---
title: "How to use stock functions"
url: "https://support.cosmesoft.app/en/article/how-to-use-stock-functions"
language: "en"
last_updated: "2026-09-05T01:02:28.367Z"
---

# How to use stock functions

Use this guide to manage the end-to-end lifecycle of your products, from ordering and receiving to transfers and audits.

> For a high-level explanation of these processes, see **About Stock Functions**.

* * *

## Where to find Stock Functions

-   **Inventory** > **Manage** (To view activity and receive stock)

-   **Inventory** > **Procurement Order** (To create new supplier orders)

-   **Inventory** > **Stock Transfer** (To move items between locations)

-   **Inventory** > **Audit Stock** (To perform a stocktake)

* * *

## Before you begin

Make sure:

-   You have the necessary **Inventory** permissions assigned to your role.

-   You have configured your **Suppliers** and **Locations** in Settings.

-   You have configured you **Products** in the Products tab of **Inventory**.

-   You have prepared your physical stock counts (for audits).

* * *

## Step 1 — Monitor stock activity

To track the status of all inventory movements:

-   Go to **Sidebar** > **Inventory**.

-   Select the **Manage** tab.

-   Review the list of all procurement orders, transfers, and audits.

-   Use the filters to view specific statuses (e.g. **Ordered**, **Received**, **Completed**).

* * *

## Step 2 — Create and manage purchase orders

-   Go to **Sidebar** > **Inventory** > **Procurement Order**.

-   Select the **Supplier**, the **Receive Into** (destination clinic) and the **Expected Delivery Date**.

-   Add the products and quantities you wish to order. You will need to create a new **Procurement Order** for each different supplier.

-   Review the total price and click **Submit Order**.

-   The order will now appear in the **Manage** tab with an **Ordered** status.

* * *

## Step 3 — Receive stock

When a delivery arrives at your clinic:

-   Go to **Sidebar** > **Inventory** > **Manage**.

-   Find the relevant procurement order and click the **Receive** button.

-   Confirm the quantities received. If there are discrepancies, update the **Received Qty** field.

-   Click **Confirm Receive**.

-   The items will be instantly added to your **Available** stock levels for that location.

![image-20260503-051719.png](https://cdn-assets.productfruits.com/4c7d1a8f-fda6-4df6-bfe4-69224c291c3b)

* * *

## Step 4 — Transfer stock between locations

-   Go to **Sidebar** > **Inventory** > **Stock Transfer**.

-   Select the **Source Location** (from) and the **Destination Location** (to).

-   Add the products and quantities you wish to move.

-   Click **Save & Transfer**.

-   Click **Confirm Transfer.**

-   Go to **Sidebar** > **Inventory** > **Manage**.

-   Find the relevant Transfer order and click the **Fill** button.

-   Click **Confirm Fill.**

-   Now click **Receive**

-   Click **Confirm Receive**.

**Note:** Stock is deducted from the source and added to the destination once the **Confirm Fill** is finalised.

![image-20260503-051809.png](https://cdn-assets.productfruits.com/4293b6cd-29f6-41da-8894-2f30a315954f)

* * *

## Step 5 — Perform a physical stock audit (Stocktake)

-   Go to **Sidebar** > **Inventory** > **Audit Stock**.

-   Select the **Location** you are auditing.

-   The system will display the current **Expected** levels for all products.

-   Enter the **Actual Quantity** found on your shelves.

![image-20260503-051832.png](https://cdn-assets.productfruits.com/baa9ab4a-c736-46a2-b014-220307c5c1b5)

-   If the **Actual Amounts** do not match the **Expected Amounts**, add an Item Note for each product with a discrepancy. Access this by hovering over the space beside the **Actual** column and selecting the dialogue icon. You can also add further notes in the **Internal Audit Notes** at the bottom.

![49701770-2ec6-4517-a7de-e13938139570.png](https://cdn-assets.productfruits.com/87f79304-84dd-48ec-a9f0-a85426188f17)

-   Click **Submit Audit** to update your digital records to match the physical count.

* * *

## What to do next

-   Learn how to [manage individual stock levels](https://support.cosmesoft.app/en/article/how-to-manage-stock-levels).

-   [Fix common inventory issues](https://support.cosmesoft.app/en/article/fix-common-stock-function-issues).

-   [Managing Suppliers](https://support.cosmesoft.app/en/article/how-to-manage-products#step-1-%E2%80%94-setup-your-supplier-list)

* * *

##