Inventory & Warehousing

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INVENTORY MODULE

11.1. Setting

11.1.1. Item Settings

Go to Settings menu under Inventory module from the left sidebar -> Select General Settings -> Items tab

The data set in the Items tab will be used for Add Item form.

  • Default Profit Rate (%): this value is automatically populated in the Default Profit Rate (%) field.
  • Sale price: In Add Items page, the selling price is automatically calculated based on the formula of the selected option. There are 2 options:
    • Calculate the selling price using the cost and profit rate:
      • Selling price = Purchase price * ( 1 + profit radio)
        Ex: Default Profit Rate (%) = 13, Purchase price = $100
        ==> Selling price = 100 * ( 1 + 0.13) = $113
    • Calculate the selling price using the sellings and profit rate:
      • Selling price = Purchase price / ( 1 – profit radio)
        Ex: Default Profit Rate (%) = 13, Purchase price = $100
        ==> Selling price = 100 / ( 1 – 0.13) = $114.94
    • Fractional portion ( Number of digits rounded): used to round the item’s selling price
      Ex: Fractional portion ( Number of digits rounded) = 2
      Selling price = $155,747 ≈ $155.75
    • Integer portion ( Number of digits rounded): used to round the item’s selling price
      Ex: Integer portion ( Number of digits rounded) = 1
      Selling price = $154,59 ≈ $160
  • Barcode: there are 2 options:
    • Use SKU code as Barcode:
      • If you check “Use SKU code as Barcode”: in Add New Item page, Commodity Barcode is the same as the SKU code ( i.e. after submitting Add New Item page, the Barcode field data will copy from the SKU code field).
      • If you don’t check “Use SKU code as Barcode”: after submitting Add New Item page, the data of the SKU code field does not affect the data of the Barcode field
        Attention: the data of previously created items is not changed when this option is updated
    • Display a short description below the printed barcode: if you check this option, when print Barcode, short description will show and display only the first 30 characters of the brief description .
    • Display price when print barcode: if you check this option, when print barcode, selling price is displayed.
  • If there are more than X products, search will be displayed on the product selection box:
    • If the number of existing items is >X => you must enter the search keyword
    • If the number of existing items is < X => alway display the item in drop list
  • Update the “Do not update inventory numbers” attribute in the product to “Uncheck.”: Click update to uncheck “Do not update inventory numbers” attribute for all items
11.1.2. Receiving & Delivery Settings

Go to Settings menu under Inventory module from the left sidebar -> Select General Settings -> Receiving & Delivery tab

The data set in the tab Receiving & Delivery will be used for Inventory receiving voucher menu and Inventory delivery voucher menu.

  • Allow delete of Inventory receipt voucher or Inventory delivery voucher (after approval):
    • If you enable this setting, the approved inventory receiving voucher and inventory delivery voucher will display the Delete option => after deletion, decreasing the inventory quantity (if deleting the inventory receiving voucher) /increasing the inventory quantity (if deleting the inventory delivery voucher) and delete the transaction history in the Inventory History menu.
    • If you disable this setting, hide the Delete option in Inventory receiving voucher and Inventory delivery voucher menu so the Inventory receiving voucher and Inventory delivery voucher (after approval) can’t be deleted.
  • Export method: FIFO ( First In, First Out): Items that are stocked first will be selected to be delivered first.
  • Inventory receiving voucher:
    • If check Create an inventory receipt when the Purchase Order is approved and select the warehouse in Select the warehouse to auto-receive inventory generated from purchase orders field: automatically generate inventory receipt as soon as the purchase order is approved and import to the selected warehouse.
    • If check Create an inventory receipt when the Purchase Order is approved but do not select the warehouse to auto-receive inventory generated from purchase orders: inventory receipt is not generated automatically.
    • If uncheck Create an inventory receipt when the Purchase Order is approved but select the warehouse in Select the warehouse to auto-receive inventory generated from purchase orders field: inventory receipt is not generated automatically.
    • It is mandatory to select a Purchase order when entering an Inventory receipt: If you are active this setting, in the Inventory receiving voucher form, the Purchase order field is mandatory and shows an asterisk.
  • Inventory delivery voucher:
    • Create an inventory delivery voucher note when the Invoice is created: if you enable this setting when the invoice is created, it will automatically generate a corresponding Goods delivery note, and the delivery note will be automatically approved in case the inventory is still enough and will be in the status of Not yet approval if the inventory quantity is not enough.
    • When canceling an Invoice, automatically delete the corresponding Inventory delivery generated from the Invoice: if you enable this setting when the invoice is canceled, it will automatically delete the corresponding Inventory delivery generated from the Invoice. To cancel an invoice: Sales -> Invoices -> View detail invoice -> click More -> Mark as Cancelled.
    • When unchecked, the invoice cancellation and the Inventory delivery will be automatically generated: if you enable this setting when an invoice is unmarked as canceled, it will automatically generate a corresponding Inventory delivery note.
    • It is mandatory to select a Purchase order when entering an Inventory delivery: if you enable this setting when creating an Inventory delivery voucher, the Purchase order field is mandatory and shows an asterisk.
11.1.3. Receiving – Exporting return order Setting

Go to Settings menu under Inventory module from the left sidebar -> Select General Settings menu -> Receiving-Exporting return order -> enter content -> click Save button

  • The warehouse receives return order: Select the default warehouse to import from the return order (the return order comes from Omni sale).
  • Return policies & Information: enter the content of the return policy (used to display in the Add Delivery return purchasing goods and Add receipt return order pages).
11.1.4. PDF Setting

Go to Settings menu under Inventory module from the left sidebar -> Select General Settings -> PDF tab

This data set in the tab PDF will be used for Inventory delivery voucher PDF

  • General:
    • Display “Warehouse name”, “Lot number”, “Sign information” in the PDF of Inventory delivery; Display “Sign information” in the PDF of Inventory receipt: if you enable this setting when printing the PDF of the Inventory delivery voucher, it will show “Warehouse name”, “Lot number”, “Sign information” in the PDF
    • Show item custom fields on pdf: if you enable this setting, custom field displayed in PDF of invoice. (Don’t use this option anymore)
  • Inventory delivery voucher:
    • Display Unit price, Subtotal, Total payment in the PDF of Inventory delivery: if you enable this setting, unit price, subtotal, and total payment will show in the PDF of Inventory delivery.
    • Display “Outstanding” in the PDF of Inventory delivery: if you enable this setting, the PDF of Inventory delivery will show Outstanding.
    • Shortened form pdf: used to shorten the PDF if the product has a serial number
    • If “Shortened form pdf” is unchecked, each serial number is 1 line
    • If “Shortened form pdf” is selected, the product’s serial numbers are displayed as shown below.
11.1.5. Shipments Setting

Go to Settings menu under Inventory module from the left sidebar -> Select General Settings -> Shipment tab

Option Display Shipment information on Client Portal: if checked, allows the client to see shipment information. Conversely, if unchecked, hides the shipment information from the client’s view.

