The Inventory page helps the business track retail products, professional supplies, current quantities, product costs, selling prices, and stock activity.
Use Inventory to review available products, record new stock, make approved quantity adjustments, locate products by SKU or barcode, and identify items that may need to be reordered.
Accurate inventory records help support retail sales, purchasing decisions, financial reporting, and day-to-day business operations.
Inventory Information
Depending on the product and available settings, an inventory record may include:
- Product name
- Product category
- Brand or manufacturer
- SKU
- Barcode
- Vendor
- Product cost
- Retail selling price
- Current quantity
- Reorder level
- Product status
- Professional-use or retail-use classification
- Notes
The exact information displayed depends on the fields used by the business.
Retail Products and Professional Supplies
Inventory may include both products sold to clients and supplies used while providing services.
Retail Products
Retail products are items offered for sale to clients.
Examples may include:
- Cleansers
- Moisturizers
- Serums
- Sunscreen
- Aftercare products
- Other take-home products
Professional Supplies
Professional supplies are products or materials used by the business while providing services.
Examples may include:
- Treatment products
- Masks and solutions
- Disposable supplies
- Applicators
- Gloves
- Cleaning supplies
Classify products correctly so retail sales and internal-use supplies can be reviewed separately.
Adding a Product
Use the Add Product option to create a new inventory record.
Enter the available product information, including:
- Product name
- Category
- SKU or barcode
- Vendor
- Cost
- Retail price
- Beginning quantity
- Reorder level
- Product status
- Notes
Before saving, confirm that the product does not already exist in Inventory.
Creating duplicate product records can cause inaccurate quantities, retail sales, and reporting.
Product Naming
Use a clear and consistent product name.
A product name may include:
- Brand
- Product line
- Product type
- Size
- Strength or variation
For example:
Brand Name Hydrating Cleanser — 6 oz.
Avoid vague names such as Product 1, Cleanser, New Item, or Miscellaneous.
Consistent names make products easier to find during sales, inventory counts, and reporting.
Product Categories
Categories help organize inventory and improve searching and reporting.
Categories may include:
- Cleanser
- Moisturizer
- Serum
- Sunscreen
- Exfoliant
- Mask
- Professional Supply
- Disposable Supply
- Other Retail Product
Select the category that most accurately describes the product.
SKU and Barcode
A SKU is a unique identifier used by the business to locate and track a product.
A barcode is a machine-readable product code that may be scanned with a compatible device or smartphone camera.
A product may use:
- A manufacturer barcode
- A business-created SKU
- Both a barcode and a SKU
Each active product should normally have a unique SKU or barcode.
Do not assign the same identifier to unrelated products.
Scanning a Product
Use the Inventory scanner to locate a product by SKU or barcode.
Depending on the device and page, a code may be entered manually or scanned using a camera.
When scanning:
- Allow camera access when requested
- Position the barcode clearly inside the scanning area
- Use adequate lighting
- Hold the device steady
- Confirm that the correct product appears
If the barcode cannot be read, enter the SKU or barcode manually.
Using a Smartphone Camera
Peach Suite Pro can use a compatible smartphone camera to scan product SKUs or barcodes.
Before scanning:
- Open Peach Suite Pro on the phone
- Sign in with an authorized account
- Open the Inventory scanning page
- Allow browser access to the camera
After the code is recognized, review the product result before making any quantity or product changes.
Use Phone as Scanner
Use Phone as Scanner allows a smartphone to send scanned product codes to an Inventory session open on a computer.
This can be useful when inventory is managed on a desktop or laptop but the phone is easier to move around the product area.
Before starting:
- Open Peach Suite Pro on the phone and sign in
- Open Inventory on the computer
- Select Start Phone Scanner
- Use the displayed connection option or QR code to open the scanner session on the phone
When a product is scanned on the phone, the code is sent back to the connected computer session.
Keep both devices signed in and connected while the scanner session is active.
Phone Scanner Session
A phone scanner session connects one mobile device to one Inventory session.
