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Inventory

Inventory keeps track of the physical goods you stock and sell. It records the on-hand quantity of every stocked item, posts the cost of goods sold when an item leaves stock, and surfaces low-stock alerts when an item drops below its reorder point.

Inventory is not a separate product inside SolaBooks — it is the stock-tracking layer on top of Products & Services. (For a full warehouse system with multiple locations and stock movements, see SolaStock, Solavel's dedicated inventory app.)

What lives here

  • Products & Services (Items panel) — the catalog itself. See Products & Services.
  • Categories — group items for reporting.
  • Units — measurement units (each, kg, hour, and so on).
  • Reconciliation — compare per-item stock value against the ledger balance.

Categories and units

  • Categories: open Items panel → Categories, create with a name and an optional parent. Categories drive the by-category purchase and cost reports.
  • Units: open Items panel → Units, create with a label (e.g. "kg", "hour").

Stock movements

Stock changes through your normal documents — there is no separate stock-movement screen:

  • Bills with a stocked item line increase on-hand quantity and post to the Inventory account.
  • Invoices and sales receipts with a stocked item line decrease on-hand quantity and post cost of goods sold.
  • Manual adjustments (write-offs, stock takes) record increases or decreases outside of buying and selling. If you don't see this option, ask your workspace administrator.

Movements are visible on each item's transaction history and on the General Ledger report filtered to the Inventory account.

Reorder points

Every stocked item can carry a Reorder point. When stock dips below that point, the item appears in the low-stock alerts so you know to re-order. Depending on your organization's settings, a daily low-stock email can also be sent to the owner.

Reconciliation

The Reconciliation page compares each item's stock value (quantity × cost) to the balance of the Inventory account and flags any differences. Use it to find missing journals or mis-mapped items. If your opening stock was imported with partial numbers, a correction can be submitted from here for approval.

How the journal looks

Inventory itself doesn't post — it's a count and a valuation. The journals come from the documents that move stock.

Buying 10 units at JOD 10 each on a bill (no tax):

Account Debit Credit
Inventory 100.00
AP — Supplier control 100.00

On-hand quantity rises by 10; the Inventory account rises by JOD 100.

Selling 3 of those units on an invoice for JOD 50 each, 17% VAT (cost per unit: JOD 10):

Account Debit Credit
AR — Customer control 175.50
Revenue — Sales 150.00
VAT Output 25.50
COGS 30.00
Inventory 30.00

On-hand quantity drops by 3; Inventory drops by JOD 30; cost of goods sold rises by JOD 30.

Manual stock write-off (e.g. damage of 2 units at JOD 10 cost):

Account Debit Credit
Inventory write-off (expense) 20.00
Inventory 20.00

How costs are calculated

SolaBooks costs stocked items using the weighted average method: every purchase updates a running average cost per unit, and that average is used for the cost line whenever the item is sold. The journal structure never changes — only the cost per unit moves as new purchases arrive at different prices.

Common mistakes

  • "Sold an item but no cost posted." The item is a Service. Only Stocked and Non-stocked items post a cost — see Products & Services. The type can only be changed before the item has any transaction history.
  • "Insufficient stock" when posting an invoice. You're trying to sell more units than you have on hand. Negative stock is blocked by default — receive the stock first (post the supplier bill), then post the sale.
  • Reorder-point alerts not showing. The item has no reorder point set, or alerts are turned off for your organization. Check the item's settings, or ask your workspace administrator.
  • Opening-stock mismatch. Imported data with partial stock numbers makes the Inventory account and the per-item valuation diverge. Use the Reconciliation page to find and correct it.
  • Cost suddenly changed. With weighted-average costing, every new purchase moves the running average up or down. Open the item's transaction history to see which purchase changed it.

Tips

  • Add landed costs before selling the stock if you want freight and duty included in the cost of goods sold — once a unit is sold, its cost can't be lifted retroactively.
  • Use the Stock on Hand and Inventory Valuation Summary reports under Reports for quantities and values; Inventory Movement and Inventory Valuation Detail show the transaction-level story, and Inventory Aging shows how long stock has been sitting.
  • The Reconciliation page is the fastest way to catch valuation drift.

Behaviour and rules

  • Stocked items only. Service items don't appear in stock reports.
  • Weighted average costing. The running average cost is updated after every purchase and used for every sale.
  • Inventory and COGS accounts. Every stocked item points at one Inventory account and one cost-of-goods-sold account; multiple items can share accounts.
  • Negative stock is blocked by default. A sale that would take an item below zero is stopped with an "Insufficient stock" message. Receive the goods first.
  • Per organization. Stock counts are per organization; switching organizations switches the entire stock ledger.

When stock tracking is off

If stock tracking is turned off for your organization:

  • The Stocked and Non-stocked item types disappear from the new-item form.
  • Existing stocked items remain visible but cannot be added to invoices or bills.
  • The Reconciliation page remains available for historical clean-up.

If you expected stock tracking and don't see it, ask your workspace administrator.

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