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Warehouse & Inventory Management

The Warehouse feature helps you track beekeeping equipment, products, and supplies. Manage your inventory levels, record stock movements, organize items by storage location, and track product sales.

Target Audience: Beekeepers managing supplies and products

Inventory Items

Viewing Inventory

Navigate to Warehouse in the sidebar to see your inventory list. The list shows:

  • Item name and category
  • Item type
  • Current quantity and unit
  • Warehouse location (if assigned)
  • Total value
  • Stock status (OK or Low Stock)

If you belong to multiple organizations and no specific organization is selected, all items across your organizations are displayed.

Filtering Inventory

Click Show Filters to open the filter panel. You can filter by:

  • Search by Name: Free text search for item names
  • Item Type: Filter by configurable item types
  • Organization: Show items from a specific organization (visible when no organization is selected)
  • Category: Equipment, Product, or Supply
  • System Item Type: Special system designations (Bucket, Jar, Honeycomb, Feeding Material, or None)
  • Location: Filter by warehouse location
  • Stock Status: All, OK, or Low Stock

Click Apply Filters to apply your selection, or Reset Filters to clear all filters.

Creating an Inventory Item

  1. Click Add Item from the inventory list
  2. Fill in the form:
Field Description Required
Name Item name (e.g., "Honey Jar 500g") Yes
Category Equipment, Product, or Supply Yes
Item Type Configurable item type classification No
System Item Type Special designation for cross-app identification (Bucket, Jar, Honeycomb, Feeding Material, Filled Jar, Filled Bucket, or None) No
Unit Weight (g) Standard unit weight in grams (e.g., 250, 500, 1000). Only visible and required when System Item Type is set to "Jar" or "Honeycomb". For jars, this is the jar size. For honeycomb items, this is the weight of a single honeycomb piece. Conditional
Description Detailed description of the item No
Quantity Current stock quantity Yes
Unit Unit of measurement (configurable, e.g., piece, kg, liter) Yes
Min Quantity Minimum stock threshold (triggers low stock alerts) No
Warehouse Location Storage location from your organization's defined locations No
Unit Cost Cost per unit in euros No
  1. Click Save

The item is automatically assigned to your currently selected organization. The total value is calculated automatically from the unit cost and quantity.

Tip

You must have a specific organization selected (not "All Organizations") to create new inventory items.

Categories

Category Description
Equipment Beekeeping equipment (frames, suits, tools)
Product Items for sale (honey jars, candles, etc.)
Supply Supplies and consumables (sugar, medications, jars, labels)

System Item Types

System item types are special designations that allow other parts of the application to identify specific items automatically.

System Item Type Description
None No special designation (default)
Bucket Empty honey buckets used in harvest processing. When you fill a bucket from a charge, one unit is deducted from inventory.
Jar Empty jars used for honey packaging. When you fill jars from a bucket, one unit per jar is deducted from inventory. Jar items require a Unit Weight (g) to be set (e.g., 500 for 500g jars).
Honeycomb Honeycomb pieces used in honeycomb (Wabenhonig) harvests. Each honeycomb item represents a piece of a specific weight. When creating a honeycomb harvest, you select these items and their quantities. Honeycomb items require a Unit Weight (g) to be set (e.g., 1400 for a 1.4kg honeycomb piece).
Filled Jar Filled honey jars representing finished products linked to a honey batch. When sold, the system automatically marks the corresponding honey jars as sold for complete traceability.
Filled Bucket Filled honey buckets representing finished products linked to a honey batch.
Feeding Material Materials used for feeding operations (sugar syrup, fondant, etc.)

For example, when recording a feeding operation, the system can automatically find inventory items marked as "Feeding Material" to deduct from stock. Similarly, when filling jars from a bucket, only jar items with a configured unit weight are available for selection. When creating a honeycomb harvest, only honeycomb items with a configured unit weight are shown. When you sell a batch-linked filled jar item, the system automatically marks the oldest corresponding honey jars as sold (FIFO).

