> ## Documentation Index
> Fetch the complete documentation index at: https://docs.duitpos.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Stock Profile
> Per-product settings that control whether and how a product's inventory is tracked.
A **Stock Profile** is what turns a regular menu/catalog product into a **stock-tracked** one — it decides whether the system counts how many units you have, how it's costed, when to reorder, and whether it can be bought, sold, or both. Every stock-tracked product needs exactly one Stock Profile. The easiest way to set one up is from the product's own **Stock** tab on its edit page (there's also a standalone list at Retail → Stock Profiles, mainly useful for a bird's-eye view across all products).
## Stock Profile Fields
| Field | Required | Description |
| ------------------------------ | --------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Track Stock** | No (default on) | Whether inventory quantity is tracked for this product at all. Turn off for products you don't want to count (e.g. a service charge) |
| **UOM** | Yes | The unit this product's stock is counted in, e.g. `Piece`. See [Units of Measure](/retail/uom) |
| **Purchase UOM** | No | If you buy in a different unit than you stock/sell in (e.g. buy by the case, sell by the piece), set this plus a Conversion Factor |
| **Conversion Factor** | No | How many stock UOM units make up one purchase UOM unit, e.g. `24` pieces per case |
| **Cost Price** | No | A starting/reference cost. Once real purchases come in, the system's own FIFO costing takes over as the source of truth for stock value |
| **Reorder Level** | No | **The quantity at or below which this product shows up on the [Low Stock](/retail/low-stock) report.** Set it to roughly what you'd use during your typical supplier delivery lead time — e.g. if it takes 3 days to get more stock and you sell 10/day, set Reorder Level to `30` so you're alerted with enough buffer |
| **Reorder Qty** | No | The suggested quantity to reorder when you're low. Purely informational — shown as a hint, not automatically ordered |
| **Default Supplier** | No | Pre-fills the supplier when creating a Purchase Order for this product |
| **Default Purchase/Sales Tax** | No | Pre-fills the tax on purchase/sales document lines for this product |
| **Allow Negative Stock** | No | If off (default), the system blocks a sale that would take stock below zero. Turn on only if you deliberately sell before receiving (rare) |
| **Track Batch** | No | See "Batch & Expiry Tracking" below |
| **Track Expiry** | No | See "Batch & Expiry Tracking" below |
| **HSN Code** | No | Harmonized tariff/tax classification code, if your tax reporting requires it |
| **Is Sales Item** | No (default on) | Whether this product can appear on a Sales Invoice. See "Purpose flags" below |
| **Is Purchase Item** | No (default on) | Whether this product can appear on a Purchase Invoice. See "Purpose flags" below |
| **Sales Account Override** | No | Optional: post this product's sales to a specific GL account instead of the category/tenant default |
| **Purchase Account Override** | No | Optional: post this product's non-stock purchases to a specific GL account instead of the default (stock items always post to Inventory, regardless of this field) |
## Batch & Expiry Tracking
Turn these on for products where **individual batches expire** — dairy, medicine, anything with a shelf life. Once enabled:
* Every **Goods Receipt** line for this product **requires a batch number and expiry date**.
* Every **sale** automatically consumes the oldest-expiring batch first — this is called **FEFO** (First-Expired, First-Out), and it's automatic, you never pick which batch to sell from.
**Worked example**: You receive Batch A (expires Jan 15) on Monday, then Batch B (expires Feb 1) on Wednesday. A sale on Thursday for 5 units automatically pulls from Batch A first, even though Batch B arrived more recently — because Batch A expires sooner.
Turn on `Track Batch`/`Track Expiry` only for products that genuinely need it. Every extra field is one more thing staff have to fill in at receiving time — don't enable it for shelf-stable items like canned goods.
## Purpose flags — Is Sales Item / Is Purchase Item
These two flags describe what a product is *for*, and the system **enforces** them:
* Turn **off `Is Purchase Item`** for something you only ever *sell* — a made-to-order dish, a service fee. The system will reject any attempt to put it on a Purchase Invoice.
* Turn **off `Is Sales Item`** for something you only ever *buy* — a raw ingredient, packaging material you use internally but never sell directly. The system will reject any attempt to put it on a Sales Invoice.
This is a real, enforced restriction, not just a label — trying to sell a purchase-only item (or buy a sales-only item) returns an error at the point of creating the invoice.
## Create a Stock Profile
Go to Catalog → Products, and open the product you want to track.
Only visible if the Retail module is enabled for your account.
UOM is the only truly required field to create the profile.
All optional — configure what's relevant to this product.
Stock is now tracked for this product going forward.
## Frequently Asked Questions
It's the trigger point for the Low Stock report — nothing more. It doesn't block sales or auto-create a purchase order. Think of it as a "you should probably reorder soon" flag.
Only if what you sell can physically expire and you need to know which specific batch a customer received (e.g. for a recall). If you sell non-perishable goods, leave both off — the product still gets normal stock tracking without the extra batch/expiry data entry.
Yes — that's the default for every new profile. Most products (you buy it, you sell it) should leave both flags on. Turn one off only for the specific one-directional cases described above.
The product behaves exactly as before — it's not stock-tracked, doesn't appear in Stock Balances/Ledger, and can be freely used on any document without stock restrictions. Retail features are entirely opt-in per product.
## Related
Required before creating a profile
Where batch/expiry is entered
See reorder-level alerts in action
Set stock profiles in bulk via Product import