Solavel Docs

Getting started with SolaStock

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This guide takes you from "SolaStock is in our plan" to a working inventory: the workspace is ready, your team has access, your warehouses, items and opening stock are in place, and (optionally) SolaCount is connected. It is written for the organization owner or a SolaStock Administrator; plan about an hour for a small catalog.

Where to find it

  • Open SolaStock from the Solavel Portal app card or launcher. It opens at https://solavel.com/inventory/dashboard for your active organization.
  • First-time activation runs from the Portal at https://solavel.com/inventory/onboarding.
  • Setup pages you will use: Admin → Settings, Admin → Team access, Catalog → Warehouses, Catalog → Items, Operations → Opening Stock, Admin → SolaCount.

Before you start

You need Why
SolaCount Advanced or Enterprise SolaStock is included in these plans.
SolaStock access for each person The owner grants it in the Portal Team page, with a SolaStock role.
The owner, or a SolaStock Administrator Only they can change Settings, assign warehouses and connect SolaCount.
Your item list with SKUs, units, categories and costs For items and opening stock (a CSV helps).

Step 1 — Open SolaStock and check the workspace

SolaStock checks that your organization's inventory workspace exists. While it checks, the sidebar shows grey placeholders. If something is missing you see one of these screens instead of the Dashboard (the sidebar shows a lock and a short reason):

Screen Meaning What to do
No organization active — "You are signed in but no Solavel organization is active." Opened without an organization. Open SolaStock from the Solavel app launcher.
No SolaStock access — "Your account does not have access to SolaStock for this organization." Not granted SolaStock. Ask the owner to grant it in Team.
Activate SolaStock for organization Plan includes SolaStock but it isn't set up. Click Set up SolaStock; the Portal's guided setup opens.
Finish setting up SolaStock for organization Enabled; inventory tables still to be created. An administrator clicks Finish setup (Initializing…). If it can't finish automatically you see "Activation could not finish automatically." and a command for Solavel support.
Inventory is not ready for organization The workspace database needs repair. Contact Solavel support.

The setup screens list what you get: Items and warehouses, Real-time stock, Purchasing and fulfillment, Traceability.

Step 2 — Get to know the screen

  • Sidebar: Dashboard at the top, then groups Operations (it opens with Internal Consumption), Catalog, Stock, Purchasing, Sales / Fulfillment, Traceability, Insights, Admin. Click a group name to open it; one group is open at a time, and the group of the page you are on opens automatically. « Collapse shrinks the sidebar to icons.
  • Top bar: organization name (a Switch organization menu if you have several; choosing the one you are already in does nothing), Search pages and actions... (Ctrl K), the Quick add plus button, the warehouse notifications bell (if you can receive goods), language (عربي / English) and light/dark buttons, and the account menu with your profile, the Solavel Portal, your other apps, a Documentation tile that opens the SolaStock guides in a new tab, and Sign out. On a phone a menu button opens the sidebar as a drawer.
  • You only see menu items your role allows. See SolaStock overview.

Step 3 — Set up master data

Go to Admin → Settings:

  1. Master Data → Unit of measure: add units (e.g. Piece PCS, Carton CTN). Every inventory item needs a unit.
  2. Master Data → Category hierarchy: add categories (e.g. Electronics → Mobile Phones). Every item needs one.
  3. Optional: brands and unit conversions (1 CTN = 12 PCS), which let you enter opening stock in cartons.
  4. Inventory Policy: Default costing method (Weighted average, FIFO, Standard), Picking policy (Manual / FEFO), Negative stock, Expiry warning days → Save policy ("Settings saved.").
  5. Optional: Reorder Planning for per-warehouse reorder points.

You can also create a unit, category or brand from the item form with + Create. See Settings.

Step 4 — Create warehouses

Catalog → Warehouses → New warehouse: Name, Code, Type → Create warehouse. Then on the warehouse page add Zones and Bins if you track shelf locations, and Print bin labels. See Warehouses. A new organization already has one warehouse, Main Warehouse (MAIN), which is the default warehouse pre-selected on new documents; rename it or add others as you need.

