Enable inventory tracking on individual items to be able to track their quantity on hand as they are sold and returned. After setting up inventory tracking, learn how to check item quantities from BackOffice or at the register, view items that need to be reordered, and see how item quantities change over time.
To track the specific components used to make items, such as cup lids or burger buns, use Raw Goods.
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Set Up Inventory Tracking
By enabling inventory tracking, a business can enter an item’s initial quantity, set a ‘Reorder Trigger’ and ‘Recommended Order’ to see when it starts running low, and track the quantity on hand of the item as it is sold and returned at the register. The steps to set up inventory tracking are different for basic items and items with variants.
Tracking can be set up one item at a time (as shown below) or multiple items at once using Bulk Edit. For large inventories, use Bulk Management to modify all items at once.
For Basic Items
From the Item List, click 'Add New' to create a new basic item or select an existing basic item to edit.
For new items, visit the Add a Basic Item article for a complete item creation walkthrough.
Existing basic items have no arrow icon next to the item name.
If adding a new item, enter its 'Current Quantity'.
This is the total amount currently in stock. An item’s quantity automatically decreases when it is sold and increases when it is returned. This field only appears if Track Quantity on Hand is enabled.
(Optional) Enter a 'Reorder Trigger' and 'Recommended Order'.
These fields only appear if ‘Track Quantity on Hand’ is enabled. Reorder Trigger | Low-quantity amount. When an item’s current quantity reaches the trigger or goes below it, the item will automatically be added to the Reorder Report. Recommended Order | Quantity of the item that is considered to be fully stocked. This appears on the Reorder Report.
If adding a new item, enter a 'Quantity' for each variant.
This is the total amount currently in stock. A variant’s quantity automatically decreases when it is sold and increases when it is returned. This field only appears if Track Inventory is enabled.
(Optional) Enter a 'Reorder Trigger' for each variant.
Reorder Trigger | Low-quantity amount. When a variant’s current quantity reaches the trigger or goes below it, the variant will automatically be added to the Reorder Report. This field only appears if Track Inventory is enabled.
(Optional) Repeat steps 1 - 6 to enable inventory tracking for additional items.
Check Quantity on Hand
With inventory tracking set up, check an item’s quantity on hand (QoH) either from BackOffice or the Retail POS (S-Series) app to see how much is in stock.
From BackOffice Note: This method requires BackOffice access as a Business Owner or BackOffice Manager.
From the Register To learn how to check an item’s quantity on hand on the Retail POS (S-Series) app on The Mini or The Station, visit our help article here.
The Reorder Report shows which items, variants, and raw goods to reorder when running low. Items with inventory tracking enabled appear on this report once their quantity has sold down to their Reorder Trigger.
NOTE: This feature is only available for Lightspeed Retail merchants on select pricing packages.
Click any table header to sort ascending or descending.
Click to Enlarge
Supplier | Name of the supplier from whom the item is acquired as it is currently entered in BackOffice. *To see which suppliers sell the most items, run the Sales by Supplier report. Supplier Code | Any reorder code linked to the item that makes reordering it easier. Store Code | Lightspeed Retail generated barcode for label printing. Also known as ‘SKU’. Description | Name of the item as it is currently entered in BackOffice. QoH | The quantity of the item currently on hand. Reorder Trigger | Low-quantity amount that prompts the item to appear on the report. Rec Order | The quantity of the item considered to be fully stocked. Cost | Current cost of the item calculated as a weighted average. *Don’t want to use weighted average cost? Follow these steps to disable it. Last Cost | Per-unit cost of the item at the time it was last received. Last Sold | Date when the item was last sold. Sold (Last Week, Month, etc.) | How much of the item was sold during the specified period.
(Optional) Click one of the buttons to view the report for Variants or Raw Goods.
(Optional) Click 'Download' to export the report as a spreadsheet.
Missing some items from the Reorder Report? Visit our troubleshooting guide for help.
Quantity History Report
The Quantity History Report shows how an item’s quantity on hand changes over time. See when an item was sold, returned, added, received, removed, and adjusted and how these actions affected its quantity.
The Quantity History Report can also be run for all items in inventory by accessing it from the ‘Reporting’ sidebar menu. For more information, visit our Quantity History Report article.