Inventory & Adjustments

GoStock maintains a real-time view of your inventory across all locations. Every stock change — a PO receipt, a sale, a transfer, a manual adjustment — is recorded as a movement in an append-only ledger, giving you a complete audit trail of how your inventory reached its current state.

Understanding Your Inventory Levels

Go to Inventory in the left navigation to see all your products and their stock levels. The page has three tabs: Current Inventory, Movement History, and Margin Monitor.

What the stock status categories mean

The stats bar at the top of the Current Inventory tab groups your products into four categories. Click any category to filter the list:

Status	What it means
Out of Stock	Zero or negative on-hand quantity
Low Stock	On-hand quantity is below the reorder point (Min Quantity) you set
Healthy	Stock is within your min/max range
Overstock	Stock exceeds your maximum quantity

Key inventory figures

For each product, GoStock shows three quantities:

Column	What it means
On Hand	Total units physically at this location, computed from the inventory ledger
Reserved	Units held and not available for sale (e.g., earmarked for a customer order)
Available	On Hand minus Reserved — what can actually be sold or moved

These numbers come from GoStock's append-only inventory ledger, not from Shopify directly. Every receipt, sale, adjustment, and transfer is summed to arrive at the current figures. GoStock syncs changes back to Shopify, but GoStock is the source of truth.

tip

If a number looks wrong, click the product to open its detail page and look at the movement history. Every change is recorded with a timestamp and reason — you will be able to trace exactly how the inventory reached its current level.

Filtering and searching

On the main inventory page you can:

• Search by product name or SKU using the search bar
• Filter to a specific stock status using the stats bar (click a stat to filter, click again to clear)
• Filter to a specific location — when you apply a location filter, GoStock recalculates the stock status using only that location's quantities, so a product that is out of stock at one location but healthy at another will correctly show as out of stock when that location is selected

Switch between Cards view (grouped by stock status) and Table view using the buttons in the toolbar.

Product Inventory Detail

Click any product in the inventory list to open its detail page. This page has five tabs:

Tab	What it shows
Stock by Location	On-hand, reserved, and available quantities broken down per location
Activity	Full inventory movement history — every receipt, sale, adjustment, and transfer in order
Adjustments	Only adjustment and cycle count movements, filtered for easy reference
Reservations	Active inventory reservations with the ability to release them
Cost Analysis	Weighted average cost history and margin data

The Activity tab is your most powerful diagnostic tool. If your inventory count looks wrong, this tab shows the complete history of why the number is what it is.

The page also shows a stock status badge (Out of Stock / Low Stock / Healthy / Overstock) and a recommended primary action:

• If Out of Stock or Low Stock: the primary action is Create Purchase Order for that product
• If Overstock: the primary action is Create Transfer to move excess stock to another location
• Otherwise: the primary action opens a stock adjustment

Making Manual Adjustments

When your physical stock does not match what GoStock shows — because items were damaged, miscounted, or found — use a manual adjustment to correct it.

From the main inventory page

1. Find the product in the inventory list.
2. Click Adjust Stock in the quick actions bar (or click the product's card action menu).
3. The Stock Adjustment panel slides in from the right.

From a product detail page

1. Open the product from the inventory list.
2. Click Adjust Stock or use More actions → Create Adjustment.

Filling in the adjustment form

The adjustment form has three modes at the top — choose one:

Mode	What it does
Add	Increases stock by the quantity you enter
Remove	Decreases stock by the quantity you enter
Set	Sets the stock to exactly the quantity you enter, regardless of the current level

Fill in the form:

1. Select the product (pre-filled if you opened from a product detail page).
2. Select the location to adjust.
3. Choose the adjustment mode (Add, Remove, or Set) and enter the quantity.
4. Select a reason — this is required:

Reason	When to use it
Cycle Count	Correcting stock based on a manual count
Damage	Items are broken or unsellable
Lost/Stolen	Items cannot be located or were stolen
Expired	Items have passed their expiry date
Store Use/Display	Items used internally or put on display
Correction	Fixing a data entry error
Found	Items discovered that were not previously counted
Other	Any other reason

5. Add a note explaining the adjustment — at least 10 characters are required. Be specific enough that you will understand the note in six months.
6. Click Save Adjustment.

