Smart Inventory user guide

Smart inventory management is a cloud based multiple users inventory management and point of sale system.

Smart inventory users can access the application form any Android devices and the web portal can be accessible on desktop, tablet and phones.

Web portal : https://pos.smartappshouse.com
Smart POS : https://smartpos.smartappshouse.com

Signup with smart inventory management

If you want to manage inventory for your store / warehouse or even home inventory, you have to create an account with smart inventory management. Signup with valid email address and a password.

Since all the notification emails from the application uses the account email address, please make sure the email address is valid.

If you want to manage multiple stores and transfer inventory between stores, you still need to click signup to create an account for the main store and then setup other stores within the main store. The details of setup multiple stores is covered in the section Inventory transfer

Smart Inventory management is a comprehensive cloud-based inventory management software that uses your android base Smart phone or Tablet to track and manage your inventory in small and medium business or in home.

Set account profile

Use account profile to update the account details and profile logo. Profile logo will be used in the invoice.

  • To view profile in mobile app, click Master Setup on the home screen and click My Account block.
  • To view profile in the web portal, click Manage Accounts block on the home screen and click My Account button.

Setup master data and inventory

To up and run with the inventory management you need to setup the master data such as item category (mandatory), item location, supplier, unit of measure and tax. And then the inventory data.

1. Setup item category

Setup your item categories with category name. Each item category should be unique.

- Mobile app

On the home screen, click on the Master Setup block and click Manage Item Category.

On the category setup screen, click the [+] button to add new category.

Click on the existing category to update the category title.

- Web portal

On the home screen, click on the Inventory Category block.

On the category setup screen, click on the Add New button to create a new category. To view or update an existing category, start typing on the input box to list all the matched categories and select the one you want to view or edit. Then click the Select Category button to open it.

You can't delete the existing category, if you want to delete any category, just rename it as discontinued or something similar.

2. Setup item location

Item location is the shelves or storage location within the store / warehouse. The location will be used to easily identify where the item is in the store / warehouse.
For an example, the location could be Ailes in the store or freezer etc.
Similar to item category, locations can't be deleted.

- Mobile app

On the home screen, click on the Master Setup block and click Manage Item Location.

On the location setup screen, click the [+] button to add new location.

Click on the existing location to update the location title.

- Web portal

On the home screen, click on the Inventory Location block.

On the location setup screen, click on the Add New button to create a new location. To view or update an existing location, start typing on the input box to list all the matched locations and select the one you want to view or edit. Then click the Select Location button to open it.

3. Setup supplier

Supplier information will be used in the purchase order creation and any notification to the supplier from the order. Each inventory can have a default supplier, to auto populate when creating a purchase order for the supplier. But during the purchase order creation, system will allow to add any inventory even if it was default to another supplier.

- Mobile app

On the home screen, click on the Master Setup block and click Manage Supplier.

On the setup screen, click the [+] button to add new supplier.

Click on the existing supplier to update the details.

- Web portal

On the home screen, click on the Supplier Setup block.

On the setup screen, click on the Add New button to create a new supplier. To view or update an existing supplier, click the edit icon next to the supplier which you want to view or edit.

4. Setup unit of measure

Each inventory can have a measurement unit of the quantity.

- Mobile app

On the home screen, click on the Master Setup block and click Manage Inventory Unit Of Measure.

On the setup screen, click the [+] button to add new unit of measure. Each unit of measure requires both abbreviations (Code) and name (Title)

Click on the existing unit of measure to update it.

- Web portal

On the home screen, click on the Unit Of Measure block.

On the setup screen, click on the Add New button to create a new unit of measure. To update an existing unit of measure, click the edit icon next to it which you want to edit.

5. Setup tax

Tax can be setup and apply to the inventory or just setup and use in the sales order. Even if the tax was assigned to the inventory, it can be changed in the sales order.

- Mobile app

On the home screen, click on the Master Setup block and click Manage Tax.

On the setup screen, click the [+] button to add new tax. Tax setup requires the title and the tax percentage which is value. Title should be unique as each tax will be identified by title.

