How to manage stock

1. Head to the menu and click ‘Stock’ > ‘Products’

2. Click on ‘Import Product Records’ > ‘Import Product Records’

3. Select the price list from the drop down menu that you want to apply the changes to

4. Click ‘Press to Select’ or ‘Drop File’

5. Choose the .csv or XLSX file and click ‘Open’ > ‘Import Products’

Import your product inventory in bulk via a single upload.

You can download a new blank template for uploading products for the first time or to create a new price list. Alternatively, export an existing product list to edit and upload it back in to the portal.

Exporting a blank product template – create, edit or delete products in bulk

1. Choose ‘Stock’ from the menu and select ‘Products’

2. Click on the ‘Download Template’ button and select ‘Download Product Template’

3. Tap ‘Download XLXS file’. This will download the template to your computer

Exporting the current product list

1. Choose ‘Stock’ from the menu and select ‘Products’

2. Click on ‘Export Records’ > ‘Export Records’

3. Pick the price list from the drop down menu and choose from pre- or post-tax (see the difference below)

4. Click ‘Export’ and then ‘Download XLSX File’

The difference between pre- and post-tax

• Sales price includes tax – the exported product price will include tax and the ‘Inclusive of Tax field’ will be marked as ‘Yes’

• Sales price excludes tax – the exported product price will exclude tax and the ‘Inclusive of Tax’ field will be marked as ‘No’

Managing products in an existing container can only be carried out if the ‘Transfer Container’ is on ‘Open’ status.

Adding products to an open container

1. Locate the transfer in the list and click on ‘Stock Transfer Details’

2. Click on ‘Add Products’

3. Search for the product and select it from the drop down list

4. Enter the transfer quantity and add any notes as required

5. Click ‘Add’. The product will now be added to the selected open container

To add another product at this point, repeat the process above by selecting the product and quantity.

Once you’ve finished adding the required products, click on ‘Done’. The portal will close the dialog and take you back to the stock transfers page.

Tip: To delete or amend products in an open container, select the delete or edit icons against the product you wish to change.

Dispatching or changing the container to ‘In Transit’ will reduce the stock from the sending store and prevent any changes being made to either stock items or their quantities. To do this:

1. Locate the transfer in the list and click on the edit icon

2. Select ‘In Transit’ from the ‘Transfer Status’ drop down menu

3. Click ‘Save’

1. Click ‘Stock’ from the menu

2. Select ‘Transfer’

Things to keep in mind

When the transfer container arrives at the receiving store, the transfer should be set to a status of ‘Received’. This will show that the container has been received but not affect any stock levels.

There are two methods to receiving the stock from a transfer container:

• receive the stock directly after changing the transfer status to ‘Received’

• resuming a received container after saving and closing the transfer before (marking the transfer as completed)

In both instances, the following rules apply:

• after changing the status or resuming the received transfer, the portal will display the list of products in the container and their quantities

• you can scroll through the list and mark the quantities as ‘Accepted’, ‘Rejected’ or ‘Lost’ by clicking into the required cell and entering the value

• pressing either ‘Enter’ or ‘Tab’ will move between the cells

• clicking on ‘Save’ at any point will save your changes but will remain on the container product page

• clicking on ‘Close’ at any point will return you to the main stock transfers page

• while the transfer container is still in ‘Received’ status, you can return to the container at any time and continue to adjust the receiving quantities as needed

1. Locate the transfer in the list and click on the pencil icon

2. Select ‘Received’ from the ‘Transfer Status’ drop down menu

3. Click on ‘Next’

1. Click ‘Stock’ from the menu and select ‘Transfers’

2. Locate the transfer in the list and click on the ‘Stock Transfer Details’

3. Click on ‘Complete’ and select ‘Yes’

Stock transfer status types

Open: when you’ve created a ‘Stock Transfer Container’, the status will be set to ‘Open’. At this point, products can be added or deleted, and quantities are adjustable. While in this status, no stock will be reduced from the sending store.

Cancelled: the transfer is cancelled but the stock items will remain in the container. The transfer can be changed back to ‘Open’ and will be resumed from that point.

In Transit: at this point, no changes can be made to either the products in the container or their quantities. The stock from the dispatching store will be reduced. The stock in the receiving store will be annotated with the quantities but won’t count towards its total stock quantity. This is used in the stock report to show that a certain store is expecting stock from a transfer. It will be marked in brackets as (+150).

Lost: if the transfer container is marked as ‘Lost’ the stock levels in the receiving store won’t increase and the annotation (+150) will be removed from the stock report. To write the stock off as permanently lost, change the status to ‘Received’ but mark the receiving amounts as ‘Lost’.

Received: when the container arrives at the receiving store, marking the transfer as ‘Received’ won’t immediately increase the stock levels. This gives the receiving store time to inspect the stock before finally accepting the transfer as completed.

Complete: marking the stock transfer as ‘Complete’ will close off the transfer and the stock levels of the receiving store will be incremented at this point. No changes can then be made to the transfer, except to add notes.