Overview
Purchasing and stock are two sides of the same thing: goods come in, goods go out, and what is left has to match. This guide covers both.
Everything in this guide is available on the Free plan. Purchase orders, stocktakes, transfers between outlets — all of it works without a subscription.
The Purchasing Flow
Buying from a supplier passes through three menus, in this order:
- Pembelian → Purchase Order — you order goods from a supplier. This document is a promise, not the goods. Stock does not increase yet.
- Pembelian → Penerimaan Barang (goods receiving) — the goods arrive and you record what actually turned up. This is where stock increases.
- Pembelian → Retur ke Supplier (supplier returns) — damaged or wrong items go back. Stock decreases again.
What raises stock is Penerimaan Barang, not the purchase order. If you only create the PO and forget to record the receipt, system stock will keep showing empty even though the goods are already in your storeroom.
Purchase Order Statuses
Every PO carries a status showing how far along it is:
| Status | What it means |
|---|---|
| Draft | Still being drawn up, not sent to the supplier |
| Dikirim (Sent) | Sent to the supplier, awaiting goods |
| Sebagian Diterima (Partially received) | Some goods have arrived, the rest have not |
| Selesai (Completed) | Everything has been received |
| Dibatalkan (Cancelled) | The order was cancelled |
Partially received appears on its own when a supplier delivers in stages. You do not need to create a new PO for the remainder.
Checking Stock
Open Inventori → Stok per Outlet to see current stock levels. If you run more than one store, this page shows each store's stock separately rather than combined.
Stock Adjustments
Adjustments are for when stock changes for a reason other than a sale or a purchase. Open Inventori → Penyesuaian Stok.
Every adjustment needs a reason, and the choices are:
- Kerusakan (Damage) — broken, spoiled, unsellable
- Kehilangan / Susut (Loss / shrinkage) — items missing or shrunk
- Penemuan / Lebih (Found / surplus) — more stock found than recorded
- Koreksi Data (Data correction) — fixing an entry mistake
- Kadaluarsa (Expiry) — past its date
- Lainnya (Other) — anything outside the above
Pick the right reason rather than always choosing "Other". The Pemakaian & Waste report later shows how much loss came from damage versus expiry — and that is something you can act on.
Stocktakes
A stocktake means physically counting your goods and comparing that against the system's record. Open Inventori → Stock Opname.
The difference between the physical count and the system record is recorded and can be reviewed later in the Selisih Opname (stocktake variance) report.
Schedule stocktakes regularly — end of every month, say — rather than only when something feels off. Regular counts keep differences small and traceable; rare counts produce large differences nobody can explain.
Stock Transfers
If you run more than one store, Inventori → Transfer Stok moves goods between outlets. Stock drops at the origin and rises at the destination, and the movement is recorded so it can be traced in the Transfer Antar Outlet report.
Units of Measure
Open Inventori → Master Satuan to manage units: pcs, gram, kilogram, litre, and so on. These units are used throughout purchasing and stock.
Decide on your units early and stay consistent. Recording sugar sometimes in kilograms and sometimes in grams will throw your cost-of-goods calculations badly off.
What's Next
Your stock is under control. Continue to Customers and Loyalty to bring buyers back again.