Inventory Management
DiverDash's inventory management system helps you track stock levels, monitor product movement, and maintain optimal inventory for your dive center's retail operations. Keep your shelves stocked with the right products while minimizing carrying costs and preventing stockouts.
What You'll Learn
How to monitor current stock levels and inventory value
How to set up automated reorder alerts and minimum stock levels
How to track inventory movement and turnover rates
How to perform stock adjustments and physical inventory counts
How to analyze inventory performance and optimize stock levels
Before You Start
Make sure you have:
Products properly set up in your catalog (product management guide)
Appropriate permissions to view and manage inventory
Understanding of your product categories and suppliers
Knowledge of your sales patterns and seasonal demands
Accessing Inventory Management
Step 1: Navigate to Inventory Dashboard
Go to Retail in the main sidebar
Click on the Inventory tab
The inventory dashboard will display with current stock overview
Step 2: Understanding the Inventory Dashboard
Key Metrics Cards:
Total Items - Number of different products in inventory
Total Value - Dollar value of current stock (at purchase price)
Low Stock Items - Products below minimum stock levels
Out of Stock - Products with zero inventory
Inventory Overview Table:
Product name and SKU for identification
Current stock quantity
Minimum stock level (reorder point)
Purchase price and total value
Last updated timestamp
Monitoring Stock Levels
Current Stock Display
Stock Quantity Column:
Shows exact number of units available
Color-coded indicators:
Green - Adequate stock (above minimum level)
Yellow - Low stock (at or near minimum level)
Red - Out of stock (zero quantity)
Stock Value Calculation:
Individual item value = Purchase Price × Stock Quantity
Total inventory value = Sum of all item values
Helps track inventory investment and cash flow
Low Stock Alerts
Automatic Notifications:
System alerts when stock falls below minimum level
Dashboard highlights low stock items
Email notifications (if configured)
Prevents stockouts and lost sales
Setting Minimum Stock Levels:
Navigate to the product in your catalog
Click Edit on the product
Set Minimum Stock Level field
Save changes to activate alerts
Recommended Minimum Levels:
Fast-moving items - 2-3 weeks of average sales
Seasonal items - Higher levels before peak season
Special order items - Lower levels due to longer lead times
High-value items - Conservative levels to minimize investment
Stock Adjustments
Manual Stock Updates
When to Adjust Stock:
Physical inventory counts reveal discrepancies
Damaged or defective products need removal
Found inventory not previously recorded
Theft or loss requires stock reduction
Making Stock Adjustments:
Find the product in the inventory list
Click on the current stock quantity
Enter the new correct quantity
Add a reason for the adjustment (optional but recommended)
Save the change
Adjustment Reasons:
Physical Count - Correcting based on actual count
Damaged Goods - Removing unusable inventory
Found Inventory - Adding previously unrecorded stock
Theft/Loss - Removing missing inventory
Supplier Correction - Adjusting for delivery discrepancies
Bulk Stock Updates
CSV Import for Adjustments:
Export current inventory to CSV
Update quantities in spreadsheet
Import updated file through bulk upload
Review changes before confirming
System processes all adjustments
Best Practices for Bulk Updates:
Always backup current data before bulk changes
Review import preview carefully
Test with small batch first
Document reasons for major adjustments
Physical Inventory Counts
Planning Inventory Counts
Frequency Recommendations:
Monthly - High-value or fast-moving items
Quarterly - Most retail inventory
Annually - Complete wall-to-wall count
Cycle Counting - Continuous counting of different sections
Preparation Steps:
Schedule during low-activity periods
Organize inventory by location or category
Print current inventory reports for reference
Assign counting teams and areas
Prepare count sheets or mobile devices
Conducting the Count
Count Process:
Physical Count - Count actual items on shelves and in storage
Record Quantities - Write down or enter actual quantities found
Compare to System - Check against DiverDash inventory records
Identify Discrepancies - Note differences between physical and system counts
Investigate Variances - Research reasons for significant differences
Count Sheet Information:
Product name and SKU
Current system quantity
Physical count quantity
Variance (difference)
Notes section for explanations
Processing Count Results
Updating System Records:
Enter physical count quantities into DiverDash
System calculates variances automatically
Review significant discrepancies before confirming
Add adjustment reasons for audit trail
Generate variance report for analysis
Variance Analysis:
