Inventory Management

Overview

The Inventory Management system helps you track all studio supplies, from tattoo inks and needles to cleaning products and aftercare items. Monitor stock levels, track expiration dates, and receive alerts when supplies run low to ensure your studio never runs out of critical materials.

Dashboard

Key Performance Indicators

The dashboard displays four critical metrics: Active Items

Total count of active (non-archived) inventory items
Quick health check of your supply catalog

Low Stock

Count of items below minimum stock level
Red flag indicator for reorder needs
Only counts active items

Expiring Soon

Items with expiration dates ≤30 days away
Only includes items marked as perishable (caduca: true)
Critical for safety compliance

Monthly Consumption (Placeholder)

Value of supplies consumed this month
Future enhancement for cost tracking
Currently shows $0

Quick Actions

Three prominent buttons:

New Item - Add a new inventory item
View Items - Open the full item list
Movements - View stock movement history

Alert Lists

Low Stock List

Shows items where stock < min_stock
Format: “Item Name (stock: current/minimum)”
Sorted by stock level (lowest first)
Click to view item details

Expiring Soon List

Items expiring within 30 days
Format: “Item Name — DD/MM/YYYY”
Sorted by expiration date (soonest first)
Only shows perishable items with dates

Expired items should be removed immediately for safety. Check this list daily in tattoo studios to ensure client safety.

Inventory Items

Product Data Model

id: Integer (primary key)
sku: String(50) - Stock Keeping Unit / product code
name: String(120) - Product name (indexed)
category: String(60) - Default: "consumibles"
unidad: String(50) - Unit of measure (pieces, bottles, etc.)
cost: Float - Unit cost (default: 0.0)
stock: Integer - Current quantity (default: 0)
min_stock: Integer - Reorder threshold (default: 0)
caduca: Boolean - Has expiration date (default: False)
fechacaducidad: String - Expiration date (YYYY-MM-DD format)
proveedor: String(50) - Supplier/vendor name
activo: Boolean - Active status (default: True)

Item List View

Search and Filters

Search Bar

Searches across: name, SKU, and supplier (“marca”)
Real-time filtering as you type
Case-insensitive
Combines with other filters

Category Filter

Dropdown with all categories plus “All”
Filter to specific supply types
Useful for focused reordering

Status Filter

Active - Currently in use
Archived - Discontinued or obsolete
All - Show everything

Expiration Filter

All - Show all items
With Expiration - Only perishables (caduca: true)
Without Expiration - Only non-perishables (caduca: false)

Table View

Comprehensive item listing:

Column	Description	Width
SKU	Product code	120px
Name	Item name	280px
Category	Supply category	140px
Unit	Unit of measure	140px
Stock	Current quantity	80px
Minimum	Reorder level	80px
Expires	Has expiration (Yes/No)	90px
Supplier	Vendor name	140px
Actions	Quick action buttons	220px

Visual Indicators:

Low stock rows - Stock value in red (#b91c1c) when below minimum
Alternating row colors - Improved readability
Right-aligned numbers - Stock and minimum columns

Action Buttons

Each row has three quick action buttons: View

Opens detailed item view
Shows full specifications
Edit mode available

Entrada (Incoming Stock)

Record new stock arrival
Increase stock quantity
Update expiration dates

Ajuste (Adjustment)

Correct stock discrepancies
Adjust for damaged/lost items
Reconcile inventory counts

Pagination

List pagination controls:

Page size: 20 items per page
⟵ Previous - Go to previous page
⟶ Next - Go to next page
Page X/Y - Current position indicator

Pagination respects active filters.

Stock Management Workflows

Adding a New Item

Click New Item

Click New Item button in toolbar or dashboard

Enter Basic Information

Fill required fields:

SKU - Unique product code
Name - Descriptive item name
Category - Select from dropdown
Unit - “pieces”, “bottles”, “boxes”, etc.

