How to restock consumables
Restocking increases the quantity you hold when new supplies arrive.
When to use this
Restock when a delivery arrives, when unused supplies come back, or when a physical count shows you hold more than the record says.
Requirements
- Available on: Nova, Orbit, Odyssey, Cosmos
- Roles: Owner, Admin, Manager
Steps
- Go to Dashboard → Consumables and open the item.
- Click Restock.
- Enter:
| Field | Required | Notes |
|---|---|---|
| Amount to Add | Yes | How many units arrived |
| Note | No | Purchase order number, supplier, or delivery reference |
- Confirm.
What happens next
- The quantity increases by the amount added.
- The restock is recorded on the consumable's timeline.
- If the new quantity is above the minimum threshold, the low-stock condition clears.
Tip Put the purchase order or delivery number in the note. When an invoice is queried three months later, that note is what connects the delivery to the record.
Restock when the delivery arrives, not when you order
Ordering does not change what you hold. If you restock at the point of ordering, your levels are wrong for the entire lead time — which is exactly when accurate levels matter most.
Common mistakes
Restocking on order rather than on receipt. The record then says you have supplies that are still in a van.
Adding the new total instead of the amount received. Restock adds to what is there. If you hold 12 and 24 arrive, enter 24, not 36.
Restocking without a note. In a month nobody will remember which delivery this was.
Using restock to correct a count. It works, but it disguises a discrepancy as a delivery. Note plainly in the note field that it was a count correction — or use Asset Stock, which records adjustments separately from real movements.
Troubleshooting
The Restock button isn't there. Restocking needs Manager or above.
The low-stock alert hasn't cleared. Check that the new quantity is genuinely above the minimum threshold, not just equal to it — the alert fires at or below the threshold.
The quantity is higher than expected. Someone may have already restocked the same delivery. Check the item's timeline.
"Your subscription has expired." An expired subscription blocks creating new records. Existing data stays readable. Renew at Settings → Billing.
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