Inventory Tracking & Alerts

Keeping track of what is in stock prevents lost sales and overordering. GymPoint's inventory system automatically updates stock levels as you sell products and alerts you when items are running low. This guide covers setup, management, and reporting.

Setting Stock Levels

Inventory tracking is enabled per product. To set initial stock levels:

1. Go to Products and click on a product.
2. In the Inventory section, toggle Track Inventory to on.
3. Enter the current stock quantity — the number of units you have on hand right now.
4. Click Save.

From this point forward, GymPoint automatically decreases the stock count by one for each unit sold through the POS register.

Receiving New Stock

When a new shipment arrives:

1. Go to Products.
2. Find the product and click Adjust Stock.
3. Select Add Stock.
4. Enter the quantity received (e.g., 48 units).
5. Optionally add a note (e.g., "Shipment from SupplementCo, order #1234").
6. Click Save. The stock count increases by the entered amount.

Manual Adjustments

For corrections due to shrinkage, damage, or counting errors:

1. Go to Products and find the product.
2. Click Adjust Stock.
3. Select Set Stock To (to enter an exact count) or Remove Stock (to subtract a specific quantity).
4. Enter the value and a reason (e.g., "Damaged — 2 bottles broken," "Physical count correction").
5. Click Save.

Every adjustment is logged in the stock history for accountability.

Low-Stock Alerts

Avoid running out of popular products by setting up alerts:

1. Open a product in Products.
2. In the Inventory section, enter a Low-Stock Threshold (e.g., 10 units).
3. Click Save.

When the product's stock count drops to or below the threshold:

• A yellow warning badge appears on the product in the inventory list.
• An in-app notification is sent to staff with POS or inventory permissions.
• If email alerts are enabled, a notification is sent to the configured recipients.

Configuring Alert Recipients

1. Go to Settings > Sales.
2. Toggle Low-Stock Email Alerts to on.
3. Select which staff members should receive the emails.
4. Optionally set a daily digest instead of per-item alerts, so you receive one email per day summarizing all low-stock products.
5. Click Save.

Stock Adjustment History

Every stock change is recorded for transparency and accountability:

1. Go to Products and click a product.
2. Click the History tab.
3. You will see a chronological log of every stock change, including:
   • Date and time of the adjustment.
   • Type — Sale, stock addition, manual adjustment, void/refund.
   • Quantity change — How many units were added or removed.
   • Resulting balance — The stock level after the change.
   • Staff member — Who performed the action (for manual adjustments).
   • Note — Any note attached to the adjustment.

This log is essential for investigating discrepancies between your physical count and the system count.

Conducting a Physical Inventory Count

Periodically verify your system counts against actual stock:

1. Go to Products.
2. Click Start New Count.
3. GymPoint generates a list of all tracked products with their current system quantities.
4. Walk through your stock and enter the actual count for each product.
5. For any discrepancies, GymPoint calculates the difference and asks for a reason.
6. Click Submit Count. Stock levels are updated to match your physical count, and all adjustments are logged.

We recommend a full physical count at least once per quarter, with spot checks on high-volume items monthly.

Inventory Reports

GymPoint provides several inventory reports under Reports (/reports):

• Current Stock Report — A snapshot of all products with current stock levels, value (quantity x cost), and status (in stock, low stock, out of stock).
• Stock Movement Report — Shows all stock changes over a selected date range, filterable by product, category, or adjustment type.
• Sales Velocity Report — Identifies your fastest-selling products and estimates how many days of stock remain at the current sales rate.
• Shrinkage Report — Highlights discrepancies between expected stock (based on sales and additions) and actual stock (from physical counts).

Exporting Reports

All inventory reports can be exported:

1. Open the report.
2. Click Export in the top-right corner.
3. Choose CSV or PDF.
4. The file downloads to your computer.

Use exported data for ordering decisions, accounting, or tax preparation.

Best Practices

• Enable tracking for all physical products. There is no downside to tracking, and it prevents surprise stockouts.
• Set realistic low-stock thresholds. Consider your reorder lead time. If it takes a week to receive new stock, set the threshold to cover at least a week's worth of sales.
• Review the sales velocity report before reordering. It tells you exactly what to order and how much.
• Log reasons for every manual adjustment. This builds an audit trail and makes it easier to identify patterns (e.g., recurring damage, theft).