Add / Update Inventory Items

Add Inventory Batches

This module allows you to add inventory for products in your system. You can create as many batches as required from this module.


Step 1.
Click on Inventory on the homepage.

The following module will be displayed.

Step 2.
Click on Add Inventory/Pricing Detail. The following options will be displayed.

Step 3.
Click on Add Inventory Batches and the following screen will be displayed.

Step 4.
Enter the name of the product for which you wish to add the inventory/batches. Use the item name or the barcode to search for products.

Step 5.
Select the item from the suggestions displayed and it will be displayed on the page as follows. You can also add a new product by clicking on Create New Product. 

1. You can view the product name and image in this section. Click on to remove the product.
2. The following options will be displayed when you click on outlets.

Click on Yes to change the Outlet. Click on No to proceed further.Clicking on Yes will display the following module with a list of outlets. Select the outlet that you want to add inventory in and click on Save

3. Enter the quantity of the new batch.
4. Enter the MRP of the item
5. Enter the Selling Price per piece
6. Enter the Cost Price of the product.
7. Enter the barcode for the product. You can also click on Generate and a barcode number will be created automatically.
8. You can also enter the product expiry for the batch. Clicking on this option will open the following module.

You can set the product expiry by manufacturing date or expiry date.

Step 6.
Click on Add Inventory once you have made the necessary changes. You will receive the following pop-up.

Click on Update Inventory and the inventory will be updated successfully.

Multiple Products
In case you want to add inventory/batches for multiple products, you can add all required products to the page as follows:
This functionality is currently unavailable for mobile.

Bulk Inventory Update

This functionality allows you to update your inventory in bulk/large quantities at one time.


Step 1.
Click on Inventory on the homepage.

The following module will be displayed.

Step 2.
Click on Add Inventory/Pricing Detail. The following options will be displayed.

Step 3.
Click on Bulk Add-Edit Inventory and the following screen will be displayed.

You will receive the following options.

1. Bulk Add New Inventory: This option allows you to add new inventory to your database.
2. Bulk Update Existing Inventory: This functionality allows you to update your existing inventory. Using this, you need to first export your current inventory, update the quantity to the new one, and import the file back into your system.

Step 4.
Clicking on Bulk Add New Inventory will display the following pop-up on your screen.

Step 5.
Select the outlet/account for which you wish to update the inventory.

Changing the selected outlet/account
In case you want to change the selected outlet/account, click on the X icon of the selected outlet, and re-select the desired outlet from the list of suggestion.

Once the outlet has been selected, the following module will be displayed.

Step 6.
Click on the Export Product list (.xlsx) link to download the report and export the current inventory.

Open the downloaded Excel file which would look as follows:

The Excel file displays the following information :
Name of the product
Batch/lot ID
Batch/lot number
Barcode
Current quantity in your inventory
In addition, there is a field to update your inventory with a new quantity.

NOTE: You can only edit the Revised Qty column. Do not change any values in the other columns.

Step 7.
Save the file once you have made the changes.

Step 8.
Click on Choose File to select the file which you saved.

Step 9.
Navigate to the location you saved the Excel file, and select the file. Click on Open to select the file for upload.

Step 10.
Once done, click on the Upload File button.


Step 11.
Once selected, while the file is being uploaded and checked by your system, the progress will be shown in the Import Inventory History modal as follows:

Once uploaded, if the status says Update Successful, the import function was successful and the inventory has been added to the system.

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Validation Failed

In case the status column displays Validation Failed, it means that the import has failed. This would happen in case you edited a column other than the Revised Qty. field, or entered an invalid number in the file.

Click on the error.txt link to download the error log. Based on the error listed in the file, make the changes in the Excel file, and import it back.

Screenshot (685)

This functionality is currently unavailable for mobile.

Return From Customer

The Return from Customer allows you to add inventory by processing return orders. A return order is when a customer returns products bought from your store.


Step 1.
Click on Inventory on the Homepage.

The following module will be displayed.

Step 2.
Click on Add Inventory/Pricing Detail. The following options will be displayed.

