Keeping stock without a point of sale
Run your parts inventory entirely inside Velobook: getting counts in, what blank means, counts per van, the two things that move a number for you, and the moments you keep honest yourself.
Last updated 2 September 2026
With no till, the numbers typed in here are the inventory. Ordering and suppliers work the same either way: see parts, stock and ordering, and how Inventory fits together for where each figure comes from.
Getting your counts in
Everything starts on the Your own stock card, at the bottom of Products → Inventory.
- 1Add item puts a blank row at the top: Item, SKU, Sell price, On hand and Reorder at. Rows save when you click out of a field; an unnamed row is ignored.
- 2For more than a handful, choose Template for a starter CSV, fill it in a spreadsheet, then Import CSV.
- 3The import also takes other apps' words: item for the name, item id for the SKU, qty or on hand for the quantity. A row needs a name or a SKU.
Imports match by SKU, so a row without one creates a duplicate every time you re-import. A SKU is also what lets a finished job draw stock down.
A blank cell, or a missing column, keeps the number already saved, for both quantity and reorder point. To put a count back to unknown, type ? in the cell. Anything that is not a number, such as "about 12", is left alone, and the note after the import says how many cells that was.
On hand, reorder at, and blank
- On hand is how many you have. Blank means unknown, not zero: the part shows a dash in In stock and Available rather than pretending to be out. The Stock unknown filter lists everything waiting on a first count.
- Reorder at drives one thing: the Low filter, which shows parts where on hand minus booked has fallen to your level or below. Blank or 0 means never low. No alert or email chases you.
Counts in more than one place
- + Location names a new one ("Van A"). The first is Main stock until you Rename it
- The item list is shared: name a part once, then type its count per van
- An import lands in whichever location is selected
- With more than one, a location filter appears in the lookup; without it the lookup shows the total across all of them
The two things that move a count for you
- Finishing a job. When a job first reaches Ready for pickup or Done, the parts on its quote come off your counts, matched by SKU. Once per booking; un-finishing does not restock, and lines with no SKU move nothing.
- With several locations it comes off Main stock where that has a known count, otherwise off whichever holds the most.
- Booking in a delivery. A goods receipt adds the received units back, counting only lines marked as arriving in good condition. They land in Main stock; an item whose count is unknown stays unknown.
What you keep honest yourself
- Counter sales change nothing. Sell a tube to a walk-in and no count moves. Adjust it by hand.
- Only billed parts come off. A part on a job without the Chargeable tick never reaches the quote, so it is not drawn down.
- There is no stocktake screen. Correct counts by editing the card, or re-import a CSV with the true quantities.
- Deliveries always land in Main stock. If the box was for Van B, book the receipt as normal, then move the count across by hand.
- Removing an item removes it everywhere, including its counts in every location.
Barcodes, and getting a POS later
- Scan anywhere you would search for a part, and bind an unknown code to a product you name on the spot. A bound code remembers a name and a price; it does not create a counted item. To make a scan land on your own stock, put the barcode number in that item's SKU field.
- Connect a point of sale later and your counts stay as they are. Its catalogue arrives as its own rows; a refresh never removes or overwrites what you typed. A part in both places lists twice until you delete your copy.