Inventory operations
Items
Creating, editing, scanning, adjusting, cloning, and managing items with variants, images, tags, pricing, and barcodes.
Workspace Inventory Mode
Each workspace is tuned for one workflow: retail or internal. The mode is set during onboarding and can be changed by the workspace owner under Settings → Workspace features. Item screens, adjustment vocabulary, reports, labels, and exports all adapt to the active mode.
- Retail — products this workspace sells. Sell price, member price, sales movement (sold to customer / customer return), revenue reports, and sellable bundles.
- Internal — items this workspace uses, issues, consumes, loans, distributes, or tracks internally. No sale price, no revenue, internal movement vocabulary (issued, consumed, checked out), kits in place of bundles.
There is no mixed mode. Reports and exports stay clean by separating sales-driven and internal-tracking workflows. Teams that need both should create a separate workspace for each.
Note: Switching between modes preserves all stored pricing data — sell price, member price, and bundle price are kept on disk and reappear if you switch back to retail. Only the UI surfaces and report semantics change.
Creating Items
Items are the products, materials, or goods you're tracking.
Required Fields
- Name: The item's display name
- Unit of Measure: How you count/measure this item
Optional Fields
SKU, Barcode (EAN-13, UPC-A, UPC-E, EAN-8, Code 128, Code 39, GS1-128, ITF-14, QR, Data Matrix), Description, Cost Price (Unit Cost in internal mode), Selling Price (retail only), Member Price (retail only), up to 5 Images, Tags, Expiry Date, Custom Fields.
Item Details
Click any item to view its full details: name, SKU, pricing, auto-calculated margin, quantity by zone, expiry date and days remaining, image carousel, activity history, custom field values, and up to 5 similar items based on tag overlap.
Barcode Scanner
Scan barcodes using your device camera or scanner hardware. The Scan & Act panel can find an item, add stock, subtract stock, or start a transfer from one scan. Supported formats: EAN-13, UPC-A, UPC-E, EAN-8, Code 128, Code 39, GS1-128, ITF-14, QR, and Data Matrix. Manual entry is available as a fallback.
Quantity Adjustments
Sometimes stock levels need correction without a physical transfer — stock counts, damage, shrinkage, sales, receiving, issuance, or corrections. The adjustment flow uses explicit Add, Remove, and Set modes so operators can see exactly how the quantity will change before saving.
- Open the item
- Click "Adjust Quantity"
- Select the zone to adjust
- Choose Add, Remove, or Set
- Enter the adjustment amount or final quantity
- Select a reason — retail mode: Sold to customer, Customer return, Damaged, Lost, Expired, Shrinkage. Internal mode: Issued, Consumed, Checked out, Work order use, Returned to stock.
- Add optional notes for audit trail
- Save
Note: Quantities cannot go negative.
Cloning & Variants
Clone an item to create a copy with "Copy of" prefix. Copies name, description, unit, images, tags, and zone assignments. SKU is auto-generated; barcode, pricing, and quantities start fresh.
If the source item has custom fields, enable "Create as variants" to generate multiple items at once. Select fields to vary (e.g., Color, Size), enter comma-separated values, and Stocklyst creates all combinations as a linked variant group with unique SKUs.