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 3 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