Stock Levels

How to Check and Adjust Stock Levels in Cosmesoft

Maintaining accurate stock levels is crucial for any clinic or salon to ensure that you never run out of essential products and can smoothly process treatments and transactions. In Cosmesoft, the Stock Levels section helps you keep track of your inventory, make adjustments when needed, and set alerts for low stock. This guide will walk you through the process of viewing, adjusting, and managing stock levels for your products.

Accessing Stock Levels

To begin managing your stock levels:

Navigate to Stock Levels

• On the left-hand menu, under Stock, you’ll find two options in the drop-down, Manage and Levels. Select Levels to access the current stock levels for your business.

View Current Stock Levels

• Once you’ve selected Levels, a list of all your current stock levels will appear. This list provides a snapshot of your entire business’s stock, showing key details about each product.
• If you are part of a multi-location business, the initial screen shows the entire business’s stock levels. To view stock levels for a specific location, you will need to drill down by selecting the product and then the location from the list.

Understanding Stock Level Details

Each product listed in the Stock Levels screen has its own row that contains essential information, including:

• Product Name
• Brand
• Quantity Available
• Unit of Measure (UoM)

These fields were set up earlier in Product Management, which is why it's essential to complete product setup before adjusting stock levels.

Drilling Down for More Details

If you need more specific details about a product:

Select the Product Name

• Click on the Product Name of any item to drill deeper into its stock details. This will open a more detailed view that lists the stock item by location, providing more granular information if you're managing multiple locations.

Adjusting Stock Levels

It is recommended that regular audits are performed on your stock inventory using the Audit function, however, sometimes you’ll need to make quick adjustments to stock levels — such as a spill. Cosmesoft makes this process simple:

Select the Product to Edit

• On the Stock Levels screen, locate the product you want to adjust. Click on Edit beside the product name to open the Edit Stock Levels section.

Edit Stock Information

• Adjust the Stock Levels: You can update the current stock quantity here. Simply enter the correct quantity to reflect the physical stock on hand.
• Set Alert Levels: You can edit alert levels to notify you when stock is running low and needs to be reordered. This may have been done during product setup, but needs to be adjusted quickly. This feature ensures you never run out of critical products without advance warning.
• Update Retail and Wholesale Prices: If needed, you can adjust both the retail price and wholesale price of the product here.
• Enable/Disable Selling Out-of-Stock Items: There is an option to allow the product to be sold even when it is technically out of stock in Cosmesoft. You can toggle this setting based on your business needs, particularly if you are willing to sell products that have been ordered but have not yet been received.

Save Your Changes

• Once you’ve made the necessary adjustments, click Save to confirm the changes to the product's stock level and details. This ensures that your inventory reflects the most accurate data.

Deleting a Stock Item

In some cases, you may need to delete a stock item from the list, perhaps due to discontinuation or inventory cleanup. To delete an item:

1. Select the Delete Icon
2. • Next to any product in the stock list, you will see a delete bin icon.
2. Confirm Deletion
3. • Click the delete icon to remove the product from your stock levels. Ensure that you only delete items you no longer carry, as this action cannot be undone.

Best Practices for Stock Management

Conduct Regular Stock Audits

• While quick adjustments can be made for minor discrepancies, it's recommended that you regularly audit your stock levels to ensure accuracy. Periodic audits help catch discrepancies early and ensure you’re always up-to-date with your inventory.

Set Proper Alert Levels

• Setting up alert levels is essential to prevent running low on key products. Configure alerts so that you’re notified well in advance, giving you time to reorder before stock runs out.

Track Multi-Location Inventory

• For businesses with multiple locations, regularly review stock levels for each site to ensure consistency across all branches. Cosmesoft allows you to easily drill down into location-specific data, giving you a comprehensive view of inventory across your entire operation.

For further guidance on setting up products or managing stock levels across multiple locations, refer to the Product Management and Business Management articles. Let Cosmesoft simplify your inventory management and keep your clinic fully stocked and ready to deliver excellent care to your clients.