BILL OS · Inventory and stock
Stock that agrees with the shelf
Every change to stock, whether a sale, a return, a delivery or a count, goes through one ledger. That is why the number on the screen can be trusted at closing time.
How it works
Step by step, and why each step matters.
Each step says what the software does, then what it means for your business.
- 01
Receive a delivery
Scan the delivery against the supplier’s bill, set aside damaged units, and enter batch, expiry and GST for each line. A payment made at delivery can be recorded too.
Good stock is added once, the purchase is recorded once, and damaged goods never reach saleable stock.
- 02
Sell and return
Sales take stock out first-expiry-first. A cancelled sale or an exchange return puts back only what was taken.
Stock that expires sooner leaves the shelf first, and a lot never grows beyond what was received.
- 03
Count the shelves
Run a stock tally: count, see what is short or extra, then approve adjustments with a reason. Selling during a count is fine.
Shrinkage becomes visible and explained, without closing the shop to count.
- 04
Handle defective stock
Damaged units leave saleable stock once. Returning them to the supplier creates a debit note that lowers what you owe.
Supplier balances reflect real returns, with a document to send.
Worth knowing
The details that matter.
One ledger, checked
The stock count always equals the sum of its movements, and store stock adds up to business stock. These rules are checked by automated tests after every kind of change.
Batches and expiry
Lots keep batch and expiry dates, so you can see what needs to move before it expires.
More than one store
Businesses with several stores can keep stock per store and transfer it between them.
Reorder and dead stock
Reports show what is low, what to reorder and what has not sold.
Questions
About inventory and stock.
Can I bring in my existing stock?
Yes. Products can be imported from Excel or CSV with opening stock, batch and expiry. Every row is checked in a preview first, and rows with problems are listed.
What happens if two people finalize the same delivery?
Finalizing is a single transaction that can only happen once. The second attempt is refused, so stock is never added twice.
Related
More from BILL OS.
- BILL OSSKUs, barcodes and labelsA product gets an SKU the moment it is created, and a barcode if you ask. Sizes and colours become real variants, each with its own code, price and stock.
- BILL OSReports, exports and GuardianReports read the same records the counter writes, so the owner sees today while there is still time to act, and the accountant gets files they can use.
- BILL OSGST, returns and exchangesExchanges happen against the original bill, the tax on returned goods is reversed with a credit note, and the GST summary is net of both.
Guides on this topic
- Guide · 9 min readWhat Is Inventory Management? Methods, Examples and Why It MattersInventory management is the work of buying the right stock, recording every movement and checking the record against the shelf. Here are the stages, the main methods and the numbers that show whether it is working.
- Guide · 8 min readWhat Is a Reorder Point? Formula, Safety Stock and ExamplesReorder when the stock left will just cover sales until the delivery arrives, plus a buffer. Here is the formula, how to choose the buffer, and how to adapt it for seasons and weekly supplier visits.
- Guide · 8 min readHow to Do a Stock Count and Reconcile Inventory: A Step-by-Step MethodA stock count is only useful if every difference is explained. This method keeps counts short and honest, and turns the differences into decisions.
- Guide · 8 min readInventory Mistakes to Avoid: 10 Habits That Quietly Cost Shops MoneyMost stock problems come from a handful of everyday habits. Here are ten of them, what each one costs in rupees, and the fix that stops it.
See inventory and stock in BILL OS.
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