Purpose
Inventory is the product list and stock record for your store. A product record holds the name, identifiers, units, prices, tax settings, suppliers, photos, and stock at each location.
Where to find it
Open Inventory from the merchant workspace. Choose a location, search for a product, then choose Add Product or select a product to edit.
Product locationInventory
Prerequisites and availability
- Before adding a product, choose its base unit, Retail price, tax status, stock tracking, and category.
- A manager or admin can change prices, stock, or many products at once.
- Some fields appear only when the product type, role, or connected service supports them. Delivery, shipping, Storefront, and QuickBooks details have their own guides.
- Keep a CSV copy before importing or making a large bulk change.
Add or update a product
- Choose Add Product. In Product info, enter a name, category, SKU or barcode, and description. Use a unique SKU or barcode so staff can find the right item with a scanner. Add a photo if needed.
- Choose a base Unit of Measure and the receipt label. If the unit is missing, choose Manage Units to add it. Do not change a product’s base unit after it has sales or stock without first reviewing the effects.
- Open Pricing. Enter cost and Retail price. Add Contractor, Wholesale, or custom tier prices if needed. The Pricing guide explains customer tiers. Wholesale rules appear when the product has a Wholesale price.
- To add an alternate unit, open Units. Enter its name and how many base units it contains, then choose whether to set a fixed Price Override. If the price override stays blank, FlintPOS calculates the alternate price from the base price and conversion. For example, a 2-each bag at $5 per each costs $10 per bag; a fixed $9 override makes the bag $9. In either case, selling one bag reduces stock by two each. The override changes the selling price, not the stock conversion.
- If the product combines other products, turn on Composite product in Product info. Choose Mixed on demand or Pre-mixed, then add each active, non-composite ingredient and the amount used for one base unit. Review the calculated cost and save.
- For a pre-mixed composite, choose a location, open its stock adjustment, and choose Mix / Produce. Enter the output amount and check the ingredient list. When you save the batch, FlintPOS removes tracked ingredients and adds finished stock. A mixed-on-demand sale uses the recipe when FlintPOS deducts stock. Only tracked ingredients limit what you can sell. Choose pre-mixed when you make kits before the sale; choose mixed on demand when the components are put together as the customer buys the kit. For a recipe that uses 1 pot and 2 scoops of soil per kit, selling 3 mixed-on-demand kits uses 3 pots and 6 scoops. Making 3 pre-mixed kits uses those ingredients at production time and adds 3 kits to finished stock.
- Set Track Inventory and the starting or current stock for each location. Enter a low-stock alert if staff need a restock reminder. Use Adjust Stock for a correction and include a reason. Use Transfer Stock to move stock from one location to another.
- Set taxable status and any supported tax classification. Use Taxes for tax setup and product codes.
- Open Storefront to set online visibility and buying options when Flint Storefront is enabled. See Storefront Publish Products for the online settings.
- Choose Create Product or Save Changes. The normal product form has Product info, Pricing, Units, and Storefront tabs. The form keeps its unsaved entries while you switch tabs. Some extra actions, such as photos, alternate units, and quantity offers, save separately.
- For many products, export CSV first. To import, map the columns, choose how to match existing products, preview rows, and check the created, updated, and skipped counts before making more changes.
Each active SKU or barcode must belong to one product. If you turn on stock tracking for an old product, check when tracking began before you enter or sync old stock history.
