Inventory

Inventory keeps real-time stock across every location, with requisitions, transfers, stocktakes, and proper costing — and the basics are free in XO Lite. Every sale, purchase, and production movement updates stock and posts to the ledger automatically.

Set up warehouses

1. Go to XO Operations → Inventory → Warehouses → New.
2. Add each warehouse (and sub-warehouses under a primary).
3. Set an employee default warehouse so transactions default correctly.
4. Decide whether to allow negative inventory (off is safer for most).

Stock transactions

• Add / deduct stock manually with reasons.
• Opening balances to load starting quantities when going live.
• Reservation holds stock for confirmed orders so it isn’t double-sold.
• Min-level alerts warn when an item needs reordering.

Requisitions & transfers

1. Go to Inventory → Requisitions.
2. Create an inbound, outbound, or transfer requisition.
3. For a warehouse-to-warehouse move, pick from and to warehouses.
4. Confirm fully or partially; XO supports partial delivery and bulk confirmation, and a consolidated requisition invoice.

📷 Screenshot: a transfer requisition between two warehouses.

Valuation & cost

• Choose FIFO or weighted average costing.
• XO recomputes average cost as prices change and can distribute landed costs (freight, customs) across received items.

Stocktaking

1. Create a stocktake sheet (import counts from Excel if needed).
2. Enter counted quantities; XO shows variance vs system stock.
3. Post the adjustment — XO updates stock and the inventory account.

Best practices

• Keep negative inventory off unless a workflow truly needs it.
• Use min-level alerts to drive purchasing.
• Stocktake high-value items more frequently than the annual count.

Troubleshooting

• Average cost looks wrong. Check for transactions posted without cost or out-of-order receipts.
• Can’t deduct stock. Quantity is insufficient and negative inventory is disabled.

Related guides

• Products
• Tracking
• Purchasing