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Smart Inventory Tracking

Robin’s inventory management helps you track what’s selling, what’s not, and when to reorder. Stay on top of stock levels without complex systems or manual counts.
Optional Feature: Inventory tracking enhances your Robin experience but isn’t required. Perfect for retail and F&B businesses.

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Getting Started

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Initial Setup

1

Enable Inventory

Settings → Business Tools → Enable Inventory
2

Add Products

Quick add or bulk import your items
3

Set Stock Levels

Current quantity for each item
4

Configure Alerts

Low stock thresholds
5

Start Selling

Stock updates automatically

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Adding Products

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Quick Add Method

Essential Fields: - Product name - SKU/Code (optional) - Price - Current stock - Reorder point Optional Fields: - Category - Supplier - Cost price
  • Barcode - Image

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Bulk Import

  • CSV Upload
  • Barcode Scanner
  • From Catalog
Download template and fill: csv Name,SKU,Price,Stock,Reorder Kopi O,BEV001,3.50,100,20 Nasi Lemak,FOOD001,8.00,50,10

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Stock Management

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Real-Time Updates

Automatic Deduction

Stock reduces when: - Payment completed - Linked to product - Not on refund

Manual Adjustments

Adjust for: - Damage/loss - Stock takes - Received goods - Transfers

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Stock Levels Display

Coffee Beans (Premium)
████████░░ 80% (400/500 units)
⚠️ Reorder point: 100 units

Disposable Cups
██░░░░░░░░ 20% (50/250 units)
🚨 Low stock! Order now

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Low Stock Alerts

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Alert Configuration

Set alerts by:
  • Percentage (< 20%)
  • Fixed quantity (< 50 units)
  • Days of stock (< 3 days)
  • Custom formula
Get alerted via:
  • Push notifications
  • SMS (critical items)
  • Email summary
  • Dashboard warning
Choose when:
  • Real-time
  • Daily summary (9 AM)
  • Weekly report
  • Custom schedule

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Smart Reordering

Robin learns your patterns: - Average daily usage - Peak season needs - Lead time per supplier - Suggests order quantities

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Product Categories

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Organizing Inventory

Create categories for:
  • Quick filtering
  • Bulk actions
  • Report grouping
  • Staff permissions
  • Retail Example
  • F&B Example
  • Service Example
  • Clothing → Men’s → Shirts - Accessories → Watches - Shoes → Sports - Sale Items

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Linking Sales to Inventory

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During Payment

1

Create Sale

Start payment as usual
2

Add Items

Search or scan products
3

Confirm Quantity

Default 1, adjust if needed
4

Process Payment

Stock auto-deducts on success

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Quick Sale Buttons

Create shortcuts for:
  • Best sellers
  • Combo meals
  • Common services
  • Promotional items

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Inventory Reports

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Stock Reports

Current Stock

  • Full inventory list - Value at cost/retail - Category breakdown - Export to Excel

Movement Report

  • Sales by product - Fast/slow movers - Stock turnover - Trend analysis

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Analytics

Track key metrics:
  • Stock Turn Rate: How fast inventory sells
  • Dead Stock: Items not moving 30+ days
  • Stock Value: Total inventory worth
  • Shrinkage: Loss percentage

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Stock Takes

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Physical Counting

1

Generate Count Sheet

Print or view on device
2

Count Stock

Check actual vs system
3

Enter Variances

Update differences found
4

Investigate

Research major variances
5

Adjust & Document

Update with reasons

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Best Practices

Cycle Counting: Instead of full counts: - Count A items weekly - Count B items monthly - Count C items quarterly - Less disruption, better accuracy

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Multi-Location Inventory

Pro Feature

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Managing Multiple Outlets

See stock across all locations: - Total inventory - Per-location levels - Transfer needs - Consolidated orders
Move inventory between outlets: - Request from other location - Approve/deny transfers - Track in transit - Auto-update both locations
Each outlet can have: - Different prices - Local suppliers - Custom reorder points - Independent reports

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Supplier Management

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Supplier Database

Track for each supplier:
  • Contact details
  • Product list
  • Lead times
  • Minimum orders
  • Payment terms
  • Performance history

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Purchase Orders

PO Generation

Robin can create POs: - Based on reorder points - Suggested quantities - Multiple suppliers - Email directly - Track delivery status

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Special Features

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Expiry Tracking

For perishables:
  • Set expiry dates
  • FIFO/FEFO selling
  • Expiry warnings
  • Waste tracking

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Bundle Management

  • Create product sets
  • Auto-deduct components
  • Special pricing
  • Track bundle performance

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Recipe/BOM Tracking

For F&B/Manufacturing:
  • Ingredient lists
  • Auto-calculate costs
  • Portion control
  • Waste percentages

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Common Scenarios

  1. Go to Inventory → Receive 2. Select supplier/PO 3. Scan/enter items 4. Confirm quantities 5. Stock updates instantly
Valid reasons: - Damage/spoilage - Theft/loss - Found stock - Sample/testing
  • Owner use
If stock goes negative: - Allow sale (configurable) - Warning displayed - Auto-add to reorder - Investigate cause

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Integration Options

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POS Systems

Sync inventory with:
  • Existing POS
  • E-commerce
  • Marketplace
  • Accounting

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Barcode Systems

  • Generate barcodes
  • Print labels
  • Scan to sell
  • Quick lookups

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Tips for Success

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DO’s ✅

  • Regular stock counts
  • Update immediately
  • Set realistic reorder points
  • Track variances
  • Train all staff

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DON’Ts ❌

  • Ignore low stock alerts
  • Delay adjustments
  • Skip documentation
  • Overstock slow movers
  • Forget expiry dates

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Troubleshooting

  • Check product linked to sale - Verify not a refunded transaction - Refresh app - Check sync status
  • Do physical count - Check recent transactions - Review adjustments - Look for patterns
  • Check filters - Search by SKU - Verify category - Not archived?

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Next Steps

Reports & Analytics

Analyze inventory performance

Tax & Invoicing

Include inventory in invoices
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