Click on the existing tax to update it.

 

*Also, you can apply the active tax to the inventory. To apply, click the [>] button to navigate to the screen where you can search for one or more items or all the items and apply the selected tax.

- Web portal

On the home screen, click on the Tax block.

On the setup screen, click on the Add New button to create new tax. To update an existing tax, click the edit icon next to it which you want to edit.

6. Setup inventory

Inventory can be setup from inventory management screen or by a batch import.

6.1 Setup via inventory management screen
- Mobile app

On the home screen, click on the Inventory block to navigate to inventory list screen, which displays all the inventory in the system.

It can be configurable from the Settings screen whether to display all inventories or inventories which reached the threshold quantity.

 

On the inventory list screen, click the [+] button to add new inventory. Every inventory requires item name, item code ( which uniquely identify the inventory) and category. Rest of the fields are optional.

Click on the existing inventory to view or edit the details.

- Web portal

On the home screen, click on the Inventory block.

It will navigate to the inventory list screen. On this screen, there is an option to display all the inventory with few filters and export or search for an inventory.

For the search option when you start typing the name / code / category, it will display a list of matched inventories, which you can select and view or edit.

On the screen, click Add New button to create new inventory. As mentioned above in the mobile app, item name, item code and category are mandatory.

Stock count units

Inventory setup has additional feature to setup stock count units which helps to perform stock count effectively.
Below are the units for stock count:

  1. Each - This is the default count unit for every inventory. Default value is 1 for each count.
  2. Inner Unit - It is a package which contains multiple inventory items. Once the inner unit was set to number of inventory items, during stock count, just counting the packages will automatically calculate the total inventory items in all the packages.
  3. Outer Unit - It is a box which contains multiple packages or multiple inventory items. Similar to inner unit, once it was set, during stock count, counting the number of outer units will set the total inventory items in all boxes.

*It is not necessary to set inner and outer unit if it wasn't used in the inventory management.

Below is a sample example of stock count units.
Let's say the inventory item of Coke cans with below stock count units:
Each : 1
Inner unit : 6 cans
Outer unit : 24 cans

When performing the stock count if the units were set as below:
Each : 20
Inner unit : 5
Outer unit : 10

Total count of Coke cans = (20 X 1) + (5 X 6) + (10 X 24) = 20+ 30+ 240 = 290.

6.2 Setup via import

Inventory import is available in both mobile app and web portal. To navigate to import, click the Import block on the home screen.

To import new inventory, download the template CSV file with sample data and update with the inventory details and import.

Below rules will be applied during the import:

  1. Only inventory with matched item category ( which was setup as mentioned above) will be imported.
  2. Item code should be unique. Any inventory with duplicate item code will be ignored.
  3. For the item location, enter the location title which was set during item location setup.
  4. Item tax should be the title of tax
  5. Supplier should be the name of the supplier.
  6. Unit of measure should be code of unit measure which was set during unit of measure setup.
  7. Any mismatched master data will be ignored during import.

To import existing inventory to update any details, download the existing inventory CSV file and update with the details and import.
Same rules as above will be applied during existing inventory import.

Inventory on hand quantity will not be updated during existing inventory import.

If the import failed, there will be a warning icon display on the import block to click and download the error file which will have error details.

Sample inventory import

Refer sample setup below to understand more about the setup.

  1. Category setup - Sample categories with title Phone, Tablet and Laptop
  2. Location setup - Sample locations with title Shelve1 and Shelve2
  3. Supplier setup - Sample suppliers with name Apple, Dell and Samsung
  4. Unit of measure setup - Sample unit of measures as below:
    Title : Pieces / Code : Pcs
    Title : Numbers / Code : Nos
  5. Tax setup - Sample tax setups as below:
    Title : GST 20 / Value : 20
    Title : VAT 10 / Value : 10

Sample inventory import file should be as below:

