The inventory module consists of the following menus.
Manage Inventory (View Prices)
Import / Export
Manage Inventory displays the complete list of inventory items available.
It shows the item name, purchase price, list prices colour assigned, export marker, edit and delete.
Item Name: Should be no more than 50 characters and include how the item is sold. eg: Apples Red – Order by KG, T-Bone Steak 300g – Order by EACH or T-Bone Steak 300g – Order by KG
Sales Description: Limit of 50 characters including spaces.
Is usually copy of the ItemName and is primarily used by Xero.
Purchase Description: Is used to populate the Purchase Order item name/ description. It differswhn items are purchased and sold in different forms.
ie: The sold item may be – Chicken Mince, but the purchased item is Chicken Breast Fillets
UOM: Unit of Measure is the unit of how an item is ORDERED. e.g: per KG, BOX, TRAY, EACH. The UOM is also displayed in the quantity box in the phone app to advise how the item is ordered. It disappears when enetering a quantity to purchase.
Purchase Price: Is used if want to use the profit and loss/ margins feature. Without a purchase price these figures would not be correct or valid.
List column: Shows the sell price per list. Up to six price lists can be displayed. List 1 to List 6 See adding price lists in admin settings
Colour column: Shows the colour assigned to a particular item. Colours can be assigned for various reasons, the most common being to colour code items of the same type or by a particular supplier. These colours appear when printing your current order quantities. Colours are assigned in edit price Lists.
Exported column: Shows an icon to represent that your prices have been exported/updated to your accounting software. If you have made any updates to pricing this icon will not show, and the export prices to Xero button will become active. Always click the export prices button when it is active to ensure Xero has the latest prices.
Status: Displays the word active or Inactive. By clicking on the text, it toggles this switch. If an item is inactive it will still show in the phone apps but will have N/A in red text instead of a quantity box. It cannot be ordered. This is commonly used for seasonal products or items that are out of stock.
Edit: Used to edit the individual item details.
Delete: Used to delete the individual item. The functions that appear on the View Price Lists page include Edit Price Lists, Export Prices, Edit Prices in Batches, Edit Purchase Price, Edit Item, Delete Item and Search Item.
Edit Price Lists: Presents a page where Purchase & List Prices can be entered and edited by clicking inside the text boxes. Where unit types and colours can be assigned to each item, by selecting a value from the drop list. After making any changes always click on Save Changes or Save & Close. You can also search for an individual item by typing the name in the search box and clicking on the magnifying glass icon.
Export Prices: After changes to prices have been made in edit price lists and saved, the Export Prices (Export to Xero) button can be clicked to send those updated prices to your accounting software by means of the API. This
export button has an auto active and inactive status. It only becomes active when updates to prices have occurred.
Edit Prices in Batches: Enables price changes with combinations and to a complete price list at a time.
• Select which list to update (e.g. List 1).
• Select a unit type (e.g. boxes)
• Select + or – to indicate an increase or decrease in price (e.g. +)
• Enter an amount you wish to apply to the price change (e.g. 0.5)
• Select whether to apply the changes based on the purchase price or the list price (e.g. List price)
• click apply changes
If the above examples would have be applied via edit prices in batches scenario the result would have been- all boxes in pricelist 1 would have had an increase of 50 cents to their existing price.
Cost Price Hike (Formally Edit Purchase Price): Displays a page where prices can be dynamically changed in real time. To apply changes click in the purchase Price text box.
As you type in a value for the purchase price, all other pricelists will change in real time. The value they change by is equal to the value added to the original price e.g. You have a purchase price of $1 and there are 3 other price lists with respective values of $3, $4 and $5.
Changing the purchase price to $2 would change the prices in the other 3 pricelists to $4, $5 and $6. After making changes click save changes or save & close
Edit: Each line item has an edit button when in the view price list mode. Clicking on the edit button will display the items complete details.
Item Code, Item Name, Purchase Description, Purchase Unit Price, Unit type, Purchase account (code from the chart of accounts in your accounting software), Purchases Tax Rate (INCL or EX GST), Sales Description, Sales Unit Prices (1 to 6), Sales Account (code from the chart of accounts in your accounting software) and Sales Tax Rate (INCL or EX GST).
Delete: Deletes the item and all data associated with the item. This process is irreversible. We suggest this feature is used with caution as it could register NULL message reports if a customer has the item in their ‘My Produce’ list. The alternative to deleting is making it inactive by clicking the word Active on the View Price List page. This will still show the item in the phone apps but with N/A (not available) replacing the quantity input box, so the item cannot be ordered.
Search: Used to find an individual item or all items with the same part of a name. To search, enter the name of the item you wish to find in the text box and click on the search icon or hit enter on your keyboard. The item or a list of items will appear showing the results of your search. E.g. If you search for mushroom, all items with the word mushroom will be found. If however if you search for a specific type of item like mushroom oyster and there is only one item with this name then it only displays the one result.
HINT: Using Ctrl F on your keyboard will open a search function provided by your browser, any search made within this text box will highlight in colours the results on the page