Inventory - Start Here

This page is under construction as of March 2019, thank for your understanding and patience.

Inventory is the module we place all Hardware & Services in that you might sell. It's both a primary tab on the site navigation, and an overarching concept that includes Purchasing, Vendors, Purchase Orders, Stock Take, and lots more.

 

Table of Contents:


Inventory Settings
Adding a Product
One Time Use Products
Purchase Orders
Pending Orders/Low Stock
Bulk Editing Inventory
Stock Takes


Inventory FAQ:

How do I add a SKU?
What is the difference between Parts and Inventory?
How do I delete an inventory item?

 

What it Does:

  • Tracks the items (both products and services) that you will sell
  • You can choose to maintain stock at the item level
  • Fully Serialized - meaning we track down to the individual instance
  • You can store individual serial numbers on each item if you want
  • Batch Tracking from Purchase Orders ties instances to Vendors
  • Set reorder level, desired quantity, cost, retail, categories, tons more
  • One-Click electronic ordering available for select vendors
  • Pending Orders page - All your reordering in one place

 

What it Doesn't Do
 

  • Variants like; Size: Small, Medium, Large (you have to just duplicate the item)

 

Inventory Settings

 


Definitions:

Send a daily Low-Inventory email: A daily email is triggered to your main account email address that shows you all Low-Inventory Items.


Enable Wholesale Pricing: Allows you to sell Inventory Items at cost

Enable Purchasing from the public: Allows you to purchase Inventory items/parts from your Customers. For more information, refer to this article.

Enable RepairShopr to RepairShopr electronic ordering: Allows you to set up and purchase from a vendor that uses our application. You can read more about this ability in this article.

Enable One-Time-Use Inventory Items: Enables the "One Time Use" checkbox on Inventory Products that will set them to be disabled once the stock runs out. You can read more about how to set up and use this by visiting this article.

Enable Percentage Markup: Turning this on allows you to set a Margin (Profit) percentage for New Products being created at the account level and the individual product level.

Show Categories(overridden to enabled if using PrePay Hours or Deposits): If you want to hide "Categories" uncheck this box

Enable the PrePay Hours tracking feature(also a Customers setting): Allows you to sell Pre-Pay hours to customers, learn more about this feature here: Pre-Pay Hours

Enable the Deposits feature(also an invoice setting): Check this box if you take "Deposits" for services or products. Learn More Here!

Show Top-Level-Categories as Tabs (only when no search query): Check this box when you want to show your categories as top-level selectable tabs in your Inventory Page. Try it out :)

Enable Photos on Products: If you want to be able to attach photos to a product inside your inventory check this box

Enable the Backorder feature: This will trigger the system to create pending orders when you are out of stock on an item. Pending orders can then be placed on a Purchase order and quickly fulfilled. 

Use Basic Labels instead of Instance Labels on non-serialized Products: This toggles Basic Labels as the default labels and hides the In-Stock Label.


Category Editor

The Category Editor allows you to organize all of your products and services by a particular category or sub-category.
Product Sales Reports only pulls information by category, so using this tool is perfect for getting granular data on what your shop sells
the most.


 

 

Adding a Product

 
Steps for Adding a Product:

Click on the "Inventory Tab" and then click on the green button that says "New Item" to get started.



This will then take you to the product page:




Here is a breakdown of what these fields do:

UPC Code:
This is where you will add your own Universal Product Code(UPC). Our system will generate a barcode for you using this number.

Retail Product or Service: Indicates that the item is a product or service

Discount - Amount/Percent: Use this if you want to create a Percentage discount that can be added as a line item on an invoice. Categorize this as a discount and it becomes a trackable item in your "Product Sales Report"

Price Retail: This is the Price for your customer.

Price Cost: This is what you paid to purchase this product

Taxable: This checkbox indicates whether the item is "taxable" or not. Leave it unchecked if the item should be tax-free

Notes: This is a box to add any notes that will be used internally for this product.

