Optimize Guide
Transfers, stocktakes, adjustments, expenses, income, and operational fine-tuning
Overview
The Optimize section helps you fine-tune your operations. Move inventory between locations, reconcile physical counts against system records, correct discrepancies, track expenses and non-sales income, and manage charitable donations.
Transfers
Navigate to Transactions → Transfers to move inventory between locations.
How Transfers Work
A transfer moves inventory from one location to another. When you create a transfer, you select a source location and a destination location, then add the items and quantities to move. The system creates paired "send" and "receive" records.
Fields
Source Location
The location sending the inventory.
Destination Location
The location receiving the inventory.
Status
Initiated, In Progress, Completed, or Canceled. Only completed transfers update inventory.
Date
The date of the transfer.
Items
One or more inventory items with quantities and units to transfer.
Shipping
Optional shipping cost for the transfer.
Notes
Optional notes about this transfer.
Only Completed transfers update inventory quantities at both locations. You can also use the Inventory Transfer guided workflow for a step-by-step process.
Stocktakes
Navigate to Transactions → Stocktake to reconcile physical inventory counts.
What is a Stocktake?
A stocktake is a physical inventory count that you compare against the system's recorded quantities. Any differences (variances) are recorded as adjustments to bring the system in line with reality.
How to Perform a Stocktake
- Create a new stocktake transaction or use the Guided Stocktake workflow
- Add inventory items and enter the physical count for each item
- The system shows the variance (physical count minus system quantity)
- Positive variances are shown in green (more stock than expected), negative in red (less stock)
- Complete the stocktake to apply the adjustments to inventory
The Guided Stocktake workflow provides a streamlined experience: it lets you filter by category or bin location, mark items as matching, and automatically generates the adjustment transaction.
Adjustments
Navigate to Transactions → Adjustments to record inventory corrections.
Categories
- Initial — use when setting up your starting inventory for the first time. This establishes your baseline quantities without implying a purchase.
- Adjustment — use for general corrections: damaged goods, shrinkage, corrections to miscounts, or any quantity change that isn't a purchase, sale, or transfer.
Fields
Each adjustment records the inventory item, the quantity change (positive to add, negative to remove), the unit, and optional notes explaining the reason. Adjustments affect inventory quantities when their status is set to Completed.
All adjustments are logged to the audit trail with full before/after values for accountability.
Expenses
Navigate to Transactions → Expenses to track business costs.
Fields
Transaction Number
Reference number for this expense (receipt number, check number, etc.).
Entity
The vendor or payee for this expense.
Status
Initiated, Completed, or Canceled. Only completed expenses count in reports.
Date
When the expense was incurred.
Tax Category
IRS Schedule C expense category (e.g., "Office Expenses", "Advertising", "Repairs"). Assigns the expense to the correct line on your Schedule C report.
Items
One or more line items with descriptions and amounts.
Payment Methods
How this expense was paid. Fees are auto-calculated from method configuration.
Tax / Shipping / Fees
Additional cost components beyond the item amounts.
Expenses are non-inventory costs like rent, utilities, subscriptions, or advertising. Assigning a Tax Category ensures they are correctly categorized on the Schedule C report. Expenses appear in the Expense Breakdown dashboard widget and in financial reports.
Income
Navigate to Transactions → Income to record non-sales revenue.
Income transactions capture revenue that doesn't come from selling inventory — things like interest income, refunds received, grants, or other miscellaneous revenue. They share the same fields as expenses (date, amount, status, tax category, payment methods) and appear in your Income Statement and Profit & Loss reports.
Charities
Navigate to Entities → Charities to manage donation recipients.
Charities are organizations or individuals who receive donations from your business. They use the same entity fields as vendors and customers: Name, State, Contact information, Address, Email, Phone, and Website.
Charities can be linked to donation transactions. The Donations report tracks all charitable contributions for tax deduction documentation.
Common Transaction Features
All transaction lists in the Optimize section share these features:
- Search & filter — filter by entity, date range, status, or category
- Column visibility — toggle columns on/off (saved to your browser)
- Sorting — click column headers to sort ascending or descending
- Bulk actions — select multiple transactions to change status or delete
- Duplicate — create a copy of any transaction as a starting point
- Audit trail — view the full change history for any transaction
- Export — export transaction data to CSV