Item Name Item Code Barcode Item Category On hand Qty Unit Cost Unit Price Minimum Selling Price Item Location Item Tax Minimum Quantity Supplier Unit Of Measure
Galaxy S10 GS10 9876543210 Phone 10 750 875 800 Shelve1 GST 20 2 Samsung Pcs
iPhone 11 iPhone 11 965406432 Phone 15 1200 1650 1500 Shelve1 GST 20 5 Apple Pcs
Dell XPS DXPS 945327980 Laptop 4 980 1450 1300 Shelve2 VAT 10 2 Dell Nos
Dell Inspiron DINS 953217658 Laptop 2 1200 1650 1550 Shelve2 VAT 10 1 Dell Nos
Mac Book Pro iMacP 913258760 Laptop 5 1650 2275 2100 Shelve1 VAT 10 5 Apple Pcs
iPad11 iPad11 986421567 Tablet 10 650 750 725 Shelve1 GST 20 5 Apple Nos

 

7. Setup inventory transfer

Inventory transfer feature allows to transfer inventory between multiple stores and warehouse.

Inventory transfer setup is only available in the web portal.

To setup multiple stores for the transfer, follow below steps:

  1. Login with your main account in the web portal.
  2. Click on the Manage Accounts block on the home screen.
  3. There are two buttons for "My Account" and "Setup Admin User"
    My account will allow to update the current logged in account profile.
    Setup admin user is required if you want to use multiple stores model for inventory transfer.

    Admin user is a special user which creates the link between all stores and warehouse and allows to perform inventory transfer between those stores and warehouse.
    Another usage of admin user is that instead of login to each store and warehouse with own credentials, use admin user credentials and choose which store / warehouse to connect.

  4. Click the button Setup Admin User to setup an admin user. Admin user requires an email and password.
  5. Once the admin user has been created, click on the admin user to view or manage multiple stores and warehouse. The current main account will be under the admin user by default.
  6. Click the button Add New Account to add new stores and warehouse which you want to transfer inventory.
  7. Enter valid details for each account (stores and warehouse) and submit. This will create a new account and link them to the admin user.
  8. If you want to remove the store or warehouse from the link with admin user, click the action dropdown next to the store and click "Unlink".
  9. Now, all the stores and warehouse have been setup for inventory transfer.
  10. Next step is to setup master data and inventory for all the stores and warehouse created above. As mentioned above follow the instructions to setup master data and inventory.

    Make sure that similar inventories has same item code across all stores and warehouse. It is required to find the matched inventory and transfer to and from other stores.
    It is recommended to export inventory from main store and import to all other stores and warehouse to keep the inventory matched.

  11. That's all, now if you go to Inventory Transfer you should see all the linked stores and warehouse in store picker to transfer inventory.

Below are screens for further reference.

Manage account Add admin user add new store/ warehouse
×

8. Using Inventory Transfer

Use inventory transfer to transfer the inventory across multiple stores and warehouse. Inventory transfer requires special setup for setting up the transferable stores and warehouse and link them.
For more details refer Setup inventory transfer

To perform inventory transfer, please login as the store user instead of using the admin user.

The inventory transfer has 3 options as below:

  • Create & Receive
    If you logged in to a store which already received the items from another store or warehouse which didn't create a record in the smart inventory, then you can click "Create & Receive" button to action both sending and receiving.

  • Initiate Transfer
    If the store currently logged in wants to trigger the inventory transfer to another store or warehouse. Click the button "Initiate Transfer" to create new transfer record. The receiving store should be able to view all the transfers created and receive them.

  • Open Transfer
    The receiving store should click the "Open Transfer" button to search for any open transfers from another store and select the transfer which you want to set as received. Set the received quantity and submit.

9. Using Stock Count

Stock count can be performed in mobile app and web portal. Stock count will update the inventory on-hand.

- Mobile app

On the home screen, click on the Stock Count block.

On the stock count screen, select the inventory by scanning the barcode or type the inventory name / code / category and select from the list of inventories.