11.1.6. Serial Numbers Setting

  • If “Products by Serial” is enabled
    • The Add/Edit inventory receiving voucher screen will display a popup to enter the serial number “Enter the serial number”
    • The Add/Edit inventory delivery voucher screen will display a popup to select the serial number
    • The Add/Edit Loss & adjustment screen will display a popup to enter the serial number
  • If “Products by Serial” is disabled
    • When importing the warehouse does not display the popup to enter the serial number.
    • When selecting an item to export, the system automatically selects the serial number and cannot be changed.
    • When selecting an item to adjust inventory, the system does not display a popup to enter the serial number
11.1.7. Commodity Type Setting

This data will be used for the Commodity Type combobox in Add/Edit Item page.

11.1.7.1. Add New Commodity Type

To add a new commodity type to your organization:

  • Step 1. Go to Settings menu under Inventory module from the left sidebar.
  • Step 2. Select Commodity Type menu -> Click on the Add commodity type button.
  • Step 3. In the Add commodity type page, fill the following details:

    1. Enter the Commodity type code.
    2. Enter the Commodity type name.
    3. Enter the Order: Commodity type with a smaller order will show up on top in the Commodity Type combobox
    4. Check/ uncheck Display: if you check this option, Commodity type is Display that will be displayed in the Commodity Type combobox ( Items menu -> Add/Edit item form ). Opposite, Commodity type is Not display that will not be displayed.
    5. Enter the Note.
  • Step 4. Click Save button
11.1.7.2. Edit Commodity Type

To edit the details of an existing commodity type:

  • Step 1. Go to Settings menu under Inventory module from the left sidebar
  • Step 2. Select Commodity Type menu -> Hover over the commodity type to be edited and click Edit
  • Step 3. Make the necessary changes and click Save button
11.1.7.3. Delete commodity type

If a commodity type is no longer operational, you can delete it. To delete a commodity type:

  • Step 1. Go to Settings menu under Inventory module from the left sidebar
  • Step 2. Select Commodity Type menu -> Hover over the commodity type to be deleted and click Delete
  • Step 3. Confirm your selection in the following pop-up. The commodity type will be deleted.
11.1.8. Commodity Group Setting

This data will be used for the Commodity Group combobox in Add/Edit Item page.

11.1.8.1. Add New Commodity Group

To add a new commodity group to your organization:

  • Step 1. Go to Settings menu under Inventory module from the left sidebar.
  • Step 2. Select Commodity Group menu -> Click on the Add commodity group button.
  • Step 3. In the Add commodity group page, fill the following details:

    1. Enter the Commodity group code.
    2. Enter the Commodity group name.
    3. Enter the Order: Commodity group with a smaller order will show up on top in the Commodity Group combobox
    4. Check/ uncheck Display: if you check this option, Commodity group is Display that will be displayed in the Commodity Group combobox ( Items menu -> Add/Edit item form ). Opposite, Commodity group is Not display that will not be displayed.
    5. Enter the Note.
  • Step 4. Click Save button
11.1.8.2. Edit Commodity Group

To edit the details of an existing commodity group :

  • Step 1. Go to Settings menu under Inventory module from the left sidebar
  • Step 2. Select Commodity Group menu -> Hover over the commodity group to be edited and click Edit
  • Step 3. Make the necessary changes and click Save button
11.1.8.3. Delete commodity group

If a commodity group is no longer operational, you can delete it. To delete a commodity group:

  • Step 1. Go to Settings menu under Inventory module from the left sidebar
  • Step 2. Select Commodity Group menu -> Hover over the commodity group to be deleted and click Delete
  • Step 3. Confirm your selection in the following pop-up. The commodity group will be deleted.
11.1.9. Sub Groups Setting

This data will be used for the Sub Group combobox in Add/Edit Item page.

11.1.9.1. Add New Sub Group

To add a new sub group to your organization:

  • Step 1. Go to Settings menu under Inventory module from the left sidebar.
  • Step 2. Select Sub Groups menu -> Click on the Add Sub Group button.
  • Step 3. In the Add Sub group page, fill the following details:

    1. Enter the Subgroup code.
    2. Enter the Subgroup name.
    3. Double click to select Group name. Group name get data from Commodity group menu. Only Commodity group that are Display are displayed in the Group name column
    4. Enter the Order: Sub group with a smaller order will show up on top in the Sub group combobox
    5. Check/ uncheck Display: if you check this option, Sub group is Display that will be displayed in the Sub Group combobox ( Items menu -> Add/Edit item form ). Opposite, sub group is Not display that will not displayed.
    6. Enter the Note.
  • Step 4. Click Save button
11.1.9.2. Edit Sub Group

To edit the details of an existing sub group :

  • Step 1. Go to Settings menu under Inventory module from the left sidebar
  • Step 2. Select Sub Groups menu -> Hover over the sub group to be edited and click Edit
  • Step 3. Make the necessary changes and click Save button
11.1.9.3. Delete sub group

If a sub group is no longer operational, you can delete it. To delete a sub group:

  • Step 1. Go to Settings menu under Inventory module from the left sidebar
  • Step 2. Select Sub Groups menu -> Hover over the sub group to be deleted and click Delete
  • Step 3. Confirm your selection in the following pop-up. The sub group will be deleted.
11.1.10. Units Setting

This data will be used for the Unit combobox in Add/Edit Item page.

