Inventory
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      Inventory & Inventory Location Overview & Setup

      First time using the Inventory feature? You're in the right spot!

      Start here:

      Quick Resources:

      Start Here: Quick Overview of Inventory Setup

      Step 1: Setting Up Inventory Locations

      During onboarding there is a "Default Location" already created as an example. We recommend using this existing Location for your Inventory Location, but change the information (i.e. Title, Address, etc) - and select how the Location will be used. Then you can create other Locations if needed.

      You may have ONE Location for each of the following:

      • Inbound/Admin Shipping Orders
      • Club Shipping Orders
      • Web Shipping Orders

      You may have MULTIPLE Locations for your Pickup Orders.

       

      (Note that you can also set up Inventory Locations that are specific to your Tasting Room or POS Profile).

      1. Click on Settings > Locations > Add Inventory Location.
        Screen Shot 2022-07-14 at 4.41.30 PM
      2. Enter in the Title of your new Location (ie. 'Napa Tasting Room' or 'Warehouse' - or more Channel-centric like 'Admin' or 'Web'). Then enter the Address for the Location.c7-Jan-14-2021-08-26-38-85-PM
      3. Define the Channel(s) that will decrement from this Location. Check the box(es) next to all that apply: Web shipping orders, Club shipping orders, Inbound (Admin) shipping orders and/or Pickup orders.
        Screen Shot 2024-02-23 at 10.13.23 AM
      4. Define a specific tax rate for this specific Location. (For further information and video about how this works, click here). 
        1. Click the Calculate button to populate the most current rates from ShipCompliant.
        2. Or enter rates manually.
          Screen Shot 2024-05-03 at 4.35.52 PM-1
      5. Click the Save Inventory Location button.

      When you set up a Pickup Inventory Location, it will be an available option when adding a Pickup Club member, when adding an Inbound (Admin) Order - and when a Customer is placing a Pickup Order on your website.

       

      Step 2: Setup Inventory Management Feature

      Before completing the following, you should make sure that both your products/SKUS and Inventory Locations are already created. If they aren't, complete those steps first.


      Inventory is segmented into three columns: Available for Sale, Reserve, and Allocated. 

      Screen Shot 2022-07-17 at 5.21.05 PM

      • Available for sale: This is your current inventory for the product SKU.
      • Reserve: Use this state to manually hold inventory if you want to save it for an upcoming event or for other purposes. Inventory in this state cannot be sold. Move the inventory back to Available for Sale when you're ready to use it. 
      • Allocated: This holds all inventory that hasn't been fulfilled or picked up yet. Once an order has been fulfilled, the inventory count will be removed from Allocation and leave the system. 

      All counts refer to each individual SKU that you offer, not an entire product.

       

      Turning Inventory 'On' - Two Options

      Option 1: Turning Inventory On when you first create your Products:

      When you first create a Product/SKU, you have the option to "Track Inventory". If you toggle it to be active, then your Inventory will be 'on' for these Products/SKUs.

      Screen Shot 2022-07-14 at 8.32.51 PM

      Option 2: Turning on Inventory on the main Inventory screen:

      If you have already created your Products, and you did NOT toggle "Track Inventory" on (or you're not sure), then follow the below steps to turn it on. 

      1. Click Store > Inventory > Filter for 'Inventory is on = NO'.
        Screen Shot 2022-07-14 at 8.42.12 PM-1
      2. Click into one of the Products.
      3. Make sure that Inventory Process is set to Turn Inventory On
      4. Under Inventory Policy, if you want to stop selling the product once inventory hits 0, select Don't Sell, if you want to continue selling the product and go into a negative inventory count, select Back Order. 
      5. Enter available inventory (in bottles) for each of your locations
      6. Click Initialize Inventory

      For more information about this, check out the Inventory Setup Overview video here. 

       

      Adjusting Inventory Count

      Note: All numbers in the "Adjust" fields refer to individual SKUs, not cases.

