shopVOX Pro
Getting started with shopVOX Pro
What is shopVOX? - shopVOX Pro
Getting started with shopVOX - shopVOX Pro
Your Account - shopVOX Pro
Icons and Interface Tour - shopVOX Pro
Inviting Users to Your Team - shopVOX Pro
Setting Roles for your Team - shopVOX Pro
My Profile + SMTP Settings - shopVOX Pro
Import Customers & Contacts from your Accounting software - shopVOX Pro
Adding Vendors - shopVOX Pro
How do I Update Our Billing Info? - shopVOX Pro
Setup Vendor Catalogs - shopVOX Pro
A Guide to Creating Your First Order - shopVOX Pro
Microsoft Outlook - Two Factor Authentication - shopVOX Pro
Customize your account with Add-on Features - shopVOX Pro
Importing and Exporting Customers & Contacts with a spreadsheet - shopVOX Pro
Transactions: New Quote + Quote Approval Process - shopVOX Pro
Database Migration Support for shopVOX - Legacy data - shopVOX Pro
Notifications: Keep your entire team up to date - shopVOX Pro
Color Picker - Saving Colors - shopVOX Pro
Transactions: What are Transactions? - shopVOX Pro
Transactions: New Sales Order - shopVOX Pro
"What's New" Feature: Your Guide to shopVOX Updates - shopVOX Pro
How Do I Cancel My shopVOX Account? - shopVOX Pro
Transactions: New Invoice - shopVOX Pro
How to Create a Quote - shopVOX Pro
shopVOX's History Tracking for Quotes, Sales Orders, Invoices, and Jobs - shopVOX Pro
Save Time with Emailed Document Templates - shopVOX Pro
Webinars in shopVOX Pro: Learn and Grow with Us - shopVOX Pro
shopVOX Express vs. Pro. Explaining the differences in Workflow - shopVOX Pro
Optimizing Quotation Efficiency: Unlocking the Power of Multiple Quantities with shopVOX - shopVOX Pro
Workflows - Quick Overview Express VS Pro - shopVOX Pro
Global Search in shopVOX - shopVOX Pro
Enhancing Security with Multi-Factor Authentication in shopVOX - shopVOX Pro
Sales - shopVOX Pro
Managing Customer and Leads
Workflow Stages and Templates Explained
Using a TV for your Job Board
Connecting shopVOX to QuickBooks Desktop: Streamlined Sync for Your Financials
How to Price Color Changes
Customer Alerts & Flags
Sales Commissions
Creating Your Own Custom Job Views
Updating a Workflow in shopVOX: A Complete Guide
Streamline In-Store Payments with with Stripe Terminal or USB Credit Card readers in shopVOX
Avalara AvaTax - Sales tax setup guide
Merge Customers
Adding new Contacts to Existing Customers
Tracking Partially Fulfilled Apparel Orders in shopVOX
Customer Contacts: Setting Primary and Billing Contacts
How to Price Color Matches
Sales Leads on Business Intelligence Dashboard
How to create Partial Invoices
Multiple Currency Add-On - How it works and setting up
Sales Leads - Sample Pipeline Setup
Sales Order States - shopVOX Pro
Reports - shopVOX Pro
Understanding Quote Statuses in shopVOX - shopVOX Pro
Managing dates on Quotes, Sales Orders, and Invoices - shopVOX Pro
Products & Pricing - shopVOX Pro
Advanced Pricing concepts
Understanding Modifiers in shopVOX: Enhancing Product Pricing Flexibility
Increasing Product Prices by a Percentage in shopVOX - PBase
A Comprehensive Guide to Ternary Operations in shopVOX
Using the Reference Field for Material Selection and Labor Charges
Understanding Pricing Levels in shopVOX
Mastering the Use of *, /, +, -, >, <, >=, <=, % in Ternary Operations
How to Update Pricing in shopVOX: A Comprehensive Guide to Machine Rates, Labor Rates, and Materials
Unlocking Efficiency: Harnessing System Variables and References to Create a Click Charge
Undertanding Sell/Buy Ratio in shopVOX
Product System Formula - with Filter
Product Templates - Custom Formula Logic
Product Template - Add New Defualt Items Configuration Window
