Stock Management allows you to track stock levels for catalog items, perform manual adjustments, transfer stock between locations, and automatically update inventory when items are sold or refunded.
Requirement: Inventory Management must be enabled for your Organizer account by Billfold Support before you can configure stock tracking.
Core Concepts
Stock Items: Inventory records linked directly to Catalog Item Variations.
Stock Locations: Physical or logical storage areas (e.g., Main Warehouse, Bar 1, Merchandise Tent).
Stock Movements: A complete audit trail recording every inventory change, manual edit, transfer, and sale.
1. Creating and Mapping Stock Locations
Sales occur in Revenue Center Locations, while physical stock is stored in Stock Locations. To allow the system to deduct inventory automatically during sales, each Revenue Center Location must be linked to a Stock Location.
Create a Stock Location:
Navigate to Catalog > Inventory > Stock Locations.
Click New Stock Location.
Enter a Name (e.g., "Main Warehouse").
Set the Status to Active.
Click Save.
Archiving Locations: Archived locations remain in the system for historic logging but cannot be selected for new inventory adjustments.
Deleting Locations: A Stock Location can only be deleted if it is not linked to any Stock Items. If inventory exists in that location, deletion is blocked.
Link to Sales Locations:
Navigate to Events > Revenue Centers.
Select your specific Revenue Center Location.
Assign the corresponding Stock Location in the location configuration field.
2. Enabling Stock Tracking on Items
Stock tracking is enabled per Catalog Item. When activated, the system automatically creates a distinct Stock Item for every variation of that product.
Navigate to Catalog > Items and select an item.
Check the box labeled Enable stock tracking for item variations.
Click Save.
Example: Enabling tracking for a "Festival T-Shirt" with variations Green / S and Green / M automatically generates two distinct Stock Items:
Catalog Item | Variation | Stock Item |
T-Shirt | Green, S | T-Shirt, Green, S |
T-Shirt | Green, M | T-Shirt, Green, M |
Note: Disabling stock tracking on an item stops future inventory updates while preserving all existing Stock Items and historical movement data.
3. Viewing and Manually Adjusting Stock
Navigate to Catalog > Inventory > Stock Items.
View current inventory levels grouped by item across all locations.
To adjust quantities manually, open Actions next to the target item and select Adjust Stock.
Configure the following fields:
Stock Location: Select the physical area being updated.
Adjustment Type: Select Add or Remove.
Quantity: Enter the numerical adjustment.
Note (Optional): Enter a reason for the adjustment (e.g., "Spoilage", "Restock").
Click Save.
Note: Negative Stock Support The system intentionally supports negative stock quantities. If sales exceed recorded inventory, POS transactions will continue without interruption while inventory discrepancies are corrected on the dashboard.
4. Automatic Stock Updates
The system automatically manages inventory levels during live operations for Quick Orders:
Sales: Stock is automatically deducted when a Quick Order containing a tracked item is paid.
Refunds: Stock is automatically restored when a Quick Order is fully refunded.
Location Logic: Deductions and restorations execute automatically against the Stock Location linked to the Revenue Center Location where the transaction occurred.
5. Transferring Stock Between Locations
Move inventory between locations (e.g., from Main Warehouse to Bar 1) without altering overall venue totals.
Navigate to Catalog > Inventory > Stock Items.
Open Actions next to the target item and select Transfer Stock.
Complete the form:
From stock location: Select the source location.
To stock location: Select the destination location.
Quantity: Enter the amount to transfer.
Note (Optional): Enter details regarding the transfer.
Click Confirm.
Note: The system deducts the quantity from the source location, adds it to the destination location, and logs two Stock Movement records to maintain audit accuracy. If a transfer causes the source location to go negative, a prompt will warn you before completing the action.
6. Bulk Stock Updates (Excel Import / Export)
Update stock quantities for multiple Stock Items simultaneously using an Excel template.
Navigate to Catalog > Inventory > Stock Items.
Click Import Stock Items.
In the modal window, click Download template to export your current inventory as an Excel (
.xlsx) file.Open the file in Excel or Google Sheets and review the Instructions tab.
On the Stock Data tab, edit only one of the following columns per row:
Add: Increases existing stock by the entered value.
Remove: Decreases existing stock by the entered value.
Set stock: Overwrites existing stock with the exact entered value.
Save the file in
.xlsxformat.Return to Catalog > Inventory > Stock Items, click Import Stock Items, upload your file, and confirm.
Note: Imports update existing stock levels only. They cannot be used to create new Stock Items or new Stock Locations.
7. Stock Movement Audit History
Every manual adjustment, automatic sale, refund, transfer, and bulk import generates an unalterable Stock Movement record.
Navigate to Catalog > Inventory > Stock Movements to view your audit log. Each entry records:
Date and timestamp.
Stock Item and Stock Location.
Exact quantity change (+/-).
Movement Type (Sale, Refund, Manual Adjustment, Transfer).
Direct links to the corresponding User account (for manual edits) or Order ID (for automatic sales and refunds).