Check stock, move items and track serial numbers

Before you start

Add or import your parts first. For Shopify stock, check that the right products and locations are available. An empty list is not proof that there is no stock in your business.

Only use quantities you have checked. The example stock count is an illustration: opening it saves nothing and changes no stock.

Count what is on the shelf

A new count takes a snapshot of the items available when you start. Adding parts later does not add them to an older count.

1. 1Open Stock counts. Choose where you are counting, then start your count. If there are no items, add or import parts first; do not invent a count.
2. 2Find each item on the shelf and enter the quantity you actually counted. Leave items you have not checked blank, not zero.
3. 3Choose Save counts. Review the differences before applying. Saving the counts and applying stock changes are separate steps.
4. 4Apply only when the saved quantities are correct. Review the result; Shopify changes need confirmation from Shopify.

Find an item by its label

Open Scan a code. You can start the camera or enter a repair number, SKU or barcode without one. A repair opens its saved details; stock results show which source they come from. If several stock items match, do not guess which one to count.

1. 1For shelf counting, start an open stock count first. Items added later are not in its original snapshot.
2. 2Look up the label and check the item and source. Enter the whole-number quantity you actually counted; use zero only when you counted none.
3. 3Choose Record count, then review the saved count in Stock counts. Recording a count does not apply stock changes.

Record a move between two places

You need two different locations. If they are missing, open Settings, then the repair settings and Locations. Ask us by email if you need help arranging them.

Shopify holds stock at each location. A Shopify transfer changes quantities only when Shopify confirms it. Your own parts have one quantity: recording a transfer of those parts does not change that quantity.

1. 1Open Stock transfers and choose the starting and destination locations.
2. 2Choose the source, search by item name or SKU, choose the matching item and enter a positive whole-number quantity. Add the line and check it.
3. 3Create the transfer only when the places and lines are right. Review its saved details before choosing Complete.
4. 4Check the transfer and Shopify stock movement results. Waiting, failed or needs-review is not a confirmed stock move.

Keep one record for each numbered item

Serialised stock follows individual items by serial number, not just a total quantity. Receiving needs a saved supplier purchase order. If no suitable order is available, ask us to help; do not use another order as a placeholder.

Choose the purchase order, then the matching order line, and enter the actual serial numbers. Review the received and skipped results. A skipped item has not been received; read its reason before retrying.

Selling a unit links that same record to the selected customer. Check the customer first so later repairs retain the right item history.