11.1.10.1. Add New Units

To add a new unit to your organization:

  • Step 1. Go to Settings menu under Inventory module from the left sidebar.
  • Step 2. Select Units menu -> Click on the Add unit button.
  • Step 3. In the Add unit page, fill the following details:

    1. Enter the Unit code.
    2. Enter the Unit name.
    3. Enter Unit symbol
    4. Enter the Order: Unit with a smaller order will show up on top in the Unit combobox
    5. Check/ uncheck Display: if you check this option, Unit is Display that will be displayed in the Unit combobox ( Items menu -> Add/Edit item form ). Opposite, the unit is Not display that will not displayed.
    6. Enter the Note.
  • Step 4. Click Save button
11.1.10.2. Edit Unit

To edit the details of an existing unit :

  • Step 1. Go to Settings menu under Inventory module from the left sidebar
  • Step 2. Select Units menu -> Hover over the unit to be edited and click Edit
  • Step 3. Make the necessary changes and click Save button
11.1.10.3. Delete unit

If an unit is no longer operational, you can delete it. To delete an unit:

  • Step 1. Go to Settings menu under Inventory module from the left sidebar
  • Step 2. Select Units menu -> Hover over the unit to be deleted and click Delete
  • Step 3. Confirm your selection in the following pop-up. The unit will be deleted.
11.1.11. Set minimum and maximum inventory values


The Commodity code and Commodity Name and SKU code fields will retrieve data from the Items page to display a list of all items in the system.

Minimum inventory value and Maximum inventory Qty will be displayed in the Minimum stock and maximum stock columns (Item management screen)

Minimum inventory value: used to filter products with stock equal to or less than the minimum inventory ( by Minimum stock in Items menu) and display inventory alert on the Item management screen (red color for items with less than minimum inventory qty)

Maximum inventory Qty: used to filter products with stock equal to or more than the maximum inventory ( by Maximum stock in Items menu)

11.1.12. Prefix Setting
  • Step1. Go to Settings menu under Inventory module from the left sidebar.
  • Step 2. Select Prefix Settings menu -> Enter data into the fields and Save
  • Next Inventory received Number: Set this field to 1 if you want to start from the beginning. This number will automatically increase by 1 unit after an Inventory received note is created
  • Next Inventory delivery Number: Set this field to 1 if you want to start from the beginning. This number will automatically increase by 1 unit after an Inventory delivery note is created and decrease by one unit after an Inventory delivery note is deleted
  • Next Internal delivery Number : Set this field to 1 if you want to start from the beginning. This number will automatically increase by 1 unit after an Internal delivery note is created and decrease by one unit after an Internal delivery note is deleted
  • Next Packing List Number: Set this field to 1 if you want to start from the beginning. This number will automatically increase by 1 unit after a Packing List is created and decrease by one unit after a Packing List is deleted
  • SKU prefix: The string SKU [prefix] is automatically added before the SKU code that the user enters at the Add New Item screen. This prefix is only displayed after the item is saved successfully.
11.1.13. Approval Settings

Create approval workflows for types: Inventory receiving voucher, Inventory delivery voucher, Internal delivery note, Loss & adjustment, Packing list, Order return

– Approval process for 1 person

Once the corresponding ticket is created and approved, the person selected for approval will receive a web and email approval request notification. Only the person specified in the approval process can make the approvals. corresponding vote. Send a notification to the ticket creator after completing the approval.

– Signature process for 1 person

Once the corresponding slip is created and approval is submitted, the person selected to sign will receive a web and email signature request notification.

Only the person designated in the approval process can sign the respective forms.

Send a notification to the ticket creator after completing the signature.

– Approval process for multi-person

Once the corresponding ticket is created and the approval request is submitted, only the first person in the approval process receives the approval request notification via web and email. Where the first person in the approval process is approved, the next person in the process will receive a notification requesting approval via email and web. Where the first person in the approval process is Rejected, the next person in the process does not receive the approval request message and does not show the approval button in the ticket details. Only people in the process have the authority to approve votes.

– Signature process for multi-person

After the corresponding ticket is created and approved, only the first person in the process receives the approval request message via web and email. Where the first person in the process agrees to sign the next person in the process will receive a notification requesting approval via email and web In case the first person in the approval process does not sign, the next person in the process does not receive the approval request notification and does not display the sign button in the ticket details. Only those in the process have the right to sign the ballot

– Process with both approval and signature for multiple people

Once the corresponding ticket is created and the approval request is submitted, only the first person in the process receives the approval/signing request via web and email. In case the first person in the process agrees to Approve/sign, the next person in the process will receive an approval/sign request via email and web. In case the first person in the Reject/ approval process does not sign, the next person in the process does not receive the approval/signing request message and the approve/sign button is not displayed in the slip details. Only those in the process have the authority to approve/sign the ballot.

11.1.13.1. Add New Approval Setting

To add a new approval to your organization:

  • Step 1. Go to Settings menu under Inventory module from the left sidebar.
  • Step 2. Select Approval Settings menu -> Click on the New approval setting button.
  • Step 3. In the New approval setting page, fill the following details:

    1. Enter the Subject.
    2. Select Related: Inventory receiving voucher, Inventory delivery voucher, Internal delivery note, Loss & adjustment, Packing list, Order return
    3. Select staff
    4. Select action: approve or sign
    5. Click to add another approver to the process
      Click to remove a approver from the process
  • Step 4. Click Save button
11.1.13.2. Edit approval setting

To edit the details of an existing approval :

  • Step 1. Go to Settings menu under Inventory module from the left sidebar
  • Step 2. Select Approval Settings menu -> Select approval setting need to be edited and click Edit
  • Step 3. Make the necessary changes and click Save button
11.1.13.3. Delete approval

Transaction after auto-generated is approved

  • Step 1. Go to Settings menu under Inventory module from the left sidebar
  • Step 2. Select Approval Settings menu -> Select the approval need to be deleted and click Delete
  • Step 3. Confirm your selection in the following pop-up. The approval will be deleted.
11.1.14. Inventory Permission

Users can access the modules based on their permission.