Step 3.
Click on Return From Customer and the following screen will be displayed.

Step 4.
Search for the customer using the mobile number, or search for the order using the Order Number generated.

Step 5.
Based on what you searched for, select the order from the list of suggestions.

The selected order will be displayed as follows

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Customer Details
You can click on the View Customer Details link to open the customer’s detailed page.

Step 6.
Enter the number of returned products in the Returned column. The Available column of the Quantity section displays the number of products that are in stock and can be returned.

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Step 7.
In the Inventory Action column, you can choose whether the returned item should be restocked or discarded as damaged goods.

Screenshot (687)

Step 8.
The Tax column displays the amount of tax that was charged while selling the product.

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By default, the tax charged on the product will also be returned to the customer, so will be added to the Refund Amount.


Cancel Tax Refund
In case you do not want to refund the tax charged on the product, uncheck the tax visible for the product:
Screenshot (688)

Step 9.
The total amount to be refunded for the product will be computed and displayed in the Refund Amount column as follows:

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Step 10.
Continue these steps for all products of the order, and the total refund amount will be displayed as Gross Refund Amount.

Click on Return From Customer to proceed.

Step 11.
The Refund Payment Details modal opens as follows:

This modal displays the total amount that was charged for the order (Payment Summary), and the total amount that needs to be refunded (Refund Summary). You can add Cancellation Charges if you want.

Step 12.
Click on Confirm Refund to proceed.

Step 13.
In the Refund Summary tab of the modal, the payment summary is displayed along with the refundable amount. Select the Payment mode from the options provided and click on Complete Refund to proceed.

You can add multiple payments by clicking on Add Payment.

Step 14.
The last tab of the Refund Information modal displays a confirmation message for the return of the order.

This functionality is currently unavailable for mobile

Lost Goods & Stock Adjustments

The Lost Goods or Stock Adjustment module can be used to deduct your inventory in case some products were lost from your store, or in case you need to adjust stock due to various reasons.


Note

The Deduct Inventory button provides you options to decrease your inventory, for cases wherein goods might have got lost, or stock needed to be adjusted, or for cases where damaged goods were returned to the suppliers.

This module can only be used to deduct inventory. Any change made in this section will only result in a reduction of the inventory.


Step 1.
Click on Inventory on the homepage.

The following module will be displayed.

Step 2.
Click on Deduct Inventory. The following options will be displayed.

Step 3.
Click on Lost Goods and Stock Adjustment, the following page will be displayed.

Step 4.
In the Add Products to deduct Inventory field, enter the name of the product, or the barcode of the product for which inventory needs to be deducted.

Step 5.
Select the required product from the list of suggestions displayed.

Once the product is selected, all existing batches of the products will be displayed as follows :

The In Stock column displays the current inventory quantity for the batch.

Step 6.
In case you want to deduct inventory for goods that were lost, enter the quantity in the Lost Goods field for the required batch. In case you want to deduct inventory due to some adjustment in the stock, enter the quantity in the Stock Adjustment field for the required batch.

Screenshot (690)

On entering the quantity, the In Stock column will display what the in-stock value will be after the deduction.

Step 7.
Check the Total Deduct field to ensure that the correct amount of inventory should be deducted, and click on Deduct Inventory to proceed.

On successful deduction of the inventory, a success message would be displayed as follows:

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This functionality is currently unavailable for mobile

Return to Supplier

The Return to Supplier module can be used to deduct your inventory in case goods were returned back to the supplier. This may happen in case the wrong products were sent, or any other reason.


Step 1.
Click on Inventory on the homepage.The following module will be displayed.Step 2.
Click on Deduct Inventory. The following options will be displayed.Step 3.
Click on Return to Supplier, the following page will be displayed.

Step 4.
Enter the Purchase Order number in the Search Bar.

Search By Supplier Name

If you do not have the PO number, you can also search using the name of the supplier. Once entered, select the supplier from the list of suggestions.

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A list of all purchase orders associated to the selected supplier will be displayed

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Select the required purchase order, and click on the Select PO button to proceed with it.

