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How to Setup Your Product Inventory

Add products to your catalog and stock them so they are ready to sell in POS and Sales.

Goal: Products exist in your catalog and have quantity on hand in a warehouse — visible in POS, Sales, and stock reports.
Settings Products People Purchases Reports
1
Prepare
Settings & Products
→
2
Add Catalog
Products
→
3
Stock Items
Purchases
→
4
Verify
Reports
Key conceptCreating a product in Probiz365 adds it to the catalog with zero stock. To make it available for sale, you must add quantity through a Purchase (recommended), Stock Adjustment, or Stock Count.

Prerequisites

Step-by-Step

Phase 1 · Prepare master data
Modules: Settings, Products, People
  1. Create a warehouse — Sidebar → Preferences → Warehouses. Add name, location, and save.
  2. Create a category — Sidebar → Products → Categories.
  3. Create a unit of measure — Sidebar → Products → Units. Example: Piece, Box, Kg.
  4. (Optional) Create a brand — Sidebar → Products → Brand.
  5. Create a supplier — Sidebar → People → Suppliers. Required for purchase-based stocking.

Screenshot: Warehouses list and Add Supplier form

More detail → Settings · People
Phase 2 · Add products to the catalog
Where: Sidebar → Products → Add Product
  1. Sidebar → Products → Add Product.
  2. Enter Product Name, Product Code, Category, cost, and price.
  3. Set Barcode Symbology, Product Unit, Sale Unit, and Purchase Unit.
  4. Optionally set Stock Alert (triggers low-stock warnings later).
  5. Click Submit.
ImportantAt this point the product exists in the catalog but has 0 quantity in all warehouses. It will not appear as in-stock in POS until Phase 3.

Screenshot: Add Product form completed

More detail → Products
Phase 3 · Stock the products (add quantity)
Where: Sidebar → Purchases → Add Purchase
  1. Sidebar → Purchases → Add Purchase.
  2. Select Supplier, Warehouse, and set Status to Received.
  3. Search and add each product. Enter the quantity you are receiving into that warehouse.
  4. Review line costs and totals. Add notes if needed.
  5. Click Submit.

Stock is now increased in the selected warehouse. The product is available in POS and Sales for that warehouse.

Screenshot: Add Purchase with products and status Received

More detail → Purchases
Phase 4 · Verify your inventory
Modules: Products, Reports
  1. Open Products → Product List and click the product to view detail. Confirm warehouse quantity is correct.
  2. Run Reports → Stock Report (Sidebar → Reports → Stock Report) to see all stocked products.
  3. Optionally run Inventory Valuation to see total stock value at cost.
  4. Test in POS — search for the product and confirm it appears with stock.
More detail → Reports

Alternative paths to add stock

MethodWhen to useModule
Purchase (recommended)Receiving goods from a supplierPurchases
Stock Adjustment (add)Opening balance, found stock, corrections without a supplier invoiceStock Adjustment
Stock CountMigrating existing physical inventory into the systemProducts → Count Stock
CSV ImportBulk catalog setup, then bulk purchase or adjustmentProducts → Import
Verify success
  • Product detail shows quantity > 0 for the target warehouse
  • POS finds the product and allows adding it to cart
  • Stock Report lists the product with correct quantity
Common mistakes
  • Product added but POS shows 0 stock — You completed Phase 2 but skipped Phase 3. Create a purchase with status Received.
  • Purchase created but stock unchanged — Status may be Pending instead of Received. Edit or recreate with status Received.
  • Product not found in POS — Wrong warehouse selected in POS vs where stock was added.
  • Cannot create purchase — Supplier or warehouse not set up. Complete Phase 1 first.