Once the inventory has been selected, if the inventory was enabled to perform stock count, it will display the stock count units. Enter the counted value for each inventory unit and click Save to apply the count. For stock count units, refer the inventory setup above.

- Web portal

On the home screen, click on the Stock Count block.

Enter the inventory name / code / category to find the inventory to perform stock count and select the inventory. Enter the values for stock count units (refer Stock count units for more detail) and click the Apply button.

10. Using Inventory Adjustment

Use inventory adjustment when you need to adjust the inventory on hand quantity. It will adjust the quantity negatively.
Use case : If the inventory was damaged or expired or not in usable condition, reduce the on hand quantity.

- Mobile app

On the home screen, click on the Inventory Adjustment block.

It will navigate to adjustment list screen, where you can filter all the adjustments by inventory and date range.
Filtered results can be exported to excel from the more options button on the top right corner.

To add new adjustment click [+] button and set the inventory to adjust along with reason code, adjusted quantity, date and any description then save.

- Web portal

On the home screen, click on the Inventory Adjustment block.

Enter the inventory name / code / category to find the inventory to apply adjustment and select the inventory.
Enter all the values and click Save.

To export the existing inventory adjustments, check out the export section below.

11. Using Purchase Order

Smart inventory purchase order management provides a wide range of functionality to manage purchase orders from suppliers. When the purchase order is set as Received inventory on hand will be set based on the received quantity.

Purchase orders can be managed from the mobile app and web portal.

- Mobile app

On the home screen, click on the Purchase Order (Check-In) block to navigate to the purchase order list screen.

To view the existing purchase orders, use the filters for supplier and date range and click the Search button. Leave the supplier filter as "-- Select --" to filter from all suppliers.

The filtered purchase orders can be exported to excel from the more options menu on the top right corner.

On the list, click on the purchase order to view more details or any actions based on the order status.

If the order is in Created status, below actions are available:

  • Delete the order.
  • Notify the supplier, which will send an email notification to supplier and the supplier can click the link in the email to view the purchase order.
  • Receive the order. On receiving the order, set the received quantity and unit price (if you want to update it) and submit. Only received orders will adjust the inventory on hand.
  • Share the purchase order via social networking.
If the order is in Received status, below actions are available:
  • Print invoice
  • Void the order, which will revert back the inventory on hand.
  • Share the purchase order in social media.

To create new purchase order, click the [+] button. On the new purchase order screen, select the supplier and required by date and add inventories with required quantity.
There is an optional Notes button to add any notes to the purchase order. By clicking a date, you can adjust the purchase order date.
Once all the information entered, click the Save button on the top right corner to submit the purchase order.

- Web portal

On the home screen, click on the Purchase Order (Check-In) block to navigate to the purchase order. Similar to the mobile app, select supplier and add items to the order and click Save.

To view the existing purchase order, click the Open button and set the filters and click Search. Select the purchase order which you want to open from the list.
There are different action buttons based on the purchase order status similar to the mobile app.

12. Using Sale Order

Sale order can be managed from mobile app, web portal and Smart POS.

Sale order has two options to either create and hold or submit (invoice) the order. Only invoiced orders will update inventory on hand.

- Mobile app

On the home screen, click on the Sale Order (Check-Out) block to navigate to the sale order list screen, where you can filter the existing sale orders.

Filtered results can be exported to excel from the more options menu on the top right corner.

Sales orders can be created with pending payment ( which doesn't require any payment when the order was invoiced). To view all the pending payment orders, click the View Pending Orders from the more options menu on the sale order list screen.

To view an existing order, filter the orders as mentioned above and select the order. Depends on the order status,there are different action buttons will be enabled.

If the order is in Created status, below actions are available:

  • Update any details on the order and add / remove items and submit / hold sale order.
  • Delete the order.
If the order status is Invoiced,
  • Print invoice
  • Export the order to excel
  • Refund / Void order, which will void the entire order and adjust the inventory on hand for all the items in that order.
  • Refund / Void item, which will allow to remove one or more items in the order and adjust the inventory on hand of the removed items.

