item has never had stock recorded (services, for example).
The footer shows how many items are listed.
Like other lists in SeroBooks, you can click a column heading to sort by it (click again to reverse, and a third time to clear), drag the column dividers to resize, choose which columns to show, and use Email this or Export (CSV, Excel or PDF) to send or save exactly what is on screen.
Looking at one item: Product 360
Double-click a row, or select it and press Enter, to open Product 360 for that item in a window of its own. It shows:
- Price, Price inc. tax, the stock at this location and the total for All locations.
- Sold 30 days, Velocity (units a day) and Days of cover (how long the stock on hand lasts at that rate; shown as an alert under 7 days).
- Cost and Margin, if your role may see costs. Otherwise you see Sold 30d revenue instead.
- Stock by location — each location and its quantity, live.
- The last purchase, any price level prices, batches and expiry dates (when you track them), and a chart of the last 30 days' sales.
It is the same window the Item List opens, with the same buttons: Edit Item, Delete, Make Inactive, Accounts…, Custom Fields, Sales history, Purchase history and Item ledger. Click a location under Stock by location for its stock card. See An item's history and drill-down.
The stock card: why a location holds what it holds
A quantity on its own does not tell you how it got there. The stock card does: it lists every document that moved one item in or out of one location, oldest first, with a running balance. The item ledger is the same list for every location at once, with a Location column added (the equivalent of an item QuickReport in QuickBooks Desktop).
You open them from:
- Product 360 (from the Item List or Stock Levels): click a location under Stock by location for that location's stock card, or click Item ledger for all locations.
- The Stock by Location report: click a quantity to open the stock card for that item at that location.
- The Inventory report screen (Reports ▸ Inventory ▸ Inventory Reports): click an item to open its item ledger.
The four figures at the top
| Tile | What it means |
|---|---|
| ON HAND | What the location holds right now. |
| EXPLAINED BY DOCUMENTS | The balance you get by adding up every movement listed below. |
| UNEXPLAINED | On hand minus Explained by documents. Green when it is zero. Red when stock arrived or left without a document behind it — typically an import or stock edited directly. |
| MOVEMENTS | How many movements are listed. |
When there is an unexplained difference, an amber note says so. The fix is to count the item and record an adjustment, which puts a document behind the difference.
Stock card columns
| Column | What it shows |
|---|---|
| Date | The document's date. |
| Movement | What moved the stock: Purchase, Opening stock, Transfer in, Transfer out, Returned to supplier, Sale, Customer return, Inventory adjustment, Assembly built (finished items a build added) or Used in assembly (components a build used). Stock found on a count shows as Opening stock. A transfer appears once it has been received, when its stock actually moves; a bill that is not yet received does not appear. |
| Document | The document's reference or number. |
| Location | Item ledger only: the location the movement happened at. |
| Party | The customer or vendor, where there is one. |
| In / Out | The quantity, green with a + when stock came in, red when it went out. |
| Balance | The running quantity after this movement. |
Double-click a Purchase, Transfer in, Sale or Customer return row to open the document behind it. Other movements (opening stock, transfers out, adjustments, returns to a vendor) show a message that they have no document view here yet. Refresh reads the card again.
Common problems
The Here column shows a different location from the one I want. Here is always the location this computer works in, named in the heading. Use All locations, the stock card for another location, or the Stock by Location report to see the others.
An item is missing from the list. Stock Levels lists up to 3,000 items and variations, alphabetically. If you have more, search for the item by name or code. An item deleted from the item list does not appear.
The stock card shows an Unexplained quantity. Something changed the stock without a document SeroBooks lists on the card, typically an import or stock edited directly. Count the item and record an adjustment.
A transfer I sent is not on the stock card. A transfer still in transit has not moved any stock, so it is not listed yet. It appears as Transfer out at the sending location and Transfer in at the receiving one once it is received (see Transfer Inventory).
The heading says "stale — retrying". SeroBooks could not reach the server. Check the internet connection; the figures update by themselves once it is back, or press Refresh.