Stock Levels / Inventory

Helm provides powerful tools to maintain precise stock quantities for each SKU, across every warehouse location. Whether you're handling daily goods-in activity, correcting discrepancies during stocktakes, or adjusting for returns, the stock levels interface ensures your data remains accurate and auditable.

Last updated 10 months ago

When to Use

Use the Stock Levels feature during routine warehouse operations or whenever an inventory quantity requires updating, including:

  • After receiving goods manually or outside of a purchase order

  • During or following stock audits

  • When processing manual returns or adjustments

  • For urgent stock corrections that need to reflect in real time

Steps to Manually Adjust Stock

  1. Go to:
    Inventory → Stock Replenishment

  2. Filter to Find Stock
    Use filters (location, type, category, etc.) and click Apply

  3. Select SKU & Location
    Choose the item and its location (e.g., Warehouse A → Bin 3B)

  4. (Optional) Set a Global Stock Warning Level
    Use this to trigger alerts when stock falls below a threshold

  5. Adjust Quantity
    Click the Stock Available value and:

    • Add, subtract, or overwrite the quantity

    • Provide a reason note (e.g., “Audit correction”, “Unbooked stock”)

  6. (Optional) Move Stock
    Reallocate a specified quantity to another warehouse or bin

  7. Save Adjustment
    Click Adjust Stock (or Cancel to exit)
    The system logs all changes with a timestamp and user for full traceability

Example Scenarios

  • Correcting Stock After an Audit
    A physical count reveals a mismatch between recorded and actual quantities; you adjust to reflect reality

  • Manual Delivery Update
    A delivery is received without an associated PO—stock is manually added to the relevant SKU and bin

  • Returns or Damage Adjustments
    Returned goods are restocked or removed based on condition and status

Tips & Best Practices

  • Use Bulk CSV Imports for Large Updates
    Navigate to Imports / Exports → Stock to upload a CSV file with multiple stock changes across SKUs and locations

  • Enable Low Stock Alerts
    Set minimum stock thresholds to receive email or dashboard alerts when quantities fall below your defined levels

  • Restrict Access
    Limit stock adjustment permissions to designated roles for better control and traceability

  • Automate with API
    Use Helm’s stock endpoint to update levels programmatically from external systems like EPOS or ERP software