Stock is a result, not a setting
Current stock = opening stock + inflows − outflows. You change it only through operations (sale, goods receipt, transfer, inventory correction, loss). Every operation has a timestamp, author and reason.
🏪 For small shops · grocery · niche
How do I keep stock records without mistakes?
The key is simple: in SGApps you don't edit stock directly — stock is the computed result of the recorded movements (goods receipts, sales, transfers, corrections). Every movement leaves a trace in the immutable history, and inventory corrections require a mandatory reason. That way the "stock edited in Excel by someone who forgot why" disappears.
📦 Stock computed from movements, not edited directly
🧾 Scanner-based receipt + average cost auto-recalculated
🔔 Below-minimum alerts on dashboard + email
🔒 Immutable history by design · SFS audit-ready
Why you can't "edit stock" directly
A design choice, not a technical limitation. All the classic bookkeeping mistakes — "someone changed the figure at 3 AM and forgot" — come from editable stock. We solve them by removing that possibility from the interface.
Immutable history by design
The regular interface does not expose log deletion or editing. The only "correction" is a new record with an inverse effect, with a mandatory reason. Non-admin operators (cashier, stock keeper) cannot touch the history under any circumstances.
Correction = movement with a reason
When the actual count differs from the book count, you pick the reason from the list (shortage · surplus · damage · expired). The figure aligns with reality, but the trace of why stays.
Daily stock operations
Four operations cover 95% of the daily work in a small shop. They all run from the same POS screen, without switching between apps.
Goods receipt (inflow)
"Goods receipt" from the menu → you scan the barcodes → type the quantities → supplier invoice number + IDNO (SFS autocomplete). Confirm: stock goes up, the average cost is recalculated, and the invoice stays attached in the journal for the accountant.
Sale (outflow)
A fiscal receipt issued through the MEV fiscal register = stock decremented automatically within a second and recorded in the SFS fiscal journal and in your history. Nothing manual — if the sale happened, stock reflects it.
Physical inventory
"Inventory" → pick the category or "whole shop" → print the list with book quantities → count physically → type the real quantities → the system computes the differences. Every difference requires a reason, then becomes an official correction with author and timestamp.
Void (receipt cancellation)
Semi-assisted: the system guides the flow (receipt selection, reason from the list, full audit trail), the cashier runs the actions on the fiscal register following the SFS procedure. Stock reverts automatically to the previous value, the fiscal journal is updated.
Cross-location transfer: in Small Retail there is only rearrangement within the same shop (a single point of sale). For transfers between different sites → move up to Large Retail (multi-POS / multi-warehouse).
Alerts that warn you before you slip
We set the thresholds up during onboarding based on your catalogue. You can adjust them later from the dashboard, at any time.
Stock below minimum
Thresholds per product or per category. Alert on the dashboard and by email when a product drops below the minimum. We set the thresholds together at onboarding.
Overstock (above maximum)
When a product exceeds the set maximum, an alert shows up — a signal for a promotion / clearance / re-negotiating delivery frequency with the supplier.
Detected anomalies
A product with losses significantly above average, an operator who voids a lot, a product whose cost or price changed suddenly — the system flags it. You investigate before it becomes a problem.
Note: alerts show up on the dashboard and by email. SMS / Telegram notifications are available starting with the Standard+ package. Sending reports automatically on a schedule through extra channels = ⚙️ available on request.
Reports that answer the real questions
Reports are available in the dashboard, you filter them by period and export (PDF / CSV / XLSX) whenever you want. Nothing is waiting on a scheduled send.
Current balance
Per product / category, with value at cost and at sale price. The "only products below minimum" filter for the weekly order.
Change journal
The full history of a product over any period. Timestamp, movement type, who, source (receipt / invoice / correction), comment. Ideal for "where did that box disappear to?".
Top rotation · top no rotation
Top 50 products with the highest rotation, top products without sales in X days. Highlights what to order more often and what to clear out.
Top losses + period comparison
Top losses (quantity and value) with reasons. Week-over-week and month-over-month comparisons — you see trends without composing reports manually in Excel.
Reports respond quickly even for products with tens of thousands of historical movements. Export (CSV / XLSX / PDF) is native, it doesn't cost extra per document.
Fiscal-audit-ready — if an inspection comes
An SFS or financial inspection doesn't catch you unprepared. Every movement is logged to the second, with author and source, and the system produces the full dossier automatically.
Automatic dossier for the inspected period
Pick the interval → generate the report → the system produces a ZIP with: opening balance, every movement with source, closing balance, the arithmetic check (opening_balance + inflows − outflows = closing_balance ✓) and the list of discrepancies with explanations.
Second-level timestamp · clickable source
Every line in the history has a second-level timestamp, movement type, who executed it (user + role), the source with a link (fiscal receipt, supplier invoice, inventory correction) and an optional comment. Nothing "put together on demand".
Frequently asked questions
How does average cost work — is it recalculated automatically?
Yes. On every goods receipt, the system recalculates the average cost per product — it combines the existing stock (with its cost) and the new quantity (with the cost on the current invoice). You don't type anything extra; it shows up directly in the margin reports.
Can I have multiple barcodes for the same product?
Yes. You can attach several barcodes to the same SKU (useful for different packaging of the same product). At scan time, any code leads to the correct product.
I sell by kg / litre — does it handle fractional products?
Yes. Sale per piece or by kg / l (fractional quantities). The platform units of measure are kg, l, buc, m², m³ — you weigh, type the quantity, the system computes the price.
What happens if the operator makes a scanning mistake?
Until the fiscal issuance of the receipt, you can cancel or edit the line directly from POS. After issuance, correction only happens through semi-assisted void — the system guides, the cashier executes on the fiscal register, and stock reverts automatically to the previous value. All actions stay logged.
Can I revert to a previous value of a product / setting?
The system keeps a full history for products and settings (who changed it, when, what changed). Reverting to a previous value happens manually by an admin or a user with special permissions — visual check of the history, then editing to restore the desired value. Every edit stays logged in turn, the audit is complete and immutable.
What do I take with me if I want to export or leave?
The data is yours. CSV / XLS / XLSX export is native, available at any time from the dashboard — sales journal, purchase journal, loss list, current balance, movements per period. No lock-in through format.
ℹ️ Packages are indicative
The structures above reflect our standard offer, but every customer is discussed individually. We adjust the scope (more or fewer modules enabled), onboarding timelines and specific configurations based on your business. The binding final offer is the one in the written quote + signed contract.
Want stock records that won't let you contradict yourself?
For a small shop with 1 point of sale, records with computed stock + immutable audit fit in the Micro package (150 MDL/month) — POS + stock + MEV fiscal register integration + 1 user. At onboarding we guide you through the catalogue import (video + text documentation for self-service). Migrating the catalogue from the old POS = a separate request, priced in support hours after evaluating the source data. Package comparison + current price → see the Decision-maker page.
Book a conversation
20 minutes on the phone and we tell you exactly what alert threshold is realistic for your catalogue, what goods receipt looks like on day 1, how we evaluate migration from the old POS. The initial consultation is free.
SGAPPS LABS SRL · Chișinău, Moldova · Continuously in production since 2018 · POS · ERP · MEV fiscal register · Android fleet