GoStock records the adjustment as an inventory movement, updates the on-hand quantity immediately, and syncs the change back to Shopify.

note

Adjustments are permanent and visible in the movement history. Nothing is deleted or overwritten. Every change leaves a trace.

Running a Stocktake (Physical Count)

A stocktake is a formal physical count of your inventory that you reconcile against what GoStock records. Go to Stocktakes (also reachable via the Count Stock button on the Inventory page) to see all your stock counts.

Stocktake types

GoStock supports two types when creating a new stock count:

Type	When to use it
Full Count	Count every product at a location. Use for periodic full audits, end of year, or when you suspect widespread inaccuracies.
Cycle Count	Count a filtered subset of products — filtered by product type, vendor, or tag. Use for ongoing rolling spot-checks without counting everything at once.

tip

For most merchants, a monthly cycle count focused on your highest-value or fastest-moving products is more practical than a full count, which requires temporarily halting sales at that location.

Creating a stock count

1. Go to Stocktakes in the navigation.
2. Click New Stock Count.
3. An inline setup form appears:
   • Select the Location you are counting.
   • Select the Count type (Full Count or Cycle Count).
   • For Cycle Count, optional filters appear: Product type, Vendor, and Tag — use these to narrow the count to a specific subset of products.
   • Optionally enter a name for the count (e.g., "Q2 Warehouse Audit").
4. Click Start Count.

GoStock creates the stocktake and immediately starts it, then takes you to the counting page.

The counting process

The stocktake detail page shows a lifecycle stepper at the top with four stages: Setup → Counting → Review → Complete.

During counting you will see:

• Total Items — how many products are in this count
• Counted — how many you have entered counts for so far
• Variances — how many products where your count differs from the system
• Progress — percentage of items counted

You have two ways to enter counts:

Scan a barcode: Type or scan a barcode into the scan field at the top and press Enter (or click Count). GoStock records one unit for that product each time. The last scan result is shown immediately so you know it worked.

Enter manually: In the items list below, click the Counted column next to any product. A number input appears — type the total quantity you physically counted and press Enter or click Save.

Each row turns green when the counted quantity matches the expected quantity, and yellow/amber when there is a variance, so you can see at a glance which products are reconciled.

Click Save & Exit at any time to leave and come back later. The count will still be in progress.

Reviewing variances

When you have finished counting, click Review Variances. GoStock calculates the difference between what you counted and what the system expected for each product.

The review screen shows:

• Every product with a variance (counted quantity vs. expected quantity)
• The variance amount, positive or negative, for each

If all counts match, GoStock shows a success banner confirming no adjustments are needed.

Completing the count

Click Complete Stock Count to finish. A confirmation dialog appears:

• If there are variances: you choose Complete & Adjust Inventory (GoStock creates inventory adjustment movements to bring the system in line with your count) or Complete Without Adjustments (marks the count as complete but leaves inventory unchanged).
• If there are no variances: GoStock marks the count as complete.

After completing with adjustments applied, the stocktake detail shows: "Stock count completed — inventory adjustments applied."

All adjustments created by a stocktake are recorded in the inventory movement history with the type Cycle Count, so there is always a clear audit trail linking the physical count to the inventory change.

Inventory Sync with Shopify

GoStock is the source of truth for inventory. It syncs all stock changes back to Shopify automatically:

• Every adjustment, PO receipt, transfer, and stocktake completion updates Shopify inventory levels.
• GoStock reconciles with Shopify hourly to catch any discrepancies caused by direct Shopify changes (for example, a manual adjustment made in the Shopify admin).

If you believe inventory is out of sync, go to Settings → Shopify Sync → Reconcile Now.