Inventory & Pricing

Shaari's product catalog includes inventory tracking and pricing management features. These help you monitor stock levels, set pricing strategies, and understand your margins -- all from within the same system you use for invoicing.

Cost Price vs Selling Price

Every product in the catalog can have two prices:

Price	Description
Cost Price	What you pay to acquire or produce the item. Used internally for profit calculations. Not shown on customer-facing documents.
Selling Price	The default price charged to customers. This is the price that auto-fills when you add the product to an invoice or quotation.

The difference between selling price and cost price is your gross margin. Shaari calculates this automatically:

• Margin amount = Selling Price - Cost Price
• Margin percentage = (Margin Amount / Selling Price) x 100

note

The selling price on the product catalog is a default. You can change the price on any individual invoice or quotation without modifying the catalog entry. This lets you offer customer-specific pricing, volume discounts, or promotional rates while keeping your standard pricing intact.

Inventory Tracking

Inventory tracking is available for products with type Product (not services). When enabled, Shaari monitors how many units you have in stock and adjusts the count as you create invoices.

How Stock Levels Work

• Current stock -- the number of units currently available.
• Stock adjustments -- you can manually increase or decrease stock (for receiving shipments, writing off damaged goods, etc.).
• Invoice deductions -- when an invoice is approved, the quantities on the invoice are deducted from stock automatically.
• Credit note additions -- when a credit note is approved (for returned goods), the quantities are added back to stock.

Setting Initial Stock

1. Open the product record.
2. Click Edit.
3. Enter the current stock quantity in the Stock field.
4. Save.

Manual Stock Adjustments

To adjust stock without creating an invoice or credit note:

1. Open the product record.
2. Click Adjust Stock.
3. Enter the adjustment amount (positive to add, negative to subtract).
4. Enter a reason for the adjustment (e.g., "Received shipment PO-2024-015" or "Damaged goods write-off").
5. Confirm.

All stock adjustments are logged with a timestamp and reason for audit purposes.

Low Stock Threshold

You can set a minimum stock level for each product. When the current stock drops to or below this threshold, the product is flagged in the product list:

1. Open the product record and click Edit.
2. Enter a number in the Low Stock Threshold field.
3. Save.

When stock reaches the threshold:

• The product is flagged with a low stock indicator in the product list.

tip

Set low stock thresholds based on your typical reorder lead times. If it takes two weeks to restock a product and you sell 10 per week, set the threshold to at least 20 units. This gives you enough buffer to reorder before running out.

Stock Movements

The stock movement history shows every change to a product's inventory over time:

Movement Type	Description
Invoice	Stock reduced when an invoice is approved.
Credit Note	Stock increased when a credit note for returned goods is approved.
Manual Adjustment	Stock changed through a manual adjustment.
Initial Stock	The starting quantity when inventory tracking was first set up.

To view stock movements:

1. Open the product record.
2. Navigate to the Stock Movements tab.
3. Review the chronological list of all changes, with dates, quantities, and references.

Pricing Strategies

Shaari supports several approaches to pricing:

Standard Pricing

Set a single selling price on the product catalog. This price is used as the default on all documents. Override it per line item when needed.

Customer-Specific Pricing

When creating an invoice or quotation, adjust the unit price for a specific customer. This does not change the catalog price -- it only affects the current document.

Discount-Based Pricing

Keep the standard selling price and apply discounts at the line item level. This is useful when you want the customer to see the original price alongside the discount they are receiving.

Volume Pricing

For bulk orders, manually adjust the unit price or discount based on the quantity ordered. Enter the negotiated price directly on the line item.

caution

Inventory tracking is designed for basic stock management. If your business requires advanced warehouse management (multiple locations, lot tracking, serial numbers, or manufacturing BOMs), you may need to supplement Shaari with a dedicated inventory management system.

Profit Analysis

With both cost price and selling price recorded, Shaari can show you profit metrics in the analytics section:

• Gross margin per product -- how much profit each product generates per unit.
• Total profit per product -- margin multiplied by units sold over a given period.
• Overall profit margin -- your blended margin across all products and services.

These figures help you identify which products contribute most to your bottom line and which may need pricing adjustments.