Inventory

Overview

SalesPad Cloud’s Inventory module provides you with a variety of powerful methods to manage your inventory. Inventory management is what SalesPad Cloud was created for. When the functionality offered in QuickBooks Online for managing inventory just doesn’t cover the user’s needs, SalesPad Cloud does. Or, if a user is looking to move away from QuickBooks Enterprise to a cloud-based system, that user can stay in the Intuit family of products by switching to QuickBooks Online and integrating with SalesPad Cloud. By adding a large number of QuickBooks Enterprise functionality plus additional SalesPad functionality to QuickBooks Online, users have the ability to keep the enterprise-level functionality for managing their inventory without paying for enterprise-level software.

To get started, click on the Inventory icon on the left-hand side of the screen.

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Create and Edit Items
Create a new Item

To create a new item, click the New Item button in the upper right-hand corner of the screen.

The Create Item drawer. Fill in the information fields and click Save when finished. 

For a brief description of each field in the Create Item drawer, click here:

Create Item

Item Number – Allows you to create a number or name for this item

Item Description – Allows you to describe the item

SKU – Displays the SKU (Stock Keeping Unit) number associated with the item

Item Class – Assigns the item to an Item Class, which helps you categorize your items (if your item was a sweater, the Item Class might be Clothing)

Item Group – Still in development

Item Type ­– Determines if the item is Inventory, Non Inventory, Bundle, Pre-Assembled Bundle, Gift Card, Other Charge, or Service; Inventory and Pre-Assembled Bundle are the only inventory tracked types

List Price – Displays the selling price for the item

Taxable – Determines whether or not the item is taxable

Spread Cost Supported – Determines whether or not the cost of this item can be spread on a receipt

Valuation Method – Determines if the item’s valuation method is FIFO, LIFO, Average, or Standard

Current Cost – Displays the current cost of the item

Standard Cost – Displays your estimate on what the item should cost

Vendor – Displays your Vendor for the item; specifying a Vendor creates a vendor item record on the Item and Vendor cards

Purchase Cost – Displays your cost for purchasing the item

Qty Decimals – Displays the number of decimal places permitted on quantity information for this item; enter the number of digits permitted, not the format permitted (for example, enter 2 rather than 0.00)

Reorder Point – Indicates when the item should be reordered

Serial Lot Type – Determines if the item is a serial item, a lot item, or neither

Unit of Measure Type – Assigns a Unit of Measure Type to the item (a hamburger’s Unit of Measure Type might be Food)

Selling UofM – Assigns a selling unit of measure to the item (a hamburger’s Selling Unit of Measure might be Patties)

Purch UofM – Assigns a purchasing unit of measure to the item (a hamburger’s Purchasing Unit of Measure might be Cases)

Tax Code – Shows the tax code associated with the item

Income Account – Links the item to an income account

Cogs Account – Files the item in a Cogs (Cost of Goods Sold) ledger account under the perpetual inventory system

Asset Account – Displays the company’s asset account associated with the item

Weight – Displays the weight of the item

Weight Unit – Displays the units used to determine weight

Notes – Shows any notes you want visible when viewing the item 


 

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Edit an Existing item

To make changes to an existing item, select that item from your grid in the Inventory module.

This will redirect you to the item card. Once inside the Item card, click the Edit button next to the item name.

The Edit Item drawer will appear. Make your necessary changes here and click Save when you are finished.

For a brief explanation of each of the information fields in the Edit Item drawer, click here:

Edit Item

Item Number – Allows you to create a number or name for this item

Item Description – Allows you to describe the item

SKU – Displays the SKU (Stock Keeping Unit) number associated with the item

Item Class – Assigns the item to an Item Class, which helps you categorize your items (if your item was a sweater, the Item Class might be Clothing)

Item Group – Still in development

Item Type ­– Determines if the item is Inventory, Non Inventory, Bundle, Pre-Assembled Bundle, Other Charge, or Service

Price Method – Distinguishes between flat amount or percent of list pricing

List Price – Displays the selling price for the item

Can Backorder – Determines whether or not the item is able to be placed on backorder

Taxable – Determines whether or not the item is taxable

Valuation Method – Determines if the item’s valuation method is FIFO, LIFO, Average, or Standard

Standard Cost – Displays your estimate on what the item should cost

Serial Lot Type – Determines if the item is a serial item, a lot item, or neither

