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Using the Inventory on the Supplier Hub
Using the Inventory on the Supplier Hub
Will avatar
Written by Will
Updated over a week ago

Applicable to: Supplier Hub

The Inventory feature on the Supplier Hub shows the following information for items in your Catalogue:

  • Stock on hand

  • Stock reserved to fulfil orders

  • Stock available to order

You can also do the following:

  • top up stock (when you receive new stock from your suppliers, or when you produce new stock)

  • deplete stock manually (eg. wastages or expired items)

  • view history of stock movements

Feature overview

  1. Reorder point - (Optional) Set this so that you'll receive email alerts when 'On hand' quantity drops below this reorder point.

  2. On hand - Quantity of stock that is still in your possession (Available to order + Reserved).

  3. Available to order - Quantity of stock that is not reserved to fulfil any orders.

  4. Reserved - Quantity of stock set aside to fulfil upcoming orders. Whenever an order is fulfilled and invoiced, the quantity reserved for that order will no longer be included in the 'Reserved' quantity and will instead be reflected in the depleted 'On hand' quantity.

  5. Update inventory - Click to update inventory data (reorder point, on hand) in bulk using Excel.

  6. Filter - Allows filtering of list of items by category, storage location and availability.

  7. Actions - Use this to record stock ins and outs, updating 'on hand' value, or to view the item's activity history.

How to start using the Inventory feature

1. Enable 'Include inventory data'

To use the Inventory feature, ensure that you have selected the Include inventory data checkbox in the Settings page (to go to Settings, click your name at the top, and then select Company settings).

You may also select the Allow negative inventory checkbox if you'd like to allow customers to keep on ordering items even after stock has dropped below 0 (zero) - this is optional.

2. Update initial stock

Click Inventory on the side nav to go to the Inventory page. When you first start using Inventory, there is no stock information so all items will have 'On hand' of 0.

To update the 'On hand' value in bulk, click the Update inventory button at the top and follow the steps described in the 'Updating on hand' section below.

Updating 'on hand'

Use this feature to replace/overwrite (NOT add to) the existing 'on hand' quantity.

In bulk

  1. Click the Update inventory button at the top of the Inventory page.

  2. Download the existing Inventory data.

  3. Open the Excel file you've just downloaded. It contains the following fields:

    1. Code: (Don't edit) Product code.

    2. Name: (Don't edit) Product name.

    3. UOM: (Don't edit) Unit of measurement for the product.

    4. Stock: This is the 'on hand' value - update this with another value if needed.

    5. Reorder point: (Optional) Enter a value that will trigger email alerts if the 'on hand' value drops below this reorder point.

  4. Save the updated Excel file, and then upload the same file on the Update inventory page.

  5. If there are no errors in the file, you'll be redirected back to the Inventory page.

  6. However, if there are errors, you'll be shown a list of errors to be fixed in the file.

Per item

  1. Click the Actions button next to each item.

  2. Select Update on hand.

  3. A popup will appear and you can enter a new on hand quantity. Do not include anything that has been invoiced in the calculation of the 'on hand' value.

  4. Click Save once done.

Stock ins (adding more stock)

Use this to increase the 'on hand' value whenever you receive new stock from your suppliers, or when you've produced a new batch of items.

  1. Click the Actions button next to each item.

  2. Select Stock in.

  3. Enter the quantity to be added on top of the existing 'On hand'. For example if the 'On hand' is 5, and you entered 6 in the 'Incoming qty' field, 'On hand' will be updated to 11.

  4. Add any notes for this activity if needed, eg. 'New stock received'.

  5. Click Save.

Stock outs (disposals, wastages)

Use this to decrease the 'on hand' value whenever you had to dispose some items in your inventory. This could be due to reasons such as expired items, or items returned by customer not in a saleable condition.

  1. Click the Actions button next to each item.

  2. Select Stock out/dispose.

  3. Enter the quantity to be reduced off the existing 'On hand'. For example if the 'On hand' is 5, and you entered 2 in the 'Outgoing qty' field, 'On hand' will be updated to 3.

  4. Add any notes for this activity if needed, eg. 'Expired items'.

  5. Click Save.

Viewing history of stock movements

All the activities related to the inventory items such as stock ins/outs, 'on hand' update, quantity depleted for fulfilled orders, will appear on the Activity page.

  1. Click the Actions button next to each item.

  2. Select View activity.

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