Track your stock

Swann Retail can keep a running count of how many of each item you have on hand. Selling a tracked item takes it down, a return puts it back, and you record everything else — deliveries, breakages, miscounts — as an adjustment. Tracking is set per item, so you can count the things worth counting and leave one-off or custom lines alone.

Turn tracking on for an item

Open the item (Catalog → Items) and find the Inventory section:

• Use the Tracked / Not tracked switch to turn stock tracking on or off for that item.
• Once it’s tracked, each variant gets its own stock count, low-stock threshold, and an Adjust and History button.

To have new items start out tracked, switch on Track inventory by default under Settings → Business. Stock tracking is for standard items — bundle and made-to-order items don’t carry a count.

Set and adjust stock

Stock is changed by a +/− adjustment, not by typing an absolute count. To set an item’s opening stock, add the amount as a Received adjustment.

1. In the item’s Inventory section, press Adjust on the variant.
2. Enter a Quantity change — a positive number to add, or a negative number (with a minus sign) to remove.
3. Pick a Reason and, if it helps, add a note.
4. Press Record adjustment. The preview shows the on-hand count before and after.

The reasons you can pick are Received (a delivery or opening stock), Correction (fixing a miscount), Damaged, and Theft. The reason is what your inventory reports group movements by, so pick the closest one.

Press History on a variant to see every movement made to it — your manual adjustments alongside the automatic ones like sales, returns, and stock counts — each with its reason and note.

Low-stock thresholds

Each variant has a threshold — when its stock falls to that number or below, it’s flagged as low. A variant without its own threshold uses your store’s Default low-stock threshold (set under Settings → Business); a threshold of 0 flags an item only once it’s actually out of stock.

The Low stock page (in the menu) lists every tracked variant at or below its threshold, with its current stock and threshold. Open one to go to the item and restock it. Stock can go below zero if you sell more than you had on hand — the sale still goes through, and the variant then shows a negative count until you restock it.

See the value of your stock

Your stock counts feed the inventory reports — Inventory valuation (what your current stock is worth), Inventory change (movements over a period, grouped by reason), and Low stock. See Your reports for the full set.