Unit of Measure Type – Assigns a Unit of Measure Type to the item (a hamburger’s Unit of Measure Type might be Food)

Base Unit of Measure – Assigns a base unit of measure to the item (a hamburger’s Base Unit of Measure might be Pounds)

Selling UofM – Assigns a selling unit of measure to the item (a hamburger’s Selling Unit of Measure might be Patties)

Purch UofM – Assigns a purchasing unit of measure to the item (a hamburger’s Purchasing Unit of Measure might be Cases)

Vendor – Displays your Vendor for the item

Purchase Cost – Displays your cost for purchasing the item

Tax Code – Shows the tax code associated with the item

Income Account – Links the item to an income account

Cogs Account – Files the item in a Cogs (Cost of Goods Sold) ledger account under the perpetual inventory system

Asset Account – Displays the company’s asset account associated with the item

Weight – Displays the weight of the item

Notes – Shows any notes you want visible when viewing the item 

Status – Allows you to label this item as active, inactive, or discontinued; active items are available for transactions, inactive items cannot be added to transactions, and discountinued items can be added to transactions until there is no more quantity available (at which point they should be manually changed to an inactive item)


 

Once you’ve saved your changes in the Edit Item drawer and returned to your item card, you have the option to add an image to your item. To add an image to your item, click the Add Image button on the far right-hand side of the item card.

The Upload Item Image window will appear. Click the “Choose a file to upload” box to select an image from your computer.

Once you’ve located and uploaded the image you want, click Confirm.

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Vendor Items

You can create and view Vendor items from the Item Card, in the Vendor Items tab, or from the Vendor Card on the Items tab.

From either location (the process is identical), click the New button.

The Create Vendor Item drawer will appear. Make your necessary changes here and click Save when you are finished.

For a brief explanation of each of the information fields in the Create Vendor Item drawer, click here:

Create Vendor Item

Vendor Item Number - Allows you to name the vendor item

Vendor Item Description - Allows you to describe the vendor item

Vendor - Allows you to select the vendor for this vendor item

Item Number - Indicates the inventory item that the vendor item is associated with

Uofm - Allows you to select a Unit of Measure to use for this vendor item

Lead Time - Indicates the expected wait time on this vendor item

Unit Cost - Indicates the unit cost for this vendor item

Min Order Qty - Designates a minimum order quantity for this vendor item

Max Order Qty - Designates a maximum order quantity for this vendor item

Is Primary - Indicates whether or not this is the primary vendor item for this inventory item


 

Vendor items are also created through the Item drawer by entering information into the vendor field when creating new items or editing existing items.

When you assign a vendor to an item in this way, and save the item, a vendor item record is automatically created. The vendor item's cost will match the value in the Purchase Cost field in the item drawer. If you didn’t have a Purchase Cost entered prior to saving the item card, you’ll need to manually update the cost for the vendor item. 

Note: If the Vendor field is changed in the Item drawer, the previous vendor item records will need to be manually deleted.

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Bundles and Pre-Assembled Bundles
Jump To

Bundles and pre-assembled bundles are two unique inventory types in SalesPad Cloud. They are similar in that they are made up of component items, which are other inventory or non-inventory tracked items used to make the bundle item. There are a number of differences between the two types of bundles, though, the biggest being how they are tracked in inventory.

Pre-assembled bundles require an assembly transaction to be posted in order to add inventory into the system. The assembly transaction will build the cost of the assembled item based on the summed cost of the components required. Check out our Assemblies documentation to learn more.

Bundles, however, have no inventory record. The components are pulled from inventory when included on a posted sales transaction, and no cost is associated to the bundle line, only to the components.

Another difference between bundles and pre-assembled bundles is that pre-assembled bundles can be purchased, while the bundles cannot; only the component items of the bundle item can be purchased. Both bundle and pre-assembled bundle items will display inventory in the inventory search, but bundles will only show a quantity available that is based off of the available components.

Create a Bundle

To create a bundle, you must first create the inventory items that will become the components of the bundle. Once you've created the inventory items you want to include in your bundle, click the New Item button in the upper right-hand corner of the screen.

This reveals the Create Item drawer.

For Item Type, select Bundle.

