Help

My Stock

Synthesis of Articles

The summary of articles, accessible by clicking on Articles from the main menu, allows you to have a global overview on the article whose quantity is the lowest or the highest on your Stock, the most profitable item by comparing its sale and purchase price, the last inventory movement established, the most sold item as well as the list of items in your stock with their appropriate quantities.

Stock valuation is computed using the FIFO method (first in, first out): each outflow consumes the oldest lots first, giving an accurate cost price and stock value. The movements page and the stock report reflect this valuation.

How to

1. Go to Stock › Items to open the list of your items.
2. Check the overview at the top of the page: best-selling item, most profitable item and lowest quantity.
3. Use the search and the filters to find a specific item.
4. Click an item to see its detail and its FIFO valuation.

Adding Product / Service

To add a new product or service to your stock, click the New Item button on the Item Summary page.

Each Article is defined by a title which must contain between 2 and 500 characters and which is a mandatory field, the default sale and purchase price which must contain only numbers and which will be used for a comparison profitability later.

Each item can be a product or a service, and can be for sale, purchase, or both. Items intended for sale will only be visible on Quotes and Invoices. Items intended for purchase, on the other hand, are only visible on Purchase Orders and Purchase Invoices. If your article is for both, it will be available everywhere.

You can choose the default tax for your item, so when you choose this item from an invoice or other type of document, the default tax will be selected automatically.

How to

1. Go to Stock › Items then click Add an item.
2. Enter the title (between 2 and 500 characters) and specify whether it is a product or a service.
3. Choose the purpose Sale, Purchase or both and set the prices.
4. Select the default tax and the unit if needed.
5. Click Save to add the item to your stock.

Summary and Modification

The edit page of an article allows you to have precise statistics on the sale / purchase of your article as well as its profitability.

You will first find the total sales for this item, the total purchases and the difference between sales and follow-up purchases. Then you will find a graph showing the sale rate of this item compared to the default sale price on the last invoices containing this item.

Then you can edit your article easily by following the same rules explained on adding a new article.

How to

1. Go to Stock › Items then click the item to review.
2. Check the summary: total sales, total purchases and the difference.
3. Click Edit to open the item form.
4. Adjust the information, the prices or the tax then click Save.

Import Articles

This feature allows you to import your articles in bulk. You can download the sample file at the top right of the page and follow the same example to populate an XLS, CSV, TSV, or XLSX file with your clients. Choose the delimiter of your file if you are using a CSV and the encoding used then upload your file.

Once your file is uploaded, link the columns of your file with the add supplier form fields. For example, if your file has a column titled Title, you should choose it on the Mapping form as Title.

Please make sure your articles meet the following rules in order to process them. If an article line does not meet them, it will be ignored and the import will continue from the next line. Minimum title of 2 characters and maximum of 500 characters, Default buy rate (if defined) must be only digits, Default sell rate (if defined) must be only digits, Destination must be 1 for Sale , 2 for Purchase and 3 for both, Type must be 1 for Product and 2 for Service, Description (if defined) must be less than 300 characters and Tax (if defined) must be only numbers (For example 19 for 19 %).

How to

1. Go to Stock › Items then click Import.
2. Download the sample file and fill it with your items.
3. Upload your file then map the columns to the item form fields.
4. Check that each row follows the rules shown then start the import.

Inventories

The Inventory section allows you to manage your inventories, create, modify, or delete them.

To add an inventory, fill in the Inventory field for each item in the list and the inventory date. Upon saving, addition or cancellation operations of movements will be inserted automatically to correct your stock status. Each inventory is linked to the user who created it and can also contain notes.

How to

1. Go to Stock › Inventory then click New inventory.
2. Fill in the actual quantity of each item in the list.
3. Set the date of the inventory.
4. Click Save to correct your stock.

Import Inventories

This feature allows you to import an inventory and correct your stock. You can download the example file at the top right of the page and follow the same example to fill an XLS, CSV, TSV, or XLSX file with your items. Choose the delimiter of your file if you're using a CSV and the encoding used, then upload your file.

Once your file is uploaded, link the columns in your file with the fields in the customer addition form. For example, if your file has a column named Ref, you should choose it on the Mapping form as Reference.

Please ensure your entries adhere to the following rules to process them. If an inventory line doesn't adhere, it will be ignored, and the import will continue from the next line. Reference maximum of 100 characters, and Stock must be a numeric field.

How to

1. Go to Stock › Inventory then click Import.
2. Download the sample file and fill it with your actual quantities.
3. Upload your file then map the columns to the inventory fields.
4. Check the rules then start the import to correct your stock.

Receipt / Issue of Stock

Each sent (or validated) delivery note represents an article exit for each stock item within it, taking into account the relative quantity. The same principle applies to reception notes for purchases.

For example, if you create a reception note for 10 computers and mark it as validated, you will find your computer stock increased by 10, with a stock entry line related to this note. A sent delivery note containing 5 computers will decrease your computer stock by 5 computers.

You can also manually enter article exits / receptions by specifying the quantity, the relevant article, the operation date, and the movement type (Reception, Issue, Cancellation).

A summary of all the receipts and issues of your items is available on the same page including the voucher in question if the movement is not manual.

How to

1. Go to Stock › Movements then click New movement.
2. Choose the type Inbound or Outbound and the related item.
3. Enter the quantity and the related warehouse.
4. Click Save: the stock is updated automatically.

Warehouses

Warehouses allow you to manage multiple storage locations. Each warehouse tracks its own stock levels for every product.

Stock movements can be made between warehouses, and inventory levels are tracked per warehouse. A default warehouse is created automatically.

How to

1. Go to Stock › Warehouses then click New warehouse.
2. Enter the name and the address of the warehouse.
3. Set it as the default warehouse if needed.
4. Click Save to track stock levels per warehouse.

Productions

The Productions module lets you manufacture assembled items from a bill of materials (raw materials and components). Each production order consumes the components in stock and produces the finished item.

You can track waste, the production cost price and review the stock movements generated automatically. Each order's synthesis shows the consumed and produced quantities.

How to

1. Go to Stock › Manufacturing orders then click New order.
2. Choose the composed item to manufacture and its bill of materials.
3. Enter the quantity to produce and any scrap.
4. Click Save: the components are consumed and the finished product added to stock.