Inventory & Stock
Track stock levels, log movements, receive goods, transfer inventory, and set reorder alerts.
How Do I Receive Goods into My Warehouse?
How Do I Use the Mobile App for Receiving? Receiving logs incoming inventory from suppliers into your warehouse. Web App Receiving Go to Warehouse → Receiving Click + New Receipt Select the supplier and warehouse Add products and quantities received Assign to locations (where to put the items) Click Complete Receiving Mobile App Receiving The mobile app streamlines receiving with barcode scanning: Open the mobile app Go to WMS Hub → Receiving Scan the product barcode with your camera Enter the quantity received Scan or select the destination location Confirm Incoming Shipment Tracking Track expected deliveries before they arrive: Go to Warehouse → Receiving → Incoming Shipments Click + New Shipment Enter supplier, products, expected quantities, and delivery date Track status: Pending → In Transit → Arrived When the shipment arrives, click Receive to convert it into a receiving record. Tip: Set up incoming shipments when you place purchase orders. This gives you visibility into what's expected and helps plan warehouse labor for receiving. See also: Stock Movements Audit Trail, Low Stock Alerts and Reorder Points, Mobile Receiving
Inter-Warehouse Transfers
Moving Stock Between Warehouses Transfers let you move inventory from one warehouse to another. Creating a Transfer Go to Warehouse → Transfers Click + New Transfer Select From Warehouse and To Warehouse Add products and quantities to transfer Add optional notes (reason for transfer) Click Create Transfer Transfer Workflow Status Description Pending Transfer created, awaiting action In Progress Items being picked from source warehouse Completed Items received at destination warehouse Cancelled Transfer was cancelled Completing a Transfer When items arrive at the destination: Open the transfer Verify quantities received Click Complete Transfer Stock is automatically moved in the system Mobile Transfers Use the mobile app for on-the-go transfers: Open WMS Hub → Transfers Select or create a transfer Scan items as you pick them Complete when done Tip: For regular restocking (e.g., warehouse to retail store), create transfers on a schedule to keep your retail locations well-stocked.
Low Stock Alerts and Reorder Points
Never Run Out of Stock Set up reorder points to get alerted when stock is running low, and optionally let WareSquared auto-generate purchase orders for you. Setting Reorder Points Go to any product's edit page Set the Reorder Point — the minimum quantity threshold Set the Reorder Quantity — how many to order when restocking Assign a Preferred Supplier — who to order from How Alerts Work When a product's available quantity drops below its reorder point: The product is flagged as Low Stock in the product list It appears in the Low Stock Items count on the Dashboard A notification is generated for admins and managers An email alert is sent to company admins Example Setting Value Reorder Point 10 units Reorder Quantity 50 units Current Stock 8 units Status Low Stock Alert Auto-Reorder WareSquared can automatically create draft purchase orders when products fall below their reorder points. Enable this in Settings → Warehouse: Toggle Auto-Reorder to on Set the Default Lead Time (how many days until you expect delivery) WareSquared checks stock levels daily and creates draft POs grouped by supplier How it works: Products below their reorder point are gathered and grouped by their preferred supplier A draft purchase order is created for each supplier with the appropriate reorder quantities The expected delivery date is set based on your configured lead time You review and approve the drafts before they are sent — nothing ships without your approval Note: Auto-reorder only creates draft POs. You always review and approve before sending to suppliers. Products without a preferred supplier or reorder quantity are skipped. Stock Calculation Methods WareSquared supports two methods for evaluating low stock, configurable in Settings → Warehouse: Method How It Works Fixed Compares stock against a static reorder point you set per product Velocity Calculates average daily sales over a configurable window (default 30 days) and flags products that will run out within the threshold period Best Practices Set reorder points based on lead time from your supplier Popular/fast-moving items should have higher reorder points Review and adjust seasonally as demand changes Use the Dashboard's low stock widget to monitor daily Enable auto-reorder for high-volume operations to reduce manual work Set lead time to match your slowest supplier if you use a single default Tip: If a product takes 4 weeks to arrive from overseas, set your reorder point to cover at least 4 weeks of sales, and configure your default lead time to 28 days or more. See also: Stock Levels: Quantity, Available, and Reserved Explained, Purchase Order Management, Warehouse Settings
Manual Stock Adjustments
Correcting Inventory Counts Sometimes you need to manually adjust stock levels to match physical reality. When to Adjust After a cycle count reveals discrepancies Damaged or lost inventory Miscounted receiving System errors Making an Adjustment Go to the product's detail page Find the inventory item at the specific location Click Adjust Enter the new quantity (or the adjustment amount) Select a reason for the adjustment Click Save The adjustment is logged as a stock movement with full audit trail including who made the change and why. Adjustment Reasons Providing a reason helps with auditing: Cycle count reconciliation Damage/breakage Theft/shrinkage Receiving error correction System correction Important: Use manual adjustments sparingly. For routine operations, use the proper workflows (Receiving, Pick Lists, Transfers) to maintain a clean audit trail.
