Inventory Transactions

You can manage your inventory quantities with BoxHero's four key inventory transactions:

• Stock In: Record items entering your inventory.
• Stock Out: Record items leaving your inventory.
• Move Stock: Transfer inventory between locations.
• Adjust Stock: Modify inventory quantities (for damage, loss, etc.)

Use the Stock In menu to add incoming inventory, such as new purchases or returned items.

Use the Stock Out menu to record outgoing inventory, like sales, shipments, or disposals.

Use the Move Stock menu to transfer inventory between one or more locations.

Use the Adjust Stock menu to update stock counts to correct errors or reflect changes like damaged or lost items.

Unlike Stock In and Stock Out, Adjust Stock sets the quantity you enter as the new on-hand quantity. For example, entering "60" changes the current quantity to 60, no matter what it was before.

If you don't pick a date, the transaction is recorded with the current date and time. Only set a date when you're recording a past transaction.

Use the memo to note why the quantity changed. You can attach photos and files to share receipts, proof of delivery, or reference images with your team.

• Search memos: In Transactions, add the memo filter and enter at least 2 characters.
• Tags: Add keywords starting with a hashtag (e.g., #marketing, #sample, #lost). In Transactions and Summary, you can filter by an exact tag to group related activity.

BoxHero gives you a few ways to speed up a new transaction.

Once you've chosen a transaction type (Stock In, Stock Out, Move Stock, Adjust Stock) and set the location and date, you'll find three shortcuts for adding items:

1. Select Multiple
2. Import from Excel
3. Scan Barcode

Click Select Multiple to add several items from a single searchable list. Search by name, barcode, price, or attribute. Enter a quantity for each item and click Confirm.

1. Click Import from Excel to update many items at once from a spreadsheet.
2. Then, Download Template to get the correct format and fill in the two columns — Barcode (or SKU) and Quantity — following the Excel file guidelines.
3. Drag and drop your file into the upload area or switch to the Copy & Paste tab to paste your rows directly.

• Click Scan Barcode to add items with a connected barcode scanner.
• Point your scanner at a barcode to begin. Each scan adds the item to the list, and you can scan again or use the + / – controls to set the quantity.
• When you're done, click Apply to add everything to your transaction.
• In the BoxHero mobile app, you can scan barcodes with your phone's camera.

Any changes to your inventory quantity made through the four inventory transactions will be recorded in the Transactions menu. Here, you can view the complete history of all past inventory activities.

Transaction history isn't just a log — it's the data BoxHero uses to calculate your current stock. Changing the quantity or date of a past transaction recalculates everything after it, which can change your current quantities.

To find specific transactions, select the applicable date range or add other filters (e.g., transaction type, partner, location).

You can print your inventory transactions by clicking More > Print Summary or Download PDF.

If a transaction is incorrect, you can modify or delete it.
Transactions > More > Edit or Delete.

When a transaction is edited, it's marked with an orange "Edited" badge and displays its version number.

To restore a previous version, select the one you want and click More > Restore this Version.

Save a transaction as a draft before you finalize it. Drafts appear in the stock transaction menu in the sidebar, so you can pick up where you left off — or ignore them and start a new transaction anytime.

• When drafts exist, opening Stock In, Stock Out, or Move Stock shows the draft list first. If you have multiple saved drafts, you can process several at once.
• To start a separate transaction instead, use the + New button in the top-right corner to create a new one.

Have questions about transactions? Check out our FAQ: