Inventory

Inventory is used to track the quantities of inventory items in your warehouse(s), and what inventory has been added to each Property for Owner billing purposes.

Setup

  1. Turn on Use Inventory in Setup —> System Settings; Use Owner Options (under Owner settings); then Use Inventory (under Functionality Settings)
    1. If you plan to track Inventory at each of your Properties, Turn on Use Inventory location Per Property
  2. Choose which properties to track inventory in Setup —> Properties
    1. Bulk edit or set individually in edit. Only Properties with Use Inventory = On will show on the Inventory screens.
  3. Add Inventory Categories Setup —> Inventory Categories
    1. At least one category is required, as all inventory items must have a category
  4. Add Inventory Locations in Setup —> Inventory Locations
    1. Assign Properties that can be stocked from each Location.
    2. If you have multiple locations, which use the same Inventory list, add the Inventory Items (Step 5) for the default Location, mark it as Default, and then use the Copy Default Inventory feature to auto-create Inventory Items for the new location.
  5. Add Inventory Items in Setup —> Inventory items.
    1. Choose which Inventory Items are Billable or Not Billable for reporting.
    2. Use the Child feature to add Inventory Items to additional locations, without the need to re-enter basic information.
Tip: Use the Import Inventory Items option to bulk upload items from a CSV list.
  1. Allow Inventory Form access on staff dashboards per Staff in Setup —> Staff
    1. Bulk edit or set individually in edit, Dashboard Settings area.

Usage

  1. If a shipment is received, go to Quick Reports —> Inventory Levels.
    1. Use the + Add to include the new items in the shipment with the existing Inventory.
    2. This can also be done from the Warehouse Screen if a tablet is available, with the screen installed in the physical warehouse location.
  2. When taking inventory, use Quick Reports —> Inventory Levels, and use the Adjust feature
  3. View what inventory needs to be ordered from Quick Reports —> Inventory Reorder Report
  4. To record items stocked into a Property, there are 3 options
    1. From the Property Folder, use the Inventory tab
    2. From Quick Reports –> Property Inventory
    3. From the Staff Dashboard assigned task, use the Inventory form
Note: When Inventory Items are Stocked for a Property using the Inventory feature, they are then subtracted from the Inventory location levels.
Tip: The Inventory Form will only be available on the Dashboard if the Staff has Use Inventory enabled and the Property has Inventory enabled.

Reporting

  1. To bill owners, at the end of each billing period, go to Reports —> Owner Inventory Report, Approve, and Mark Billed items stocked to the Owner's properties. Print, print to PDF, or export as needed.
  2. Review inventory levels and movement in Reports —> Inventory Ledger
Tip: If Use Inventory is not showing as an option, Owner Options needs to be turned on first in Setup --> System Settings to enable the functionality.