Admin: has unrestricted access to all the modules. You as an admin, can assign permission for role or specific employees.

11.1.14.1 Add Permission
  • Step 1. Go to Settings menu under Inventory module from the left sidebar.
  • Step 2. Select Permissions menu -> Click on the Add button.
  • Step 3. In the Add Permissions page, fill the following details:

    – Role: this set of permission applies to all employees of the select role.
    – Staff name: this set of permission applies to select staff.
    – Inventory delivery voucher: Change serial number: when the inventory delivery voucher has not been approved, any employee who is granted this permission can choose another serial number to export.
  • Step 4. Click Save button
11.1.14.2. Edit Permission

To edit the details of an existing permission:

  • Step 1. Go to Settings menu under Inventory module from the left sidebar
  • Step 2. Select Permissions menu -> Select permission need to be edited and click Edit
  • Step 3. Make the necessary changes and click Save button
11.1.14.3. Delete permission
  • Step 1. Go to Settings menu under Inventory module from the left sidebar
  • Step 2. Select Permissions menu -> Select the permission need to be deleted and click Delete
  • Step 3. Confirm your selection in the following pop-up. The approval will be deleted.
11.1.15. Inventory Reset Data

All related data: Inventory receiving voucher, Inventory delivery voucher,Packing list, Internal delivery note, Loss & adjustment, Inventory history will be deleted.

Tasks related to Inventory receiving , Inventory delivery are also deleted.

11.2. Warehouse

You can add a warehouse where you keep the goods. You can choose a warehouse to export (sell) or receive (purchase) goods. You can also move inventory between warehouses.

12.2.1. Warehouse custom fields
12.1.1.1. Add custom field

To add a new custom field to your organization:

  • Step 1. Go to Setups menu
  • Step 2. Select Custom Fields menu -> Click on the New Custom Field button.
  • Step 3. In the Add new custom field page, fill the following details:

    1. Select Belongs to is Warehouse.
    2. Enter the Field Name.
    3. Select Type
    4. Enter Default Value
    5. Enter Order
  • Step 4. Click Save button

12.1.1.2. Add warehouse custom fields

  • Step 1. Go to Settings menu under Inventory module from the left sidebar
  • Step 2. In the Add custom fields for the warehouse page, fill the following details:

    1. Select a custom field
    2. Select warehouse name
  • Step 3. Click Save button

12.1.1.3. Edit warehouse custom field

  • Step 1. Go to Settings menu under Inventory module from the left sidebar
  • Step 2. Select Warehouse custom fields menu -> Select warehouse custom field need be edited and click Edit
  • Step 3. Make the necessary changes and click the Save button.

12.1.1.4. Delete warehouse custom field

  • Step 1. Go to Settings menu under Inventory module from the left sidebar
  • Step 2. Select Warehouse custom field menu -> Select warehouse custom field need to be deleted and click Delete
  • Step 3. Confirm your selection in the following pop-up. The warehouse custom field will be deleted.

 

12.2.2. Add New Warehouse

To add a new warehouse to your organization:

  • Step 1. Go to the Warehouse menu under the Inventory module from the left sidebar.
  • Step 2. Click on the Add a warehouse button on the top.
  • Step 3. In the Add warehouse page, fill the following details:

    1. Enter the Warehouse code.
    2. Enter the Warehouse name.
    3. Enter the Order: the order this Warehouse will show up in the Inventory combo box on the related screens. It is similar to A-Z.
    4. Enter the Warehouse address, City, Province, Postal Code, and Country.
    5. Enter the Note.
    6. Check/uncheck the Display option. If you check this option, this warehouse will be displayed in the Warehouse combo box. Opposite, this warehouse will not be displayed.
    7. Check/uncheck Hide Warehouse when out of stock (on Inventory/items menu) option. If you check, hide out-of-stock warehouses on the Items management page.
    8. Custom fields tab: Alway empty in Add form. The warehouse custom field is only visible in the Edit screen and displays the custom fields assigned to the warehouse itself.
  • Step 4. Click Save button

12.2.3. Edit Warehouse and assign to staff

To edit the details of an existing warehouse:

  • Step 1. Go to Settings menu under Inventory module from the left sidebar
  • Step 2. Select Warehouse custom fields menu -> assign necessary custom fields for warehouse
  • Step 3. Go to the Warehouse menu under the Inventory module from the left sidebar.
  • Step 4. Hover over the warehouse to be edited and click Edit
  • Step 5. Make the necessary changes.
    Admin will assign the warehouse to the employee at the Edit popup.
    Employees only manage the inventory assigned warehouses, create inventory receiving voucher, inventory delivery voucher, internal delivery notes, and loss & adjustment for assigned warehouses.
  • Step 6. Go to the custom fields tab, the custom fields assigned in step 2 will show up here.
  • Step 7. Click Save

12.2.4. Delete warehouse

If a warehouse is no longer operational, you can delete it. To delete a warehouse:

  • Step 1. Go to the Warehouse menu under the Inventory module from the left sidebar.
  • Step 2. Hover over the warehouse to be deleted and click Delete
  • Step 3. Confirm your selection in the following pop-up. The warehouse will be deleted.

 

12.2.5. Warehouse Detail

To view the details of an existing warehouse:

  • Step 1. Go to the Warehouse menu under the Inventory module from the left sidebar.
  • Step 2. Hover over the warehouse to see details and click View

Status column: displays Unsafe inventory when the current inventory is less than the minimum inventory (configured in settings).

11.3. Items

item to use for sale, purchase, inventory.

11.3.1. Create Item

To create an item:

  • Step 1. Go to the Inventory module in the left sidebar and select Items menu.
  • Step 2. Click Add button.
  • Step 3. In the Add Item page, enter the Commodity Code, Commodity Name, Sale Price, Units and other details:
    Properties tab

    – Warranty (month): send a notification to the admin when the warranty period is over. Sent at the beginning of the day, right after it expires – Do not update inventory numbers ( Stock quantity is not updated when an Inventory receipt or Inventory delivery is created for this item): If you enable this setting when creating an item, this Product does not need to be stocked (so inventory-related operations will not need to check inventory).
    – Can be sold: If you enable this setting when creating an item, this item will be used for the Sales module.
    – Can be purchased: If you enable this setting when creating an item, this item will be only used for the Purchase module.
    – Can be Inventory: If you enable this setting when creating an item, this item will be only used for the Inventory module.Variation tab: create product variations. Unable to add/remove variant attributes after the item already exists.

