This page is what an inventory item's record turns into once it already exists — it's what you land on right after creating a non-film item, and what opens any time you click a row on the Inventory list. It lives at `/app/inventory/items/[item id]`. Anyone whose shop has Inventory turned on can open it and read it; changing anything on it — the stock-limit fields, recording a movement, deleting one, or archiving the item — needs the same inventory-management permission as the rest of Inventory (more on who has that by default under Things to know).
At the top you'll see the item's name and brand, its category, SKU, and size, followed by four stat cards: On Hand (with a status flag once stock isn't simply "OK"), Stock value (on-hand quantity times unit cost), a Reorder point card, and Default supplier. Below that sits a Details card (only shown if the item has a description or notes) and, at the bottom, its Transaction history — its most recent activity, up to 100 entries. For an item with more lifetime movements than that, older ones won't show up on this page.
Setting stock limits (minimum, reorder point, par, and max)
Click the Reorder point card — the one with the slider icon — to open the Stock limits dialog. Its own description sums up what it's for: "Set the distribution-center reorder model. Leave a field blank to clear it — the reorder point falls back to the minimum."
Four fields, all in the item's own unit (each, oz, ft, and so on):
- Minimum on hand — your safety floor. This one can't be left truly empty; clearing it and saving stores it as 0.
- Reorder point — leave blank and it falls back to whatever Minimum on hand is set to.
- Par level — the level you're restocking back up to.
- Maximum on hand — leave it set and going over it flags the item as over par instead of just "OK."
Click Save limits to apply, or Cancel to back out. Saving updates the On Hand card's status right away (it can flip between OK, Low stock, Out of stock, or Over par depending on where the current on-hand count sits relative to these numbers) and refreshes the item everywhere else it shows up — the Inventory list, its stat cards, and the low-stock alert threshold for this specific item, which stays in sync with whatever you just set here automatically (it won't overwrite a threshold you've separately fine-tuned by hand elsewhere — see Things to know for a related wrinkle if you'd turned that alert off).
Recording a stock movement
The Record movement button at the top of the page opens the Record inventory movement dialog: "Receive new stock, record usage, or adjust the count." Pick a Type — Receive (+), Usage (−), Count correction, or Scrap / dispose — and a Qty in the item's unit (both required; qty must be at least 1).
Choosing Count correction reveals a Direction control right below Qty — two buttons, Remove stock and Add stock. Pick Remove stock to correct the count downward (shrinkage, a miscount you're fixing, damaged stock you're writing off) or Add stock to correct it upward (inventory you're adding back in after finding it); enter Qty as a plain positive number either way, and the Direction you picked is what turns it into a signed correction when you save.
Choosing Receive reveals a few extra fields: Unit cost (optional — leave it blank and the movement uses the item's current unit cost), Supplier (shows the item's default supplier by name, but if you don't actually pick one from the dropdown the movement saves without a supplier attached, even though the field displayed one), Lot #, and an Expires date. Every type gets an optional Notes field. Click Record to save — the dialog shows an inline error if the save fails.
Once saved, the entry appears at the top of Transaction history with its type badge, signed quantity, cost (if one was recorded), who logged it and when, and any supplier/lot/expiration/notes attached. On-hand, stock value, and the reorder-point status all recalculate immediately, and the change ripples out to the Inventory list and the shop's inventory summary too.
Not everything you see in Transaction history comes from this dialog. Entries reading "Job for [customer name]" were logged automatically elsewhere when material got deducted from a completed job — you don't need to record those by hand. A couple of movement types (Returned, Transferred in/out) can also show up in the history from other parts of Inventory even though Record movement itself only offers the four types above.
Each row also has a small trash icon. Clicking it and confirming ("Delete transaction? This entry will be removed and the stock count recalculated.") removes that entry for good and recalculates on-hand without it.
