Inventory

Inventory keeps real-time stock across every location, with requisitions, transfers, stocktakes, and proper costing. 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