Manage inventory, move inventory to a new location or pallet, sell inventory, add inventory to a batch, perform stock-takes, edit & delete inventory.
Select inventory
Select inventory is the first step for sales, packing, repacking, and moving inventory.
You can scan inventory & pallet labels at any time on the Inventory screen, then select the action you want (Invoice to sell, Add To Batch, Move).
If you don't have a scanner, you can enter inventory or pallet number into the box and tap Inventory icon or the pallet icon to select. In these instructions "scan" means scan inventory OR you can use the Select Inventory screen to select inventory from your screen if you don't have a scanner (you can use the camera on your device to scan by tapping "Camera scan" button).
Move inventory: Scan the inventory, tap Move and select a destination. OR scan the Inventory, then scan a Warehouse label.
Add inventory to batch: Tap Add to Batch, scan the inventory, tap OK.
Select inventory & pallets from a list: tap the Select Inventory icon (three horizontal lines) and select a warehouse, tick each inventory/pallet that you are using, now tap OK.
Select a portion of a pallet: If you want to select / move / sell only a portion of the units, eg: 20 of 50 units, tap on the 50 and you can enter 20. This will result in only 20 units being used in the transaction. You can also edit the price here (if you have Employee Finance permission). The remaining units will be available for sale/use elsewhere.
Sell inventory (an Order exists)
- Tap "Order" button and the Customers name.
- Choose how inventory will be selected: A). automatically select all inventory on pallets FIFO that matches this order > Tap the auto select icon (Running man icon)B). To select from a list of matching inventory use the Select Inventory icon (three horizontal lines) Click OK. C). Or select one order item (in the "Select order item" list) to manually fill one item at a time (repeat the process to fill each item) by returning to the order using the Order button.
- Tap the flashing OK button to finish this order and print BOL and invoice.
If there are existing invoices for an order you can also select or deselect them, or the app will create a new invoice.
Close order: set this to ON so the order will not be presented to have additional inventory added in future (undo this action by going to Orders > edit this order and turn status to Open.
To sell inventory, Employee requires Settings > Employee > "Sell inventory" ON.
Sell inventory (NO Orders)
- Create an invoice by tapping "Invoice" then select invoice details and tap "Select inventory to sell".
- After you select inventory, tap the flashing red "OK" button to finish the sale and print BOL and invoice. (Alternatively you can scan the inventory first, and then create the invoice if this order is more practical)
Close invoice: if this option is ON, the invoice will not be presented to have additional inventory added in future (the assumption is that this shipment is sent and won't be modified); set this switch to OFF if you will add more inventory to this invoice at a later date.
To sell inventory, Employee requires Settings > Employee > "Sell inventory" ON.
Add inventory to Batch (Batch inputs)
Use your chosen "Select inventory" process (above), then tap "Add to batch" and select the destination batch.
If you add inventory to a batch by mistake, or want to remove some left over raw materials, use the Batch screen to remove it.
Adding Inventory to a Batch requires Settings > Employee > "Add to batch" ON permission.
Move inventory
From one warehouse to another: After you have selected some inventory / pallets, select "Move to warehouse" and tap OK to finish the transaction.
From one pallet to another:
After you have selected some inventory, select "Move to pallet". You can scan/enter a destination pallet, or Search for an existing pallet, or create a new destination pallet (select a destination warehouse).
Click OK to finish the transaction.
Scanning bar-codes
Bar-code scanning is optional, you can select inventory from lists instead of scanning, however, in many cases using scanning can reduce potential user error and save time.
Android: If your Android device doesn't have a bar-code scanner built in, install an app that adds a bar-code button to your keyboard (this will open a camera screen to scan bar-codes and insert the bar-code data into the scan box. Try apps like "Barcode & QR code Keyboard", "Barcode/NFC/OCR Scanner Keyboard", etc..
iOS & Windows / Mac: Use a Bluetooth/wired /wireless hand held scanner device that will dump bar-code data into the focused scan box.
For more info on devices and apps please see Devices & apps
Stocktake
Requires Make stocktake, or Inventory admin (for Stocktake approval) employee. Additional Inventory screen details here.
Managers can use the process below, except select "Approve stocktake" instead of Stocktake.
1. From Inventory screen: Select Stocktake from more options menu at top right.
2. Filter by location or category.
3. Enter values for inventory if the actual quantity is different than the quantity in the app.
4. Tap OK to save your stocktake.
Manage packaging inventory (and any other inventory)
Use this process to receive, store, and use packaging materials, labels, poly bags, plastic wrap, bottles etc.
PARTS
The inventory will need some Parts to define it; go to Settings > Parts > create a Part Category eg: “Packaging materials”, import your parts , or manually add your parts by tapping + . Note the Weight field should contain the number of units within one unit, for example if the Part is a “Pallet of Polly Bags 50LB” that has 5000 polly bags on it, then enter 5000 into the weight field. In the “Re-order” field enter the balance of bags at which you want to be alerted that a re-order is necessary.
If you want to re-order inventory at a specific level, enter eg: 5000 into the field Parts > More Details > “Re order at this balance”. You can then use Dashboards > Inventory > Re-order report to view Parts that need to be ordered.
CREATING INVENTORY OR RECEIVING A DELIVERY
There are two methods for this, if you choose to use Purchase Orders:
1. Create a Purchase Order for a Supplier and the materials you need.
- To receive the PO delivery, use Create Inventory > PO screen:
a. Scan or enter the PO number (or search for it)
b. Select a row and to split an item into two rows so it can go on multiple pallets.
c. Update the pallet by clicking on the pallet number
d. Click OK to confirm the delivery and print Pallet labels and apply to each pallet.
To create inventory without using a Purchase order;
- Use Create Inventory > Supplier delivery screen:
a. Enter relevant fields, note that the “Traceability” field is important if you wish to have traceability on this inventory, enter the Batch / Lot number here, or any other traceability key provided by the supplier
b. Tap OK to print labels
MONITOR INVENTORY
From Dashboards > Inventory:
- To see all packaging materials and balances: use “Details” report, filter by Site, and select “Packaging materials” in the Part Category dropdown, tap OK
- To see inventory that needs to be ordered: use “To order”, optionally select a Category, tap OK
INVENTORY REPORTING
• Dashboards > Sales: View totals of inventory available and on order
- Dashboards > Profit: View sales volume & $, and profit and margins
- Dashboards > Inventory > Details: inventory analysis & inventory age
- Dashboards > Inventory > Total: summary of each Part in inventory