Skip to main content

Manage inventory in Sweeply

Set up inventory items, record stock activity, see movement across locations, and log linen and equipment from the room view.

Written by Frans Garðarsson

Set up inventory items (web)

  1. Go to Settings → Inventory.

  2. Click New Item.

  3. Enter the Name and Item type (Minibar, Equipment or Linen). You can also add a Description and an image.

  4. Under Quantity by location, enter what you hold in each location. Use Add another location for more, or type a new name to create a location.

  5. Set a Low quantity warning if you want a low-stock indicator.

  6. Save.

Create Inventory Item form with Name, Item type Equipment, Quantity by location with In Stock and Floor 2 cart, and Low quantity warning

Record a stock receipt

  1. In the inventory list, click Record item activity on the item's row.

  2. Choose Added to inventory.

  3. Enter the quantity received.

  4. Optionally add a note, such as the supplier name or invoice number.

  5. Save. The in-stock quantity updates straight away.

New Transaction with Transaction type Added to inventory, quantity and note filled in

Move stock between locations

  1. Click Record item activity on the item's row.

  2. Choose Moved.

  3. Choose the From location and the To location.

  4. Enter the quantity and save.

Correct stock after a count

  1. Click Record item activity on the item's row.

  2. Choose Stock correction. Only admins can do this.

  3. Choose the location and enter the actual quantity on hand.

  4. Save. Sweeply sets the quantity to exactly that number.

See what changed and who changed it

Click View item activity log on the item's row to see every movement for the item, who made it and when. You can filter by unit, user, date, type or booking.

Item activity log with Added to inventory, Moved, Minibar used and Stock correction rows, user and date, and the filters bar

See movement across locations

Go to Reports → Inventory to see, for each location, what came in, what went out and what is there now, for the dates you pick. You can export it as CSV.

Inventory Movement Report for In Stock over the last 7 days with In, Out and Current columns and a stock correction badge

Record inventory during rounds (housekeeping staff)

Staff record inventory from the room's area summary in the mobile app. The same sections appear in the room view on the web.

Minibar

Minibar items live in the same inventory catalogue. Logging what a guest used (Minibar used) is covered in our Minibar article.

Linen

  1. Open the area summary. The linen section shows only when your property has linen items.

  2. Tap Report dirty linen, count the items and save. They move to the laundry.

  3. When linen comes back, tap Receive linen from laundry and save the counts.

Report dirty linen sheet with linen items counted and the Send to laundry button

Equipment

  1. Open the area summary.

  2. Tap Move item.

  3. Choose the item, whether it moves out of or into the room, the other location and the quantity.

  4. Save.

Move item sheet with a Baby cot moving into the room from In Stock, quantity 1

Need help? Message us from the chat in Sweeply.

Related Articles
Did this answer your question?