Inventory Settings

Find the Inventory settings in the Web admin, and know what each switch and field really changes.

Where the settings are

Inventory settings live on the shared Settings page, not inside the Inventory menu.

Open Settings

In the Web admin, click Settings in the top menu. You need permission to view settings.
Choose Inventory

In the list on the left, under Modules, click Inventory. The settings are grouped into cards: Stock Count, Reservations, Low Stock Alerts, Expiry Alerts, Costing, Production, Returns & Print and Procurement Workflow.
Change and save

Change the values, then click Save Inventory Settings at the bottom. The page confirms with "Inventory settings updated successfully." If you only have permission to view inventory settings, the fields are greyed out and there is no save button.

The Settings page with Inventory selected under Modules, showing the eight setting cards and the Save Inventory Settings button — Settings > Inventory: the eight cards and the **Save Inventory Settings** button

Settings that have no effect yet

Some switches on this page are saved but nothing reads them. They are marked No effect in the tables below so you do not rely on them.

Stock Count

These control how stock counts are created and approved. See Stock Counts for the counting steps.

Setting	Default	What it does
Stock Count Mode	Both Partial & Full	Which count types staff may create. With Partial Only or Full Only, creating the other type is refused with a message that the count type is not allowed by your settings.
Count Visibility	Configurable per count	Blind (system qty hidden) or Guided (system qty shown) forces that mode on every new count, whatever is chosen on the count form. Configurable per count uses the choice made on each count.
Variance Auto-Approve Threshold (%)	5.00	No count is approved automatically. When a submitted count's variance is above this percentage, the approval screen shows "This variance exceeds the auto-approve threshold of X%. Manager approval required." The manager can still approve it. Set 0 to turn the warning off.
Require approval for all counts	Off	No effect. Every count must be approved before it can be posted, whatever this switch says.

Reservations

See Stock Reservations.

Setting	Default	What it does
Enable stock reservations	On	No effect. The Stock Reservations screen works whether this is on or off.
Auto-release expired reservations	On	No effect. Expired reservations are not released automatically; release them yourself on Inventory > Stock Reservations.
Reservation Expiry (hours)	24	When a reservation is created without an expiry date and time, it expires this many hours after it is made. Allowed values: 1 to 720.

Low Stock Alerts and Expiry Alerts

Suvaiq does not send low stock or expiry emails yet. Everything in these two cards is saved but has no effect. Low stock still shows on the Inventory Dashboard and the Low Stock report, and expiring batches on the Batch Expiry report: see Stock Alerts.

Expiry Alerts card with the email switch, Warn before (days), Critical before (days), Alert Frequency and Recipients — The Expiry Alerts card. Its fields are saved but no email is sent.

Card	Setting	Default
Low Stock Alerts	Email when stock falls below reorder level	On
	Alert Frequency (Immediate, Daily Digest, Weekly Digest)	Immediate
	Cooldown (hours)	24 (1 to 168)
	Recipients	Empty
Expiry Alerts	Email for products nearing expiry	On
	Warn before (days)	30 (1 to 365)
	Critical before (days)	7 (1 to 90, and less than Warn before)
	Alert Frequency (Immediate, Daily Digest, Weekly Digest)	Daily Digest
	Recipients	Empty

Costing

These decide how a product's Unit Cost changes when goods come in. The cost is updated when a goods received note or direct receipt is posted, and when a production order is completed.

Setting	Default	What it does
Cost Update Method	Weighted Average	Manual - enter costs manually: receipts and production never change the unit cost. You type it on the product. Last Purchase - auto-update to latest GRN price: the unit cost becomes the price on the latest receipt (converted to the stock unit). A completed production order sets it to that run's cost per unit. Weighted Average - calculate average cost: the new cost is the average of the stock already on hand at its old cost and the new quantity at its price.
Track last purchase price	On	Also stores the price on the latest receipt as the product's last purchase price. Not applied when the method is Manual.
Auto-recalculate recipe costs	Off	On: when a receipt or production run changes a product's cost, every recipe that uses the product is recalculated. Off: recipe costs stay as they are until you recalculate them. See Recipes. Not applied when the method is Manual.

Production

See Production Orders.

Setting	Default	What it does
Restrict purchase of produced goods	On	A goods received note or direct receipt that contains a Semi-Finished or Finished product cannot be posted. The message names the products and says to record a production order instead. Turn this off if you buy prepared goods from a supplier.
When stock runs short during a sale	Deduct in full	Ingredients are deducted from stock when an order is completed. This chooses what happens when there is not enough on hand: Deduct in full — stock goes negative (recommended): the whole quantity is deducted and the balance goes below zero. A negative balance usually means a production run was not recorded. Deduct available only — shortfall not recorded: only what is on hand is deducted. The missing quantity is not recorded anywhere. Block the deduction: nothing is deducted for that ingredient. None of the options stops the sale: the order is already completed when the deduction runs.

Returns & Print

Returns and Print card with two approval switches, Return Authorization Valid (days) and Show price details on GRN print — The Returns & Print card

Setting	Default	What it does
Supplier returns require approval	On	No effect. A supplier return is always submitted and approved before it can be shipped. See Supplier Returns.
Customer returns require approval	On	No effect.
Return Authorization Valid (days)	30	No effect.
Show price details on GRN print	On	On: the printed goods received note or direct receipt shows unit price, line total and grand total. Off: it shows quantities only. Useful when the person checking the delivery should not see prices.

Procurement Workflow

See Purchase Orders, Goods Received Notes and Direct Receipts.

Setting	Default	What it does
Purchase orders require approval	Off	Off: a new purchase order is approved the moment it is created. On: it is created as a draft and must be submitted and approved first.
Goods receipt notes require approval	Off	Off: the save button on a goods received note or direct receipt reads Receive & Post, and the stock comes in as soon as you save. On: the button reads Save as Draft, and the receipt must be submitted, approved and posted before stock changes.
Auto-create supplier bill for unpaid direct receipts	On	On: when a direct receipt is posted with a paid amount lower than its total, a supplier bill for the receipt is created and posted automatically, due after the supplier's payment terms (30 days if none are set). Off: raise the bill yourself. See Supplier Bills.

Troubleshooting

"Critical days must be less than alert days"

Shown after you click Save. In Expiry Alerts, Critical before (days) must be smaller than Warn before (days).

"These are produced in-house and cannot be received by purchase: ..."

Shown when posting a goods received note or direct receipt. The listed products are Semi-Finished or Finished items and Restrict purchase of produced goods is on. Record a production order instead, or turn the switch off and post again.

The fields are greyed out and there is no save button

You have permission to view inventory settings but not to edit them. Ask your administrator.

Documentation