To create new sales order, click the [+] button, and it will navigate to the new sale order screen.
Sale order has below fields:

  • Order date, which is adjustable to a past date
  • Optional Notes button to add notes to the order.
  • Option to enter own reference number.
  • Set customer to the order.
  • Add items to the order with quantity, unit price and tax.
  • Add discount to the order
  • Option to set split payment with multiple payment options. Also set an order with pending payment.
On save, it will prompt to either hold or submit (Invoice) order. Held order will set the status as Created. Submitted order sets the status as Invoiced and adjust inventory on hand.

- Web portal

On the home screen, click on the Sale Order (Check-Out) block to navigate to the new sale order. Set the fields for order date, counter number (If the sale order was used in multiple check-outs), order reference number if any and customer.
Add inventory to the order by typing the item name/ code / category name and select from the list and click the Add Item button.
Set the quantity, unit price and tax for items.
Also, there is an option to set any custom description for the order items.
Apply discount to the order by clicking Discount button and choose either Percentage / Value discount.
To submit the order, click the Pay button or Hold button depends on wheter you want to submit the order or not.

To view an existing order, click the Open button and set the optional filter such as order reference and customer and select the date range.

Order status based actions are similar to what was mentioned above in the mobile app.

There are additional actions available for Invoiced orders in web portal.

  1. Delivery note which will allow to print a delivery note for the order.
  2. Send Invoice which gives the option to email the invoice to the customer.

Smart POS was designed to use in quick check out, please try it out.

13. Using Quote

Use Quote to manage quotations and generate invoice from the quote.

- Mobile app

On the home screen, click on the Quote block.

It will navigate to the quote list screen where you can search for any existing quotes by entering customer name / reference number / quote number.
Click the quote from the filtered list to view / action.

Quotes can be in Created status or Invoiced status.
Quote with Created status allows below actions:

  • Update the quote
  • Print invoice
  • Create sale order, which will convert the quote as Invoiced status and create new sale order.
  • Delete, which will delete the quote.

To create new quote, click [+] button on the quote list screen. On the new quote screen, select the customer and other optional details such as notes and reference number and add inventory with quantity, unit price and tax.

- Web portal

On the home screen, click on the Quote block.

On the new quote screen, select the customer and set the optional fields for reference number, quote date and notes.
To add existing inventory, type the name / code / category on the search list and select and click the Add Item button.
To add new inventory and add to the quote, click the Add New Item and set all the mandatory values and click Save.
Each inventory added to the quote has option to set any custom description.
Once all set, click Save to create the quote.

To view or action any existing quotes, click the Open button and set the necessary filters to search for existing quotes.
Click the quote which you want to view from the filtered list.
Below actions available based on quote status.
For quote with Created status,

  • Update and save
  • Print
  • Clone, which will create another copy of the quote.
  • Create Sale Order
  • Delete
For quote with Invoiced status,
  • Clone, which will create a copy of the quote and set as Created status.

14. Using Expense Manager

Manage all the expenses and incomes in one place along with the inventory management.

- Mobile app

On the home screen, click on the Expense Manager block.

It will navigate to the expenses manager list screen where you can search for existing data using the type and date range filter.
Filtered results can be exported to excel from the more options menu on the top right corner.

To view or action existing expense / income record, click on the item from the filtered list.
Below actions available for the existing expense or income record.

  • Update the quote
  • Delete
  • Share via social media

To and new expense or income, click [+] button on the list screen. Enter all the details and upload any receipts and click the Save button.

- Web portal

On the home screen, click on the Expense Manager block, which will navigate to the expenses manager list screen.

Click Export button to export all the filtered results.
To view or action existing record, click the Edit button next to the expense or income.
To create new expense or income, click the Add New button and enter all the values and upload receipts and click Save.

14. Using Exports

There are a wide range of Exports available under export section. All the exports are exportable in Excel.

Export is available in both mobile app and web portal.

Do you have any questions or want to talk to us

Contact us @ contactus@smartappshouse.com

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