Set Stock Levels

Define inventory thresholds:

Current Stock - Initial quantity
Minimum Stock - Reorder point

Example: Min stock = 10 triggers alert when you have 9 or fewer

Configure Expiration

If item expires:

Check Expires (caduca)
Enter expiration date

If item doesn’t expire:

Leave unchecked

Add Supplier Info

Enter:

Supplier Name - Vendor for reordering
Cost - Unit cost for budgeting

Save

Click Save to add item to inventory

Recording Stock Receipt (Entrada)

Select Item

Find the item in the list and click Entrada

Enter Quantity Received

Type the number of units receivedExample: Received 50 new needles

Update Expiration (if applicable)

For perishables, enter new expiration dateUse the date from the product packaging

Add Notes

Optional reference:

Purchase order number
Invoice number
Batch/lot number

Confirm

Click OK to:

Increase stock by entered quantity
Update expiration date
Create movement record

Stock Adjustment (Ajuste)

Use adjustments for:

Physical count reconciliation - Actual vs. system discrepancy
Damage/loss - Broken or expired items
Theft - Missing inventory
Transfer - Moved to another location

Open Adjustment Dialog

Click Ajuste on the item row

Enter New Quantity

Type the corrected stock levelSystem calculates the difference automatically

Document Reason

Always explain adjustments:

“Physical count: found 45, expected 50”
“5 units damaged during unpacking”
“Expired 3 bottles, disposed”

Save Adjustment

Click OK to:

Update stock to new level
Record adjustment in movement history
Log reason for audit trail

All stock adjustments are logged with timestamp, user, and reason for complete audit trail and accountability.

Low Stock Alerts

How Alerts Work

Alerts trigger when:

current stock < minimum stock

Example:

Minimum stock: 10
Current stock: 8
Alert triggered ✓

Setting Effective Minimums

Consider: Lead Time

How long from order to delivery?
Set minimum = (daily usage × lead time days) + safety buffer

Example:

Use 5 gloves/day
Supplier ships in 7 days
Minimum = (5 × 7) + 10 safety = 45 gloves

Usage Rate

High-frequency items need higher minimums
Seasonal variations affect requirements
Track actual usage to refine over time

Criticality

Can you operate without this item?
Is it easily sourced locally?
Set higher minimums for critical, long-lead items

Review and adjust minimum stock levels monthly based on actual usage patterns. Your needs will change as your studio grows.

Expiration Date Management

Date Format

Store dates as strings in ISO format:

YYYY-MM-DD

Example: March 15, 2026 = “2026-03-15”

Expiration Alerts

System alerts when:

today + 30 days >= expiration_date

This gives you 30 days’ notice to:

Use the item before expiration
Order replacement stock
Dispose safely if cannot use

First-In-First-Out (FIFO)

Best practice for expiring items:

Always use oldest stock first
Physically arrange supplies with oldest in front
Label shelves with expiration dates
Check expiration before use, even if in “front”
Rotate stock when receiving new shipments

Never use expired supplies on clients. This can cause:

Infections or adverse reactions
Legal liability
License violations
Damage to studio reputation

When in doubt, throw it out.

Archiving vs. Deleting

When to Archive

Archive items that are:

No longer ordered but have history
Seasonal items currently out of season
Discontinued by manufacturer
Replaced by better alternatives

Benefits:

Preserves historical data
Maintains cost records
Reversible decision

When to Delete

Delete items that:

Were created in error
Have no associated movements or history
Are complete duplicates

Caution:

Deletion is permanent
Breaks historical references
Use sparingly

Default to archiving. Only delete when absolutely necessary. You can always archive instead of delete to preserve records.

Best Practices

Regular Physical Counts

Weekly cycle counting:

Count 20% of inventory each week
Complete full inventory every 5 weeks
Focus on high-value or critical items
Record variances and investigate causes

Annual full count:

Count everything in one session
Close studio or count after hours
Use two-person teams for accuracy
Document all adjustments

SKU Naming Convention

Create consistent SKU format:Example: CATG-BRAND-SIZE-COLOR

INK-EI-4OZ-BLK - Eternal Ink 4oz Black
NDL-KWAD-07RL - Kwadron 07 Round Liner
GLV-NITL-L-BLK - Nitrile Gloves Large Black

Benefits:

Easy searching and sorting
Quick identification
Consistent across team

Supplier Management

Track supplier performance:

Lead times (order to delivery)
Quality consistency
Pricing trends
Minimum order quantities
Shipping costs

Maintain backup suppliers:

Have 2-3 sources for critical items
Test alternates periodically
Negotiate better rates with volume

Cost Tracking

Update costs regularly:

Enter actual cost paid, not MSRP
Include shipping in unit cost
Track price trends over time
Use for profitability analysis

Calculate true costs:

Unit Cost = (Product Cost + Shipping) ÷ Quantity

Example:

100 needles at $150 +$ 20 shipping
Unit cost = $170 ÷ 100 =$ 1.70 each

Financial Tracking - Link supply costs to studio expenses
Appointment Scheduling - Track supply usage per session

