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Inventory3 min read

Adding items and pasting a whole list

The first hour with inventory is typing what is already on the shelves. The paste importer makes it ten minutes, and books the opening counts as ledger lines so the history starts clean.

By the end of this pageYou will be able to add items singly or by paste, understand each field, and have your opening stock booked as honest adjustments.
One item, or a whole listWalkthrough
Inventory › Add an itemAdd an itemNAMEBottled water 500 mlCATEGORYFood, beverage & toiletriesCleaning & maintenanceAssetsUNITbottleCOST₱ 18SELLS AT₱ 35RESTOCK AT12AddInventory › Paste a whole listForty-three items at onceItem QtyPringles 12Coke in can 24Shampoo sachet 60Slippers (pair) 10Zonrox 1L 6Domex 4…Lines: name, whitespace, quantity. Header lines skipped. Existing names get stock added, never duplicated.Preview then importImported43 items · 2 already existed · 1 line had no quantityPringlesnew · 12 into storageCoke in cannew · 24 into storageZonrox 1Lexisted · +6 added to stockGlovesno quantity — item created, count it laterOpening counts are booked as 'adjust' lines, so the ledger starts honest. Set cost and sells-at prices next.
  1. Open Inventory › Add an item. The name is the full width of the page, because names are the thing people search.
  2. Category — one of three buttons. Food, beverage & toiletries: sellable to tenants, needs a selling price. Cleaning & maintenance: consumed by your own staff, costed to units. Assets: furniture and appliances, tracked by location, never consumed. Unit is the counting word — bottle, sachet, pair, litre. Cost is what you pay; Sells at what a tenant pays. Restock at is the level below which the item appears on the restock alert.
  3. Or paste a list. Paste a whole list under the form. One item per line: name, some whitespace, quantity. Header lines are skipped. A line without a quantity creates the item with no stock so you can count it later.
  4. Preview, then import. The preview shows what will be created, what already exists (stock is added to it, never a duplicate), and what it could not read. Import once.
  5. Prices. Imported items have no cost or selling price. The catalogue lists those with blanks first; fill them before the first sale, or the sale line will be ₱0.

Opening stock is an adjustment, not a purchase

Imported quantities are booked as adjust lines into storage, dated today. That is deliberate: you did not buy them today, and booking them as purchases would put a phantom cost in this month's P&L. An adjustment says "this is what was here when we started counting", which is the truth.

Removing an item. An item with no history is deleted outright. One with movements is retired: hidden from the forms, kept in the ledger and the reports, reactivatable from the catalogue. Numbers from last year do not change because you stopped stocking Pringles.

Related

Inventory · 4 minStock as a ledgerRead the article →Inventory · 3 minRecord a movementRead the article →Housekeeping · 4 minA cleaner's dayRead the article →
Restock alerts and the stock-by-type view
←  Stock as a ledgerRecord a movement  →

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