Inventory Set Up (detailed)
Article Summary/Introduction
How are Inventory Levels maintained?
How Inventory Levels are maintained in Sales.Live varies depending on whether you are in Connected Mode using our Data Connector to sync with your Business System or not. You can check further details pertaining to your specific Business System in our Supported Business Systems Page.
Inventory Levels really only matter from a transaction point of view when Submitting an Invoice. Sales Quotes and Sales Orders can be submitted with 0 Qty available.
Connected Mode
Assuming that you are in Connected Mode, Inventory Levels will sync per Warehouse if your Business Systems support Multi-Warehousing, so that you can see Qty's per Warehouse. It's worth noting that you can limit the Inventory Items that sync to Sales.Live
When syncing Inventory Levels, we will also use the Business Systems Free Stock Qty, which may not necessarily be the Stock on Hand Qty. Features like Stock Reservations may be being used which change the Free Stock Qty.
We sync Inventory Levels on 2 different frequency's. The first which is set to a Default Sync Time of 7 Hours will update the Inventory Levels for all Items for all Warehouses. This simply overwrites the current Qty with the Qty from your Business System.
The second frequency is when you submit an Order or Invoice through Sales.Live, it will re sync the Free Stock Qty for the Inventory Items that are on the Order or Invoice in real time, keeping the items up to date with the latest Free Stock Qty.
Non-Connected Mode
If you are in Non-Connected Mode, you could be using our API or our Excel Upload Option to Import data into Sales.Live.
In these situations, the Stock Qty held in Sales.Live will be whatever Qty you choose to upload. It will not automatically decrease if you do an Order or Invoice and will remain at this Qty until such time that you update the data again either through the API or the Excel Import Feature.
Inventory Items
Inventory Goups
It's useful to do this, because when you are in the Inventory Item Screen or the Quick Order Screen, you can filter your items quickly to a Group by clicking the Inventory Group you want to see, at the top of the Grid.
You can Add, Edit or Delete as many Inventory Groups as required.
Click the Create Inventory Group Button, and enter a Name & Description for the Group, and click the Add Inventory Group Button to Save it
To Edit or Delete an Inventory Group, click the Modify Button, next to the Inventory Group and you can Edit or Delete the Group
Alternate Items
Alternate Inventory Items are Inventory Items that could be sold to a customer, if a similar Inventory Item is not available to be sold.
Using the Alternate Item feature, you can quickly see what Alternate Inventory Items exist for an Inventory Item.
Important: In Connected Mode Alternate Inventory Items will come from your Business System that you are connected to, if your business system has a Alternate Items feature. If not in Connected Mode, you can Add, Edit or Delete them from within Sales.Live.
You can setup Alternate Items for a Item by clicking on the Details Button of that Inventory Item, and going to the Alternate Inventory tab:
Complimentary Items
Complimentary Inventory Items are Inventory Items that could be sold to a customer in conjunction with another Inventory Item.
If you are selling a "Torch" for example, there may be a type of Battery that should be sold with it.
Important: In Connected Mode Complimentary Inventory Items will come from your Business System that you are connected to, if your business system has a Complimentary Items feature. If not in Connected Mode, you can Add, Edit or Delete them from within Sales.Live.
Select the Item you wish to add as a Complimentary Inventory Item, and it will be added.
You can then select another Inventory Item and so on.
When looking at an Inventory Item in the Inventory Screen, to see the Complimentary Inventory Items, click the icon near the Product Code.
This will display the list of Complimentary Items in a pop up window:
You can setup Complimentary Items for a Item by clicking on the Details Button of that Inventory Item, and going to the Complimentary Inventory tab.
Warehouses
An inventory item can be stored in different Warehouses, whether that be in different Warehouses around the country, or within the same site.
It's important to know how much Stock you have in each Warehouse.
In Sales.Live, you can Add as many Warehouses as you required under the Warehouses setup.
REMINDER: In Connected Mode Warehouses will come from your Business System that you are connected to. If not in Connected Mode, you can Add, Edit or Delete them from within Sales.Live as this article outlines.
Price Levels
An inventory item can have different price levels, representing the different prices that you may sell the item at.
For example, you may have a Retail, Wholesale and Trade price level, and want to maintain different prices for each Inventory Item at these levels.
In Sales.Live, you can define the number of Price levels that you need under the Price Levels option.
Important: In Connected Mode Price Levels will come from your Business System that you are connected to. If not you can Add, Edit or Delete them from within Sales.Live as this article outlines.
Special Pricing
The Special Pricing option allows price rules to be set up for particular groups of Customers or Individual Customers and for Inventory Groups or Individual Products.
These are different to Price Level Prices, which you can read about here, and allow more flexibility in allocating specific pricing rule.
Important: In Connected Mode Special Prices will come from your Business System that you are connected to. If not in Connected Mode, you can Add, Edit or Delete them from within Sales.Live as this article outlines.
Unit of Measure
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