    Click to add a line variation name and variation option.
    Click to delete a line variation name and variation option.
    For example, create product MacBook Air 13’ 2020 M1 with variants
    Variant Name: Memoryzone
    Variant options: 256GB, 512GB
    => get 2 product variations MacBook Air 13’ 2020 M1 256GB, MacBook Air 13’ 2020 M1 512GB

    Custom fields tab: show custom fields created for item in Custom Field Setting

11.3.2. Edit Items

Unable to add/remove variant attributes after the item already exists.

To edit the details of an existing item:

  • Step 1. Go to the Inventory module in the left sidebar and select Items menu
  • Step 2. Hover over the item need to be edited and click Edit
  • Step 3. Make the necessary changes and click Save button

11.3.3. Delete Items

If the product has variant products, you should delete the variant products first, then delete the parent product.

You can delete individual items or delete multiple items at once

  • Hover over the item you want to delete and click Delete

    Confirm your selection in the following pop-up. The item will be deleted.
  • Select the items to be deleted and press Bulk action.

    Select Mass delete -> click Confirm button.

11.3.4. Import Items

To know the format of the import, i.e. the columns and data to be included in the import file, you can download the sample import file which we’ll be looking at in the steps below.

  • Step 1. Go to the Inventory module in the left sidebar and select Items menu
  • Step 2. click Import items button
  • Step 3. To ensure successful import (correct format, full columns) you should download the template file by clicking Download a sample button.
  • Step 4. Enter the data you need to import into the downloaded file and save it.
  • Step 5. Click the Choose File button under Choose excel file and choose a file
  • Step 6. Click Import
    In case the import fails, the Error file download button will be displayed. To see the import error, click Error file download button to download the file and see the error

11.3.5. Import variation product

Import product variation function allows you to import the variation product of a predefined product in case you create a product with manual variation outside the management screen but cannot create it (this is the case you declare properties from variation, and from these properties, too many variation products are generated, and the system cannot afford to generate all these variations, so the import function below must be used). Note: If your excel file has many lines of data, we recommend you to split the file into smaller files (maybe <200 lines each), to ensure the file is successfully imported into the system.

  • Step 1. You need to make the parent product available in the Items screen
  • Step 2. From the properties declared for the product variation (width:10,20, height:30,40,length:40,50), you need to determine what combinations of variation products will be generated from these above attribute product 1: width:10; height:30; length:40 product 2: width:10; height:30; length:50 product 3: width:10; height:40; length:40 product 4: width:10; height:40; length:50 product 5: width:20; height:30; length:40 product 6: width:20; height:30; length:50 product 7: width:20; height:40; length:40 product 8: width:20; height:40; length:50 To quickly generate a list of product variants in Excel, refer to the following link: https://exceloffthegrid.com/list-of-all-possible-combinations-using-power-query/
  • Step 3. To ensure successful import (correct format, full columns) you should download the template file by clicking Download a sample button.
  • Step 4. Enter the data you need to import into the downloaded file and save it.
    Parent ID: the id of the parent product, you can see it on the link in the product detail page, it’s a number
    Attributes: is a group of product attributes, where “name”: “replace with attribute name”, “option”: “replace with attribute value”, similar to the rest of the attributes of the product.
  • Step 5. Click the Choose File button under Choose excel file and choose a file -> click Import

    It is necessary to ensure the accuracy of data before entering into the system, after successful import you can view the list of variants outside the Items management page or at the variations tab in the product details page.

11.3.6. Add Opening Stock

  • Step 1: Hover over the item to add opening stock-> click hyperlink “Add opening stock”
  • In the Add opening stock page, select warehouse, Lot number, Expiry Date, Inventory → click Save button.
    Note: For items already in stock, only the inventory quantity can be updated, Lot number and Expiry Date cannot be edited.

11.3.7. Import Opening Stock

  • Step 1. click Import opening stock button.
  • Step 2. To ensure successful import (correct format, full columns) you should download the template file by clicking Download a Sample button
  • Step 3. Enter the data you need to import into the downloaded file and save it.
  • Step 4. Click the Choose File button under Choose excel file and choose a file -> click Import

In case the import fails, the Error file download button will be displayed. To see the import error, click the Error file download button to download the file and see the error.

11.3.8. Add/Update Serial Number

Used to update or add the serial number to an items.

  • Step 1. Go to Items menu under Inventory module from the left sidebar
  • Step 2. Click the Serial numbers button.
    The screen below will display items that can be added or updated with serial numbers: Add serial number for items, update serial numbers for items.

    In case of filtering items by type “Add Serial numbers for Items”: display items with inventory quantity > 0 but not enough serial number (inventory 1 has 1 serial number) => add serial number for items that do not have enough or it is possible to update existing serial numbers.

    In case of filtering by type “Update Serial numbers for items”: display items with inventory > 0 and have enough serial numbers => allow updating serial numbers of these items.
  • Step 3. Select the item to import Serial number, then click “Export the selected item” -> Click Download items list.
  • Step 4. Open the downloaded file and update the serial number on the file → Select this file and press Import

    Do not add any columns or rows to the file downloaded from the system. Only the value of the Serial Number column (the blue column) can be updated, not the orange column value.
    In the above excel file
    ID column = 0 means this item does not have a serial number. ID column = 1 means this item already has a serial number and can be updated.
    (*)commodity_id column : get from the id column of the items table
    (*)Warehouse column : get the corresponding item’s inventory. get from warehouse_id column of warehouse table
    (*)inventory_manage_id column : id retrieved in inventory_manage table (inventory table)
    (*)Commodity Name column : displays the names of selected items that have inventory > 0.
    (*)Serial number column : allows adding/updating Serial numberIn case the import fails, the Error file download button will be displayed. To see the import error, click Error file download to download the file and see the error.