During the session:
- Scan one product at a time
- Confirm the result on the computer
- Avoid sharing the scanner connection with unauthorized users
- Close the session when inventory work is finished
A scanner session may expire or close after a period of inactivity.
Start a new session when the existing connection is no longer active.
Product Cost
Product Cost represents the amount paid by the business to purchase one unit of the product.
Use the actual unit cost whenever possible.
If a case contains multiple units, divide the total case cost by the number of usable units.
For example:
- Case cost: $120.00
- Units in the case: 12
- Cost per unit: $10.00
Accurate product costs help the business review retail profit and inventory value.
Retail Selling Price
The Retail Selling Price is the amount normally charged to the client for one unit.
Review the price when:
- The vendor changes the wholesale cost
- The business changes its pricing
- A new product size is added
- A product is replaced by a newer version
Changing the current retail price should not change the historical amount recorded for a completed sale.
Current Quantity
Current Quantity represents the number of units currently recorded as available.
The quantity may increase when:
- New inventory is received
- A return is placed back into sellable inventory
- An incorrect reduction is reversed
- An approved adjustment is entered
The quantity may decrease when:
- A retail product is sold
- A product is used professionally
- A product is damaged
- A product expires
- A product is lost or missing
- An approved adjustment is entered
Receiving New Inventory
When a shipment arrives, confirm the products and quantities before updating Inventory.
Review:
- Vendor
- Purchase date
- Product name
- SKU or barcode
- Quantity ordered
- Quantity received
- Unit cost
- Damaged or missing items
Add only the quantity that was actually received and accepted.
Keep vendor receipts or purchase records for expense and inventory documentation.
Inventory Adjustments
An inventory adjustment changes the recorded quantity outside of a normal sale or receiving transaction.
Adjustments may be needed for:
- Physical count corrections
- Damaged products
- Expired products
- Professional use
- Samples or promotional giveaways
- Returns
- Missing inventory
- Data-entry corrections
Enter the correct adjustment direction and quantity.
Include a clear reason or note whenever possible.
Increasing Inventory
Use an increase adjustment when the recorded quantity needs to be raised.
Examples include:
- Receiving new stock
- Returning an unused item to sellable inventory
- Correcting an earlier reduction
Do not increase the quantity merely to make the system match an expected total without identifying the reason for the difference.
Decreasing Inventory
Use a decrease adjustment when the recorded quantity needs to be lowered.
Examples include:
- Damaged product
- Expired product
- Professional use
- Sample or giveaway
- Missing product
- Correction of an earlier increase
Do not use a manual decrease for a normal retail sale when the sale should be recorded through Finish Session.
Retail Sales and Finish Session
Retail products sold during an appointment should normally be entered through Finish Session.
Finish Session keeps the retail sale connected to:
- The appointment
- The client
- The provider
- The payment
- The financial reports
- The inventory quantity
Do not record the same product sale through Finish Session and then manually decrease Inventory again.
Doing both may reduce the quantity twice.
Professional Product Use
Products used while providing services may need to be recorded separately from retail sales.
Use the appropriate professional-use or inventory-adjustment process when available.
Include a clear reason so professional consumption can be distinguished from:
- Retail sales
- Damage
- Expiration
- Missing inventory
- Samples or giveaways
Samples and Promotional Giveaways
Products provided as samples or free promotional items should still be removed from available inventory.
Record the reduction using the appropriate adjustment reason.
Do not record a free product as a paid retail sale unless a sale actually occurred.
Damaged Products
Remove damaged products from available inventory when they can no longer be sold or used.
Include information such as:
- Quantity damaged
- Date identified
- Reason for damage
- Vendor or shipment reference
- Whether a replacement or credit was requested
Do not leave unusable products included in the available quantity.
Expired Products
Review product expiration dates when applicable.
Expired products should not remain in sellable or usable inventory.
When removing expired products, record:
- Product
- Quantity
- Expiration date
- Date removed
- Adjustment reason
Follow product-manufacturer and local disposal requirements.
Returns
Review the product condition before returning a client return to available inventory.