Field reference
| Group | Guidance |
|---|---|
| Product info, name, description, and notes | Name identifies the item to staff and customers. Description can explain the product. Internal Notes stay with the record for staff. |
| SKU and Barcode | SKU is your product code. Barcode is the code a scanner reads. Keep both unique. The scanner can search by either one. |
| Category | Choose or create a category. Categories can have parent categories, sort order, and an SKU prefix. Set its default Fulfillment type when Dispatch Pro is on. An inactive category stays in history but is removed from active choices. |
| Unit of Measure and alternate units | The base unit is used for stock and price calculations. An alternate unit needs a label and positive base-unit conversion. For example, enter 2 when one Bag contains 2 Each. A blank Price Override uses the converted base price; a fixed override is used as entered. The conversion also controls stock reduction. For Storefront choices, see Publish as a Storefront choice, Storefront name, and Allow online purchase. |
| Pricing and customer tiers | Set Retail Price and optional Contractor Price or Wholesale Price on the Pricing tab. A blank tier uses Same as retail. See Pricing for price rules. |
| Quantity offer | Managers and administrators can set a separate offer from the Pricing tab. It saves separately from product edits. See Promotions for types, dates, and quantity rules. |
| Composite product and recipe | A composite uses a recipe of active, non-composite products. Each recipe amount is measured in the component’s base unit. Component tracking is set on the component product. Pre-mixed products keep finished stock. Mixed-on-demand products use tracked ingredient stock for availability and sales. |
| Composite cost and production | Cost is the sum of each component’s cost times the recipe amount. A missing component cost makes the total unavailable. Mix / Produce consumes tracked ingredients and adds finished stock at the chosen location. An active manager or administrator must approve a tracked shortage override. |
| Minimum Charge and Margin % | Minimum Charge sets the lowest total charge for any quantity when configured. Margin % shows gross margin based on cost and Retail price. |
| Track Inventory and stock alerts | Turn on tracking when FlintPOS should count product quantity. Stock belongs to a location and uses the base unit. Low Stock Alert sets the threshold used in low-stock views. |
| Adjust Stock | Choose a location and enter an amount. Use a positive number to add stock or a negative number to remove it. Choose a type and add a note. |
| Transfer Stock | Choose different From and To locations. Enter the quantity available at the source and add a note. A transfer moves stock; it does not create more stock. |
| Tax treatment | Set whether the product is taxable. Add its TaxJar Product Code when needed. See Taxes. |
| Fulfillment and delivery measurements | Set the product's Fulfillment type and Product-specific services when shown. Enter Weight per Unit (lbs) and Volume per Unit (cu yd) for load planning. The Missing Weight/Volume notice means one or both fields need a value. |
| Shipping measurements | For a product you ship, set packed Length, Width, Height, and Weight. See the Shipping guide for details. |
| Storefront | When Flint Storefront is enabled, Show in Flint Storefront controls visibility. Allow online purchase controls whether shoppers can order it. Add a supported Storefront video URL when useful. See the Storefront guide. |
| Inventory CSV Import | Map product name and at least one identifier: name, SKU, or barcode. A new product needs a name and Retail price. Preview rows before importing. |
| Import matching and location | Choose SKU, Barcode, or Name to match existing products. Select whether to update matches and choose an active inventory location. Review created, updated, and skipped counts. |
| CSV alternate units and tier prices | Map alternate-unit columns with a unit label and positive conversion. Complete or remove every UOM mapping before import. Check the import result for unit and tier price changes. |
| Bulk Edit | Filter and select products. You can change prices, stock, categories, Storefront, or delivery settings. For price changes, check the selected tiers and the Exact Price / Amount. For product-specific services, choose whether to add, remove, or replace all assigned fees in How should assigned fees change?. Check the selected products before you apply a change. |
| Barcode product creation | When you scan a new barcode at POS and create a product there, check the Sell Price before saving. |
| Quick purchase order | When you start a purchase order from Inventory, use Expected Delivery Date for the supplier's planned arrival. It does not record when stock was received. |
| Export, labels, and identifiers | Export CSV to keep a working copy. Print Barcode Labels for selected products. Generate missing SKUs by category or barcodes from product tools. |
Expected results
A saved product appears in the selected location and in sales, reports, and purchasing where available. Stock changes show in the location balance and history. A composite keeps its recipe and follows its chosen mixing method.
Troubleshooting
- Product is missing from POS or Storefront: check that it is active, in the right location and category, and published for that channel.
- SKU or barcode cannot be saved: search Inventory for that identifier. Another product may already use it. Choose a unique value before saving.
- Product edit is blocked by missing weight or volume: leave optional measurements blank if they are unknown. Add them later when delivery or shipping planning needs them.
- Alternate unit price looks wrong: check the base price, conversion factor, and fixed Price Override. A fixed override is not multiplied by the factor.
- Stock looks wrong: check the location and base unit. Review stock history and transfers before you make another correction.
- Import changed the wrong products: stop and review the match choice and identifiers. Do not run the same file again until the mapping is clear.
- Composite batch is blocked: check the recipe and ingredient stock at that location. An active manager or admin must approve a shortage of tracked stock.