Positive Variance - Found more than expected (investigate recording errors)
Negative Variance - Found less than expected (investigate shrinkage, theft, damage)
Pattern Analysis - Look for recurring issues with specific products or locations
Inventory Analytics
Stock Movement Analysis
Turnover Rate Calculation:
Turnover = Cost of Goods Sold ÷ Average Inventory Value
Higher turnover indicates efficient inventory management
Lower turnover may suggest overstocking or slow-moving items
Fast vs. Slow Movers:
Fast Movers - High sales velocity, frequent reorders needed
Slow Movers - Low sales velocity, consider reducing stock levels
Dead Stock - No movement for extended periods, consider clearance
Reorder Analysis
Reorder Point Optimization:
Analyze sales patterns to set optimal minimum levels
Consider lead times from suppliers
Account for seasonal demand variations
Balance carrying costs with stockout risks
ABC Analysis:
A Items - High value, tight control needed
B Items - Moderate value, standard control
C Items - Low value, simple control methods
Profitability Analysis
Margin Analysis by Product:
Compare purchase price to sale price
Identify highest and lowest margin items
Consider inventory investment vs. profit potential
Optimize product mix for profitability
Inventory Investment Tracking:
Monitor total cash tied up in inventory
Track inventory as percentage of total assets
Analyze return on inventory investment
Plan cash flow around inventory purchases
Reorder Management
Automated Reorder Alerts
Alert Configuration:
Set minimum stock levels for each product
Configure notification preferences
Set up supplier contact information
Enable email alerts for purchasing team
Reorder Recommendations:
System suggests reorder quantities based on:
Historical sales data
Lead times
Minimum order quantities
Economic order quantities
Supplier Integration
Supplier Information:
Maintain supplier contact details for each product
Track lead times and minimum order quantities
Record preferred suppliers and backup options
Monitor supplier performance and reliability
Purchase Order Creation:
Generate purchase orders directly from reorder alerts
Include all necessary product and supplier information
Track order status and expected delivery dates
Receive inventory and update stock levels automatically
Integration with Sales
Automatic Stock Updates
Sales Integration:
Stock levels decrease automatically when products are sold
Real-time updates prevent overselling
Integration with point-of-sale systems
Accurate inventory tracking across all sales channels
Return Processing:
Stock levels increase when products are returned
Proper handling of damaged vs. resalable returns
Adjustment tracking for return reasons
Integration with customer service processes
Inventory Reservations
Course Equipment Reservations:
Reserve inventory for upcoming courses
Prevent selling equipment needed for training
Track reserved vs. available inventory
Release reservations after course completion
Special Order Management:
Track customer special orders
Reserve inventory when orders arrive
Manage customer notifications and pickup
Handle partial shipments and backorders
Best Practices
Daily Operations
Regular Monitoring - Check low stock alerts daily
Accurate Recording - Record all inventory movements promptly
Organized Storage - Maintain organized storage for accurate counts
Security Measures - Implement security to prevent theft and loss
Inventory Optimization
Right-Size Stock - Balance availability with carrying costs
Seasonal Planning - Adjust stock levels for seasonal demand
Supplier Relationships - Maintain good relationships for better terms
Technology Use - Leverage barcode scanning and mobile devices
Financial Management
Regular Valuation - Monitor inventory value and investment
Insurance Coverage - Ensure adequate insurance for inventory value
Tax Considerations - Understand tax implications of inventory valuation
Cash Flow Planning - Plan purchases around cash flow cycles
Troubleshooting Common Issues
Stock Discrepancies
Problem: Physical count doesn't match system recordsSolutions:
Review recent sales and adjustments
Check for unrecorded transactions
Investigate potential theft or damage
Verify data entry accuracy
Stockouts
Problem: Running out of popular itemsSolutions:
Lower minimum stock levels
Improve demand forecasting
Reduce supplier lead times
Implement safety stock buffers
Overstock
Problem: Too much slow-moving inventorySolutions:
Implement clearance sales
Improve demand forecasting
Reduce order quantities
Consider returning to supplier
System Integration Issues
Problem: Inventory not updating with salesSolutions:
Check system integration settings
Verify product SKU matching
Review transaction processing
Contact technical support if needed
Effective inventory management is crucial for retail success, ensuring you have the right products available while minimizing costs and maximizing profitability.
Last updated