Inventory

SolaCount can track inventory in two ways, depending on whether your organization also uses SolaStock:

• SolaCount mini inventory — for organizations that use SolaCount only. Items, categories and units live in SolaCount; on plans with stock tracking, SolaCount also keeps on-hand quantity, average cost, opening stock and stock adjustments, and posts cost of goods sold.
• SolaStock as the inventory authority — once SolaCount is connected to SolaStock, SolaStock owns quantities, warehouses and stock movements; SolaCount keeps the catalog's accounting and billing fields and receives stock journals automatically.

Where to find it

Click Inventory in the left rail. The panel has:

The Catalog pages are SolaCount's own native pages and look the same whether or not SolaStock is connected. A member without SolaStock access simply does not see the SolaStock group.

Which mode am I in?

The item list shows the source under a connected organization; if live quantities can't be read you see "Stock quantities are temporarily unavailable from SolaStock. Item details and prices are unaffected; try again shortly." Historical SolaCount stock values remain viewable as evidence but are never merged with SolaStock quantities.

Plans and permissions

Default roles: Owner and Manager manage everything. The Accountant can view and maintain items, categories and units (including quick-create from a document) and create/post/reverse stock adjustments. The Viewer can only view. Access to SolaStock itself is a separate grant in the Portal (Team).

Categories and units

Create a category

1. Go to Inventory → Categories and click the create button at the top right.
2. Enter a Name and optionally pick a parent category.
3. Click Save.

Categories group items for the purchase and cost reports. A category is required on every item.

Create a unit

1. Go to Inventory → Units, click the create button.
2. Enter the unit name and symbol (for example Box / box).
3. Save.

SolaCount comes with standard units and categories. A unit is required for Inventory-type items. You can also add a category or unit without leaving the item form using Add Category / Add Unit next to the selector.

In a connected organization, the standard units and categories are mapped to SolaStock automatically. A stock item can only use a category and unit that are linked to SolaStock; otherwise you see "This category is not linked to SolaStock yet. Choose a linked category or ask your SolaStock administrator to link it." (or the same for the unit).

Opening stock (SolaCount only)

Opening stock records the quantity and cost you already hold when you start using SolaCount. Rules:

• Only for Inventory-type items, and only on plans with stock tracking.
• Enter it either on the new item form (Opening Balance section: Opening qty, Purchase price, Opening Date) or later from the item's detail page with Add opening balance.
• From the detail page it can only be added while the item has no stock movement yet ("Opening balance can only be added while the item has no stock movement yet."). Quantity and price must be greater than zero.
• Posting needs an Opening Balance Equity account in your chart of accounts ("Opening Balance Equity account is required before posting opening stock.").
• In a connected organization opening stock is blocked in SolaCount: "SolaStock is the inventory source for this organization. Record opening stock in SolaStock; the item itself can be created here."

Example. Al Noor Trading LLC starts with 50 "Office Chair" units that cost AED 180.00 each. Opening date 1 Jan 2026:

Stock adjustments (SolaCount only)

Use a stock adjustment for write-offs, damage and count corrections.

1. Go to Inventory → Stock Adjustments (or Adjust Stock at the top of the item list / item page).
2. Create the adjustment: date, items, quantity increase or decrease and reason.
3. Save as draft, then Post. A posted adjustment can be Reversed.

A decrease that would take stock below zero is refused: "Decreasing <item> by <qty> would make quantity on hand negative."

Example — 2 damaged chairs at AED 180.00 average cost:

How stock moves (SolaCount only)

Stock changes through your normal documents:

• Bills with Inventory items increase quantity and debit the item's Inventory Asset Account.
• Invoices and sales receipts with Inventory items reduce quantity and post COGS at the item's average cost.
• Credit notes and debit notes reverse movements.

Selling more than you have is refused: "Insufficient stock for '<item>'. Available: X, Requested: Y". Receive the goods (post the bill) first.

Example — selling 3 chairs at AED 300.00 + 5% VAT (cost AED 180.00):

Reorder alerts

On plans with reorder points, each Inventory item can have Enable reorder alert, a Reorder Point and a Suggested Reorder Quantity. "Alerts trigger once when stock falls to or below the reorder point, then reset after stock recovers above it." Use Low stock only / Out of stock filters on the item list. In a connected organization use SolaStock's Reorder Alerts.

Reports

Under Reports → Inventory: Stock on Hand, Inventory Aging, Inventory Valuation Summary and more; COGS Summary/Detail sit under Purchases. See Reports.

Common problems

• A stock export or valuation figure is missing on an item. In a connected organization these appear only while SolaStock's authoritative stock is available for that item. Link the item, or try again when SolaStock is reachable; SolaCount does not substitute its old history.
• Manual journal refused on the inventory account. In a connected organization the account mapped to SolaStock's inventory role can only be changed by SolaStock's journals (Journal entries).
• No quantity column / "Not linked". The organization is connected and this item is not linked to SolaStock yet. Link it in the SolaStock connection.
• "Insufficient stock" on an invoice. Post the supplier bill first, or correct the quantity.
• Cannot enter opening stock. Either the item already has movements, the item is not Inventory type, your plan lacks stock tracking, or SolaStock owns the stock.
• I can't see the SolaStock group. You don't have SolaStock access in this organization — ask the owner.

Related

• Products & Services
• Connecting SolaCount and SolaStock
• Bills, Invoices, Landed costs
• Reports