Editing an Inventory Item

  1. Go to the inventory item's detail page
  2. Click Edit
  3. Update the fields you want to change
  4. Click Save

Note

The Quantity field is not available when editing. To change an item's quantity, create a transaction instead. This ensures all stock movements are properly tracked.

Viewing an Inventory Item

Click on an item in the inventory list to see its detail page. The detail page shows:

  • Inventory Details: Category, current quantity, minimum quantity, location, unit cost, total value, stock status, and description
  • Storage Location: If a warehouse location is assigned, its name, description, and status are shown
  • Recent Transactions: The 5 most recent transactions for this item, showing the date, type, quantity change, and quantity after the transaction. Click View All in the card header to open the full filtered transaction list for this item.
  • Record Metadata: Organization, created by, creation date, and last update date
  • Quick Actions: Create a new transaction for this item or view the assigned location

Deleting an Inventory Item

  1. Go to the inventory item's detail page
  2. Click Delete
  3. Confirm the deletion

Warning

An inventory item cannot be deleted if it is referenced in any sales. All associated transactions are deleted automatically when an item is removed.

Bulk Honeycomb Item Creation

If you need to create many honeycomb inventory items with different weights, you can use the bulk creation tool instead of adding them one by one.

  1. Navigate to Warehouse in the sidebar
  2. Click Bulk Create Honeycomb Items
  3. Fill in the form:
Field Description Required
Honey Type Label A label for the honey type (e.g., "Waldhonig", "Blütenhonig"). This is used in the item name. Yes
Weight From (g) Starting weight in grams (minimum 50g) Yes
Weight To (g) Ending weight in grams, inclusive (maximum 5000g) Yes
Weight Step (g) Step between weights in grams (minimum 10g) Yes
  1. Click Create Items

The tool creates one honeycomb inventory item for each weight in the range. For example, with a honey type label of "Waldhonig", weight from 500g to 1500g with a step of 100g, it creates items named:

  • Wabenhonig Waldhonig 500g
  • Wabenhonig Waldhonig 600g
  • Wabenhonig Waldhonig 700g
  • ... and so on up to 1500g

Each item is automatically configured with the "Honeycomb" system item type, the correct unit weight, and a default quantity of 0.

Tip

A maximum of 100 items can be created in a single bulk operation. Adjust your weight range and step size accordingly.

Note

Items that already exist (matching name and organization) are skipped. This means you can safely run the bulk creation again if you need to extend the weight range.

Bulk Batch-Linked Item Creation

If you fill honey and want to track finished products (filled jars or buckets) as inventory items linked to a specific honey batch, you can use the batch-linked bulk creation tool.

  1. Navigate to Warehouse in the sidebar
  2. Click Bulk Create Batch-Linked Items
  3. Fill in the form:
Field Description Required
Honey Batch Select the honey batch from which this filled honey comes Yes
Product Type Choose what type of filled product to create: Filled Jar, Filled Bucket, or Honeycomb Yes
Sizes Specify one or more sizes. For filled jars, enter size in grams (e.g., 500g, 1000g). For filled buckets, enter size in kg (e.g., 25kg, 30kg). For honeycomb, enter weight in grams. Yes
  1. Click Create Items

The tool creates batch-linked inventory items that are automatically linked to your selected honey batch. These items represent finished products that can be:

  • Registered in the warehouse using the batch-linked inventory items
  • Sold through the sales system (when sold, corresponding honey jars are automatically marked as sold)
  • Tracked for traceability back to the honey batch

Tip

Batch-linked items are useful for tracking finished honey products. When you sell a batch-linked filled jar item, the system automatically marks the corresponding honey jars as sold, maintaining full traceability.

Registering Filled Honey in Warehouse

Once you have filled honey (filled jars or buckets from a bucket), you can register it as inventory in the warehouse. This creates a link between your physical filled products and inventory items.