Maintain Stock: Checking this box will allow you to track quantity, order from purchase orders, and get alerts when an item is running low on stock.

Serialized: Check this box if you have items you would like to track using a serial number.

One Time Use: Check this box if you would like the system to disable the product once it reaches a quantity of 0

Re-order At: This will trigger a pending "Low Stock" request and will alert you if you have a notification set.

Desired Stock level: The system will create a pending order to bring you back to this "desired stock level" when you hit your re-order point

Quantity: This is the number of items you have in stock

Category: You can categorize items to organize them and certain categories will trigger other features in the system e.g. "Labor", "Pre-Pay Hours", "Deposit"

Sort Order: This allows you to set certain products into a higher position on your inventory list so that they are easier to find. Users will sort by order of importance.

Physical Location: Where the item is located physically in your shop

Condition: The condition the item is in e.g. "New" or "Used"

Warranty Template: This will allow you to assign Warranties to Products so that when the product is sold the Warranty gets added to the customer's record. You will need to create a warranty template first to use this feature. Learn to create warranty templates here!
 
 
Product Instances
 
This section allows you to see serialized and maintain stock instances for a particular product. It will display the first 20 or so instances for products.
 
 
Then you'd need to click the View All button for Serialized Products.
 
 
 
QTY Details button at the top of the page for Maintain Stock Products.
 
 
From the Product Instance section, or the View All page, you can click to Export to CSV so that you can view Product info in Excel.



One time use inventory products

 

Overview:

One Time Use Inventory Products are products that you have on-hand and want to sell to customers, but you do not want to consider them a permanent part of your Inventory and re-stock them when you run out. 

 

How to use:

First, get started by enabling this at Admin > Inventory > Preferences > Enable One-Time-Use Products, shown here: 




When you create a new Inventory Product or modify an existing one, you will be able to see the checkbox for One Time Use items here: 




You will also see the "One Time Use" checkbox when adding a new Manual Product to a Purchase Order.

Click on the "Manual Add" button in the Purchase Order next to the "ADD 'MAINTAIN STOCK' PRODUCT FROM INVENTORY" box, then you will see the checkbox at the bottom of the pop-up window: 




Things to note:

 
- Backordering a One-Time-Use Product is not recommended as they are designed to be disabled and not re-ordered

 
 

Purchase Orders

 

Create and Send Purchase orders on the fly in the Purchase Order Module of your account.

You will want to have your Vendors already entered before you start creating purchase orders, so if you haven't already followed the step by step instructions below on creating a Vendor List.

 

First, create a Vendor

1. Head over to ADMIN > Scroll down and click Vendors on the left side under the "Inventory Sub-Section".


          2. Click on the green button that says "+ New Vendor" to get started.


 

3. Fill out all of the appropriate fields and click "Create Vendor" and you are all set!


4. The Vendor Profile will look like the image below and you can reach it at any point by clicking on the vendor's name highlighted in blue.

 

Creating a Purchase Order

Only items that have "maintain stock" checkbox, checked can be ordered through the Purchase order module.


 

1. Go to Purchase Orders and click on "New Purchase" Order

 

 

2. Select the Vendor from the drop-down and fill in the other fields that apply

               

 

3. Click on the green "Create Purchase Order" button. It will bring you to a page that looks like this.

 

Low Stock Items




 

 
Add All Low Stock Items Add All Low Stock Items by this Vendor Add All Pending Items Email to Vendor
Adds all items that are below your desired stock level Adds items that are below your desired stock level for a particular vendor only Adds all Pending Orders to the Purchase Orders, to learn more follow this link This will trigger an email of your purchase order to the vendor to start the order process

 

Adding a product to a Purchase order


  1. If the product is not already listed on the PO, add it by searching for it in the "Add a product field. You can also create and add a product using "Manual Add"



  2. Once you have listed all of your products click on the Email Vendor button to submit your order. This will put the PO in "Ordered" status.