Custom Logic in shopVOX: Evaluating Multiple Boolean Modifiers
Mastering the Use of &&, ||, and === in Ternary Operations
Products: Utilizing the "Reference" Field to Combine two References into one Click Charge
Golden Products
Golden Product: Flyer - with BOM
Golden Product: Postcard- with BOM
Golden Product: Greeting Cards - with BOM
Golden Product: Calendar - with BOM
Golden Products List by Global Region
Products shopVOX Golden Products
Golden Product: Brochures - with BOM
Golden Product: Print + Copy - with BOM
Golden Product: Business Cards - with BOM
Golden Product: Booklet - with BOM
Golden Product: Door Hangers - with BOM
Adding Your Own Products - shopVOX Pro
How to Publish Products in shopVOX
Product Templates & Formulas Explained
Product Templates - Using System Formulas
Product Templates - Using System Formulas - Adding a Double Sided check box
Product Templates - User Created Formulas
Product Templates - User Created Formulas - Adding a Double side check box
Product Pricing - Round to 2 or 4 Decimal places
Products: Grid Pricing Example
Managing Your Product Catalog with shopVOX
Setting Up Labor Rates in shopVOX: A Simple Guide
Setting Up Machine Rates in shopVOX: A Comprehensive Guide
Materials Management in shopVOX: A Comprehensive Guide
Product Pricing: Material Wastage Calculator
Product Features - Custom Fields
Products - Pricing Type - Formulas
Product Pricing : Cost Plus
Uploading and Sending Proofs for Approval
Product Templates - How to Turn on a Product Template
Guide to Using the Panels UI in shopVOX Pro
How to Price Promotional Products
How to Price Digitizing
How to Price Direct To Garment Printing
Product Template - Add New Drop-Down Menu Configuration Window
Comprehensive Guide to Setting Up a Basic Apparel Product in shopVOX
Pricing Methods: Standard, Product, and Cost Plus Pricing
Custom Product, Template, and Code Modifiers
Accounting and Reporting - shopVOX Pro
Connecting Your Sage One Accounting to shopVOX
Transaction Numbers Settings - shopVOX Pro
Add your Payment Gateway - shopVOX Pro
Connecting to your Accounting Software
Connecting your XERO account to shopVOX
Connecting Your QuickBooks Online Account to shopVOX
Common Xero Sync Error messages explained
Integrated SAGE Promo ( promotional catalog )
Setting Up Your Account - shopVOX Pro
Accounting
Common QB Questions
Differences between USA QuickBooks Online and Non-USA QuickBooks Online
shopVOX Setup of Tax Codes for Quickbooks Canada Desktop/Online
How are Users Billed?
Five challenges to consider when setting up your Account
How to Filter MFA Email Alerts in Outlook and Gmail
shopVOX Work Flow - The Big Picture
Leveraging External IP Addresses for Security
Hide or Show Quotes & Sales Orders, Ordered Quotes, and Invoiced Quotes and Sales Orders
Add Your Logo and Company Info
How to add Additional Charges to your Quotes, Sales Orders and Invoices
Terms and Conditions
Document's and PDF Settings
Group and Describe Jobs with Tags
How to Change Password
Forms: Customizing Forms in shopVOX
Common Questions About Users
Flagging a user as a "Sales Rep"
Industry Specific Content - shopVOX Pro
Automation & Integrations - shopVOX Pro
Shipping
APIs
What is an API?
How an API Works: A Simple Explanation
Leveraging the Power of shopVOX with API Integration
API Essentials: Understanding the Backbone of Software Communication
Building Your Own Custom Integration with shopVOX APIs
JSON Demystified: The Universal Language of Data Exchange
I'm having an issue with the shopVOX APIs. Who do I contact?
Does shopVOX do custom development?
Does shopVOX integrate with Salesforce?
