The Stock Room shows every unit we own — what's sitting in the warehouse, what's already promised to customers, what's still free to sell, and what's on the water heading to us. It reads live from Prospect, so it is always today's picture, not a spreadsheet someone exported last week.

Signing in

Go to portal.oxbglobal.com and sign in with your work email. The portal signs you in on its own page, so your browser can offer to save the password and fill it in next time. If you've forgotten it, click Forgotten password on the sign-in screen and you'll be emailed a reset link.

Choosing which company you're looking at

Top of the page you'll see three buttons: Oxbridge UK, Oxbridge BV and Group.

• Oxbridge UK — the UK company only, in GBP.
• Oxbridge BV — the Dutch company only, in EUR.
• Group — both together. On this view BV costs show in EUR with the GBP equivalent in brackets, and the exchange rate used is shown at the top.

Keeping it fresh

The time the data was pulled is shown next to the Refresh button. If you've just raised a sales order or a PO has landed, press Refresh to pull the latest. Lines that are new since you last looked are marked, and that marker clears itself after 24 hours.

There are three tabs across the top.

Overview

The summary screen. It shows where the value sits — floor value by company, what's due in by month, open sales orders, and the sale pricing section. Click a month in Due in by month to jump straight to that month's incoming stock.

Stock on the floor

Everything physically in a warehouse now, split three ways:

• All stock on the floor — the lot.
• Allocated — already committed to sales orders. This list shows you the sales order number and the customer behind each commitment. Don't sell this.
• Unallocated — free to sell. This is the list you work from. It shows the supplier and the arrival date, taken from the purchase order that actually delivered the goods.

Due in

Stock on order that hasn't landed yet, split the same way: All incoming, Allocated (already pre-sold before it arrives) and Unallocated (incoming and still free to sell).

Hover any column heading or figure and a tooltip explains it. Here they are in full:

Every column sorts. Click a heading to sort by it; click again to reverse. Sorting by Days finds ageing stock; by Free units finds what you've actually got to sell; by Margin finds what's worth chasing.

Above each list there are two dropdowns: All warehouses and All suppliers. Pick one and the list narrows to it — every column still sorts inside the filtered view.

Use them to answer the questions you actually get asked:

• “What have we got in the NL warehouse?” → filter by warehouse.
• “What's left from that Unilever buy?” → filter by supplier.
• “What's landing in September?” → Overview → click the month in Due in by month.

You've agreed a deal on WhatsApp but the sales order isn't raised yet. Without a hold, someone else can sell the same pallets from under you. That's what Reserve is for.

Placing a hold

1. Find the line in Unallocated.
2. Use the Reserved column next to the line and enter the number of units to hold.
3. Add a reservation note — customer and salesperson. Always fill this in; a hold with no name is a hold nobody can chase.
4. Use Lock this reservation in to confirm the save landed.

The units come straight off Free units, so everyone else sees the stock as gone.

How a hold looks after itself

• It self-consumes. As the real sales order lands, the hold shrinks by the same amount — so the stock is never double-counted, and you don't have to remember to cancel it.
• It expires after 72 hours. A forgotten hold releases itself, so stock can't sit locked away indefinitely.
• Release it early with Release this hold now the moment a deal dies — that puts the line straight back on the market.

This is the main event: turning what we own into a branded offer you can send.

1. Go to Stock on the floor → Unallocated (or Due in → Unallocated to pre-sell incoming stock).
2. Tick the lines that make up one offer. Tick as many as you like — they'll become one offer together.
3. Press Build offer from ticked. The lines are handed to the Offer Builder with barcode, description, case size, languages and prices already filled in.
4. In the Offer Builder, set your pricing, add photos if you want them, and build. That's the same Offer Builder as always — it has its own guide.

Untick all clears your selection if you want to start again.

Once lines are ticked you can save them as an offer group — a named, reusable set that lives on the page as a card. Use Group ticked lines to create one.

What's on a group card

• The name — click Rename the offer group to change it.
• MOQ, Lead time and Incoterms — type these in once and they carry onto the built offer (e.g. 5 PALLETS, 7 DAYS, EXW / DDP UK & NL).
• Status — draft until an offer has been built, then active, with the time it was built and the file name.

The buttons on the card

Keeping the cards tidy

Sort the groups by latest due date to see what isn't imminent, or by total stock value to see what matters most. After building an offer, press Reload — that's where a card flips from draft to active.

There are three downloads. They are not interchangeable.

Leaving lines off a download

Tick Drop against a line to leave it off the download while keeping it visible on screen. Useful for stock you can see but don't want to publish yet. If Drop is greyed out with “data missing”, the line needs a sale price first.

Margins only work if there's a sale price on the line. Set them in the Sale pricing section.

• Click a price to edit it. A line with no price shows “No sale price set — click to add”.
• A manual price wins. A price you type here beats the founding price everywhere on the page.
• Bulk import — paste a list of barcode + price to load many at once. Fastest way to price a whole shipment.
• Seed from offers — reads sale prices from offers we've already built and fills any blanks. A good first move on a fresh list before you hand-price the rest.

The Stock Room has a built-in assistant for changes that would take you twenty clicks. Type what you want in plain English, for example:

• “make all six Dove 150ml lines EUR 1.30”
• “replace ‘Deo’ with ‘Roll On’ in the descriptions”
• “set BBE 03.2027 on the Batiste lines”

It can also group lines for you if you'd rather describe the offer than tick it.

It won't invent products: if the instruction matches no lines, it tells you rather than guessing.

If you're not sure where to start, this covers most of the job:

1. Morning: open the Stock Room, press Refresh, and look at Unallocated sorted by Days — the oldest stock is the stock costing us money.
2. Check what's new — lines marked as new have arrived since you last looked.
3. Price anything blank in Sale pricing so it can go into an offer.
4. Tick a coherent set of lines and Build offer from ticked.
5. Send the clip to your customers on WhatsApp; email the Excel to the ones who want a file.
6. Reserve anything you've verbally agreed, with the customer's name in the note.
7. Raise the sales order as soon as it's confirmed — the reservation then clears itself.
8. End of day: release any holds on deals that died.