 

11.3.9. Manage Serial Number

The serial number management page: manages all transactions related to that serial number, such as: Inventory receiving voucher, Inventory delivery voucher, Internal delivery note, Packing list, Lost & Adjustment.

  • Go to Items menu under Inventory module from the left sidebar -> click Serial numbers -> click Manage serial number
  • Select the serial number to view related transactions and click Detail

11.3.10. Manage Expired

  • Step 1. When creating inventory receiving voucher or adding opening stock or import opening stock to an item, you must enter an Expiry Date
  • Step 2. Click on Commodity Name to view expired


Or go to Item detail -> Expiry Date tab to view expired

11.3.11. Print Barcode

Prepare data: Go to Settings menu under Inventory module from the left sidebar -> Select the General menu -> Select Items tab -> Select the information to display when printing barcodes.

11.3.11.1. Print All

  • Step 1. Click the Barcode Printing button.
  • Step 2. Check the Select all -> click Confirm button.

11.3.11.2. Print Item Selected

  • Step 1. Click Barcode Printing button
  • Step 2. Check Select item ->search and select items -> click Confirm button

11.3.12. Export the selected items

Used to update information of multiple items at the same time.

  • Step 1. To export all the data of Items -> select the function to display the number of items on 1 page: “All” → Select all items → click Export the selected item → click Download items list


To export some items → select some items → click Export the selected item → click Download items list

  • Step 2. After exporting, you can edit the information in the file. then use the Import product function to import into the system.

11.3.13. Clone Items

  • Step 1. Select the items to be cloned and press Bulk action.
  • Step 2. Check “Clone this items” -> click Confirm button

11.3.14. Change Item Purchase Price

Adjust the purchase price of multiple items at the same time by a certain percentage

Enter a positive value if you want to increase the purchase price, enter a negative value if you want to decrease the purchase price.

  • Step 1. Select the items to be changed purchase price and press Bulk action.
  • Step 2. Choose change item purchase price and click Confirm button

    Enter value > 0 to increase purchase price.
    Enter value < 0 to reduce purchase price

11.3.15. Change Item Selling Price

  • Step 1. Select the items to be changed selling price and press Bulk action.
  • Step 2. Choose change item selling price and click Confirm button

    Enter value > 0 to increase selling price.
    Enter value < 0 to reduce selling price.

11.3.16. Edit Tag Item

Go to Setup-> Settings-> Tags -> Edit and click [Save Settings]

11.3.17. Delete Tag Item

Click icon X. Confirm your selection in the following pop-up. The tag will be deleted.

Item Detail

  • Step 1. Go to the Inventory module in the left sidebar and select Items menu
  • Step 2. Hover over the item and click View

    In the Item Detail page:
  • General info : displays the information entered in the General info tab in the Add Items form
  • Detail: Displays the information entered in the Properties tab in the Add Items form
  • Description: data is entered in the Description field at the General info tab in the Add Items form
  • Long Description: the data is entered in the Long description field in the Properties tab in the Add Items form.
  • Stock Inventory tab: display product inventory by warehouse, Lot number, Expiry date.
  • Expiry Date tab: displays expired products if the Expiry date is entered when entering the warehouse for the product
  • Transaction history Tab : record the history of inventory import, export, warehouse transfer, inventory adjustment, display beginning inventory, ending inventory through each transaction.
  • Custom fields tab: display the custom fields of the item.
  • Variants tab: display product variations

11.4. Inventory receiving voucher

11.4.1. Create Inventory Receiving Voucher

  • Step 1. Create an approval process for Inventory receiving voucher ( if necessary) at approval setting.
  • Step 2. Go to Inventory receiving voucher menu under Inventory module from the left sidebar -> click Delivery docket button
  • Step 3. In the Inventory receiving voucher page, fill in the required details:

    1. Enter the Accounting date and Voucher Date
    2. Select the Warehouse name
    3. You can create an inventory receiving voucher by selecting purchase order or available items.
    4. Select the Project
    5. Enter quantity, unit price, Lot number, Date Manufacturer, Expiry Date for each item.
    Click to add the item to inventory receiving.
    Click to remove the item from inventory receiving.
  • Step 4. Save inventory receiving and approve ( if there is an approval process)
    Go to inventory receiving voucher detail -> click Send a request for approval

    After Inventory receiving voucher has Approved status ==> increase inventory for products

11.4.2. Add serial number in inventory receiving voucher

  • Step 1. Go to Settings menu under Inventory module from the left sidebar -> Select General -> Select Serial numbers -> Enable Product by serial
  • Step 2. In the Add Inventory receiving voucher page, click
  • Step 3. Enter the serial number and click Save

11.4.3. Create an inventory receiving voucher when the purchase order is approved.

Go to Settings menu -> Receiving & Delivery tab-> check option “ Create an inventory receipt when the Purchase Order is approved” and “ Select the warehouse to auto-receive inventory generated from purchase orders”.

11.4.4. Update inventory receiving voucher

Only unapproved stock receipts can be edited

  • Step 1. Go to Inventory receiving voucher menu under Inventory module from the left sidebar
  • Step 2. Select the inventory receiving voucher need to be edited and click Edit
  • Step 3. Make the necessary changes and click the Save button.

 

11.4.5. Delete Inventory Receiving Voucher

If you check the option “Allow delete of Inventory receipt voucher or Inventory delivery voucher (after approval)” allows you to delete approved inventory receiving.

Deleting an inventory receiving with approved status ⇒ reduces the inventory of the items in the inventory receiving voucher, and the corresponding serial numbers (if any) are also deleted.

11.4.6. Create the task for inventory receiving voucher

  • Step 1. View Inventory receiving voucher detail by click Delivery docket code hyperlink
  • Step 2. Select Tasks tab -> click New Task button
  • Step 3. In the Add new task page, fill in the required details and click Save

11.5. Inventory delivery voucher

11.5.1. Create Inventory Delivery Voucher

  • Step 1. Create approval process for Inventory delivery voucher ( if necessary) at approval setting.
  • Step 2. Go to Inventory delivery voucher menu under Inventory module from the left sidebar -> click Export slip button
  • Step 3. In the Inventory delivery voucher page, fill in the required details:

    1. Enter the Accounting date and Voucher Date
    2. You can create an inventory delivery voucher by selecting invoice or available items or Purchase order ( if “It is mandatory to select a Purchase order when entering an Inventory delivery” is activated at General Setting – Receiving & Delivery. Purchase orders that have been approved and status is Completely Delivered will be selected to generate the inventory delivery voucher).

