Learn how PurchasePlus helps your Organization to manage the Products that are held in your Inventory.
This is Part 2 of our Introduction to Inventory series.
- Read Introduction to Inventory
- Read Introduction to Inventory, Part 3: Stock Locations
- Read Introduction to Inventory, Part 4: Transfers
- Read Introduction to Inventory, Part 5: Stocktakes
What is a Stock Item?
A Stock Item is a Product that is available in your Inventory and can be added to and held in one or more of your Inventory Stock Locations.
As a Stock Item, users at your Organization will be able to receive Purchase Order items against it (during the Goods Receiving process), as well as include it in any Transfers. If a new Stock Item is created, it will also appear as a Product in the All Products area, and your Organization will be set as the owner of the product.
For a Product to be an eligible Stock Item, it must meet two criteria:
- It must be a Product that is Owned by your Purchasing Organization, and
- It must be a ‘Single Unit’ - i.e. the Sell Pack must be ‘Each of 1’.
Viewing and Managing Stock Items
Users with the ‘Manage Stock Items’ permission can View and Manage Stock Items by navigating to [Inventory] → [Stock Items] in the side navigation bar.
The Stock Items that appear in this table view include all of them items owned by any parent or descendant Organisation of your current Organisation (i.e. the Organisation that you're signed into).
You can customize the table using the ‘Manage Columns’ button, or dragging the column width borders to suit your preference.
From this view, you can also:
- Create a New Stock Item (see below for more details),
- Add the Stock Item to a Buy List,
- View the Stock Item in more detail,
- Add the Stock Item to a Stock Location,
- Add the Stock Item to a Catalog,
- Add a Barcode to the Stock Item,
- Archive the Stock Item.
Viewing and Managing a Single Stock Item
Clicking on the name of a Stock Item in the table will take you to the selected Stock Item:
From this view, users with the ‘Manage Stock Items’ permission can:
- View any Stock Locations in which the Stock Item is currently being held,
- Edit some of the Product’s Details,
- Add one or more Barcodes to the Product,
- Add Substitute Products to the Product.
Substitute Products
Stock Items can have Substitute Products. A Substitute Product is a product that a your Organization sees as similar to or exactly the same as the Product they are adding the Substitute to. This can be important and useful for deciding which products available on PurchasePlus can replenish the Stock Item, when it is Received into Inventory on a Goods Receiving Note.
You can add Substitute Products to a Stock Item by viewing the Stock Item’s [Substitutes] tab:
Creating New Stock Items
You can create a Stock Item by clicking the [Create a Stock Item] button on the [Inventory] → [Stock Items] page.
Additionally, any Product that is owned by your Organization can be made into a Stock Item by visiting the [Product Name] → [Inventory] tab and selecting ‘Make Stock Item’. To be eligible as a Stock Item, the Product must be an individual item, meaning that it must have a Sell Pack of ‘Each of 1’.
How do I start using the Inventory Module?
If your Organization would like to begin using the PurchasePlus Inventory module, please contact your Account Manager or our friendly Customer Success Team for assistance with enabling the module, and to organize training for your users (if required).
Note for Purchasers using Legacy PurchasePlus
The Inventory module in New PurchasePlus has been redesigned, and is materially different to the Legacy PurchasePlus Inventory module. Organizations migrating from our Legacy PurchasePlus platform to our New PurchasePlus platform will be given additional migration support.