From a Honey Bucket

  1. Navigate to Hives > Honey (or your honey batch view)
  2. Find the bucket you have filled
  3. Click on the bucket to view its details
  4. Click Register in Warehouse
  5. Select the batch-linked inventory item (filled jar, filled bucket, or honeycomb) from the dropdown. The table at the bottom shows all linked items and their current stock.
  6. Enter the quantity to register. For filled jars, the form shows how many filled jars are available in the bucket.
  7. Click Add as Product to Inventory

This creates a warehouse transaction that increases the selected item's stock quantity. Repeat the process to register multiple different item types from the same bucket.

Note

The batch-linked inventory items must already exist before you can register them. Use the Bulk Batch-Linked Item Creation tool to create them first if needed.

Inventory Transactions

Transactions record all stock movements. Every change to an item's quantity is tracked through a transaction, providing a complete audit trail.

Viewing Transactions

Navigate to Warehouse > Transactions in the sidebar to see all transactions. The list shows the transaction date, type, item name, quantity change, and creation date.

Filtering Transactions

Click Show Filters to open the filter panel. You can filter by:

  • Organization: Show transactions from a specific organization
  • Transaction Type: Filter by transaction type (includes both your org's configured types and system-managed types such as Sale, Harvest, Usage, Return, Batch Register, and Adjustment)
  • System Item Type: Filter by the system item type of the related inventory item (e.g., Jar, Bucket, Honeycomb)
  • Item: Show transactions for a specific inventory item
  • Item Name: Free text search for the item name
  • Item Type: Filter by the item's type classification
  • Item Category: Filter by the item's category (Equipment, Product, Supply)
  • Start Date / End Date: Filter by date range

Creating a Transaction

  1. Navigate to Warehouse > Transactions
  2. Click New Transaction (or use the New Transaction button on an inventory item's detail page)
  3. Fill in the form:
Field Description Required
Item The inventory item to update Yes
Transaction Type Type of movement (configurable, e.g., stock in, stock out, transfer, sale) Yes
Transaction Date When the movement occurred Yes
Quantity Change Positive for additions, negative for reductions Yes
Unit Price Price per unit in euros (for financial tracking) No
From Location Source location (shown only for transfer transactions) No
To Location Destination location (shown only for transfer transactions) No
Hive Related hive, if the transaction is connected to a specific hive No
Notes Additional details No
  1. Click Save

The inventory item's quantity is automatically updated when a transaction is saved. For transfer transactions, the item's warehouse location is also updated to the destination location.

Tip

The From Location and To Location fields are only visible when the transaction type is set to "Transfer". Changing the transaction type automatically shows or hides these fields.

Viewing a Transaction

Click on a transaction to see its detail page. The detail page shows:

  • Transaction Details: Date, type, quantity change (with color coding), quantity before and after, unit price, and total amount
  • Inventory Item: The associated item with a link to its detail page
  • Related Record: If the transaction was created automatically (e.g., by a sale or feeding operation), a link to the originating record is shown
  • Record Metadata: Organization, recorded by, and creation date

Editing a Transaction

  1. Go to the transaction detail page
  2. Click Edit
  3. Update the fields you want to change
  4. Click Save

When editing a transaction, the inventory item's quantity is recalculated based on the difference between the old and new quantity change values.

Note

The Item field cannot be changed when editing a transaction. To move a transaction to a different item, delete the transaction and create a new one.

Deleting a Transaction

  1. Go to the transaction detail page
  2. Click Delete
  3. Confirm the deletion

When a transaction is deleted, the inventory item's quantity is reversed (the quantity change is subtracted from the current stock level).

Warehouse Locations

Warehouse locations help you organize where your inventory is stored. You can define multiple storage locations and assign inventory items to them.

Viewing Locations

Navigate to Warehouse > Locations in the sidebar to see all active locations. The list shows the location name and the total quantity of items stored there.

Creating a Location

  1. Navigate to Warehouse > Locations
  2. Click Add Location
  3. Fill in the form:
Field Description Required
Name Location name (e.g., "Main Storage", "Workshop Shelf A") Yes
Description Optional description of the location No
Active Whether this location is currently in use Yes
  1. Click Save

The location is automatically assigned to your currently selected organization. Location names must be unique within an organization.

