Support

Inventory

On this page:

Warehouse

Add a new warehouse

  1. Open the Inventory section.
  2. Select Warehouse.
  3. Click the Add New button.
  4. Enter a Warehouse Name for the location.
  5. Enter the address in the Address1, Address2, City, and Postcode fields.
  6. Select the Country the location is in from the dropdown list.
  7. Click Save.

Edit a warehouse

  1. Open the Inventory section.
  2. Select Warehouse.
  3. Identify the Warehouse you want to edit in the list.
  4. Click the blue Edit button for that row.
  5. Update the fields you want to change.
  6. Click Save.

Delete a warehouse

  1. Open the Inventory section.
  2. Select Warehouse.
  3. Identify the Warehouse you want to edit in the list.
  4. Click the red Delete button for that row.

Category

Add a new category

  1. Open the Inventory section.
  2. Select Category.
  3. Click the Add New button.
  4. Enter a Category Name.
  5. Click Save.

Edit a category

  1. Open the Inventory section.
  2. Select Category.
  3. Identify the category you want to edit in the list.
  4. Click the blue Edit button for that row.
  5. Update the name.
  6. Click Save.

Delete a category

  1. Open the Inventory section.
  2. Select Category.
  3. Identify the category you want to edit in the list.
  4. Click the red Delete button for that row.

Supplier

Add a new supplier

Open the Inventory section.

  1. Select Supplier.
  2. Click the Add New button.
  3. Enter a name for the supplier.
  4. Enter the address in the Address1, Address2, City, and Postcode fields.
  5. Select the Country the supplier is in from the dropdown list.
  6. Enter Contact Name and Phone Number.
  7. Select the Currency that the supplier invoices in from the dropdown list.
  8. Click Save.

Edit a supplier

  1. Open the Inventory section.
  2. Select Supplier.
  3. Identify the supplier you want to edit in the list.
  4. Click the blue Edit button for that row.
  5. Update the fields you want to change.
  6. Click Save.

Delete a supplier

  1. Open the Inventory section.
  2. Select Supplier.
  3. Identify the supplier you want to edit in the list.
  4. Click the red Delete button for that row.

Products

Add new product

  1. Open inventory.
  2. Open products.
  3. Click on the add new button.
  4. Enter product name.
  5. Enter SKU for product.
  6. Enter barcode for product.
  7. Enter product description.
  8. Enter the unit price, or sale price.
  9. Enter the cost price.
  10. Enter the VAT rate (in %).
  11. Select the category for the product.
  12. Select the batch type (None by default).
  13. Select the product type (Single by default).
  14. Enter the width (in cm).
  15. Enter the height (in cm).
  16. Enter the depth (in cm).
  17. Enter the weight (in gm).
  18. If using the product tax specified in the system, tick use product tax.
  19. Add images for the product (drag and drop in the specified area).
  20. Add records for any suppliers for the product.
  21. Click on add new.
  22. Select a supplier (mandatory).
  23. Enter the supplier’s SKU for the product (mandatory, may be identical to product SKU).
  24. Enter the supplier’s barcode for the product(if different).
  25. Enter the purchase price.
  26. Enter the lead time for order (if any)
  27. Enter the pack size for ordering.
  28. Tick set as default for the supplier you use normally for this product.
  29. Click add to save the entry.
  30. Repeat from step 21 if necessary for other suppliers.
  31. Add any product attributes not entered already.
  32. Click on add new.
  33. Enter the attribute name.
  34. Enter the value for the attribute for the current product.
  35. Enter the type of attribute.
  36. Click add to save the attribute.
  37. Repeat as necessary from step 32.
  38. Click save to add the product to your inventory.

Edit a product name

  1. Open inventory.
  2. Open products.
  3. Locate the product you want to update.
  4. Double click on the product name field.
  5. Edit the value in the field
  6. Hit enter to apply the change.

Edit a product barcode

  1. Open inventory.
  2. Open products.
  3. Locate the product you want to update.
  4. Double click on the barcode field.
  5. Edit the value in the field
  6. Hit enter to apply the change.

Edit a product stock level

  1. Open inventory.
  2. Open products.
  3. Locate the product you want to update.
  4. Double click on the stock field.
  5. Edit the value in the field
  6. Hit enter to apply the change.

