Topkey Docs

The Stock Levels page is your central view for monitoring every item in your inventory catalog. From here you can see current quantities by location, spot items that need reordering, add new catalog items, and make quick stock adjustments — all without leaving the page.

Stock Levels list showing inventory items with quantities, categories, locations, and reorder indicators

The Stock Levels List

Each row in the list represents one catalog item at a specific location and shows:

Item — The item's emoji, name, and a quick link to reorder from the preferred supplier (if purchase links are saved).
SKU — The item's unique identifier.
Category — A color-coded badge (e.g., Linens, Bath, Kitchen, Cleaning, Consumables).
Location — The warehouse or storage location where this quantity is held.
Description — A short note about the item, if one has been added.
Current — The quantity currently on hand at that location. Items at or below their reorder point appear in red with a Low badge.
Updated — When the stock quantity was last changed and the reason (e.g., adjustment).
Par — The target quantity you want to maintain at that location.
Need — How many units are needed to reach the par level. Shown in amber when greater than zero.
Unit Cost and Charge Price — Per-unit financial values (visible based on your account permissions).

If an item has stock recorded at more than one location, it appears as a separate row for each location so you can see the breakdown at a glance.

Searching and Filtering Items

Use the controls at the top of the Stock Levels page to narrow the list:

Search field — Type any part of an item's name or SKU to filter matching results instantly.
All Categories — Select a category to show only items in that group (e.g., Bath, Linens, Cleaning).
All Locations — Select a specific location to show only the stock held there.
Low Stock Only — Toggle this on to show only items that have fallen at or below their reorder point. Use this view to quickly identify what needs to be ordered.

You can combine these filters — for example, filter by the "Bath" category at a specific location to see only bath supplies stored there.

Adding a New Catalog Item

Click Add Item in the top-right corner of the Stock Levels page to open the Add Catalog Item form.

Add Catalog Item form showing fields for name, emoji, category, SKU, costs, reorder settings, supplier, purchase links, description, and initial stock

Fill in the item details:

Identity

Emoji — Click the emoji picker to choose an icon that makes the item easy to recognize in lists.
Name (required) — Enter a clear, descriptive name for the item (e.g., "Bath Towel Set (4pc)").
Category — Select the category this item belongs to. Categories help you organize and filter your catalog.
SKU — A unique identifier for the item. If you leave this blank, Topkey automatically generates one based on the category prefix (e.g., BAT-001 for a Bath item).

Pricing

Unit Cost (optional) — What you pay per unit when purchasing this item. Used to calculate the total on-hand value shown in the list.
Charge Price (optional) — The fallback price used when charging this item through a checkout. If markup rules are configured for your account, the price is calculated from the unit cost plus markup; the charge price is only used when no markup rules apply.

Reorder Settings

Reorder Point (optional) — The quantity at which Topkey flags this item as low stock. When the total quantity across all locations falls to or below this number, a Low badge appears next to the item.
Reorder Qty (optional) — The suggested quantity to purchase when restocking this item.
Par Level (optional) — The target quantity you want to keep on hand. The Need column shows how many units are required to reach this level.

The Reorder Point triggers the low stock warning, while Par Level drives the Need calculation. You can set one without the other, but using both gives you the most complete picture of what to order and how much.

Supplier Information

Preferred Supplier (optional) — The name of your go-to supplier for this item (e.g., Amazon, Costco).
Purchase Links (optional) — Add one or more URLs to the product listing where you buy this item. The first link is treated as preferred and appears as a quick-access icon in the stock list. Additional links serve as backups. Click Add Link to add each one.

Description

Description (optional) — Any notes about the item, such as specifications, care instructions, or reminders for your team.

Initial Stock

Location — Select the location where you are recording the starting quantity.
Quantity — Enter how many units are currently on hand at that location.

Initial stock is only recorded once when the item is created. To update quantities after creation, use the inline adjustment controls directly on the Stock Levels page.

When you are finished, click Add Item to save the catalog item and return to the Stock Levels list.

Editing Existing Items

To update an item's details, click its name in the Stock Levels list. The edit panel opens where you can change any field — name, category, pricing, reorder settings, supplier information, purchase links, or description. You can also update stock quantities for each location directly from this panel.

Click Add Item (the save button in the panel) to apply your changes.

Adjusting Stock Quantities

Topkey gives you two ways to update a stock quantity directly from the Stock Levels list, without opening the full edit panel:

Increment or Decrement

Use the − and + buttons at the right end of each row to decrease or increase the quantity at that location by one unit at a time. Topkey saves the change immediately.

Set an Exact Quantity

Click directly on the number shown in the Current column for any location row. The quantity becomes editable — type the new amount and press Tab or click away. Topkey saves the updated quantity as an absolute value, replacing whatever was there before.

Setting an exact quantity overwrites the current count entirely. Use the − / + buttons when you want to record a relative change (e.g., after using one unit). Use the direct edit when you are correcting the count to match a physical count.

Understanding Low Stock

An item is marked Low (shown in red) when its total quantity across all locations is at or below its Reorder Point. This indicator appears directly next to the item name in the list.

To see all low-stock items at once, toggle Low Stock Only in the filter bar. This is useful at the start of a purchasing cycle to quickly generate a list of what needs to be ordered.

Items without a reorder point set will never show as low stock, even if their quantity reaches zero. Set a reorder point for any item you want to actively monitor.

Importing Catalog Items in Bulk

If you have a large number of items to add, you can import them all at once using a CSV file instead of adding each item individually.

To import catalog items:

On the Stock Levels page, look for the import option (available in the page actions).
Download the CSV template to see the required column format and an example of how to structure your data.
Fill in your items in the template, then upload the completed file.
Topkey runs a dry-run preview before committing the import, showing you exactly which items will be created and flagging any rows with errors.
Review the preview, correct any issues in your file if needed, and confirm the import to add all valid items to your catalog.

The dry-run preview does not make any changes to your catalog. No items are created until you confirm the import after reviewing the preview.

Managing Categories

Categories keep your catalog organized and make filtering faster. You manage categories from the Settings page rather than from within the Stock Levels page.

In inventory settings, you can:

Create a new category and assign it an emoji and name.
Rename an existing category.
Archive a category you no longer use. Archived categories are hidden from the category selector when adding or editing items.
Reorder categories by dragging them into the sequence you prefer — this order is reflected in category selectors throughout the inventory module.

Choose category names that match how your team thinks about supplies — for example, "Linens," "Bath," "Kitchen," "Cleaning," and "Consumables." Good categories make the Low Stock Only filter and the category filter much more useful day to day.

Frequently Asked Questions

What happens if I leave the SKU field blank when adding an item? Topkey automatically generates a SKU based on the first three letters of the selected category. For example, a Bath item would receive a SKU like BAT-001. You can override this by typing your own SKU before saving.

Can an item have stock at more than one location? Yes. When an item has quantities recorded at multiple locations, it appears as a separate row for each location on the Stock Levels page. The Low indicator is based on the combined total across all locations compared to the reorder point.

How do I change an item's stock if I made an error in a physical count? Click directly on the quantity number in the Current column and type the correct amount. This sets the quantity to an exact number, making it ideal for correcting counts after a physical audit. For routine one-unit changes, use the − and + buttons instead.