Add a product

Everything you sell has to exist in the catalogue before it can go on an invoice. Adding it takes about thirty seconds, and you only do it once — after that the billing screen fills the rates in for you.

Add one item

1. 1

   Go to Add Stock in the sidebar.

2. 2

   Enter the Catalogue Number. This is the code you use for the product in your own business.

   It has to be filled in. It is what you will search by at the billing counter, so use the code your staff already say out loud.

3. 3

   Enter the Lot Number, if your goods carry one.

   Each lot is stocked separately, so the same product can hold several lots at different costs. See Batches and expiry.

4. 4

   Set Sold per to the unit you sell in — pieces, boxes, packs, metres.

   This is the unit the quantity on an invoice means. Changing it later does not convert the stock you already hold.

5. 5

   Enter the Product Name as it should print on the invoice, and the HSN Number for it.

6. 6

   Enter the Quantity you are adding.

   This is stock coming in now, not a running total. Adding 50 to an item that already has 20 leaves you with 70.

7. 7

   Fill in the rates: Wholesale Rate, Selling Price and MRP.

   The wholesale rate is what the goods cost you and drives your stock value; the selling price is what goes on the invoice by default.

8. 8

   Optionally set an Alert Threshold, the Company, a Purchase Date and an Expiry Date.

   The alert threshold is the level at which the dashboard starts warning you. See below.

9. 9

   Select Add Item. The live preview on the right shows exactly what will be saved, including your margin.

Adding stock to something you already have

Use the same form. If the catalogue number and lot match something already in stock, the app tells you This batch already exists and shows you the existing product, its current stock, what you are adding and what the new total will be.

Confirm, and the quantity is added to that batch rather than creating a duplicate. That check is what stops the same product appearing twice in your catalogue.

Never running out: the alert threshold

The Alert Threshold is your reorder level for that item. When the quantity falls to or below it, the item is flagged as low stock on the dashboard, so you order before you are caught short rather than after.

Not sure what number to use? The free reorder point calculator works it out from how fast the item sells and how long your supplier takes.

What to do next

• Got a whole price list to enter? Import products from Excel.
• Buying from a supplier regularly? Record a purchase bill adds stock and records the cost in one step.
• Need to correct a quantity? Check and adjust stock.