  3. Once the products arrive, change the status to check-in.




  4. You can choose to receive all items at once or go by line item. For serialized items click on the orange button to add serials.


  5. Once you have received all of your items the system will change the status of the PO to finished and you're set! 
 
 

Inventory Import

Table of Contents

 

Overview:

When you have multiple edits or additions to make to your inventory, the best way to do that is to export your inventory to CSV, make the changes in Excel (or Google Sheets), and then re-import it back into our application.

The buttons for exporting and importing are located in the Inventory Modules button at the top right of the Inventory page:


 

Your CSV file will look something like this when you open it in Excel:

 
 
Here is a screen recording of how to add a product to the inventory:




Helpful Hints

 

1. Unless you've exported your inventory from our software and it's an existing product (already in your current inventory), the 'id' column should be left blank.

2. If you are adding items with quantity, make sure the 'maintain_stock' column is set to TRUE.

3. If the item is taxable, make sure the 'taxable' column is set to TRUE.

4. If you are using product categories, make sure those categories have been created in our software before you import the inventory.

5. If using Big-Chain: You can leave the 'quantity' column blank, but make sure to fill out the individual location's quantity on the CSV.

6. Don't use the $ symbol when filling out cost and price.

7. If your UPC codes are long, make sure that Excel isn't shortening them using scientific notation prior to importing.

8. If delete is TRUE and there is an id that matches, that product will be deleted completely.

9. The name of the product should be unique.
 
10. Additional fields are listed for Big Chain accounts and can be seen by exporting the current inventory.

 

CSV columns Breakdown


id
Do not edit the values in the id column! Inventory items that are already in the system will have a unique value that our software has generated. Leave that value blank for items that are brand new.

name
This is the main name of the item. This is a required field.

description
This describes the item in more detail. This field is searchable. This is a required field.

maintain_stock

This is used if you wish to have our program keep track of the item's quantity, so if 1 out of 3 items are sold, the software will adjust the quantity to 2.
TRUE or FALSE

quantity
How many you currently have in stock. Make sure that you have maintain_stock set to TRUE if you're tracking quantity for the product. If you leave this blank, it will default to 0 on any items marked for maintain_stock set as TRUE.  

condition
You can set this to "used" or any other condition you wish. This is useful if you're purchasing from the public and refurbishing/re-selling items and need to track which are new and used.

warranty
Use warranty_template_id column to update warranties attached to products.

created_at
This is system driven and shouldn't be edited unless you specifically need to.

updated_at

This is system driven and shouldn't be edited unless you specifically need to.

sort_order

Allows you to set which page of the POS system the item will be assigned to. Adding a lower number here will also have the item appear first in the default list.

disabled

Set this to TRUE to disable an item in inventory, set to FALSE to show the item in inventory.

reorder_at

This number will specify how low of a quantity you want an item before it is considered "low stock." This is useful in Purchase Orders.

taxable

Marking this TRUE or FALSE will mark apply/not apply your tax rate to the item when it is sold.

upc_code

This is a searchable code that can be typed or scanned. You can either make one up or use the items existing UPC code.

pdf

ignore this

discount_percent

If you have a discount inventory item, what percent is it?

warranty_template_id
 If you have an existing warranty template (Admin > Warranty Templates), you can copy the number from the URL when you edit the template, and paste it here to apply that template to an inventory item. Information on warranty templates are found here: Warranty Template Knowledge Base article

vendor_id

desired_stock_level
The ideal amount of QTY you'd like the inventory to be at. This is helpful for re-ordering stock.

notes
Notes can be applied if an item has any special information that needs to be on record. These notes are visible from the product detail page but are not visible in other locations.

tax_rate_id
You can add multiple tax rates in Admin > Invoices > Tax Rates. You can edit any of your tax rates and copy the numeric identifier from the URL on the edit page and place it here to apply that tax rate.

