As a Bookingboard customer, you will soon notice some small but important changes to how product inventory management works.
These updates are the result of our ongoing effort to create a more transparent and comprehensive way of handling product inflow and outflow.
What’s Changing?
The main change is a fundamental shift from a static inventory count to a transaction-based inventory system.
Previously, you could manually adjust a product’s stock level directly when creating or editing the product.
Now, inventory is automatically managed and calculated based on the transactions that occur for each product.
What Does Transaction-Based Inventory Mean?
In a transaction-based system, the stock quantity is not a fixed number stored somewhere in the database.
Instead, it’s a calculated value determined by all previous transactions related to that product.
For example:
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You have a product with a current stock of 10 units.
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You sell 2 units, refund 1 unit, and purchase 2 new units.
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The resulting inventory count will be 11 units.
While this might sound simple, the key difference lies in how data is stored and how you interact with it — providing a more detailed and traceable inventory history.
What Has Actually Changed?
Our goal has been to make the transition as seamless as possible — minimizing the learning curve and ensuring that day-to-day operations remain simple.
However, you will notice a few new features and interface changes in the following areas:
1. Product Creation
When creating a new product, the process will look almost the same, except for a new toggle that lets you enable or disable inventory tracking.
If inventory tracking is enabled, you’ll be prompted to enter an initial stock quantity and purchase cost.
If you don’t have stock available yet, you can enter “0” and record incoming stock later.
If inventory tracking is disabled, the product will be treated as a virtual or non-stocked product.
You can still assign a cost price, which will be used for related transactions.
2. Changing Inventory Tracking Status
You can change whether a product is tracked at any time by editing it and adjusting the “Track inventory” setting.
If you turn off tracking for a product that was previously tracked, all related stock transactions will be deleted to reflect the change.
This will not affect invoices or credit notes, only the inventory history.
You’ll be asked to confirm any such changes and optionally update the product’s cost price going forward.
If you enable tracking for a previously untracked product, you’ll be asked to enter the current stock quantity.
From that point on, all transactions will be tracked automatically.
3. Product Overview
The product details page now includes a summary of total stock and average cost per unit for products with tracked inventory.
A new “Stock Correction” button has also been added at the top of the page, allowing you to manually adjust inventory.
4. Stock Corrections
You can perform manual stock corrections directly from the product page.
After clicking “Stock Correction”, a pop-up will appear where you can:
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Select a batch (if applicable)
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Enter the quantity to adjust (positive or negative)
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Specify the cost price (for new batches)
The form prevents unrealistic changes — for example, you cannot reduce stock below zero or alter cost prices for existing batches.
Negative corrections automatically affect the oldest batches first (FIFO principle).
Positive corrections create a new batch using the entered quantity and cost.
5. Product Invoicing
Invoicing behaves as before, with one key improvement:
If you try to sell more units than are currently in stock, you’ll see a warning message.
This helps prevent overselling and ensures accuracy in your inventory records.
You can still override the warning if needed — for example, if a temporary negative stock is acceptable.
6. Product Refunds
When refunding an order, you can now refund by quantity instead of only by amount.
Refunded items can automatically be added back to stock, if that reflects the real situation.
If you don’t want to return refunded products to inventory, simply disable “Add products back to stock” and refund by amount only.
7. Stock Movement Overview
A new section under each product shows a complete history of stock movements — including all sales, refunds, and manual corrections.
Each transaction is tied to a single batch.
This means a single sale might appear as multiple transactions if it draws from multiple batches — purely for traceability.
8. Managing Multiple Cost Prices (FIFO)
Our new inventory system supports multiple cost prices per product through a First-In-First-Out (FIFO) method.
This ensures that the oldest stock is sold first, improving profit calculations and accuracy when product purchase prices vary.
This approach is an industry standard and does not affect your day-to-day workflow.
How Will the Conversion Happen?
The transition will take place automatically in the background and will not disrupt your daily operations or sales.
You don’t need to take any manual action — all data will be migrated seamlessly.
If you experience any issues or have questions, our support team is ready to assist you.