Overview

Redpoint has a full inventory management system built-in.  Purchase orders can be created to track orders pending delivery.  Item Receipts are used to receive shipments against open Purchase orders or as stand alone receiving.  

A barcode scanner can be used for receiving and inventory counts, allowing for improved efficiency and accuracy.

Configuration

Vendor

At minimum, you must configure a Vendor in order to create a product. 
Go to Products > Vendors and add Vendor name here.

Only one vendor can be assigned to a product, but products from other vendors can be assigned to purchase orders from other vendors.

Administrative and Product List Settings

Go to Manage > Organization & Facility Settings > Lists

• Click Add New List to create a list for one or more facilities. 
• Click OK to save the name of the list, then click the List Name to add items to the list.  Only one list can be active per facility at a time.  

Set up the following lists as needed:

• Ship to address
• Purchase Order Terms
• Shipping Methods
• Stock Adjustments types: reasons you can assign when making stock adjustments during inventory
• Brands: optional.. an additional way to categorize products
• Product Groups.. an additional way to categorize products
• Variant Sources.. useful for variant selections like shoe size.  Make a list of shoe sizes, and when making a product with variants, you can pull in that list to create the variant by clicking Import List.  

Cost on Products

The Default Cost set on the product autofills on Purchase Orders and Item Receipts.  

You can edit the receiving cost in the PO or Item Receipt - sets an actual cost for that order and applies to those product counts.  

Purchase Orders

Purchase Orders reference orders sent to specific vendors that are pending delivery.

NOTE: You do not need to create a purchase order to receive inventory into the system - you can go directly to Item Receipt if you want to add inventory without first making a purchase order

Go to Products module > Stock Control > Purchase Orders

Purchase Orders can be Open, meaning there are things on the order that have still not been received, or Closed, meaning all items on the Purchase Order have been received.  

• The Purchase Order window defaults the view to only open purchase orders.  Use the filter at the top right to see closed or filter by Vendor etc.
  
  
• Expand the Purchase Order by clicking the + at the left to view items on the order, order details, and any related item receipts.
  
  
  
• Click Add New Purchase Order, select a Vendor, set a Purchase Order Number, and add the items on your order by scanning or searching by name.
  
  
  

Quick Add to Purchase Order or Transfer from Product

Go to the Products module > Products and click the Product name to open the product window

Hover over the location inventory count and click the arrow and select quick add.  You can select a purchase order or transfer to add this product to an existing transfer or po OR click Create New to start a new PO or Transfer with this product.  

Item Receipts

Go to Products module > Stock Control > Item Receipts

Item Receipts are the way you actually receive the inventory quantities into the system. 

• to receive an entire purchase order
• to receive part of a purchase order
• to receive towards multiple purchase orders from the same vendor
• as a standalone item receipt that does not receive against a purchase order.

Item Receipt against Purchase Order(s)

1. Click Add New Item Receipt and click to select a vendor and open PO(s).

Products still open on the Purchase Orders will populate with the expected Quantities on order.

2. Adjust the quantities to match what you actually received by: 

• Scanning: RECOMMENDED. 
  • Click to zero quantity line items then scan products.  Quantities will populate as you scan. 
  • When done scanning, use the trash can icon to remove any remaining qty 0 items that were not received - you cannot save the item receipt with things at 0 quantity.
    
    
• Manually adjust the quantities.  Optionally 0 quantities and add count or manually adjust.
  
  

3. Set the Status:

• Stocked adds the quantities to your inventory
• Received marks the PO received, but does not add it to your actual Stock.  Use if you keep product in holding before releasing for sale.

Standalone Item Receipt (No related PO)

1. Add New item Receipt

2. Add Products and Quantities by:

• Scanning
• Searching and adding quantity

3. Set the Status:

• Stocked adds the quantities to your inventory
• Received marks the PO received, but does not add it to your actual Stock.  Use if you keep product in holding before releasing for sale. If the item receipt is in progress, this allows you to save the Item Receipt to come back to and work on.  
  
  

4. Make sure Quantities and Cost (shown in the price column) are correct.  Click OK to accept.  if stocked, the inventory will be reflected in the system

Need to remove that inventory?  Delete the item receipt.

Transfers between locations

To transfer products between locations go to Products > Stock Controls > Transfers.  Transfers will default to the current facility you are logged into as the send from facility, but this can be changed while configuring the transfer to allow for centralized management.

Status:

• Pending: still in the Source Facility Inventory - has not been removed yet.  Use while building transfers.
  
  
• Sent: removed from Source Facility inventory.  Is not pulled into Target Facility until transfer is received.

Source Facility defaults to the location you are logged into, but can be changed to any.

Target Facility is where it is headed.

Adjustments

Adjustments can be used created inventory adjustments on products you select and add to an adjustment (unlike an inventory count that will bring up all products in a category with a value to be counted).

Products > Stock Controls > Adjustments

• select Adjustment type to record the reason (ie shrinkage, return to vendor etc)
• Add product(s) and adjusted amounts.

Want to undo that Adjustment?  Delete it and that will remove the adjustments applied

Inventory Counts

recommend scanning and quick count. Chromebook with a basic scanner make inventory way easy! OR longrange bluetooth scanner and they scan while someone at computer watches it come in and match.

On hand quantity is dynamic - it is not snapshot when count created. 

Use small product sets.  recommend you complete the count and not keep the screen open and editing for long periods (web based so want to save early and often -  run the risk of losing your work with window open for long periods)

Delete inventory count and takes adjustment away.  is like a ledger.