xero_item_id
Ignore this

qb_item_id 
Ignore this

serialized
Select TRUE if you want the item to be serialized, FALSE if you don't. If you make a product serialized you can not later mark the product as FALSE.
 
long_description
This description is used in conjunction with the WooCommerce integration and is not visible as a template tag within the software.
 
one_time_use
Set to TRUE if you would like to make an item a One Time Use item. Information of one-time use inventory products are found here: One Time Use Inventory KB

delete
Set to TRUE if you wish to permanently delete an item. This is not recommended, we recommend you disable items.

price_retail
The amount you are selling this item for.

price_cost
The amount this item costs you.

price_wholesale
If you have enabled the wholesale pricing feature you can set a secondary retail price for a product.
 
category_path
 If you had added categories, or wish to categorize your inventory with the default categories, type which category the inventory should go into. Note: You can edit/view categories in Admin > Inventory > Preferences.

vendor

Head over to your Admin > Vendors page and copy the vendor name into this field. If you have vendors applied to your inventory, you can easily create and submit Purchase Orders.

serial_numbers


Serial numbers go here for each product
 

Troubleshooting


Error Summary
If your import is failing in Repairshopr go to Admin > Reports > Import results (top right) and see if there any errors appearing. Generally, if you have a low percentage of failures, it's just some bad data in the import file. It the percentage is over 20% the file probably needs to be adjusted to fit our format.

The error summary is grouped by the fields that failed validation, so if it says: "email, phone, mobile invalid:" that means those records failed all of those fields at the same time. That could mean you have those fields marked as required in the settings, but they weren't found in the CSV.


Long UPC numbers

These may not display properly in Excel, as Excel automatically shortens long numbers to scientific notation. You may want to turn off this option, as importing a CSV with scientific notation into the software will not store data properly.


CSV validation:

If you think your CSV file has all the right fields, but your import doesn't load inventory, try uploading your CSV to this test site and see if the columns are correct: http://csv-validator.herokuapp.com/.

 

Stock Take - Inventory Reconciliation

 

Table of Contents
Overview
Stock Take Lists
Stock Take

 
 
Overview

Our Stock Take module can help you go through and verify your actual stock on hand matches the on-hand value shown in the Inventory tab. It will also allow you to update the on-hand value in the system to match your inventory count when discrepancies are found.

To access the Stock Take module, head to Admin > Stock Take. 

 
Stock Take Lists
 
First, you probably want to set up a "Stock Take List" of items to be checked.
 
This can be a random sampling of your inventory, the whole inventory, or a subset based on category or high-frequency sales.

To do that click Inventory Modules > Stock Take Lists > New Stock Take List
 
 
 




Next, tell it what products you want to be checking when you run this List



Now that you've told it what products you want to check, you can go do a stock take. Click "New Stock Take" there to begin checking stock. You can do this from the Stock Take List overview or from with the Stock Take List edit screen.



Stock Take

After starting a new stock take, you will be taken to the stock take main-screen. From here, we have a few different ways to enter your stock in an attempt to make it as fast as possible for you.

The fastest mode is barcode scanning. You can get a barcode scanner (USB or Bluetooth/mobile) and just scan every product you want to count. The site will make success/fail sounds so you can concentrate on what you are scanning.

If you scan some items that aren't able to be found, they'll show up in the top list of "Recent Scans" - but not in the entries for the batch area.  



If you want to fallback to keyed entry, you can search for a product and enter quantities - then switch to another product. When using the keyed entry mode, the page looks like this:



You can type quantities and hit enter for speed. If on an iPad/tablet, you could also use the onscreen keypad. (1-9, since it auto-submits - no 0).

When ready to move to the next item click "change".

Note that your progress is saved as you go, so you can always navigate to a different page and then return to this stock take to continue entering data.

Once you have completed your inventory count and want to finalize the results, click the Finalize button at the top of the page. This will take you to the "Resolve Stock Take" step in the process.



