# Products and stock in the app - add, count, transfer

> Add and edit products on your phone, see stock lots by location, count stock by scanning, transfer and write off stock, and print labels.

Source: https://docs.smartposhub.com/business-app/products-and-stock/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

With **SmartPOS Business** you can manage your catalogue and stock from the shop floor: add products by scanning their barcode, check stock and stock lots at every location, count shelves by scanning, transfer and write off stock and print shelf labels. This page is for owners, managers and stock staff.

## Before you start

- Your role needs product permissions (view, add, edit) and stock permissions (adjust, transfer, count) as set in **User Management › Roles** on the web.
- Categories, brands, units, tax rates and variation templates are set up on the web; the app uses them. See [Categories, brands and units](https://docs.smartposhub.com/catalog/categories-brands-units/).

## Find and view products

Open **Products** (bottom tab or **More**). Search by **Name, SKU or barcode** or scan; filter by **Stock**, **Category** and **Brand**. Tap a product to see its barcode, **Prices** (selling price, cost, price before tax, tax, margin, price groups), details and stock by location. Quick actions on the product page: **Edit**, **Adjust stock**, **Print label**, **Add stock** and **Order more**.

![Products list with search by name, SKU or barcode, filters and stock badges](https://docs.smartposhub.com/_astro/products-list.DxwOFl-F.png)
![Product page for Voltix X12 Pro with barcode, quick actions Edit, Adjust stock, Print label, Add stock, Order more and prices](https://docs.smartposhub.com/_astro/product-detail.Bm7r7pkh.png)
*Search or scan to find a product; act on it from the product page.*

## Add a product

1. In **Products**, tap **+** (or scan an unknown barcode and choose **Add new product with this barcode**).
2. Enter the **Product name** and tap **Add photo** to take or choose a picture.
3. Pick the **Product type**: **Single**, **With variations** or **Combo / bundle**.
4. Under **Barcode**, scan the maker's barcode into **SKU / barcode**, or leave it empty to number it automatically. Choose the **Barcode type** if needed.
5. Set **Unit and category**, then the **Cost (before tax)** and selling price – the margin is worked out for you – and the tax.
6. Optional: price groups, warranty, expiry, serial numbers, custom fields – the same fields as the web form.
7. Under **Opening stock**, enter what you have on the shelf now per location (each line is a stock lot with its cost and date).
8. Tap **Create product**.

![New product form with Add photo, Product name, Product type Single, With variations or Combo / bundle, and a scanned EAN-13 barcode](https://docs.smartposhub.com/_astro/app-new-product.Cu2Kssut.png)
*The new product form follows the web form, including variants, combos and opening stock.*

## Stock by store and stock lots

On a product, open **Stock by store**. For each location you see the quantity and **Value at cost**, and the **Stock lots** in the order sales use them (FIFO or LIFO, as set for your business). *Each lot keeps its own cost, so profit is right.* Tap **Add stock** on a location to receive more, or edit the **Opening stock** lots.

**Add stock** books new stock as a purchase so costs and supplier balances stay right: choose the supplier (or leave **Walk-in supplier**), date, quantity, **Unit cost (exc. tax)** and expiry if used, then tap **Receive stock**.

![Stock by store screen with Stock lots FIFO, three locations and their lots with Sold next markers and Add stock buttons](https://docs.smartposhub.com/_astro/app-stock-by-store.BwnXw_y2.png)
*Stock lots per location, with the lot that will be sold next.*

## The Stock screen

**Stock** (from **More** or the Quick menu) shows **Low stock** and **Out of stock** counts, actions **Count stock**, **Write off**, **Transfer** and **Order more**, and lists of low-stock, out-of-stock or all items.

### Count stock by scanning

1. Tap **Count stock**, then **New stock count**. Pick the location and, if you like, **Only this category**. Turn on **Blind count** to hide expected quantities while counting.
2. *We save what the system expects now; then scan or type what you find.*
3. Tap **Scan** and scan each item, or use **+** and **−** on a line. The bar shows **… of … counted** and the differences so far. Filter by **To count**, **Counted** or **Differences**.
4. Tap **Review**. The app shows **Missing** and **Extra** items with their value at cost and explains what will happen: missing items are written off, extra items are added at the last purchase cost, and sales made while you counted are kept.
5. Leave **Items I didn't count are gone** off unless you counted the whole area.
6. Tap **Update stock**.

![Stock screen with Low stock 4, Out of stock 0 and actions Count stock, Write off, Transfer, Order more](https://docs.smartposhub.com/_astro/stock-home.CrCdi7ki.png)
![Stock count in progress: 2 of 40 counted with expected quantities and plus/minus buttons](https://docs.smartposhub.com/_astro/stock-count.CFkQZTjn.png)
![Review count screen with Missing 16, Extra 0, what happens when you update stock and Update stock button](https://docs.smartposhub.com/_astro/app-review-count.1Bvv1xvs.png)
*Start a count, scan the shelf, review the differences and update stock.*

### Transfer and write off

- **Transfer**: choose **From** and **To** locations, find or scan items, choose the status (**Delivered** moves stock right away, or **On the way** / **Pending**), add an optional shipping cost and note, then tap **Transfer**.
- **Write off**: choose the location, find or scan items, pick a reason (**Damaged**, **Expired**, **Lost or stolen**, **Used in store**, **Other**) and whether it is an everyday loss, enter any money recovered, then tap **Write off**.

## Print labels

Open **Print labels** (Quick menu › Products, or **Print label** on a product). Find or scan items, set how many labels each, choose the label size and printer, and tap **Print … labels**. Label and receipt printers connect over Bluetooth.

![Print labels screen with a price label preview, three products with quantities, label sizes and Print 3 labels button](https://docs.smartposhub.com/_astro/print-labels.0a59fpzk.png)
*Print shelf labels on a Bluetooth label printer.*

## Tips and mistakes to avoid

- Scan the maker's barcode when you create a product; then scanning at the till just works.
- Use **Link to an existing product** for a supplier's second barcode instead of creating a duplicate product.
- Count one area at a time and review before updating.
- Most product and stock changes need a connection; only POS sales queue offline.

## Related pages

  - [Add products (web)](https://docs.smartposhub.com/catalog/add-products/)
  - [Stock counts (web)](https://docs.smartposhub.com/inventory/stock-counts/)
  - [Stock transfers](https://docs.smartposhub.com/inventory/stock-transfers/)
  - [Purchases and expenses in the app](https://docs.smartposhub.com/business-app/purchases/)

## Frequently asked questions

### Can I add a new product from my phone?

Yes. Open Products, tap +, fill in the name, photo, product type, barcode, prices and opening stock, and tap Create product. You need permission to add products.

### Can I create products with sizes and colours in the app?

Yes. Choose With variations as the product type and build the variants from your variation templates, like on the web. Combo / bundle products are supported too.

### What are stock lots?

Each delivery, opening stock entry or transfer-in is a lot with its own cost and date. Sales use the lots in your business's FIFO or LIFO order so the profit is right. Products › Stock by store shows them.

### Does stock counting work offline?

Starting a count needs a connection to load the expected stock. The counting itself works offline once started.

### What happens to items I did not count?

By default nothing. Turn on Items I didn't count are gone on the review screen only if you counted the whole area and want uncounted items written off.

### Will sales made during a count be lost?

No. The app books only the difference between what you counted and what was expected when you started, so sales made while you count are kept.

### How do I add stock without a full purchase?

Open the product and tap Add stock. It records a purchase in the background (with Walk-in supplier if you don't choose one), so costs and supplier balances stay right.