Purchase Order Management
Managing Purchase Orders Purchase orders (POs) formalize your requests to suppliers for inventory replenishment. WareSquared supports the complete PO lifecycle from draft to receiving, including partial deliveries. Creating a Purchase Order Go to Purchase Orders → click + New Purchase Order Select the Supplier and Destination Warehouse Set the Expected Delivery Date Add line items: search for products, set quantities and unit costs Use the + Add Item button to add more lines (or remove with the X button) The PO auto-calculates the total Click Create Purchase Order Purchase Order Workflow POs follow a structured status lifecycle with transition guards: Status Description Available Actions Draft Created, can still be edited Submit for approval, approve directly, cancel Pending Approval Awaiting manager review Approve, cancel Approved Approved for sending Send to supplier, cancel Sent Emailed to supplier Record received items, cancel Partially Received Some items delivered Record more items, cancel Received All items fully delivered (Terminal status) Cancelled Order cancelled (Terminal status) Note: Only draft POs can be edited. Once a PO moves past draft status, its line items are locked. Sending to a Supplier Click Send to Supplier to email the PO. The supplier receives a formatted email with your order details including all line items, quantities, and expected delivery date. The supplier must have an email address on file. Partial Receiving WareSquared supports receiving items in multiple deliveries: Open a Sent or Partially Received PO Enter the quantity received for each line item Click Receive Items The PO tracks received vs. ordered quantities per line item Status automatically updates: Partially Received — when some (but not all) items have been received Received — when all line items are fully delivered Auto-Generated Purchase Orders If Auto-Reorder is enabled in your warehouse settings, WareSquared automatically creates draft POs when products fall below their reorder points: Products are grouped by preferred supplier Reorder quantities and lead times come from your product and warehouse settings Drafts appear in your PO list for review before sending Cancelling a Purchase Order Click Cancel on any PO that hasn't been fully received. Cancelling a partially received PO does not reverse items already received into inventory. Searching and Filtering Filter purchase orders by supplier, status, or date range. Search by PO number. Tip: Create purchase orders when products hit their reorder point. This creates a clear paper trail from low-stock alert to supplier order to goods received. See also: How Do I Manage Suppliers?, How Do I Receive Goods into My Warehouse?, Low Stock Alerts and Reorder Points
Smart Updates: AI-Powered Inventory
AI-Powered Inventory Updates Smart Updates lets you upload a document — such as a supplier invoice, packing slip, or inventory sheet — and WareSquared's AI will automatically parse it to update your inventory. Supported File Types Format Examples CSV / XLSX Spreadsheets, inventory reports PDF / DOCX Supplier invoices, packing slips Images Photos of inventory sheets, labels (JPG, PNG, WebP) How It Works Navigate to Smart Updates in the main navigation Upload a file or paste text directly WareSquared's AI analyzes the content and detects the intent: Restock — add quantities to existing inventory Inventory Audit — set exact stock levels Review the parsed items on the Review Screen Verify product matches, quantities, and locations Click Execute to apply the changes Review Before Executing The review screen shows every detected item with: Matched product (or suggested new product if no match found) Parsed quantity Detected action (add vs. set) You can edit any field before committing. No changes are made until you confirm. Tip: Smart Updates works great for restocking from supplier invoices. Upload the invoice PDF and let AI do the data entry for you. See also: Stock Movements Audit Trail, How Do I Receive Goods into My Warehouse?
Stock Levels: Quantity, Available, and Reserved Explained
Stock Level Basics WareSquared tracks three types of stock quantities for each product at each location. Quantity Types Type Meaning Total Quantity Physical count of items at the location Available Quantity Items that can be allocated to orders Reserved Quantity Items committed to existing orders or pick lists The relationship: Available = Total - Reserved Viewing Stock Levels By Product: Go to any product detail page → Stock Levels section shows breakdown per warehouse and location. By Warehouse: Go to Warehouse → Inventory to see all stock at a specific warehouse. By Location: Go to Warehouse → Locations → click a location to see what's stored there. Low Stock Alerts Products with a Reorder Point set will trigger low-stock alerts when available quantity drops below the threshold. These alerts appear: On the Dashboard as a metric card In the product list (highlighted row) As notifications (if enabled) Stock Accuracy To maintain accurate stock levels: Always use Receiving to log incoming inventory Use Pick Lists for outgoing inventory Run regular Cycle Counts to verify physical vs. system counts Review the Stock Movements audit trail for discrepancies
Stock Movements Audit Trail
Tracking Every Inventory Change Every stock change in WareSquared is logged as a Stock Movement, creating a complete audit trail. Movement Types Type Description Example Receive Stock added via receiving Supplier shipment arrived Pick Stock removed for an order Order fulfillment Transfer In Stock arrived from another warehouse Inter-warehouse transfer Transfer Out Stock sent to another warehouse Inter-warehouse transfer Adjustment Manual correction Cycle count reconciliation Return Customer return received RMA processing Viewing Movements Go to Warehouse → Stock Movements to see the full history. Filter by: Product Warehouse Movement type Date range Exporting for Audits Click Export CSV to download the movement history. Export options include: Full history — all movements within a date range Filtered export — only the currently filtered view Product-specific — all movements for a single product Exported CSVs include timestamps, user who made the change, quantities, and reason codes — everything auditors need. Investigating Discrepancies When a cycle count reveals a discrepancy, use stock movements to trace the cause: Filter by the affected Product and Location Review movements in chronological order Look for unexpected adjustments, missed receives, or double-picks Cross-reference with order numbers and user activity Tip: Review stock movements when investigating discrepancies. Every change includes who made it, when, and why — giving you a complete paper trail. See also: How Do I Run a Cycle Count?, How Do I Receive Goods into My Warehouse?