Once you have selected the Purchase Order, the following page will be displayed.

Step 5.
For the product to be returned, enter the quantity in the Returned field.

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The Gross Refund, Tax Amount, and Refund Amount column will be updated based on the quantity returned.

Step 6.
The Return Tax column displays the tax that was applied while receiving the purchase order.

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In case you need to change the tax applied, click on the icon and select the required tax from the list of suggestions. This will also update the Tax Amount and Refund Amount column.

Step 7.
Continue the steps for all products that need to be returned. The total amount to be refunded is displayed, based on the products being returned. Any additional charges and freight charges can also be added here

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Step 8.
Once all details are checked and confirmed, click on Return to Supplier to proceed.

On successful deduction of the inventory, a success message would be displayed

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This means that the selected inventory was successfully deducted from your inventory.

This functionality is currently unavailable for mobile.

Pending Purchase Order

This module displays a list of all POs that have been created and placed with the supplier, but the goods have not yet been delivered by the supplier. By default, these will first display those POs whose delivery dates are nearing or have crossed the expected date. To know more about Pending Purchase Order, click here.

Add Purchase Order

A Purchase Order is a buyer generated document indicating an offer to buy products. It includes all the important details like Supplier’s details, quantity purchased, delivery and payment details etc. On creation of a purchase order, a notification is sent to the Supplier, informing him of all the details of the purchase. To know more about Adding Purchase Order, click here

View All

This option allows you to view your entire inventory from one single location. In addition, you can selectively view products that have already expired or are about to expire. Random checks on your inventory can also be carried out, in addition to printing of barcodes to be used on products.


Step 1.
Click on Inventory on the homepage.

The following module will be displayed.

Step 2.
Click on Manage Inventory. The following options will be displayed.

Step 3.
Click on View All and the following page will be displayed on your screen.

There are two tabs present on this page

1. Product Wise: This displays a list of all the products existing in your system.

Each of the products listed on the page displays the following details

  • Quantity: The quantity of that product that is currently in stock.
  • View Inventory Transactions: This option will take you to the detailed inventory page for that product. Here you can view every change that took place for all batches of these products. You can also add/edit batches from here.
    • View Batch Details: Here you can view all the batches of this product, and edit any details for any/all batches present.Click on Edit to make changes in the batch.

2. Batch Wise: This displays a list of all the batches present in your inventory for all products. All actions performed here will be restricted only to that batch.

  • Batch/Lot Details: Batch number and the date and time of creation.
  • Quantity: The quantity of that batch that is currently in stock.
  • View Inventory Transactions: This button will take you to the detailed inventory page for that batch of the product. Here you can view every change that took place for all batches of these products. You can also add/edit batches from here.
  • View Batch Details: This button will open the Batch Details modal for this batch, where you can edit any details pertaining to this batch.

Click on Filter to sort the view all list. The following options will be displayed.

You can sort the list By Brand.

You can sort it By Manufacturer.

You can also sort the list by Product Status.

Step 1.
Click on Inventory on the Homepage.The following module will be displayed.

Step 2.
Click on View All and the following page will be displayed.

By default, product wise inventory will be displayed, where you can view all the items in the stock product wise.

Step 3.
Click on the View Batch to view the products batch wise. The following page will be displayed.

The following details will be displayed on your screen:
1. Product Name
2. Date and time of batch created.
3. Batch/lot number.
4. Number of items in stock

Step 4.
Click on any product and the following page will be displayed.

1. Displays the product name, number of available batches and available quantity.
2. Select the date range for which you want the detailed inventory of the product. Now the detailed inventory page will show the transaction log of the product as follows.

3. Displays the Stock Summary of the product, i.e. how much quantity was last added, how much was deducted and the available quantity of the product in your system.

In case you want to filter the data batch wise, click on Batch and a list of product batches will be displayed.  Select the batch as per your requirement.

You can filter the list by the following parameters.

By Brand: 

By Manufacturer:

By Product Status: 

You can also sort the product wise or batch wise in alphabetical order(A-Z and Z-A)

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