Items, Versions and Stock Counts
Things you count, such as reeds, strings and books, can come in versions: a strength, a size, a title. Each version is an item with its own page, its own price and its own count on the shelf. Counting is optional, and yo
One Item or Several
Every counted item starts as a single thing. Reeds start as just "Clarinet reeds", with one count and one price. You do not need to do anything more if that is all you have.
If it comes in versions, open the item and choose Add item (or Add title for a Book). Octavia first asks what to call the stock you already have, for example "Vandoren 2.5", then lets you add the next one, for example "Rico 3".
Once there is more than one, the Items tab (Titles for a Book) lists them, with a price, a count and a Low or Out badge for each. Click one to open its own page. A version can have:
- its own price, or leave it blank to use the item's usual price
- its own stock count
To change a version, open its row and choose Edit. You can rename it, change its price, or retire it. A retired one stays in the history and can be brought back. An item always keeps at least one active version.
Counting Stock
Stock counting is optional and is switched on for each version.
- Open the item (or the version's page) and choose the Stock tab.
- Choose Start tracking stock.
- Enter how many you have on the shelf now, and optionally a reorder level.
From then on the count goes down as you sell, give or lend, and up as you receive stock. Anything handed out before you started counting is not taken off your opening count.
On the Stock tab you can also:
- Receive stock when a delivery arrives. Add a note such as the supplier or order number.
- Adjust after counting the shelf, or when something is lost or damaged. Enter a plus or minus and a reason. Octavia shows the new count before you save.
- Settings to change the reorder level.
- Stop tracking stock if you no longer want a count. The history is kept, but starting again begins a fresh count.
On the Shelf, Out on Loan, Owned
If you lend as well as sell an item, you see three figures:
- On the shelf: what is here to lend or sell
- Out on loan: what students have borrowed
- Owned in total: the two together
Lending one takes it off the shelf. When it comes back it goes back on. Selling one reduces both for good.
Low, Out and Below Zero
- Low stock appears when the shelf count is at or under your reorder level.
- Out of stock appears at zero.
- Below zero appears in red if more has gone out than the count shows.
Octavia warns you when you sell or lend more than the count, but it never stops you, because shops often hand things out before a delivery is entered. If the count is wrong, use Receive stock or Adjust. Nothing is emailed about low stock.
The History
The Stock tab keeps a history of everything that changed the count, newest first:
| What happened | Quantity |
|---|---|
| Opening count | the number you started with |
| Stock received | plus |
| Adjustment | plus or minus, with your reason |
| Handed out to a student | minus |
| Lent out to a student | minus |
| Returned by a student | plus |
Each line shows the date, the student where there is one, and who recorded it. The lines add up to the number on the shelf. A hand-out you cancel disappears from the history and the count goes back up.
Next: Selling, giving and lending counted items · Related: Setting up an item