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User manual

Track locations and stock levels

Set up every place you keep goods as a location under Locations, follow quantities under Stock levels, and fix a wrong balance with a stock adjustment.

Who this is for: Owner Manager
Last reviewed:

A location is any place where you physically keep goods: the main store room, a back room behind the shop, or a warehouse. Sahab knows each item's balance at each location, and you read it under Inventory → Stock levels.

Before you start

  • The owner and the manager manage locations, stock levels and adjustments, as does anyone whose role holds the Manage stock permission.
  • Every company has one default location that Sahab creates at the start. Add a location for every other place where you keep goods.

Add a location

  1. Open Inventory → Locations and press New location.
  2. Type the Name, and add a Code if you want a short handle on lists, such as BR-02.
  3. If the company has more than one branch, choose the location's branch.
  4. Turn on Default location if sales and purchase receipts should post there unless someone picks another location.
  5. Press Save.

When you stop using a location, press Deactivate on its row: its past movements stay, and it can't receive new stock. Bring it back with Activate. The default location can't be deactivated; make another one the default first.

Note: Your company's subscription limits how many locations can be active. If Sahab refuses to activate one for that reason, deactivate another location or review the subscription.

Locations Sahab manages

The list also shows locations you didn't create, such as Inspection hold, In transit, Transfer discrepancies and Damaged stock. They hold goods that are not ready to sell yet. You can't adjust them by hand: goods enter and leave them only through their documents.

Read stock levels

  1. Open Inventory → Stock levels. Sahab shows the company total under All locations.
  2. Choose a location to see its balance alone.
  3. Read On hand on the shelf. If you have paid sales waiting for delivery, Reserved shows for them, and Available shows what you can sell or move now.
  4. Tick Low & out of stock only to see what needs ordering from a supplier.

The status shows Low when the balance reaches the reorder threshold and Out when it runs out. The sidebar shows the number of low and out-of-stock items next to Stock levels.

Fix a wrong balance

If the shelf doesn't match what Sahab says, correct the balance with a stock adjustment:

  1. In Stock levels, press Adjust on the item's row, or open the item and press Adjust stock. From Stock movements, press Quick adjustment and pick the item.
  2. Check the item and the Location on the Adjust stock form.
  3. Choose the Reason: Stock count, Damage, Loss or Found stock.
  4. Enter the Quantity change: a positive number adds stock, a negative one removes it. The form shows the current and the new balance.
  5. If you chose Found stock, check the Unit cost. It starts at the item's average cost, and only someone who manages purchasing can change it.
  6. Press Save adjustment.

Tip: For damaged goods, press Report damage on the item's row instead of adjusting. The units move to quarantine until someone decides what happens to them, so their value never disappears without a trace.

Stock movements

Every receipt, sale, transfer and adjustment appears as a row under Inventory → Stock movements, with the date, the location, the reason and the document reference. Start there when you want to know why a balance changed.

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