Setting up Mailchimp Integration in shopVOX
Sales Leads Web Form in shopVOX: Streamline Prospect Capture and Management
Simplify User Authentication with OAuth Integration in shopVOX
Who to Contact for shopVOX API Issues
Setting up Constant Contact Integration in shopVOX
Does shopVOX integrate with Microsoft Project?
API and Webhooks integration feature
shopVOX Go! App
Discovering Your shopVOX API Credentials: A Step-by-Step Guide
Automation - Scheduled Actions
What are some popular advantages when using Zapier?
FAQs - shopVOX Pro
shopVOX specific terms
Common questions
How to increase Database size ?
Opening PDFs directly in your browser
shopVOX User Types
Empowering Project Managers in the Proofing Process: A Guide to Workflow Enhancement with shopVOX
Hex Color file to match PMS color chart
How do I disabled user?
What is the Admin checkbox for when creating a new user?
Invoicing - Enhancing Customer Engagement: Tracking Invoice Views with shopVOX Pro
Where do jobs "fit" in the order process in ShopVOX?
Why can't I print the PDF documents directly, instead of downloading?
How can I send a quote and a proof together in one email to my customer?
Terms and Definitions
Printing Examples - Letterpress Printing
Printing Types Defined
Printing Examples - Digital Printing
Printing Examples - Offset
Errors and Troubleshooting
How to clear history from Chrome browser?
When I convert a quote to a work order, does the name of the order and the line item description carry forward or do I have to rewrite?
How to optimize your browser for shopVOX
Streamlining Proof Attachment to New Sales Orders for Enhanced Efficiency
Setting Up Minimum Order Amounts in shopVOX
What is our IP address for the mail server ?
Custom PDF in shopVOX
Onboarding - shopVOX Pro
Onboarding - Simple Products Setup
Mastering Product Setup in shopVOX: A Step-by-Step Guide from Basics to Advanced Customization
Lesson 1: Setting Up a Basic Product
Lesson 2: Introducing Dynamic Pricing Based on Square Footage
Lesson 3: Enhancing the Product with Templates and Dropdown Menus
Lesson 4: Adding a Default Item Linked to Modifiers
Lesson 5: Implementing a Double-Sided Boolean Modifier with Conditional Logic
Lesson 6: Replacing a System Formula with a Custom Formula
Lesson 7: Integrating Custom Formula into the Conditional Double-Sided Logic
Lesson 8: Adding an Additional Dropdown Menu
Lesson 9: Creating Custom Fields to Enhance Usability
Lesson 10: Implementing a Rush Charge Option
Summary Conclusion: Lessons 1-10
Quoting and Order Management - shopVOX Pro
Adding/Updating Customers and Contacts
Purchase Orders - How to Add Materials and Products to a Purchase Order in shopVOX PRO for the Inventory Add-on
Stay Organized with Notes, Tasks, and Assets
Roll-Up Line Items to Combine Pricing
Purchasing and Receiving Blank Garments
Creating Your Own Custom Views
How to Issue Refunds and Credit Memos
Add Ons - shopVOX Pro
Ecommerce
Ecommerce - Web Store
Ecommerce: Creating Discount Codes
Ecommerce - Steps to setup custom URL for paid cPortal
Webstore & Shopping Cart Examples from shopVOX Users
Setting up a Shopping Cart to sell online - Changing the URL
Ecommerce - cPortal - White Label Setup
Ecommerce - cPortal
Ecommerce - Overview
Empowering Your Customers with the Free cPortal
Ecommerce - Shopping Cart
Ecommerce - Apparel Web Store
Inventory
Inventory Module Add-On - Setup and use of Feature
Inventory Module Add-On - Setup Locations
Questions to Consider About the Inventory Module in shopVOX
Inventory Module Add-On
Divisions
Vehicle Wrap
Amazon S3 Storage
Amazon S3 (Simple Storage Service) - shopVOX Add-On
Amazon S3 (Simple Storage Service) - Amazon S3 Pricing
Amazon S3 Add-On (Simple Storage Service) - What is it?
