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Quantities and Stock Levels

How quantity, minimum and maximum levels work, how the level bar is read, and how stock is adjusted, restocked from expenses, or consumed by tasks.

  • Management
  • Captain & crew

Every inventory item carries a Quantity — the number currently aboard. Two optional figures give that number meaning:

  • Min — the level you do not want to fall below.
  • Max — the level you consider a full stock.

Both are optional, and either can be set on its own. Quantity, Min and Max are all non-negative whole numbers. When both Min and Max are set on the item form, Max must be greater than Min.

Reading the level bar

In the table view, the item detail window, the calendar entry and a component's Inventory tab, the quantity is drawn as a bar whenever a minimum and a higher maximum are both set:

  • The bar shows where the current quantity sits between Min and Max.
  • It is red in the bottom third of that range (up to 33%), yellow in the middle third (up to 66%) and green above that.
  • A quantity below Min or above Max is clamped to the ends of the bar — an item at or below its minimum shows an empty red bar, and one at or above its maximum a full green one.

If there is no such range, only the plain number is shown. The card view always shows the quantity as a number, with the min and max beside it where they are set.

Recording a stock count or an adjustment

To record a new count or adjust stock manually, open the item and choose Edit (requiring the Inventory Edit permission for that category), set Quantity to the new total, and choose Save. You can also ask the AI assistant to update an item's quantity and confirm the proposal card it shows.

Every change is written to the item's history with your name and the time. An archived item cannot be edited or restocked — restore it first if you need to adjust its quantity. On a yacht running the on-board app, counts and adjustments are recorded in the on-board app.

Restocking from an expense

When you record an expense in Finance whose receipt lines include physical goods, Nauticare offers an Expense added! prompt with an Add to Inventory button (available when the vessel is operating, has the Inventory module, and you hold Inventory Edit permission):

  1. For each receipt line, Nauticare searches the categories you can edit for matching items.
  2. If a match is found, choose Update Quantity (or pick another item with Not this one / None of these to search your inventory). Set the New total (which must add at least 1 to the current stock) and confirm with Update Inventory. This records a Restocked entry in the item's history linked to the expense.
  3. If the line is a new article, choose Create a new inventory item to open the inventory form pre-filled from the receipt line and save it with Add to Inventory.
  4. Use Dismiss on any step to skip a line without changing inventory.

Stock consumed by tasks

Inventory is drawn down automatically when a task with attached inventory items is completed: completing the task subtracts the quantities used from those items and records Used in Task in each item's history.

A task cannot be completed if any attached item has less stock than the task needs; the completion window shows an Insufficient inventory warning listing what each shortfall needs and what is available. Archived items cannot be consumed by tasks.

When the level matters

Dropping below the minimum (quantity < minLevel) puts an item on the Low/Expiring tab and in the dashboard's Expiring or Low Stock count, while reaching or dropping below the minimum (quantity <= minLevel) fires the low-stock notification once until the stock rises back above Min. If an item has no minimum level, it is never flagged as low stock.