Manage Stock by Location

Yepsta keeps tracked product stock separately for each location and records supported changes in an inventory ledger.

Permission required

Owners have full access. Managers and staff need Products access, access to the location, and Adjust Stock permission to post a manual adjustment.

Review a product balance

Open Catalog & Inventory → Products, then open the product to reach Product Inventory.

Inspect stock and movement history

1. Select the location you want to review.
2. Open Stock to review available quantity, value at cost and the low-stock threshold.
3. Open Ledger to review each movement’s date and time, type, quantity and notes.
4. Compare the ledger with the business event that should have changed stock: opening balance, purchase receipt, direct purchase, sale, return, transfer or manual adjustment.

Sales stock changes belong in the POS or invoice flow. Purchase receipts and direct supplier bills add stock; posted purchase returns remove it. A supported sales credit note restores the reversed product quantity. Transfers create matching movements at the source and destination.

Make a manual adjustment

Use an adjustment for an opening-balance correction, a verified physical-count difference, damaged stock or another reconciliation that did not come from a sale, purchase or transfer.

Adjust a verified quantity

1. On Product Inventory, select the correct location.
2. Select Adjust Stock or New Adjustment.
3. Choose Add Stock or Remove Stock.
4. Enter the whole-number quantity.
5. Add a clear note explaining the physical event or count evidence.
6. Review the direction, quantity and location, then save.
7. Reopen Ledger and confirm the movement and resulting balance.

Warning

Do not use a manual adjustment to imitate a sale, purchase receipt, purchase return or branch transfer. Use the matching workflow so stock and the related financial or supplier record stay aligned.

Understand low-stock indicators

Product Manager uses these operational states:

• Not Tracked: inventory tracking is off.
• Out of Stock: the tracked balance is zero or below.
• Low Stock: the tracked balance is at or below the configured threshold.
• Healthy: the tracked balance is above the threshold.

These indicators help prioritize review; they do not create a purchase order automatically.

Investigate a difference

1. Confirm the correct product and location are selected.
2. Check whether Track inventory is enabled.
3. Review the complete Ledger, including opening and manual movements.
4. Check recent invoices, credit notes, supplier bills, purchase receipts, purchase returns and transfers.
5. Compare the current balance with a controlled physical count.
6. Correct the source transaction when its supported correction workflow is available. Use one documented adjustment only for the remaining verified difference.

Important information

Yepsta stock must be corrected through customer-facing workflows. Never attempt a database-level stock correction or ask Support to bypass the inventory ledger.

Tip

Use precise adjustment notes such as “Physical count 12 Jul 2026: two damaged units removed,” without including customer, supplier-payment or other sensitive details.

Related guides

• Create Product Categories and Products
• Transfer Stock Between Locations
• Create and Receive Purchase Orders
• Create and Manage Invoices
• Manage Locations

Last reviewed: 12 July 2026