Edit a product

  1. Open inventory.
  2. Open products.
  3. Locate the product you want to update.
  4. Click the blue edit button for the product.
  5. Edit any fields that you need to update.
  6. Click save to apply the changes.

Add a batch to a product

The field batch type must be set to batched product for this method to work. Attempting to use this function when batch type is set to none will result in an error.

  1. Open inventory.
  2. Open products.
  3. Locate the product you want to update.
  4. Click on the green add batch button for the product.
  5. Select the warehouse this batch will be located in from the dropdown list.
  6. Click on add new.
  7. Enter a batch number.
  8. Enter the quantity in this batch.
  9. Enter the expiry date (if this applies).
  10. Click on add.
  11. Repeat from step 6 for any other batches of this product.
  12. Click save to apply the new batches to the product.

Delete a product

  1. Open inventory.
  2. Open products.
  3. Locate the product you want to update.
  4. Click the red delete button for the product.

Change or customise the inventory view

  1. Open inventory.
  2. Open products.
  3. Click the blue button to the right of the add new button.
  4. Unselect any columns you don’t want/need to see. This will make the view less crowded.
  5. Click apply to change the view.
  6. Click on the vertical divider between columns and drag it left or right to adjust the width of the columns in the product list.

Purchase Orders

Add a purchase order

  1. Open inventory.
  2. Open purchase orders.
  3. Click on the add new button.
  4. Set the date of the purchase order by clicking on the blue calendar button to the right of the PO date field.
  5. Select the month.
  6. Select the year.
  7. Select the date.
  8. Click the blue calendar button again to set the date.
  9. Set the expected date of the purchase order by clicking on the blue calendar button to the right of the PO expected date field.
  10. Select the month.
  11. Select the year.
  12. Select the date.
  13. Click the blue calendar button again to set the date.
  14. Enter the supplier reference, if provided.
  15. Select the supplier this PO will be for from the dropdown list.
  16. Select the warehouse this PO will be delivered to.
  17. Select the currency this PO will be paid in.
  18. Add the products to the purchase order:
  19. Click on add item.
  20. Use the search field to identify the product you want to add to the PO.
  21. If items are returned, then tick the box for any of the items you want to add to the PO.
  22. Click the add button.
  23. Repeat from step 18 for any other items you want to add to the PO.
  24. Click save to create the PO.

Edit a purchase order

You can only edit POs that have a status of pending. Open inventory. Open purchase orders. Locate the PO you want to edit. Click on the blue edit button. Edit any fields that are required. To remove an item from the PO, click on the red delete button for that item. To edit the quantity of an item in the PO, click on the edit icon to the left of the quantity, adjust the value, and hit enter to apply. To amend the price per item, click on the edit icon to the left of the unit price, adjust the value, and hit enter to apply. Click save to update the PO.

Change the status of a pending purchase order

When a purchase order status is pending, it is still being created and updated. Making it open denotes that it has been sent to the supplier, and it can no longer be edited. Open inventory. Open purchase orders. Locate the PO you want to edit. Click on the blue edit button. Click the to open button. Click on save to apply the change.

Email a purchase order to a supplier

You can email a purchase order directly to a supplier if there is an email address in their supplier record.You should only do this for purchase orders with a status of open, so they cannot be changed after sending. Open inventory. Open purchase orders. Locate the PO you want to edit. Click on the green email button. Select the template to use for the email. Click send.

Delete a purchase order

Open inventory. Open purchase orders. Locate the PO you want to edit. Click on the red delete button.

Mark a purchase order as delivered.

When products from a purchase order arrive, you should update the purchase order to reflect this. A supplier might not send all the items together, and so you can mark a purchase order as partially delivered or fully delivered. A purchase order with the status received has been fully delivered. Open inventory. Open purchase orders. Locate the PO you want to edit. Click on the blue edit button. Mark the products that have arrived in the PO. Click on deliver all. Locate the item that has been delivered. Scroll across to the to deliver field. Enter the quantity that has arrived. Repeat for any other products. Click deliver. Once all items have been marked as delivered, the status of the PO will change to received. Click on purchase order in the top left hand corner to return to the PO list.

Change or customise the purchase order view

Open inventory. Open products. Click the blue button to the right of the add new button. Unselect any columns you don’t want/need to see. This will make the view less crowded. Click apply to change the view. Click on the vertical divider between columns and drag it left or right to adjust the width of the columns in the product list.