A returned item should not be placed back into sellable inventory when it has been opened, used, damaged, contaminated, or cannot legally or safely be resold.
When a return is accepted, review both:
- The financial refund or credit
- The inventory quantity adjustment
The financial and inventory records should describe the same transaction.
Reorder Level
The Reorder Level is the quantity at which the business should consider purchasing more stock.
For example, if the reorder level is 3, the product may require attention when the available quantity reaches 3 or fewer units.
Set the reorder level based on:
- Normal sales volume
- Professional usage
- Vendor delivery time
- Minimum order requirements
- Product shelf life
- Available storage space
Low-Stock Products
A product may be identified as low stock when its current quantity reaches or falls below its reorder level.
When reviewing low-stock items:
- Confirm the recorded quantity
- Perform a physical count when necessary
- Review recent sales and adjustments
- Check for an open vendor order
- Consider delivery time
- Confirm whether the product is still active
Do not reorder an inactive or discontinued product without reviewing its status.
Out-of-Stock Products
A quantity of zero normally means the product is out of stock.
Before accepting a retail sale, confirm that the product is physically available.
If the product exists physically but the system shows zero, review recent transactions and enter an approved correction.
If the system shows stock but no product is available, perform a physical count and investigate the difference.
Physical Inventory Counts
A physical inventory count compares the products actually on hand with the quantities recorded in Peach Suite Pro.
During a count:
- Count one product at a time
- Confirm the product name and SKU
- Separate damaged or expired products
- Do not count open professional-use products as sellable retail inventory
- Record differences carefully
- Investigate significant differences
After the count, enter approved adjustments with clear explanations.
Inventory Differences
An inventory difference occurs when the physical quantity does not match the recorded quantity.
Possible causes include:
- A retail sale was not recorded
- A product sale was entered twice
- Professional use was not recorded
- A shipment quantity was entered incorrectly
- A product was damaged or expired
- A return was handled incorrectly
- The wrong product was selected
- A barcode or SKU was assigned incorrectly
- Inventory is missing
Investigate the cause before entering a large adjustment.
Editing a Product
Use Edit to update product information.
Information that may be changed includes:
- Product name
- Category
- Brand
- SKU or barcode
- Vendor
- Cost
- Retail price
- Reorder level
- Status
- Notes
Use the inventory-adjustment process rather than editing a product’s identifying information when only the quantity is incorrect.
After changing a SKU or barcode, test the scanner to confirm that the product can still be located.
Active and Inactive Products
An active product is available for current inventory operations and, when applicable, retail sale.
Mark a product inactive when it is:
- Discontinued
- No longer sold
- No longer used professionally
- Replaced by another product
Making a product inactive normally preserves its historical activity while removing it from active selections.
Do not create a second product record merely because an existing product was temporarily out of stock.
Archiving or Removing Products
Archiving or making a product inactive is normally preferred over permanently deleting it.
Preserving the product record helps maintain:
- Retail sales history
- Appointment history
- Inventory adjustments
- Vendor history
- Financial reports
- Audit information
A product that has transaction history should generally not be permanently deleted.
Vendors
The vendor identifies the company or supplier from which the product is purchased.
Accurate vendor information can help with:
- Reordering
- Reviewing costs
- Tracking damaged shipments
- Locating purchase records
- Comparing suppliers
Review the vendor record when purchasing information changes.
Inventory Purchases and Expenses
Purchasing inventory may create a business expense.
Record the purchase on the appropriate Expense page using the correct vendor, category, payment method, date, and amount.
Updating the inventory quantity does not automatically mean that the financial expense has been recorded unless the related workflow specifically creates both records.
Confirm that both the physical inventory and the business expense are recorded correctly.
Inventory Value
Inventory value may be estimated using the recorded unit cost and quantity on hand.
A simplified calculation is:
Unit Cost × Quantity on Hand = Estimated Inventory Value
For example:
- Unit cost: $10.00
- Quantity on hand: 8
- Estimated inventory value: $80.00
The estimated value depends on accurate costs and quantities.