    3. Select the project
    4. Select warehouse name , quantity for each item.
    Click to add the item to inventory delivery .
    Click to remove the item from inventory delivery.
  • Step 4. Save inventory delivery and approve ( if there is an approval process)
    After Inventory delivery voucher has Approved status ==> decrease inventory for products

11.5.2. Select the serial number in inventory delivery voucher

  • Step 1. Go to Settings menu under Inventory module from the left sidebar -> Select General -> Select Serial numbers -> Enable Product by serial
  • Step 2. In the Add Inventory delivery voucher page, select the available item -> click -> Select the serial number -> click Save button.
  • If you create an inventory delivery voucher from a purchase order and sale invoice, the system automatically selects available serial numbers and prioritizes export according to FIFO. And you can only change the serial number in the edit inventory delivery voucher page.To be able to change the serial number, you need to create an approval process for the inventory delivery voucher.

11.5.3. Create an inventory delivery voucher when the invoice is created.

Go to Settings menu -> Receiving & Delivery tab-> check option “Create an inventory delivery voucher note when the Invoice” is created.

11.5.4. Update inventory delivery voucher

Only unapproved inventory delivery voucher can be edited. To be able to change the serial number, you need to create an approval process for the inventory delivery voucher.

  • Step 1. Go to Inventory delivery voucher menu under Inventory module from the left sidebar
  • Step 2. Select the inventory delivery voucher need to be edited and click Edit
  • Step 3. Make the necessary changes and click Save button.
    – Inventory delivery voucher is created from Purchase order

    – Inventory delivery voucher is created from Sale invoice

    – Inventory delivery voucher is created from the available item.

11.5.5. Delete Inventory Delivery Voucher

If you check the option “Allow delete of Inventory receipt voucher or Inventory delivery voucher (after approval)” allows you to delete approved inventory delivery .

Deleting an inventory delivery with approved status ⇒ return the product and the serial number to the warehouse.

11.5.6. Send a delivery note to customer

  • Step 1. View Inventory delivery voucher detail by click Inventory delivery voucher code hyperlink -> click
  • Step 2. In the Send a delivery note by email popup, fill in the required details -> click Save button.

11.5.7. Create Task for the Inventory Delivery Voucher

  • Step 1. View Inventory delivery voucher detail by click Inventory delivery voucher code hyperlink
  • Step 2. Select Tasks tab -> click New Task button.
  • Step 3. In the Add new task page, fill in the required details and click Save

11.5.8. Create the Shipping Log

  • Step 1. View Inventory delivery voucher detail by click Inventory delivery voucher code hyperlink
  • Step 2. Select Shipping Log tab -> enter shipping log and click Save button.

11.6. Packing lists

11.6.1. Create Packing list

An Inventory delivery voucher can be created one or multi packing list until the quantity is full.

  • Step 1. Create an approval process for packing list ( if necessary) at approval setting.
  • Step 2. Go to the Packing lists menu under Inventory module from the left sidebar -> click Add button.
  • Step 3. In the Add Packing List page, fill in the required details:

    1. Select the Inventory delivery voucher is approved
    2. Enter the other details
    3. Click to remove the item from the packing list
  • Step 4. Save the packing list
    Save & Send Request button: used to save packing list and send approval requests.
    Save button: used to save a packing list but does not send a request for approval.
  • Step 5. Approving packing list ( if any)

11.6.2. Update Packing list

Only update the packing list with Not yet approved status.

  • Step 1. Go to Packing lists menu under Inventory module from the left sidebar
  • Step 2. Select the packing list need to be edited and click Edit
  • Step 3. Make the necessary changes and click Save button.

11.6.3. Delete Packing list

Only delete packing list with Not yet approved status.

  • Step 1. Select the packing list need to be deleted and click Delete
  • Step 2. Confirm your selection in the following pop-up. The packing list will be deleted

11.6.4. Packing List Detail

  • Select the packing list and click View
  • You can create shipping log for the packing list at Shipping Log tab

11.7. Internal delivery note

Used to move items from one warehouse to another.

11.7.1. Create an internal delivery note

  • Step 1. Create approval process for internal delivery note ( if necessary) at approval setting.
  • Step 2. Go to the Internal delivery note menu under Inventory module from the left sidebar -> click Add button.
  • Step 3. In the Add Internal delivery note page, fill in the required details:

    1. Select the available item
    2. Select the From stock name
    3. Select To stock name
    4. Enter the Quantity
    5. Click to add the item to internal delivery note
    Click to remove the item from internal delivery note
  • Step 4. Click Save button
  • Step 5. Go to internal delivery note detail -> click Send approve request and approve it( if any).

11.7.2. Edit an internal delivery note

Only update internal delivery note with Not yet approved status.

  • Step 1. Go to Internal delivery note menu under Inventory module from the left sidebar
  • Step 2. Select the internal delivery note need to be edited and click Edit
  • Step 3. Make the necessary changes and click Save button.

11.7.3. Delete an internal delivery note

Only delete internal delivery note with Not yet approved status.

  • Step 1. Select the internal delivery note need to be deleted and click Delete
  • Step 2. Confirm your selection in the following pop-up. The internal delivery note will be deleted

11.7.4. Internal Delivery Note Detail

  • Select the inventory delivery note and click View

11.8. Loss & adjustment

A quantity adjustment is made when the recorded stock does not match the actual available stock in your warehouse. You’ll be able to record stock for losses or increase.

11.8.1. Create Loss & Adjustment

  • Step 1. Create an approval process for Loss & Adjustment ( if necessary) at approval setting.
  • Step 2. Go to the Loss & Adjustment menu under the Inventory module from the left sidebar -> click Add button.
  • Step 3. In the Add Loss & adjustment page, fill in the required details:

    1. Select Type: Loss or Adjustment increase
    2. Select the warehouse
    3. Select the item
    4. Enter Lot number and Expiry Date ( if any)
    5. Enter Stock quantity
    6. Click to add the item
    Click to remove the item
  • Step 4. Click Save button
  • Step 5. Go to loss & adjustment detail -> click Send approve request and approve it( if any).