Projects in shopVOX: Comprehensive Guide
Service Job Add-On: Streamline Your Workflow with shopVOX's New Service Job Feature
- All Categories
- shopVOX Pro
- Add Ons - shopVOX Pro
- Inventory
- Inventory Module Add-On - Setup and use of Feature
Inventory Module Add-On - Setup and use of Feature
Updated
by Tyler MacDonald
This feature is typically utilized by customers with pre-made products stocked for quick turnaround, especially prevalent among high-volume apparel businesses seeking control over quantities. To determine whether Inventory is a suitable fit for your shop, refer to this informative article.
How to Best Use This Guide:
This comprehensive guide focuses on setting up the Inventory feature in your shopVOX Pro account. It is strongly recommended to read through the entire article from start to finish for a thorough understanding.
Tracking Materials vs Products:
In the context of shopVOX:
- Materials: Refers to raw goods used in the manufacturing or creation of a finished product, such as vinyl media, substrate material, blank apparel, or paper/card stock.
- Products: Encompasses finished retail items where no further modifications are made. The application of a markup to wholesale goods is the primary action.
Your first decision is whether you'll be tracking Materials or Products. Most users, especially those in custom shops, will track inventory on Materials—the physical components (raw goods) purchased to create the end product sold to customers.
However, if you operate a retail shop or sell retail products, where you acquire finished items from vendors, mark them up, and then resell them, tracking Product inventory is essential. Given that these completed items are ready to sell, the Inventory add-on facilitates effective tracking. It's worth noting that you can track both Materials and Products within the same account if your business involves selling both types of items.
Optimal Use for Your Industry: Custom Shop
If your business falls into categories such as Sign, Screen Printing, Embroidery, Awards, Print, or any other custom manufacturing shop, it is advisable to track inventory on Materials rather than Products. The rationale behind this recommendation is rooted in the fact that, in your industry, the end Product is something you create. Instead of purchasing a final Product from vendors, you acquire raw materials and use them to craft the end Product.
Industry-specific Examples:
- Sign Industry: Materials encompass substrates, vinyl, lamination, inks, grommets, etc.
- Print Industry: Materials include cardstock, paper, inks, and similar components.
- Awards & Engraving Industry: Raw components like plaque boards, sheet plastic/metal, trophy columns/figures/hardware, and even engraveable items such as acrylic/glass/crystal awards are considered Materials. In this context, you don't stock engraved products; rather, you maintain inventory of blank awards (Materials).
- Screen Printing/Embroidery: In the case of apparel-related businesses, a blank T-shirt is commonly referred to as a Product. However, within shopVOX, a blank T-shirt is categorized as a "Material" because it serves as the foundation for producing the finished Product—a screen-printed T-shirt.
- Custom Manufacturing: Materials may consist of metal, wood, or plastic parts that come together to create a distinctive custom finished product.
By aligning your inventory tracking with Materials, you ensure a more accurate reflection of your unique manufacturing process in a custom shop setting.
Retail Shop:
For retail businesses, it is advisable to track inventory on Products, especially when dealing with retail products marked up for sale.
Key Tracking Features:
Within the Inventory feature, you have the ability to monitor two critical aspects related to the items you select:
- Inventory Levels:
- This denotes the quantity of each item in your possession, commonly referred to as inventory counts.
- Inventory by Location:
- This involves tracking the quantity of each item along with their respective locations. While optional, the capability to track the physical locations of your items can be valuable. This is particularly useful if your business operates across multiple warehouses or sections, contributing to the maintenance of accurate and well-organized records.
How to Set Up Inventory Tracking
Step 1: Enable Inventory Tracking
After determining the materials or products you intend to track inventory for, proceed to the Product or Material settings. Locate and select the option "Track Inventory," as illustrated in the image below. Check the corresponding box to activate inventory tracking for the chosen items.
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IMPORTANT NOTE:
- Sell/Buy Ratio Setup: Ensure the correct configuration of the "Sell/Buy ratio," especially if you are using different Units of Measurement (UOM) for Selling and Buying Units.