It may not include shipping, discounts, taxes, accounting adjustments, or changes in product value.
Searching and Filtering Inventory
Use the available search and filter options to locate products.
Inventory may be searched or filtered by:
- Product name
- SKU
- Barcode
- Category
- Vendor
- Active status
- Low-stock status
Scanning the SKU or barcode may be the fastest way to locate a specific product.
Inventory History
Inventory History provides a record of product quantity activity.
Depending on the transaction, history may include:
- Product
- Date and time
- Quantity added or removed
- Quantity before the transaction
- Quantity after the transaction
- Adjustment reason
- Related appointment or sale
- Employee or user
- Notes
Use Inventory History to investigate quantity differences and confirm that an adjustment or sale was recorded.
Avoiding Duplicate Inventory Activity
Review Inventory History before entering a second transaction.
Common duplicate problems include:
- Receiving the same shipment twice
- Reducing inventory manually after Finish Session already recorded the sale
- Entering the same adjustment more than once
- Creating duplicate product records
Duplicate activity can make the available quantity and inventory value inaccurate.
Correcting an Inventory Error
When an inventory error is discovered, review the product and its history before making a correction.
Confirm:
- The physical quantity
- The current recorded quantity
- Recent sales
- Recent receiving activity
- Recent adjustments
- Whether the wrong product was selected
Use an approved correction or adjustment rather than deleting valid transaction history.
Include a note explaining the correction.
Printing and Downloading Inventory
When available, Inventory reports may be printed or downloaded for counting, purchasing, review, or recordkeeping.
Download formats may include:
- Excel
- CSV
Excel files are useful for calculations, sorting, formatting, and inventory analysis.
CSV files provide a simple data format that can be opened in spreadsheet programs or imported into other systems.
Protect downloaded reports because they may contain product costs, selling prices, vendors, and business information.
Privacy and Access
Inventory may contain confidential business information, including product costs, pricing, vendors, and stock levels.
Only authorized users should add products, change costs, adjust quantities, or review inventory history.
Do not leave an Inventory page or phone scanner session open on an unattended shared device.
Common Inventory Problems
A Product Cannot Be Found
Search by product name, SKU, and barcode. Confirm that the product is active and that the identifier was entered correctly.
A Barcode Will Not Scan
Improve the lighting, clean the camera lens, hold the code steady, or enter the SKU or barcode manually.
The Wrong Product Appears After Scanning
Review the SKU and barcode assigned to both products. Correct duplicate or incorrect identifiers.
The Quantity Is Incorrect
Review Inventory History, recent sales, received shipments, professional use, damage, expiration, and previous adjustments.
A Retail Sale Did Not Reduce Inventory
Confirm that the correct product was selected and that the appointment was completed through Finish Session.
Inventory Was Reduced Twice
Review whether Finish Session reduced the quantity and a manual adjustment was also entered.
A Low-Stock Product Is Not Appearing
Confirm the current quantity, reorder level, active status, and low-stock filter.
The Phone Scanner Is Not Connecting
Confirm that both devices are signed in, the scanner session is still active, and the phone opened the correct connection or QR code.
Inventory Best Practices
- Use clear and consistent product names
- Assign a unique SKU or barcode
- Record product costs and retail prices accurately
- Record received inventory promptly
- Use Finish Session for retail products sold during appointments
- Record professional use, damage, expiration, and samples separately
- Include reasons for manual adjustments
- Review low-stock products regularly
- Perform physical inventory counts
- Investigate unexpected quantity differences
- Review Inventory History before entering corrections
- Make discontinued products inactive instead of deleting history
- Close phone scanner sessions after use
- Protect product-cost and vendor information
Important
Inventory accuracy depends on all purchases, sales, professional use, returns, damage, expiration, and adjustments being recorded correctly.
The Inventory page supports business operations, but it does not replace physical inventory counts, vendor purchase records, financial reconciliation, or professional accounting procedures.
Review detailed product history whenever a quantity, cost, or inventory value appears incorrect.