11.8.2. Adjust stock for serial number

  • Step 1. Go to General Setting -> Serial numbers -> Enable Products by serial
  • Step 2. In the Add Loss & adjustment page

    Type = Adjustment increase, enter the serial number in Enter the serial number page
    Type = Loss, enter the serial number in Enter the serial number of the damaged or lost product; otherwise, the system will automatically get a random serial number page. If not entered, the system will automatically select the serial number.

11.8.3. Edit Loss & Adjustment

Only update loss & adjustment with Draft status.

  • Step 1. Go to Loss & adjustment menu under Inventory module from the left sidebar
  • Step 2. Select the loss & adjustment need to be edited and click Edit
  • Step 3. Make the necessary changes and click the Save button.

11.8.4. Delete Loss & Adjustment

Deleting loss & Adjustment does not change the product’s inventory.

  • Step 1. Select the loss & adjustment need to be deleted and click Delete
  • Step 2. Confirm your selection in the following pop-up. The loss & adjustment will be deleted

11.8.5. Loss & Adjustment Detail

Select a loss & adjustment and click View button

11.9. Receiving-Exporting return order

11.9.1. Receipt Return Order

Used to import stock from sales return order of customer or delivery notes.

11.9.1.1. Create Receipt Return Order

  • Step 1. Create approval process for Receiving-Exporting return order ( if necessary) at approval setting.
  • Step 2. Go to Receiving-Exporting return order menu under Inventory module from the left sidebar -> click Add button -> Select Receipt return order
  • Step 3. In the Add receipt return order page, fill in the required details:

    1. Select Related type: Manual
    2. Select Return type: Partially or Fully
    3. Click to remove the item from receipt return order
  • Step 4. Save the receipt return order
    Save & Send Request button: used to save receipt return order and send approval requests.
    Save button: used to save receipt return order but does not send a request for approval.
  • Step 5. Approving receipt return order( if any)
    After the receipt return order is approved → an inventory receiving voucher is automatically generated. There are 2 cases that will happen.

    • Case 1: Inventory receiving voucher with no approval process:
      • If in the setting, there is a pre-selected warehouse receives return order, the inventory receiving voucher is automatically approved and import stock to warehouse receives return order.
      • If the warehouse receives return order has not been selected in the settings, the inventory receiving voucher is automatically approved, and the system automatically generates a new warehouse.
    • Case 2: Inventory receiving voucher has an approval process
      You can change to another warehouse at the Edit inventory receiving voucher page -> proceed to approve the inventory receiving voucher.

11.9.1.2. Edit Receipt Return Order

Only update receipt return order with Not yet approved status.

11.9.1.3. Delete Receipt Return Order

Only delete receipt return order with Not yet approved status.

11.9.1.4. Receipt Return Order Detail

Receipt return order can be viewed as PDF, print or download.

11.9.2. Delivery Return Purchasing Goods

Used to export stock from purchase return order or inventory receiving voucher.

11.9.2.1. Create Delivery Return Purchasing Goods

  • Step 1. Create approval process for Receiving-Exporting return order ( if necessary) at approval setting.
  • Step 2. Go to Receiving-Exporting return order menu under Inventory module from the left sidebar -> click Add button -> Select Delivery return purchasing goods
  • Step 3. In the Add Delivery return purchasing goods page, fill in the required details:

    1. Select Related type: Manual or Purchasing Return Order
    2. Select Return type: Partially or Fully
  • Step 4. Save the delivery return purchasing good
    Save & Send Request button: used to save delivery return purchasing good and send approval requests.
    Save button: used to save delivery return purchasing good but does not send a request for approval.

    • Delivery Return Purchasing Goods with no approval process: Delivery Return Purchasing Goods automatically approve -> Go to Delivery Return Purchasing Goods detail -> click Create Inventory Delivery Voucher button -> In the Select warehouse to create Inventory Delivery Voucher, select the Warehouse name

      Check and approve the newly created delivery note
    • Delivery Return Purchasing Goods with approval process: approve Delivery Return Purchasing Goods and select warehouse to create Inventory Delivery Voucher

      Check and approve the newly created delivery note.

11.9.2.2. Edit Delivery Return Purchasing Goods

Only update delivery return purchasing goods with Not yet approved status.

11.9.2.3. Delete Delivery Return Purchasing Goods

Only delete delivery return purchasing goods with Not yet approved status.

11.9.2.4. Delivery Return Purchasing Goods Detail

Delivery return purchasing good can be viewed as PDF, print or download.

11.10. Inventory history

Inventory history: records all transactions related to changes in product inventory: “Inventory receiving voucher”, “Inventory delivery voucher”, “Internal delivery note”, “Loss & Adjustment”.

11.11 Report
  • Stock Summary Report

The Stock Summary report displays the details of all your item’s opening stock, quantity sold (Export In Period), purchased (Import In Period), and closing stock (calculated as Opening Stock + Quantity In – Quantity Out) for a given period. This report is generated based on the accounting stock of your inventory items and can be filtered based on warehouse locations.

  • Inventory Analytics

Profit Rate Differences = ((Profit Rate Inventory – Default Profit Ratio ) / Default Profit Ratio) * 100

Profit Rate Inventory = [(sale price / Average Cost of Inventory) – 1] * 100 ( Calculate the selling price using the cost and profit rate)

Profit Rate Inventory = [1 – (Average Cost of Inventory / sale price)] * 100 (Calculate the selling price using the selling price and profit rate)

  • Inventory Valuation Report

The report calculates the expected profit based on the purchase and sale price of the item.

Inventory = Closing Stock

Expected Profit = Amount Sold – Amount Purchased

  • Warranty period report


Warranty period is calculated from the date of creation of delivery note + warranty (month)

To get the data for this report, first need to declare the warranty (month) for the product.
Next, Create the inventory delivery voucher and select the product above.

 

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