Hi. How can we help?

Understanding stock levels

As of June 2023, the legacy Stock feature is no longer available to new customers. Existing customers who currently use the feature will still have access to it.

If you're interested in managing your inventory, we recommend exploring our Inventory add-on. Get in touch with your account manager or contact us to discuss whether this add-on could benefit your business.

Manage stock levels data from the New stock input, New stock output, and New stock transfer pages. For instance, add ten bottles of water to your cellar via the New stock input page. The water bottles will appear as stock items on the stock levels page.

To access the stock levels page, select Stock > Stock Management from the navigation bar.


The table displays these details:

  • Stock: The place where the item is stored.
  • SKU: Item’s unique SKU.
  • Total quantity: Number of items in stock.
  • Unpacked quantity: The amount of a product displayed in units. For instance, the item Beer keg has the Stock management details of 30 liters in 1 unit.
    When adding five of the beer kegs to your stock you will have 5 (units/kegs) x 30 (l) = 150 (l).
    The Unpacked quantity is 150.
  • Product: Name of the item as entered in Back Office.
  • Accounting Group: The item category.
  • Cost price: Cost of ingredients for the item as entered in the Back Office.
  • Total cost: Total quantity x Cost price.
  • Selling price (default): The price charged when selling the item to the customer.
  • Total value: Total quantity x Selling price.
  • Gross profit: Percentage profit margin calculated from the Cost price and the Selling price.
  • Total gross profit: Profit margin as currency amount calculated from the Total cost and the Total value.

Import and export stock levels, sort, filter, and search for items in the table using the search and filter functions at the top of the table.

To edit item details from the table, such as the Selling price, click the name in the Product line and make your changes on the edit items page. For information on changing the Total amount or Stock location, see the About stocks movements article.

Importing stock levels

You can transfer a large amount of stock input information at once to your Back Office using a CSV file. See Formatting your Stock levels import file.

  1. Log in to the Back Office with your Lightspeed credentials.
  2. From the navigation menu, select Stock > Stock Management.
  3. Click the Import button.
  4. Select Browse to upload the CSV import file from your computer, then select Open. See Formatting your stock levels import file for detailed information on the imports file format.
  5. Click the Upload button. The Select columns tab will appear.
  6. Optional: If some columns are not necessary for the import, turn them off or continue with the next step
  7. Select the Map columns tab.
  8. Make sure the titles of your columns are correct and click Map columns with identical names.
  9. Select the Additional parameters tab. Turn the button on or off and click Continue.
    • Button on: All of the stock levels data that is already in your Back Office is deleted and replaced with the new import data.
    • Button off: The import data is added as an addition to your current stock levels.
  10. Click Confirm submission to finish the import.


Formatting your stock levels import file

  • The import file must be a CSV-formatted spreadsheet.
  • The first row must contain column identifiers, such as Stock name, SKU, and Quantity.
  • The import file is limited to 1,000 rows in total. If you have more than 999 items to import, create separate imports.
  • Use the table below as a template. Make sure to fill in at least the mandatory columns (Stock name, SKU, and Quantity).

Import template

Stock name SKU Quantity Reason Description
 Mandatory. Mandatory. Mandatory.


Two reasons available:

  • Inventory
  • Goods delivery 


Exporting stock levels

Export stock level information as a PDF, CSV, or XLS file from the Back Office to save, print or analyze outside of the Back Office.

  1. Log in to the Back Office with your Lightspeed credentials.
  2. From the navigation menu, select Stock > Stock Management.
  3. Click the Export button, then choose an export format from the dropdown menu.
  4. Wait for the stock levels data file to automatically download.


What’s next?

Stocks movements provide an overview of the changes and movements of items in and between your stock locations.

Create production batches for recipes from the production section.

Get an overview of the items that are in your inventory.

The rules section allows you to create notification rules for your stock levels.


Was this article helpful?

0 out of 0 found this helpful