Overview
This guide shows you the whole inventory journey in ninoPOS, from start to finish. It does not go deep into every screen. Instead, it shows you the correct order to do things, and links you to the detailed guide for each step.
Follow these five steps and your stock counts will always be correct. When you sell an item, ninoPOS lowers your stock automatically. Your job is to set products up well, add stock the right way, and check your levels often.
In ninoPOS, stock is counted per location — each store and each warehouse has its own quantity. A product can have 40 pieces in your Main store and 0 in your second shop at the same time. Always check that you are looking at (or adding stock to) the right location.
Where inventory lives in the menu
Everything in this guide is in the left-hand sidebar. Two groups matter most:
- Products & Services → Products — where you create and edit product records.
- Inventory — where you manage the actual quantities. Inside it you will find Overview, Products, Stock Levels, Stock Adjustments, Stock Transfers, Purchase Orders, Low Stock Alerts and Inventory Reports.
📦 Products & Services ├── Products ← create / edit items ├── Services ├── Categories └── Units 📦 Inventory ├── Overview ├── Products ├── Stock Levels ← see quantity per location (Step 3) ├── Stock Adjustments ← fix a count (Step 3) ├── Stock Transfers ← move between locations (Step 4) ├── Purchase Orders ├── Low Stock Alerts ← items that ran low (Step 3) └── Inventory Reports ← value & movement (Step 5)
Step-by-Step: The Full Workflow
Start by creating a record for each item you sell. Go to Products & Services → Products and click Add Product. Fill in the name, price, category and unit.
This step creates the item, but it does not by itself keep filling your shelves — think of it as opening a file for the product. Do this once per product.
While adding a product, set the Min stock level field. This is the number that powers your low-stock alerts later in Step 3. For example, set it to 10 and ninoPOS warns you when only 10 or fewer are left.
A new product usually starts at zero. Now you add the real quantity you have. Stock goes up in three main ways:
- Receiving from a supplier — the normal way. When goods arrive, you receive them so the quantity, the cost you paid, and the supplier are all recorded. You do this by opening the Purchase Order and clicking Receive Items.
- An opening balance — the stock you already had on the day you started using ninoPOS.
- A stock adjustment — used only to correct a count (for example after a physical stock take), not for supplier deliveries.
Whichever way you use, you must choose the store or warehouse the stock is going into.
It is tempting to just "adjust" the number up when a delivery arrives. Don't. A Stock Adjustment only changes the count — it does not record what you paid or which supplier it came from, so your cost and profit reports will be wrong. Always receive the Purchase Order (open it and click Receive Items) for anything you bought. Keep Stock Adjustments for fixing mistakes only.
Once stock is in, keep an eye on it. Go to Inventory → Stock Levels to see how many of each product you have, broken down by warehouse / location. Selling at the POS lowers these numbers automatically — you do not need to do anything by hand for a normal sale.
When a product drops to or below its Minimum Stock Level (the number you set in Step 1), it shows up under Inventory → Low Stock Alerts. Check that list often so you know what to re-order before you run out.
If you ever count your shelves and the real number is different from ninoPOS, correct it with a Stock Adjustment (Inventory → Stock Adjustments).
If you have more than one store or warehouse, you will sometimes need to move items — for example, sending stock from a warehouse to a shop that is running low. Go to Inventory → Stock Transfers to do this properly.
A transfer lowers the quantity at the source location and raises it at the destination location, so your total stays correct and each location stays accurate. Never fix this with two separate adjustments — use a transfer so the movement is recorded as one action.
Finally, check the health of your inventory. Go to Inventory → Inventory Reports to see the value of your stock, how much stock is sitting in each location, and how items have been moving. This is how you spot slow sellers, dead stock, and money tied up on your shelves.
Make this a regular habit — weekly or monthly. Good reports tell you what to buy more of, what to stop buying, and where your cash is going.
Quick summary
| Step | What you do | Where in ninoPOS |
|---|---|---|
| 1. Add products | Create the item record (name, price, min stock level) | Products & Services → Products |
| 2. Add stock | Receive from supplier, set opening balance, or adjust | Inventory → Purchase Orders (open → Receive Items) |
| 3. Track levels | Watch quantity per location; check low-stock alerts | Inventory → Stock Levels / Low Stock Alerts |
| 4. Transfer | Move stock between stores/warehouses | Inventory → Stock Transfers |
| 5. Report | Review stock value and movement | Inventory → Inventory Reports |
- Right location: always confirm which store/warehouse you are adding to or counting.
- Deliveries = receive the PO: never use adjustments for stock you bought.
- Check often: Low Stock Alerts and Inventory Reports keep you from running out or over-buying.
Related Articles
- Adding Products — create the item record
- How to Add New Stock — bring quantity in
- Managing Stock Levels — track and report
- Stock Transfers — move between locations
- Stock Adjustments — fix a count
- Goods Received Notes — record deliveries
- Purchase Orders — order from suppliers
- Low Stock Alerts — never run out
- Inventory Reports — stock value & movement