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Guide
Stock on Products
Choose stock types and manage product costs for accurate inventory tracking.
Screenshots and Final Touches Coming Soon Images and final formatting are still being added to this guide.
Once your locations are set up to track stock, the next step is to configure each product so Paimnt knows how to handle it. Not every product needs the same treatment — a bottle of wine needs to be counted and tracked, but a corkage fee doesn’t have physical stock at all.
What Paimnt Tracks Per Product
For each product at each stock location, Paimnt tracks two separate things:
| What’s Tracked | What It Means | Where It’s Used |
|---|---|---|
| Stock Level | How many units are currently on hand at this location | Stocktake counts, stock reports, reorder planning |
| Product Cost | What it costs you per unit at this location | Profit margin reports, stock value reports, cost of sales |
These two values work together. Knowing you have 40 bottles of gin is useful — but knowing those bottles cost you $32 each is what tells you your true margins.
Stock Types — Choosing the Right One
There are three stock types in Paimnt. Choosing the right one for each product determines how (or whether) Paimnt tracks its inventory.
Uncounted
Use this for products that have no physical stock to track. When a product is set to Uncounted:
- Paimnt does not keep a stock level for it
- Paimnt does not create movement records when it is sold
- You can still manually enter a cost for profit reporting, but it won’t change automatically
- It cannot be used in transfers or invoices
Use for: Service fees, equipment hire, corkage charges, cover charges — anything you sell that isn’t a physical item you need to count.
Counted
Use this for items you physically count and want to track in a stocktake. When a product is set to Counted:
- Paimnt maintains a stock level for each stock location
- Every sale, delivery, transfer, and wastage creates a movement record in the stock history
- The product appears in stocktakes and stock reports
Use for: Bottles of wine, cans of beer, bags of coffee, individual ingredients — any physical item you receive, store, and sell as a single unit.
Derived
Use this for products that are made from other counted products. Instead of having their own stock level, derived products reduce the stock level of their component products when sold.
📖 Derived Product Example
You sell wine by the glass and by the bottle. The bottle is a Counted product — you count bottles in your stocktake.
The glass of wine is a Derived product with one component:
- Component: House Red 750ml bottle — quantity: 0.2 (i.e. 150ml out of 750ml)
When you sell a glass of wine, Paimnt automatically deducts 0.2 from the bottle’s stock level. You never count individual glasses — you count bottles, and the system works out the rest.
You must set up the component recipe for each derived product before it will track correctly.
Use for: Cocktails, glasses of wine/beer on tap, portioned food items, or any product made from or measured out of a counted product.
Stock Type Quick Reference
| Stock Type | Has Its Own Level? | Creates Movement Records? | Works in Invoices & Transfers? | Best For |
|---|---|---|---|---|
| Uncounted | No | No | No | Non-physical items |
| Counted | Yes | Yes | Yes | Physical items sold as units |
| Derived | No | Via components | No | Items made from counted products |
Changing the Stock Type on a Product
- In HQ, go to Products → Products
- Find the product you want to update and double-click to open it
- Scroll down to the Stock section
[Screenshot: Product edit screen scrolled to the Stock section, showing the Stock Type dropdown]
- Use the Stock Type dropdown to select Uncounted, Counted, or Derived
[Screenshot: Stock Type dropdown open showing the three options: Uncounted, Counted, Derived]
- If setting to Derived, a recipe section will appear — add each component product and the quantity consumed per sale
[Screenshot: Derived product recipe section showing component product dropdown, quantity field, and an example row filled in (e.g. House Red 750ml — 0.2)]
- Click Save in the bottom right
⚠️ Note: Changing a product from Counted to Uncounted (or vice versa) will affect future stock movements immediately. Past stock history is not changed.
Managing Product Costs
How Costs Are Updated
The most accurate way to keep product costs up to date is through stock invoices. Every time you finalise a delivery invoice, Paimnt automatically recalculates the unit cost for each product in that invoice based on the quantities and prices you entered.
This means your costs stay current without you having to manage them manually — as long as you’re entering invoices consistently.
Manually Updating a Cost
Sometimes you need to set a cost manually — for example, when setting up a new product for the first time before any invoices exist, or when correcting a cost that was entered incorrectly.
🚨 Important: Manually overwriting a cost changes the unit cost for all current stock at that location. It does not change any past movement records or reports — only future calculations. Use with care.
To manually update a product’s cost:
- In HQ, go to Products → Products
- Find the product and double-click to open it
- Scroll to the Stock section — you’ll see a row for each stock location
[Screenshot: Stock section of a product showing a table of stock locations with current stock level, unit cost, and the Update Unit Cost button on each row]
- Find the location where you want to update the cost and click Update Unit Cost
- Type the new cost per unit and press Overwrite (or press Enter)
[Screenshot: Update Unit Cost input box open with the Overwrite button highlighted]
✅ Best Practice: Use invoices to keep costs accurate over time — manual overrides are best reserved for corrections and initial setup, not routine cost management.
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