Step 5 — Give your team access

  1. In the Portal Team, invite each person and tick SolaStock with a role (SolaStock Administrator, Inventory Manager, Warehouse Manager, Warehouse Operator, Inventory Viewer). See Team.
  2. In SolaStock Admin → Team access, click Edit access on each member and tick their warehouses.

Everyone except the owner and SolaStock Administrators sees nothing until they have at least one warehouse. See Team access.

Step 6 — Create items

Catalog → Items → New item. Choose Item type carefully — Inventory (tracks stock), Non-inventory or Service (no stock) — and the Costing method; both lock once stock exists. Add barcodes for scanning. For a few items you can enter opening stock right on the form. See Items.

Step 7 — Enter opening stock

  • Few items: the item form's opening stock fields, or Operations → Opening Stock → New entry.
  • Many items: Opening Stock → Bulk import, choose the warehouse, leave Post after import unticked, Import CSV. New SKUs in the file are created if you give category_id and base_unit_id.
  • Serial-tracked items: a manual entry, scanning each serial.

Review the draft, then Post. See Opening Stock.

Step 8 — Check the result

Step 9 — Connect SolaCount (optional)

The owner or a SolaStock Administrator opens Admin → SolaCount (or View details on the Dashboard's SolaCount card), completes Finance setup if asked, maps accounts (at least Inventory asset and Opening offset before posting opening stock while connected) and activates. See SolaCount integration. Tip: connect and map accounts before posting opening stock if you want the opening value in your books automatically. Once connected, supplier bills and invoices sent by your accountant arrive as Receiving Requests and Fulfillment Requests.

Who does what

Step Owner / SolaStock Admin Org Manager / Member Inventory / Warehouse roles
Activate / finish setup Yes No No
Settings, Team access, SolaCount Yes No No
Warehouses Yes Yes Zones/bins only (Inventory & Warehouse Manager)
Items Yes Yes View
Opening stock Yes Yes View

Worked examples

Example 1 — A single shop (quick)

Sara Khan's boutique, Al Noor Gifts, goes live in 20 minutes: unit PCS, category Gifts, warehouse Al Barsha Shop (BRS-01), 15 items created with opening quantities on the item form. Dashboard shows Inventory value 18,400 and Active SKUs 15.

Example 2 — Al Noor Trading LLC (full)

  1. Omar Haddad (SolaStock Administrator) adds units PCS, CTN (1 CTN = 12 PCS), categories Electronics → Mobile Phones, Accessories, and sets Default costing method Weighted average, Expiry warning days 30.
  2. He creates Dubai Main (DXB-MAIN) with zones A, R, Q and 22 bins, and Jebel Ali (JA-01).
  3. He assigns Dubai Main to Khalid (Warehouse Manager) and Jebel Ali to Sara Khan (Warehouse Operator).
  4. He creates iPhone 15 Pro 256 GB (FIFO, Serial, reorder point 10) and imports 240 accessory SKUs via the opening stock CSV into Dubai Main as a draft, reviews and posts it (AED 412,600).
  5. He posts a manual entry with 25 scanned iPhone serials at AED 3,850.
  6. He connects SolaCount and maps accounts; future receipts and shipments post automatically.
  7. Khalid scans bin A-01 in the Scanner and starts receiving purchase orders.

Tips & common problems

Problem Cause Fix
"A unit is required for inventory items." No unit chosen. Create one in Settings or with + Create.
A teammate says SolaStock is empty. No warehouses assigned. Assign on Team access.
I can't see Settings or Team access. Not owner/Administrator. Ask the owner.
"Costing method cannot change after stock exists." Stock posted already. Decide costing before opening stock.
Opening stock post refused with required_account_mappings_missing. SolaCount connected, accounts not mapped. Map accounts in Admin → SolaCount.

Related

← SolaStock documentation All applications