Help/POS and Inventory/Items and locations
Items and locations
An item is anything you sell or keep count of. A location is anywhere you keep stock: a shop, a warehouse, a stall. Stock is counted separately at each location.
Screenshots use a fictional business and figures. Select an image to view it full size.
Set up your locations
Go to Inventory, then Locations. You start with one, called Main. Press Edit to rename it to your shop.
Press Add location for each other place you keep stock. Give it a name and answer What kind of place is it?: Shop, Warehouse or Other.
Two locations: the shop, which is the default, and the warehouse. Your default location is where new stock and new tills start. Press Make default on another row to change it.
Switching a location off only works once it holds no stock and no till sells from it. Move the stock out first.
Add an item
Go to Items and press Add item. Type the Name, and a Category if you like. Categories become the filter chips on the till.
Answer Does it come in different sizes, colours or other options? For a single item, answer No and fill in:
- SKU: your own code for it.
- Barcode: what the scanner reads. It is a separate box from the SKU.
- Selling price (S$) and Cost (S$), what you usually pay for one.
A single item: one price, one SKU and one barcode. If you are GST-registered, answer How is it taxed when you sell it? Most things are Standard-rated 9%. The line under it tells you how much GST a sale carries.
Press Save item.
Sizes, colours and other options
Answer Yes to the options question when each version is counted on its own, such as a vase in three sizes.
Type an Option name (such as Size) and its Choices, separated by commas (S, M, L). Press Add another option for a second one, such as Colour. You can have up to three.
Every combination appears in a table. Give each its own SKU, barcode, price and cost, or use Use this price for all and Use this cost for all.
Three sizes of one vase, each with its own price, cost and barcode.
Starting stock and low-stock warnings
Answer Do you keep count of how many you have? with Yes. Answer No for a service or anything you never run out of; it sells at the till but has no stock.
In Warn me when it falls to, type a number. The item shows under Low stock once you have that many or fewer across all your locations.
On a new item, Starting stock asks how many you already have at each location, and the cost of each. The line under it reads back how many that is and what it is worth.
420 stems already on hand, worth S$756.00.
Starting stock is stock you already own. It goes onto your balance sheet at that cost and does not touch your P&L. Stock you buy later goes in through Stock in.
Find and change items
The Items page lists everything with its price, On hand, Committed (held for invoices not paid yet), Free to sell and Stock value. Use the tabs Active, Low stock and Archived, the search box, or the category and location filters.
Open an item to see its stock by location, its average cost, and every stock change. From there you can change its details, Adjust stock, Archive it, or Delete it.
Questions
I have reached 5 items.
Without Pro 365 you can keep 5 active items. Archive one you no longer sell, or move to Pro 365, which has no limit. Options such as sizes do not count as extra items.
Why can I not delete an item?
An item that has ever had stock or a sale keeps its history, so it can only be archived. An archived item stops showing on the till and in your item list, and you can press Bring back later.
What is average cost?
Each time stock comes in, its cost is blended with what you already had. That average is what a sale takes off your stock value, so your margin follows what you actually paid.
Can I change the starting stock later?
Starting stock is only asked when you add an item. After that, use Adjust stock on the item, or a stock take.