Store

Track stock and its value, reorder from suppliers, and keep stock in more than one place.

Store's Stock page lists every item whose stock is tracked, with what is on hand, available to buy and on order, and its value at average cost. An item at its reorder point is listed as low and reported to the team's admins.

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On hand, available and stock value

An item with Track stock on stops selling when its available stock reaches zero. Team admins, and members given the Manage stock permission, change stock, count it, and work with suppliers, purchase orders and locations.

Held for checkout
Units in checkouts that have not finished are held for them. Available is on hand less held: what buyers can still buy.
Average cost and stock value
Stock received at a cost moves the item's cost per item to the weighted average, and stock value is on hand times that cost. Each sale records the cost at that moment.
Stock history
Every change to a product's stock is listed with the quantity after it and who made it: sales, restocks, deliveries, counts, and stock recorded as damaged, lost or returned.

Reorder points and low-stock alerts

A reorder point is the available stock at which an item counts as low, and Quantity to order is how many to order then. The Stock page's Low stock filter lists the items at or below their point, furthest below first.

When an item's available stock falls to its reorder point, the team's admins and owner will get an email and a notification in the Magpie app within a few minutes. An item is reported again only after its stock has gone back above the point.

Counting stock with the Magpie app

Stock count in the Magpie app lists every tracked item with the number on hand in Magpie, at one location at a time.

  1. Scan or search

    Scan a barcode with the camera, type a barcode or SKU, or search by name, then enter how many you counted.

  2. Review

    Review count lists the change to each counted item. Items you did not count keep their stock.

  3. Submit

    Each counted item's stock will be set to the number entered and recorded as a Stock count correction, with who counted. If one item cannot be changed, nothing in the count is.

Back orders and pre-orders

With Sell when out of stock on, an item keeps selling after its stock runs out, for a back order or a product not yet released. Payment is taken when the customer orders, and an optional Expected to ship date is shown to them from the product page to their order emails. Stock goes below zero as these items sell, and stock received later counts up from there. Orders lists these orders under Pre-orders.

Stock locations and transfers

Every Store has a default location, Main location until you rename it. Add others, such as a warehouse, a shop or a market stall, and a product's Stock page shows what each holds. Availability and low stock are for the whole Store: a buyer can buy an item while any location has it.

Transfers
Sending a transfer takes its items out of the first location, and in transit they cannot be sold. They are received at the second location, in parts if needed, at the average cost they left at.
Orders
A paid order takes its items from the default location, or from the location of the pickup method chosen, and any shortfall from the location with the most. A shipment can name the location it ships from instead.
Deliveries and returns
Each purchase order delivery and each return goes into stock at the location you choose.
In the Magpie app
See each location's stock, and create, send and receive transfers, scanning items to add them.

Suppliers and purchase orders

A supplier has its contact details, your account number with it and its lead time, and can be linked to a contact in Contacts. A purchase order is expected the lead time after it is created, and is marked Overdue if it has not fully arrived by then.

  1. Add items

    Search by product, SKU or barcode and enter the quantity and cost; an empty cost uses your last cost from this supplier or the item's average cost. Add low-stock items adds every low item that stock on order does not already cover.

  2. Send it as a PDF

    Download the purchase order as a PDF, or email it to the supplier with your message.

  3. Receive a delivery

    Enter what arrived and the supplier's invoice or delivery note number. The items will be added to stock and their average cost will move toward the purchase order's cost. A purchase order can be received in parts.

  4. Create a bill in Accounting

    A received purchase order can enter a bill from the supplier for the cost of what arrived, when the team's books are kept in the Store's currency. The amount goes to the Inventory account and is owed in Accounts payable until it is paid. When the items sell, Accounting moves their cost from Inventory to Cost of goods sold.

Store stock and the Inventory area

Inventory is its own area: one stock list for a team or Personal, held in pools such as the café or the online store, with its own suppliers, orders and counts. Nothing copies a supplier or an order between Store and Inventory.

A Store product can take its stock from an Inventory item in one pool, so the same stock is not counted twice. A team admin links them in Inventory and sets how much of the item one sale uses, such as 6 cans for a six-pack. Store sales and stock changes are then recorded in the pool, and a delivery, count or move in Inventory sets the product's stock in Store. A linked product's stock moves between pools in Inventory, not by Store transfers.

Track stock for your first product.

Create a Magpie account, set up a Store, and turn on Track stock for a product under Price and inventory.

Create account