Checking stock in Exact Online usually means: logging in, navigating to the right screen, setting filters and scrolling through lists. With Ledger Botje, you simply ask your AI assistant a question via the Model Context Protocol (MCP).
Checking stock levels
The simplest question is: "How much of item A1001 do we have in stock?" The AI uses the items_stock tool and gives you the answer immediately, including available stock per warehouse.
You can also search more broadly: "Which items have less than 10 units in stock?" or "Show the stock levels of all items in the Utrecht warehouse."
Stock per storage location
Do you work with storage locations? Then ask: "At which locations in the main warehouse is item B2003 stored?" Ledger Botje uses the warehouse_locations_stock tool to show exactly where your inventory is located.
Batch and serial numbers
Ledger Botje supports full batch and serial number tracking. Ask questions like:
- "What is the history of batch number LOT-2024-001?" - shows all transactions: receipts, deliveries, transfers.
- "At which locations is batch BN-2024-042?" - shows where the batch is physically located.
- "Where was serial number SN-50023 delivered to?" - provides full traceability.
Warehouse transfers
Need to move stock? Just ask: "Transfer 50 units of item A1001 from the Amsterdam warehouse to Rotterdam." Ledger Botje creates the transfer and you can then have it processed.
Tips for effective stock queries
- Use item codes for the most precise results
- Mention the warehouse if you have multiple warehouses
- Ask for an overview if you don't know exactly what you're looking for
- Combine questions: "Which items in warehouse A are below minimum stock?"
Find more example prompts for inventory management in the prompt library. Want to create orders too? Read creating orders with ChatGPT and Exact Online. Running a wholesale business? Read our 6 AI applications for wholesale.
What makes stock questions laborious
Stock is rarely a single number. There is stock per warehouse, per storage location, free stock versus reserved stock, and with batch or serial numbers also per lot. Anyone with a question about availability therefore often has to look in several places.
An AI assistant can bring those layers into one answer. "How much A1001 is freely available in the Utrecht warehouse?" is a question that otherwise costs three actions.
Questions that work straight away
- "What is the stock of item A1001 per warehouse?" — check that every warehouse is included.
- "Which locations hold batch LOT-2026-0031?" — the question that counts during a recall.
- "Which items are below their reorder point?" — the basis for your purchasing list.
- "What is the stock value per warehouse?" — useful heading into a close.
- "Which items have had no movement for three months?" — surfaces obsolete stock.
Batch and serial numbers
If you work with batch or serial numbers, the history is often more important than the level. You want to know which lot went to which customer, and that is exactly the kind of question you would otherwise chase across several screens.
In that case ask explicitly for the history: "Which customers received batch LOT-2026-0031, and on what dates?" That gives you the chain rather than just the current location.
What to watch
Free versus total. A total stock figure says little when a lot is reserved for open orders. Ask for free stock when you want to know what you can still promise.
The moment of the last synchronisation. The data cache updates automatically, but for a movement from a minute ago the answer may lag slightly. For critical decisions: verify in Exact Online.
Warehouses you forget. If you see a lower figure than expected, check whether every warehouse is in the answer.
Where to go next
The full capabilities are on the inventory management page. For warehouse transfers and location management: warehouse management with AI.