Technical Details

Database Schema

CREATE TABLE products (
  id INTEGER PRIMARY KEY AUTOINCREMENT,
  sku TEXT NOT NULL,
  name TEXT NOT NULL,
  category TEXT DEFAULT 'consumibles',
  unidad TEXT NOT NULL,
  cost REAL DEFAULT 0.0,
  stock INTEGER DEFAULT 0,
  min_stock INTEGER DEFAULT 0,
  caduca BOOLEAN DEFAULT FALSE,
  fechacaducidad TEXT,
  proveedor TEXT,
  activo BOOLEAN DEFAULT TRUE
);

CREATE INDEX idx_products_name ON products(name);

Date Validation

Expiration date checking:

from datetime import datetime, date, timedelta

def is_expiring_soon(fecha_str: str, days: int = 30) -> bool:
    """Check if item expires within specified days."""
    try:
        fecha = datetime.strptime(fecha_str, "%Y-%m-%d").date()
        limite = date.today() + timedelta(days=days)
        return fecha <= limite
    except:
        return False

Stock Movement Future Enhancement

Planned movement tracking schema:

Movement(
    id: Integer,
    product_id: Integer,
    type: Enum("entrada", "salida", "ajuste"),
    quantity: Integer,
    reference: String,
    notes: Text,
    user_id: Integer,
    created_at: DateTime
)

Troubleshooting

Low Stock Alert Not Showing

Verify:

Item is active (activo: true)
Current stock is actually below minimum
Minimum stock is set (not 0)
Dashboard has refreshed

To fix:

Check item details
Ensure min_stock > 0
Click dashboard refresh

Expiration Date Not Parsing

Common issues:

Wrong date format (use YYYY-MM-DD)
Invalid date (Feb 30, etc.)
Text in date field (“expires soon”)

Solution:

Always use ISO format: YYYY-MM-DD
Validate dates before saving
Use date picker if available

Stock Count Discrepancies

Investigation steps:

When was last physical count?
Have there been unrecorded uses?
Check for theft or loss
Review recent movement history
Verify unit of measure consistency

Resolution:

Perform immediate physical count
Use Adjustment to correct
Document reason thoroughly
Implement better tracking process

Get Started

Core Features

User Roles

Guides

Overview

Dashboard

Key Performance Indicators

Quick Actions

Alert Lists

Inventory Items

Product Data Model

Categories

Item List View

Search and Filters

Table View

Action Buttons

Stock Management Workflows

Adding a New Item

Recording Stock Receipt (Entrada)

Stock Adjustment (Ajuste)

Low Stock Alerts

How Alerts Work

Setting Effective Minimums

Expiration Date Management

Date Format

Expiration Alerts

First-In-First-Out (FIFO)

Archiving vs. Deleting

When to Archive

When to Delete

Best Practices

Technical Details

Database Schema

Date Validation

Stock Movement Future Enhancement

Troubleshooting

Build docs developers (and LLMs) love

Get Started

Core Features

User Roles

Guides

​Overview

​Dashboard

​Key Performance Indicators

​Quick Actions

​Alert Lists

​Inventory Items

​Product Data Model

​Categories

​Item List View

​Search and Filters

​Table View

​Action Buttons

​Pagination

​Stock Management Workflows

​Adding a New Item

​Recording Stock Receipt (Entrada)

​Stock Adjustment (Ajuste)

​Low Stock Alerts

​How Alerts Work

​Setting Effective Minimums

​Expiration Date Management

​Date Format

​Expiration Alerts

​First-In-First-Out (FIFO)

​Archiving vs. Deleting

​When to Archive

​When to Delete

​Best Practices

​Related Features

​Technical Details

​Database Schema

​Date Validation

​Stock Movement Future Enhancement

​Troubleshooting

Build docs developers (and LLMs) love

Overview

Dashboard

Key Performance Indicators

Quick Actions

Alert Lists

Inventory Items

Product Data Model

Categories

Item List View

Search and Filters

Table View

Action Buttons

Pagination

Stock Management Workflows

Adding a New Item

Recording Stock Receipt (Entrada)

Stock Adjustment (Ajuste)

Low Stock Alerts

How Alerts Work

Setting Effective Minimums

Expiration Date Management

Date Format

Expiration Alerts

First-In-First-Out (FIFO)

Archiving vs. Deleting

When to Archive

When to Delete

Best Practices

Related Features

Technical Details

Database Schema

Date Validation

Stock Movement Future Enhancement

Troubleshooting