Inventory Module Add-On - Setup Locations

Tyler MacDonald Updated by Tyler MacDonald

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Setting Up Inventory Tracking by Location:

The Inventory Locations option in shopVOX allows you to model your physical locations. These are the names of the places where you store your Products/Materials for picking purposes.

To establish your physical locations in shopVOX, follow these steps:

1. Define Inventory Location Types:

  • Inventory Location Types: These types define the nature of your locations and can be configured based on your real-world physical location types. Examples include Warehouse/Aisle/Bay/Shelf/Bin.

How to Set Up Inventory Location Types:

  1. Navigate to Settings > Inventory> Location Types

Now click on the +Add New Location Type, the green button on the top right hand side.  The New location type form will popup (shown below).

1. Name:

  • Enter the name for the "Location Type." Examples could include Warehouse, Bin, Rack, etc. Keep names simple and precise. Avoid using long names and special characters; you can use "-" dash.

2. Parent Type:

  • If this Location Type is a child or subordinate of another Location Type, select the Parent Type accordingly. Leaving it blank designates it as a top-level location type.

Setting Up Inventory Locations:

Having defined the Inventory Location Types, proceed to create the corresponding locations in shopVOX that align with the real locations in your business.

How to Set Up Inventory Locations in shopVOX:

  1. Go to Settings > Inventory > Locations

The Inventory Locations Page will open.

Click on the Button, + New Location and you will see a Location definition popup (shown below).

If this is the first location you are creating, the available Location Types will only be "Parent" Location types.  Pick the Type and then give it a Name.  The rest of the fields are optional and should be self-explanatory.

Then, if you hover on the icon

you will see three icons which will enable you to add the locations under this parent location

You can add as many locations as you would like and eventually it will look something like the following example depending upon how you modelled your locations and location types.

Note that the above is just an example.  Most likely, you will have different names for your Location Types and Locations, but the idea is that all location names are in a tree structure with Parent/Child relationships.

Now that the locations have been created, let's see how to post transactions against these locations.

Posting an Inventory Transaction Against a Location:

For tracking physical inventory in shopVOX, there are two types of inventory transactions: "Check In" and "Check Out." These transactions are used to record the movement of items to or from a specific location.

Performing a Transaction:

  1. When physically moving Products/Materials from one location to another, first "Check Out" the item from the current location.
  2. Subsequently, "Check In" the item to its new location.

Viewing Materials/Products with Inventory Tracking: To view all Materials/Products enabled for Inventory Tracking:

Navigate to the Home Icon, then select Inventory

From the Inventory Page, you will see a list of all the Materials and Products that are being tracked. You can export this list CSV on the top right hand side

How do I "Check In" and "Check Out" Inventory:

Next to each item, there is a green actions button.  When you click the button you will notice that there are two actions available:  "Check In Inventory" or "Check Out Inventory" 

To "Check In" physical Inventory into a Location, click the "Check In Inventory" action and a form will pop-up allowing you to enter the Location and Qty (shown below).

Pick the Location and enter the Quantity and select the appropriate Unit of Measure. 

IMPORTANT NOTE:  

  • Generally, Units default to the "Buying Units" of the Material/Product.
  • You can only check inventory into the leaf node (bottom most LOCATION TYPE).

To "Check Out" physical Inventory from a Location, click the "Check Out Inventory" action and a form will pop-up allowing you to enter the Location and Qty (shown below).

In this form it will show you a list of all the locations with the current quantity of the item in that location.  Choose one of the locations, enter the Quantity you want to Check Out and the Units of measure and click Check Out.

Tracking Changes to Inventory:

Any time there is an inventory transaction (any type of change or adjustment) toward the inventory counts, these changes gets logged. You can find these logs within the Material or Product that has inventory enabled. (see screenshot below)

Have questions?  Email us at support@shopvox.com.

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Inventory Module Add-On - Setup and use of Feature

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