On the Resolve Stock Take page, you will see several pieces of information: (this requires a separate permission)

  • Expected Quantity: this is the current on-hand quantity for each item in the Inventory tab.
  • Counted Quantity: this is the value entered during your inventory count.
  • Update to Counted: this is a series of checkboxes for each item in the stock take. Any items that have this box checked will update the on-hand value in the system to the value seen in the Actual Quantity of the stock take once the stock take is submitted.
  • Reconciliation Reason: A note about why you think the count was off
  • Notes: Another notes field

 

NB*: if you don't tick the "Update to Counted" checkbox the product quantity will not be updated

 



After reviewing the information and selecting the items to update, click Submit to finalize the stock take. This will set that particular stock take to a "read-only" state so that it can be reviewed, but not revised.



Here is an example of the report you get from a finalized Stock Take



Inventory FAQ:

How do I add an SKU

A Stock Keeping Unit (SKU) is an identification number that helps you track your inventory items. 

 
Follow the steps below to add an SKU to an inventory item. 


1.) Head over to the "Inventory" tab and select "New Item" 
*Note: You can also edit an existing item by following the same steps below. 



 

2.) Create the product with a name and description




3.) Once the product is created, go to the Product detail page of that product and select the button that says " Add SKU". You may have to scroll down a little bit on the product detail page before you see it. 






4.) Add the desired SKU number and select a vendor. Then select the green "add" button.





You should now see the SKU number under the Vendor SKU's on the Product detail page.





 
 

Difference between parts and Inventory

 

Table of Contents

The Difference
Overview
Part Order - Billing

 

The Difference between Inventory and Parts:

Inventory is one of the most powerful modules in the application. It tracks all sorts of physical/electronic devices, labor, deposits, prepay hours, quantities, when to refill stock, etc. This is the normal equipment you work with everyday, and expect to have in your store or warehouse. When you have low stock on specific inventory, you want to be kept informed so you can re-order. This is why we send out a daily email of all low stock in inventory, so we keep you notified on a daily basis. You use Purchase Orders to resupply low levels of Inventory. Purchase Orders are directly connected with your Inventory and Vendors, making that entire process easy. The Parts module is a completely separate entity.

Parts were intended for a different purpose. This module was created for special orders that you don't normally do, or don't usually keep in stock. Example: Special phone screen for a phone that you don't normally work on, or a special motherboard for a laptop.

Overview:

There is a Parts tab that can be activated by heading Admin > Tabs Customization > Parts. That way you could use the top navigation bar to quickly get to Parts.

NOTE: The Parts option on the Tabs Customization may be located in a different order for you. This list can be reordered by the account to change the tabs bar order along the top of the screen.

If you head to the Parts Tab, click the New button to start a Part Order.

A new screen will load where you can enter the Order details.

 

Note: Entering the Cost to the order will automatically calculate the customer price if you have the Markup feature in the Parts Preferences. Head here for more on that.

Part Order- Billing

When you create a Part Order you have two options for billing the customer. 

1. You can associate the Part Order to a Ticket and the Part Order charge will be automatically added to the Add/View Charges on the attached ticket when you Save the Part Order.

Note: If you create a Part Order from a Ticket, this field will already be selected.

Here's what the Add/View Charges looks like with a Part Order

2. You can generate a Invoice directly from the Part Order if there is no associated Ticket. After creating the Part Order, click into Edit the Part Order and there will be a New Invoice button. Click the button, and search for your customer and the invoice will be generated.

Note: If there is an Invoice already generated, then a "View Invoice" button will be present.

 

Here is what the Part Order looks like on the invoice.

 

How do I delete an inventory item?

Because inventory items may be listed on old invoices, the system is set up to disable them rather than delete them.

You can do that by going to your Inventory Module and clicking disable on the Product overview screen.




If you do choose to delete inventory items, the only way to do that is to export your inventory to CSV, enter TRUE into the "delete" column, and reimport the file.

More Information about bulk updating your inventory via CSV can be found in the Inventory Bulk update section here

 

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