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EVRST Invoice

Catalog & Stock

Inventory: Know What You Have

Items, stock, weighted-average costing, serialized units, and defective stock.

Maintained by , Founder · Updated

The Items Module

Your product and service catalog is in Items. Everything you sell is listed here.

Click Items in the sidebar to:

  • View all products with current stock levels

  • Add new items (products or services)

  • Edit pricing, categories, tax treatment

  • Upload product images

  • Track whether items require serial numbers or batch tracking

Stock Management

EVRST automatically tracks stock in two ways:

  1. From Purchases - When you receive goods from a vendor, stock increases

  2. From Sales - When you invoice a customer, stock decreases

You can also:

  • Record stock adjustments manually (theft, damage, count discrepancies)

  • See the history of every stock movement

  • Understand the cost basis of every item in inventory

Run a physical stock count regularly and compare it to EVRST. Discrepancies flag theft, damage, or data entry errors.

Moving Weighted-Average Costing

EVRST uses industry-standard moving weighted-average costing for inventory valuation:

  • Each item has a cost per unit

  • When you receive a purchase, the cost updates based on what you paid

  • This ensures your profit reports reflect actual margins, not fantasy costs

  • Your stock valuation on the balance sheet is always correct

Serialized Inventory (Optional)

If you sell goods that are tracked one unit at a time - phones by IMEI, vehicles by VIN, appliances by serial number - turn on Settings > Modules & Features > Enable Serialized Inventory, then tick Track serials on the individual items that need it.

You can set what an identifier is called for your trade (serial number, IMEI, VIN, chassis number) along with validation rules, so staff see the right wording and typos get caught at entry.

How it works day to day:

  • Buying - enter the identifier of each unit as you receive it on the purchase invoice

  • Selling - you must pick the exact units leaving the shop, not just a quantity. Scan or select them on the invoice or at POS.

  • Looking up - the Serial Lookup page in the sidebar takes any identifier and shows that unit’s whole life: when it was bought, what it cost, who bought it, and any service jobs against it

For a serialized item, stock on hand is always counted from the actual unit records, never from a typed quantity. That means the manual stock-adjustment box is disabled for these items, and when you first switch an item to serialized you have to enter one identifier for every unit you currently hold. This is deliberate - it is what stops phantom stock from ever appearing.

Item Warranty (Optional)

Turn on Settings > Modules & Features > Enable Warranty, then on any item tick Offer warranty on this item and set Warranty duration (months).

When that item is sold, the warranty length and its exact expiry date are stamped onto the sale. The printed A4 invoice then shows a valid until badge on the line, and your standard warranty wording (set in Settings > Invoice, "Default Warranty Terms") prints at the foot of the document, so the invoice doubles as the warranty card.

Because the terms are captured at the moment of sale, reprinting an old invoice years later still shows what you actually promised that customer, even if you have changed your warranty policy since.

If a serialized unit comes back as a return or refund, its warranty is cleared automatically so the unit never reads as covered once it is no longer with the customer.

Damaged & Defective Stock

When you refund an item that comes back broken, you do not want it going back on the shelf as sellable. In the refund screen, turn Return to stock off and pick a reason (damaged, defective, wrong item, and so on).

The unit is then moved to a separate defective bucket rather than disappearing from your records:

  • The item’s detail page shows a Defective on hand panel

  • Your sellable stock figure is unaffected, so you never accidentally sell a broken unit

  • When you eventually scrap or return the goods to your supplier, use Dispose Defective Stock to clear them out

  • The Defective Returns report shows what came back, why, and which items are the worst offenders

Review Defective Returns monthly. A single item appearing again and again is usually telling you something about a supplier or a product line.

Frequently asked questions

How does EVRST value my inventory?

EVRST uses industry-standard moving weighted-average costing. Each item has a cost per unit that updates when you receive a purchase based on what you actually paid, so profit reports reflect real margins rather than list cost.

Can I adjust stock manually on a serialized item?

No. For a serialized item, stock on hand is always counted from the actual unit records rather than a typed quantity, so the manual stock-adjustment box is disabled. When you first switch an item to serialized you enter one identifier for every unit you currently hold. This is what prevents phantom stock.

What happens to an item that is returned broken?

In the refund screen, turn Return to stock off and pick a reason. The unit moves to a separate defective bucket instead of your sellable stock, appears in a Defective on hand panel on the item, and shows in the Defective Returns report. Use Dispose Defective Stock when you scrap or return the goods.

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