- Visibility of "Track Inventory" Flag: If the "Track Inventory" flag is not visible, navigate to Account Settings > Forms. In this section, make sure to check the "Track Inventory" checkbox in either the Materials Forms and/or the Products Forms settings. This step is essential for the proper display of the "Track Inventory" flag.
Step 2: Enter Inventory Quantity
To effectively track inventory, access each Material or Product you've chosen to monitor and enter the current Quantity on Hand (shown below).
Materials:
If you are tracking Materials, you will find the Inventory details positioned below the Material details. Enter the accurate Quantity on Hand for each Material to initiate precise inventory tracking.
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Products:
For those tracking Products, locate the Inventory details within the "Inventory" tab available in the left-hand side menu. Click on the link to open the Inventory details page, where you can input and manage the Quantity on Hand for each Product. This step ensures accurate and efficient tracking of inventory for your selected Products.
Ensure accuracy in all other details for each Material/Product. An explanation of the meaning of each field is provided below:
Field Definitions:
The following is a comprehensive list of all Inventory Fields and their definitions:
- Reorder Point:
- This is the threshold quantity that, when reached, signals that the Material/Product should be reordered to maintain sufficient stock levels.
- Qty on Hand:
- The total quantity of the Material/Product available on hand, inclusive of quantities on Sales Orders.
- Calculation: Qty on Hand = Qty Available + Qty Reserved
- The total quantity of the Material/Product available on hand, inclusive of quantities on Sales Orders.
- Qty Available:
- The quantity of the Material/Product that is available for new orders.
- Qty On PO (Purchase Order):
- The quantity presently listed on an outstanding 'Open' Purchase Order that has not yet been "Received."
- Qty Sold:
- The cumulative total quantity sold since the inception of tracking.
- Qty Reserved:
- The quantity "Reserved" for other Open Sales Orders (SO). These quantities are consumed upon the completion of an open SO. If the SO is voided, the Qty Available increases, and Qty Reserved decreases.
- Avg. Cost (Average Cost):
- The average cost of the Products/Materials based on quantities on hand.
- Total Value:
- The total monetary cost of the quantities on hand.
How shopVOX Updates Inventory Levels:
Once inventory tracking has been enabled for a specific Product/Material in shopVOX, there are three ways in which the system updates inventory counts/levels:
- Auto Update:
- Unlike the other two methods, Auto Update can be toggled on or off for your entire account. When activated, the system automatically updates inventory counts whenever there is any transaction impacting inventory. To enable Auto Update, navigate to the Setting/Transactions, and toggle Auto Update Inventory on/off
- Unlike the other two methods, Auto Update can be toggled on or off for your entire account. When activated, the system automatically updates inventory counts whenever there is any transaction impacting inventory. To enable Auto Update, navigate to the Setting/Transactions, and toggle Auto Update Inventory on/off
- Manual Update:
Inventory can be manually updated within the following transactions:
- Sales Orders
- Invoices
- Purchase Orders
- Material Receipts
After completing a transaction (with no additional changes to be made), navigate to the blue actions menu and select the "Update Inventory" option.
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When you click "Update Inventory," products or materials set to "track inventory" will be adjusted based on the ongoing transaction. This functionality is always active and doesn't require activation. However, it necessitates manual initiation by clicking the button before inventory is actually updated from the mentioned transactions.
Why use manual update? In scenarios where multiple changes may occur during the Sales Order process before finalization, the manual update feature allows you to decide when to update the inventory, providing flexibility and control over the process.
- Manual Adjustments:
Manual adjustments allow you to manually "check in" or "check out" inventory from one physical location to another, referred to as transactions. Further details on this option can be found in the final section of this article.
Additionally, you can perform a manual adjustment to the Quantity on Hand within the Material or Product settings. Simply select "Adjust on Hand."
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You can then make additions or subtractions to the "Quantity on Hand" as needed. This feature provides a direct method for precise adjustments to inventory levels based on your specific requirements.
You can then make an addition or subtraction to the "Quantity on Hand".
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