      1. On the inventory page, select a product.
      2. In the Process field, select the option Adjust Inventory. 
      3. Choose the Plus/Minus Operators and adjust the Available For Sale and Reserve amounts as-needed.
      4. Click Adjust Inventory button in the bottom right corner of the screen.
        Screen Shot 2022-07-14 at 8.51.47 PM

       

      Transferring inventory for Individual Products

      Note: All numbers in the "Transfer Amount" fields refer to individual SKUs, not cases.

      1. In the inventory page, select a product.
      2. In Process field select the option Transfer Inventory.
      3. Select where you want to transfer inventory to and from.
      4. Click the Transfer inventory button on the bottom right corner of the screen.

      Screen Shot 2022-07-14 at 9.04.19 PM

      Need to transfer Inventory in bulk? Learn how here.


      Changing the inventory policy

      1. In the Inventory page, select a product.
      2. In Process field select the option Adjust Inventory Policy.
      3. Select either Don't Sell or Back Order. 

        Don't Sell: When Inventory depletes to zero, customers will not be able to purchase the SKU - and it will show as Sold Out.

        Back Order: When Inventory depletes to zero, customers will be able to purchase the SKU - and it will sell into the negative.

      4. Click the Adjust Policy button on the bottom right corner of the screen.

       Screen Shot 2022-07-14 at 9.10.01 PM

       

      Resetting inventory Count

      Note: All numbers in the "Count" fields refer to individual SKUs, not cases.

      1. In the Inventory page, select a product.
      2. In Process field select the option Reset Inventory.
      3. Enter a new remaining bottle count for Available For Sale and Reserve amounts as-needed.
      4. Click Reset Inventory button in the bottom right corner of the screen.

      Screen Shot 2022-07-15 at 10.48.24 AM

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      Need to Reset/Edit Inventory Count in bulk? Learn how here.


      Managing Inventory for Tasting Room / POS Profiles

      Before you can assign an Inventory Location to be used by your tasting room or POS Profile, you must first setup the location under Settings > Locations. For more information on how to setup your Inventory Locations, click here.

       

      Click on Settings > POS Profiles.

      Select the POS Profile you want to edit. (If you have not yet set up your POS Profile(s), click here to learn how to do so).

      Screen Shot 2022-07-15 at 10.54.36 AMIn the POS Profile, define Inventory Locations for decrementing Inventory for Carryout Orders, Pickup Orders and Ship Orders.

      Screen Shot 2022-07-15 at 11.37.35 AM

      Click Save POS Profile at the bottom of the screen.

       

      FAQ's

      1. Can I delete an Inventory Location?

      You cannot delete an Inventory Location once it has been used. We recommend simply renaming the Location and adding an 'XX DO NOT USE' in the Title field.

      2. Is Inventory depleted by bottles or cases?

      Individual bottles.

      3. What is the difference between Resetting and Adjusting Inventory?

      Both actions change the Available for Sale and Reserved Inventory quantities, and both actions will show up on your Inventory Transaction Report. 

      • If you are manually adjusting a small quantity, you would likely make an Inventory Adjustment as it has a plus/minus function to add or subtract bottles from the current quantity. For example, if you are tracking bottles used in the Tasting Room, you may want to adjust the Available for Sale quantity to subtract those bottles used as they are no longer available for sale to your Customers.
      • If you are looking to make a large change to your Inventory, such as adding new stock to your Inventory, you would likely use the Inventory Reset. 

      4. How do I turn Inventory 'on'?

      There are two options. Read about it here or watch the Overview video here.

      5. Can I override an Inventory Location on an Order?

      When placing an order in the Admin panel, you can override the the Inventory Location on an item-by-item basis before processing the Cart. For more information on how to override the Inventory Location for Inbound orders, click here. 

      6. Can I define a different Inventory Policy based on Inventory Location?

      No. You cannot have a different inventory policy based on inventory location. For example: a SKU cannot have a Back Order policy for Tasting Room Inventory and a Don't Sell policy for Club Shipping Inventory. 

      7.  Can I Reset/Edit my Inventory Count in bulk?

      Yes. Learn how here.

      8.  Can I transfer Inventory in bulk?

      Yes. Learn how here.