Inventory Permissions and Troubleshooting
If a menu is missing or an action is blocked, it's almost always one of two things: the module isn't enabled, or the user's role doesn't have the right permission. Your administrator manages both under Settings → Users & roles.
Permissions, in plain language
| Permission | What it unlocks |
|---|---|
| View inventory | Products, health dashboard, expiry, reconciliation, serial lookup, recall cases |
| Manage inventory | Creating and editing products, inventory setup, scorecard settings, some expiry settings |
| View inventory reports | Stock card, stock ledger, valuation, kit sales, scorecard, serial register reports |
| Adjust stock | Creating and approving stock adjustments |
| Manage GRN | GRNs, Fast Receive, Fast Dispatch, and delivery notes where tied to this permission |
| Replenishment view dashboard | The replenishment dashboard, requisitions list, classification, forecast accuracy |
| Replenishment manage requisitions | Approving or rejecting requisitions and converting them to purchase orders |
| Warehouse map view / edit / transfer | Visual map access, layout changes, and map-based transfers |
Common issues
| Symptom | Likely cause | What to do |
|---|---|---|
| My quantity doesn't match the warehouse floor | Data drift, or an open transfer not yet received | Run Stock reconciliation, then a physical count and adjustment if needed |
| Can't change opening quantity after sales | Opening figures are locked after activity | Use a GRN or adjustment instead |
| GRN is posted but I can't invoice it | Fully invoiced, cancelled, or in a status that doesn't allow it | Open the GRN detail for its invoice status and remaining quantity |
| Low stock alert right after receiving | GRN posted to the wrong warehouse, or reorder level set too high | Confirm the GRN's warehouse and review the item's reorder level |
| Expiry emails aren't arriving | Recipients missing, or email alerts turned off | Check Expiry alert settings, and ask an administrator to run a test email |
| Serial lookup / Tracked Assets seems missing | Looking in the wrong place | Sellable serial lookup is under Inventory. Company equipment is under Fixed Assets Tracking, a separate module |
A note on variants (Toast / pack items)
If your company sells packaged variants (for example through Toast), selling a variant deducts stock from the underlying master item, not the variant itself, using a conversion factor set on that variant. The invoice still shows the variant name, but the stock ledger records the movement against the master item.