Archiving an item
The Archive button sits next to Record movement in the header. Confirming ("Archive this item? It will stop appearing in inventory lists. Existing transactions are preserved.") deactivates the item and takes you back to the main Inventory page. It's a soft delete: the item's full transaction history stays intact and nothing is deleted, but it drops out of your active inventory lists, and any low-stock alert armed for it turns off automatically. If this item is also listed as a sellable product in your catalog, archiving it here deactivates that listing too.
Things to know
- Inventory is a Growth-plan feature — this page, like the rest of Inventory, only exists for shops on a plan that includes it.
- Viewing this page just needs Inventory access. Actually changing anything on it — Stock limits, Record movement, deleting a movement, or Archive — needs the shop's inventory-management permission, which by default is granted to Owner, Admin, and Manager roles. Technician, Front Desk, and Service Writer roles can't make these changes unless that permission is individually granted to them.
- Transaction history on this page shows only the item's 100 most recent movements. For a high-turnover item with more lifetime activity than that, older entries have happened but won't appear here.
- Saving Stock limits here can silently turn a low-stock alert back on. It never overwrites the threshold *number* if you've hand-tuned it elsewhere, but if you'd separately turned that alert off (from the Inventory alerts page), saving Stock limits on this page re-enables it — editing the numbers and toggling the alert aren't as independent as they look.
- "Count correction" needs a Direction pick (Remove stock or Add stock), not just a quantity — that control only appears once Count correction is the selected Type, so it's easy to miss if you're used to the other three movement types, none of which have it.
- On a Receive movement, the Supplier field can display the item's default supplier without that supplier actually being attached to the transaction — you have to pick it from the dropdown yourself for it to be recorded.
- Deleting a transaction has no undo. Once you confirm, it's gone and the on-hand count recalculates without it.
- There's no unarchive control on this page. Archiving is reversible only in the sense that the data isn't deleted — bringing the item back into active use isn't something you do from here.
Frequently asked questions
Q: Who can edit an item's stock limits, record a movement, or archive it?
A: Anyone with Inventory access can view this page, but making changes — Stock limits, Record movement, deleting a movement, or Archive — requires the shop's inventory-management permission. By default that's Owner, Admin, and Manager; Technician, Front Desk, and Service Writer need it granted individually.
Q: What happens if I leave the Reorder point field blank when I save Stock limits?
A: It falls back to whatever Minimum on hand is set to. Par level and Maximum on hand simply clear if left blank; Minimum on hand itself saves as 0 if you clear it, since it can't be left truly empty.
Q: Does Transaction history on this page show every movement ever recorded for the item?
A: No — it shows the item's 100 most recent movements, newest first. If an item has more lifetime activity than that, older entries won't appear on this page even though they still happened and still count toward on-hand.
Q: Do I need to pick a direction for a Count correction, or just enter a quantity?
A: Both. Selecting Count correction as the Type reveals a Direction control — Remove stock or Add stock — and you still enter Qty as a plain positive number. The Direction you pick is what turns that quantity into a signed correction (a loss or a gain) when you save.
Q: Can I undo deleting a transaction, or bring back an item I archived?
A: No to both. Deleting a transaction is permanent — the on-hand count recalculates without it and there's no undo. Archiving keeps the item's data and history intact but doesn't delete it, though there's no unarchive button on this page to put it back into active use.
Q: Does archiving an item delete its transaction history or its low-stock alert?
A: No, transaction history is preserved — archiving just stops the item from appearing in your active inventory lists. Its low-stock alert, if one was armed, turns off automatically when you archive it. (Note the reverse isn't quite as clean: editing Stock limits on an active item can re-enable an alert you'd previously turned off, since saving there only protects a hand-tuned threshold number, not the on/off state.)
Q: Do I need to manually log a movement every time material is used on a job?
A: Not for jobs where material gets deducted automatically — those show up in Transaction history on their own, tagged "Job for [customer name]." Record movement is for everything else: receiving shipments, manual usage you're logging by hand, and scrap.