Tip

You must have a specific organization selected (not "All Organizations") to create new locations.

Viewing a Location

Click on a location in the list to see its detail page. The detail page shows:

  • Location Details: Name, description, and active/inactive status
  • Items in this Location: A table listing all inventory items stored at this location, showing their name, category, quantity, and stock status
  • Record Metadata: Organization, created by, creation and update dates
  • Quick Actions: Add a new item to this location or create a new location

Editing a Location

  1. Go to the location detail page
  2. Click Edit
  3. Update the fields you want to change
  4. Click Save

Deleting a Location

  1. Go to the location detail page
  2. Click Delete
  3. Confirm the deletion

Warning

A warehouse location cannot be deleted if it has inventory items stored in it or if it is referenced in any transactions. Move or reassign all items before deleting.

Product Sales

Track sales of your beekeeping products, such as honey, wax, and candles.

Viewing Sales

Navigate to Warehouse > Sales in the sidebar to see all sales. The list shows the sale date, total amount, payment method, payment status, and creation date.

Filtering Sales

Click Show Filters to open the filter panel. You can filter by:

  • Organization: Show sales from a specific organization
  • Payment Method: Filter by configurable payment method (e.g., cash, card, bank transfer)
  • Payment Status: All, Paid, or Unpaid
  • Start Date / End Date: Filter by date range

Creating a Sale

  1. Navigate to Warehouse > Sales
  2. Click Record Sale
  3. Fill in the form:
Field Description Required
Sale Date Date of the sale Yes
Customer Name Who bought the items No
Total Amount Total sale amount in euros Yes
Payment Method Method of payment (configurable, e.g., cash, card) Yes
Paid Whether the payment has been received Yes
Notes Additional details No

After filling in the header fields, you can add sale items — the individual products being sold:

Field Description Required
Item The inventory item being sold Yes
Quantity Number of units sold Yes
Unit Price Price per unit in euros No

Click Add another item to add more line items. Each saved line item creates a corresponding inventory transaction that automatically deducts the sold quantity from stock.

  1. Click Save

Tip

You must have a specific organization selected (not "All Organizations") to create new sales.

Viewing a Sale

Click on a sale to see its detail page. The detail page shows:

  • Sale Details: Sale date, customer name, payment method, total amount, and payment status
  • Sale Items: A table of the individual items sold, showing the item name, quantity, unit price, subtotal, and a link to the related inventory transaction
  • Record Metadata: Organization, recorded by, and creation date
  • Quick Actions: Create a new sale

Low Stock Alerts

When an inventory item's quantity falls below its Min Quantity threshold:

  • The item shows a Low Stock badge in the inventory list
  • The item detail page highlights the quantity in a warning color
  • You can filter the inventory list to show only low stock items

Setting Thresholds

  1. Edit an inventory item
  2. Set the Min Quantity field to your desired threshold
  3. Click Save

For example, if you set the minimum quantity for "Honey Jar 500g" to 10 and only 5 are in stock, the item is flagged as low stock.

Automatic Transactions

Transactions are created automatically by the system in certain situations:

  • Honeycomb Harvests: When a honeycomb harvest is created, the system creates a "harvest" transaction for each selected honeycomb inventory item, adding the selected quantity to reflect production
  • Bucket Filling: When you fill a bucket from a charge, the system creates a "usage" transaction that deducts one bucket from inventory
  • Jar Filling: When you fill jars from a bucket, the system creates a "usage" transaction of -1 per jar from the selected jar inventory item
  • Bucket Return: When you return an empty bucket to inventory, the system creates a "return" transaction that adds one bucket back
  • Sales: When a sale with line items is recorded, the system automatically creates a "sale" transaction that deducts the sold quantity from inventory
  • Feeding Operations: When a feeding operation is recorded with inventory integration, the system deducts the feeding material from inventory

These automatically created transactions show a link to their originating record on the transaction detail page.

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