Inventory Management

NaviPOS makes it easy to track every product in your business. This guide covers adding products, managing stock, and handling purchase orders.

Adding Products

Single Product

1. Go to Inventory → Add Product
2. Fill in the product details:

| Field | Description | |-------|-------------| | Product Name | The name displayed on receipts and reports | | Barcode | Scan or manually enter the barcode number | | Category | Select or create a category (e.g., Beverages, Dairy) | | Buying Price | Your cost price per unit | | Selling Price | The retail price charged to customers | | Initial Stock | The number of units currently in stock | | Reorder Level | Alert threshold — you'll be notified when stock drops below this | | Unit | Piece, Dozen, Carton, Kg, Litre, etc. |

3. Click Save — the product is ready to sell

Bulk Import from Excel

1. Go to Inventory → Import
2. Download the template Excel file
3. Fill in your product data (one row per product)
4. Upload the completed file
5. NaviPOS validates the data and imports all products

💡 Bulk import is ideal when setting up NaviPOS for the first time with an existing product catalogue.

Stock Levels

NaviPOS updates stock automatically:

• Sales decrease stock
• Purchase Orders (received) increase stock
• Returns increase stock
• Stock Adjustments correct discrepancies

Viewing Stock

• Inventory → Stock Levels — Full list of all products with current quantities
• Low Stock Alert — Products below reorder level are highlighted in red
• Out of Stock — Products with zero quantity are flagged

Stock Take (Physical Count)

Regular stock takes help you catch theft, damage, and counting errors.

1. Go to Inventory → Stock Take
2. Click New Stock Take
3. For each product, enter the physical count (what you actually count)
4. NaviPOS shows the system count and calculates the variance
5. Review all variances
6. Click Approve to update system quantities to match physical counts

💡 Best Practice: Do a stock take at least once a week. For high-value items, consider daily counts.

Purchase Orders

Track your orders to suppliers:

1. Go to Inventory → Purchase Orders
2. Click New Purchase Order
3. Select the supplier
4. Add products and quantities
5. Submit the order
6. When goods arrive, click Receive and confirm quantities
7. Stock levels are updated automatically

Supplier Management

Go to Inventory → Suppliers to:

• Add new suppliers with contact details
• View purchase history per supplier
• Track outstanding balances
• Compare pricing across suppliers

Categories

Organise your products with categories:

• Inventory → Categories — Create, edit, and delete categories
• Use sub-categories for detailed organisation (e.g., Beverages → Soft Drinks → 500ml)
• Categories appear in sales reports for performance analysis

Next: Learn about Reports & Analytics or M-Pesa Payments.