Your system says 40. The shelf says 34. Which one is right? Inventory control is about keeping those two numbers in step, so you can trust your stock figures when you reorder, price and plan.
We built an Inventory page into Xduka POS for managing stock levels and audits. In this post we explain what it offers.
Stock levels at a glance
At the top of the Inventory page are three summary tiles:
- Low Stock: items that have fallen below their threshold.
- Out of Stock: items with nothing left.
- Expiring Soon: items approaching their expiry date.
Click a tile to filter the stock list, so you can act on exactly the items that need attention. Low-stock items also trigger alerts in the notification centre, and the dashboard overview shows a low-stock count.
You can also search inventory and clear filters to see everything.
Stock moves with every sale
For products with inventory tracking switched on, stock is reduced as sales are made and restored when an order is refunded. Receiving a purchase order adds stock automatically. That means most stock changes happen without anyone touching the inventory page.
Adjustments and stock-outs, with reasons
Some stock changes do not come from sales or deliveries. For these, the Inventory page supports two actions:
- Adjust: correct the quantity.
- Stock-out: remove stock that has left without a sale.
Each action includes a quantity, a reason type and optional details. The reason types are:
- Expiry
- Transfer
- Damage
- Theft
- Other
Our guidance on this page is simple: use adjustments with clear reasons and regular audits to keep theoretical and physical stock aligned.
Why reasons matter
A quantity change without a reason is a mystery. A quantity change with a reason is information. Over time, you can see whether losses come mostly from damage, expiry or theft, and fix the underlying problem.
Stock audits
Audits are how you check that the system matches reality. In Xduka POS:
- Click Start New Audit.
- Count the stock and enter the counted quantities.
- Use Save Counts to save progress, which is useful for audits that take more than one session.
- When finished, click Complete & Reconcile to bring the system in line with the counted figures.
An audit reconciliation hint helps you understand what reconciling will do before you commit.
How often to audit
Many shops find that small, frequent audits (one category or shelf at a time) work better than a single exhausting stock take. Focus on high-value and fast-moving items first.
Barcode-ready catalog
Inventory accuracy starts with the catalog. Our products in Xduka POS have SKU and barcode fields (with camera scanning on mobile), a unit of measure, a warehouse, a cost price and an optional expiry date. Accurate products make accurate counts easier.
Connected to the rest of the system
- Suppliers and purchase orders replenish stock.
- Warehouses and transfers track where stock is held and how it moves.
- Reports show inventory movements and product performance.
- Data export includes an inventory dataset.
Who can manage inventory
Viewing inventory is available to most roles. Making changes requires inventory management permission, which owners and managers have by default. Cashiers can view inventory but not adjust it.
Quick checklist
- Check Low Stock, Out of Stock and Expiring Soon daily.
- Record every adjustment and stock-out with a reason.
- Audit a category or aisle each week.
- Save counts as you go and reconcile when done.
- Investigate repeated losses on the same items.
A quick example
For example, say a hardware store audits one aisle each week. A count of paint tins finds three fewer than the system shows. The manager reconciles the audit and records the reason, then checks how paint is stored.
Frequently asked questions
What is the difference between an adjustment and a stock-out?
An adjustment corrects a quantity; a stock-out records stock leaving without a sale, such as expired or damaged goods. Both carry a reason.
Can I pause an audit and continue later?
Yes. Use Save Counts to keep progress, then Complete & Reconcile when you are done.
Can cashiers change stock levels?
Not with the standard cashier role. Cashiers can view inventory; owners and managers can manage it.
Stock numbers you can trust
Inventory control in Xduka POS gives you clear views of low, out-of-stock and expiring items, reasoned adjustments and stock-outs, and audits that reconcile the system with the shelf. Together, they let you trust your stock numbers.
See inventory management on the Showcase, or get started at www.xduka.com.
