Inventory

Find Your Way Around

Open Product Command Center and choose Inventory, Purchase orders or Suppliers. Inventory has its own views: Items, Counts, Adjustments, Transfers, Assembly, Marketplaces (shown when eBay is connected or you keep stock of your own) and Turnover.

Needs attention, beside the Inventory tabs, shows how many setup steps and stock issues need you. It lists inventory management to turn on, a store to allow stock updates in, store changes to review, eBay listings to match, items at their reorder point and stock about to expire, and you deal with each one from there.

Items and Stock by Location

Items lists each product with units on hand and available at every location: your store locations, your own location for products you sell only on eBay, and the eBay fulfilment location Nummbas keeps for you. Available is what can still be sold, so it can be lower than on hand. Search by product name, product option, SKU or barcode, and filter for items that are low, out of stock, at their reorder point, different from the store, expiring soon or expired.

Nummbas reads your store's stock on every sync. A change Nummbas did not make, such as an edit in your store admin, shows as a difference until a count settles it. Nummbas does not correct the figure for you; your next count does.

Turning On Inventory Management

Choose Turn on inventory management from the Needs attention pill. Pick a start date, check the opening stock and the cost of each item, answer the tax question, and confirm. Items with stock and no cost need a cost first; nothing is costed at zero. If you sell only on eBay, enter the units you hold yourself and a cost for each product. Each connected store needs a stock record for the day before your start date, so if a store first synced today, choose a later start date or try again tomorrow.

From the start date Nummbas costs each sale first in, first out (FIFO): each delivery adds stock at what it cost, freight and duty included, and each sale takes the oldest stock first. You see what each sale cost in Product Command Center, on your dashboard and in reports.

Allowing Stock Updates in Your Store

Connecting a store only reads it. To let Nummbas update stock after a delivery, count or adjustment, choose Allow stock updates for the store in the Needs attention pill. Shopify, Square and WooCommerce open their approval screen. BigCommerce asks you to accept the new permissions the next time you open Nummbas from your control panel. Wix asks you to approve the app update. Until a store allows it, Nummbas shows its stock and changes nothing there.

Nummbas changes your store only for what you record in Nummbas: a delivery or its undo, a count, an adjustment, a transfer, an assembly, a lot you write off, and the product cost after a delivery. A count reads your store's stock when you finish it and changes it only by the difference, so sales made while you counted are kept.

Review changes in the Needs attention pill lists any change your store did not confirm. Check the store, then choose It is in the store or Send again.

Square updates product costs only on Square for Retail Plus, Square for Restaurants Plus or Square for Restaurants Premium; stock updates work on every Square plan.

Counts

Open Counts and start a count at a location, for the items you choose or every item there. Several people can count one sheet at the same time. Scan barcodes with a phone camera or a handheld scanner, or type the figures. On a computer, Scan shows a QR code so your phone becomes the scanner for the sheet open there. The lines nobody counted can be filled in one step: with zero after a full scan, or with the store's current figure after a count you made in your store.

When you complete the count, Nummbas changes the store by the difference and, with inventory management on, records the stock as found or lost at its cost. Owners and admins can also import a stocktake file (CSV), including a Stocky export, as a completed count kept as history.

Adjustments and Transfers

Adjustments record one item's units removed or found at a location, with the reason: damaged, lost or stolen, used in store, found, or a correction. Transfers move stock between two locations of a store, or between the eBay fulfilment location and a store or your own location.

Suppliers

Suppliers keeps each supplier's name, email, extra addresses to copy, phone, postal address, currency, lead time, minimum order, payment terms and default tax, and the products they supply with pack size, minimum quantity and the last cost. Import suppliers from a CSV file.

Purchase Orders

Create a purchase order and choose a supplier, and Nummbas lists the items to reorder from that supplier for the days of cover you choose, with quantities worked out from recent sales speed, supplier lead time, stock on hand and on order, and the reorder points you set, and the reason for each quantity. While you build the order, each line shows the retail price, margin, stock on hand, units sold and days of cover.

Download the supplier's PDF or send it by email. The supplier receives it from "your business name via Nummbas", replies go to your own email address, and you receive a copy. Mark an order sent, cancel it, or close it when the rest is no longer expected. Import purchase orders from CSV files, including Stocky exports; units already received in the file are kept as history.

Receiving

Open the purchase order and record the delivery, in full or in parts; each delivery keeps its own date. Add freight, duty and other costs and spread them across the items by value or by quantity. The landed cost becomes the product cost in your store from that day, and the received units are added to your store's stock. A receiving sheet for staff shows retail prices, not costs. Undo a delivery that nothing has used yet, and the stock and cost go back.

Reorder Points

Set a reorder point and an optional reorder quantity for an item, for the whole business or one location, from the item's panel. Items at or below their point are counted in the Needs attention pill, filtered with At reorder point, and offered when you build a purchase order. Owners and admins set reorder points, on every plan.

Assembly and Bundles

From an item's panel, under What goes into it, list the parts the item is made of. A bundle takes its parts out of stock when it sells, and its own stock figure is the complete sets its parts allow. An item you assemble takes its parts out of stock when you record the assembly in Assembly, with any extra cost added to the finished units.

Lots and Expiry Dates

Turn on Track lots and expiry dates for an item, and each delivery or assembly names its lot and expiry date. The Needs attention pill and the Items filters show stock expiring within your warning period (30 days unless you change it) and expired stock. Write off an expired lot, correct a lot's date, and count by lot.

Turnover

Turnover shows, for any period since your start date, each item's cost of sales, average stock value, turnover and days of stock, with a CSV download.

Marketplaces

Turn on stock levels sent to eBay on the account's card, and Nummbas keeps each listing's quantity equal to the units available in your stores and your own location, less the units you choose to keep back. It is off until you turn it on, and it needs inventory management on.

A product you sell only on eBay gets its own item and stock at your own location, which you set up here. Nummbas calculates stock at the eBay fulfilment location from the stock you send there, the orders shipped from there, and your counts.

Plans and Roles

Nummbas-FO

Ask Nummbas-FO about stock by location, items at their reorder point, expiring stock and your purchase orders. It reads your stock and does not change it.

Disconnecting a Store or eBay

If you disconnect a store, Nummbas stops reading it and keeps your stock records: deliveries, counts, adjustments, purchase orders and the cost of each sale, because they are your business's own records. The store's items are marked inactive, and any stock update waiting for the store is held until you connect it again. If you disconnect eBay, its listings are unlinked and the eBay fulfilment location stays as a location Nummbas keeps, which you can count or empty.