Inventory Operations Overview
Buy from suppliers, move stock between rooms, run counts, and watch low-stock alerts, plus how the catalog and inventory hub fit together.
GreenSails goes beyond basic per-location stock sheets. The Inventory section covers suppliers and purchase orders, moving stock between your rooms, checking in deliveries, scheduled counts, variance review, low-stock alerts, and demand forecasts, all tied to live sales at each location.
Load your product list from a spreadsheet under Catalog → Items (including optional starting quantities). Day-to-day buying, transfers, and counts live here under Inventory.
Open the hub from Inventory → Overview in the sidebar. You need
items:view or locations:view to access the landing page; individual
sub-pages require their own permissions (see Access
Control).
How the pieces fit together
Vendors
Supplier contacts and per-item purchase prices for POs.
Purchase orders
Order stock, send a PO to the supplier, check in deliveries, and open a vendor bill.
Transfers
Move stock between storerooms or locations, then check it in when it arrives.
Inventory history
Every stock change in order: sales, adjustments, transfers, and count reconciles.
Stock taking policy
Org-wide schedule, variance tolerances, and per-location overrides.
Snapshots
Point-in-time expected stock before a physical count.
Count sessions
Open → counting → review → closed workflow on the floor and in the dashboard.
Alerts
Drift, overdue counts, forecast low stock, and POS variance signals.
Reports
Variance, shrinkage, compliance, and trend exports.
Forecasts
Projected depletion and days-of-stock from recent sales velocity.
Catalog vs. inventory operations
| Layer | Where | Purpose |
|---|---|---|
| Catalog | Catalog → Items (including spreadsheet import), Modifier templates | Your product list, barcodes, combos/bundles, prices, and modifiers across the business |
| Location stock sheet | Catalog → Locations → stock sheet | How much each venue has and what it charges (see Local Stock Counts) |
| Inventory operations | Inventory section | Buying, transfers, scheduled counts, alerts, and forecasts |
Changes on a location stock sheet reach POS registers immediately. Count sessions and snapshots add audit trails and variance math on top of those live quantities.
Typical workflow
Configure stock taking
Set frequency (weekly, monthly, or a custom schedule), variance tolerances, and alert recipients under Stock taking.
Capture a snapshot
On schedule or manually, GreenSails records expected on-hand quantities as a snapshot baseline.
Run a count session
Staff count on the POS or managers review in the dashboard. One open session per location at a time.
Review variance & alerts
Out-of-tolerance lines raise alerts. Managers acknowledge or drill into reports.
Monitor forecasts
Nightly rolls ups compute days of stock and low-stock warnings from trailing sales.
Archive & retention
Snapshots older than 12 months are automatically moved to long-term storage when archival is enabled for your organization. Archived snapshots no longer appear in day-to-day reporting but remain recoverable for compliance. POS order history synced for recall uses a separate 90-day retention window (see Recall orders).
What's next
Items & product bundles
Catalog, barcodes, labels, and combos that pull stock from their parts.
Local Stock Counts
Per-location quantities and price overrides that feed the ledger.
POS Stock Counts
Floor counting from the terminal during an open session.
Access Control
Inventory permission keys for access groups and policies.