Bundle items are priced in one of two ways; price can be based on either the parent item (the bundle) or the components of the parent item. If the bundle parent item has a list price of zero, then the price is determined by the sum of the components, but if you assign a list price to the bundle parent item, the component prices are automatically ignored when the bundle is added to a sales document.

If you want to assign special pricing to the bundle rather than have bundle price be calculated based on the price of the components, fill in the List Price information field. If you don't want to assign a bundle price, leave this field blank and bundle price will be calculated based on the price of the components.

Click Save to close the Create Item drawer and view the item card.

To add components to your bundle, open the Components tab. 

Click New Component

The New Component drawer will open. Select your Component Item from the dropdown, assign a quantity for the component, and set the unit of measure.

Click Save when you are finished.

Your component is now in the Components tab of your bundle.

Continue adding components until your bundle is complete. Your bundle is now available in the Inventory module. 

Note: The quantity displayed for a bundle is based on the quantity of the components. A bundle never has an inventory cost record and cannot be purchased or serial/lot tracked. Bundle components, however, can.

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Create a Pre-assembled bundle

To create a pre-assembled bundle, you must first create the inventory items that will become the components of the pre-assembled bundle. Once you've created the inventory items you want to include in your pre-assembled bundle, click the New Item button in the upper right-hand corner of the screen. This reveals the Create Item drawer.

Select Pre_Assembled_Bundle from the Item Type dropdown and assign a list price. Unlike bundles, pre-assembled bundles cannot be priced based on the sum of the components. They are priced like any other inventory item.

Click Save when you're finished making your changes, and add components to the Components tab just like you did when creating a bundle.

Your pre-assembled bundle is complete, but it is not yet available in the Inventory module. To put your pre-assembled bundle into inventory, you must first adjust it into inventory using the Assemblies module.

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Item Card Tabs

The bottom of the item card contains tabs that utilize the following features: Sales, Purchases, Pricing, Inventory Movement, Vendor Items, Serial/Lot, Graph, Audits, UPC, Inventory, Restock, Notes, Components, and Resources.

Note: Any grid that appears inside a tab is searchable and customizable just like your main Inventory grid.

  • Sales Tab – Displays open sales documents associated with this item
  • Purchases Tab – Displays open purchase orders associated with this item
  • Pricing Tab – Displays pricing history for the item
  • Inventory Movement Tab – Displays a list of sales documents that have moved this item into or out of inventory
  • Vendor Items Tab – Displays Vendor items created for that item; you can also create or edit vendor items here
  • Serial/Lot Tab – Displays serial/lot numbers associated with the item
  • Graph Tab – Allows you to view how this item is performing and to customize the graph with settings such as graph style, date range, and units of measure for the data display
  • Audits Tab – Audits item activity
  • UPC Tab – Lists UPC and SKU information associated with the item
  • Inventory Tab – Displays Location information for this item
  • Restock Tab – Allows you to create a restock plan for this item; click New Restock Plan and fill in the information fields in the New Restock Plan drawer that appears
    • For a brief explanation of all the information fields in the New Restock Plan drawer, click here:

New Restock Plan

Location - Indicates the Location information for this item

Purchasing UofM - Indicates the UofM used to purchase this item

Reorder Point - Specifies the quantity point at which this item needs to be reordered (for example, if the reorder point is 10, but the quantity on hand is 8, the item needs to be reordered)

Reorder Qty - Specifies the quantity to purchase when restocking

Min Purchase Qty - Sets a minimum purchase quantity

Max Purchase Qty - Sets a maximum purchase quantity


 

  • Notes Tab – Allows you to record notes associated with the item
  • Components Tab – Displays components associated with the item
  • Resources Tab – Displays resources associated with the item

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Search for an Item

Once you’ve opened the Inventory module, you will see a grid displaying your existing inventory.

There are several ways to search for an item. Before you begin your search, though, decide whether or not you want inactive or discontinued items to be displayed in your search results. Check the boxes just to the right of the search bar accordingly.

To search for a specific item by item number, simply type the item number (or partial item number, if you don’t know the exact number) into the search bar located just above your grid.

You can also search each column in your grid. To reveal the auto filter row for your columns, click the gray ellipses found just below the column headers.

Enter your search criteria into whichever auto filter row is most useful for your particular search.

Certain inventory columns, such as Type, also offer dropdown options in the auto filter row.

If the column you’d like to search is not visible in your grid, click the Columns button in the upper right-hand side of the screen.

Clicking this button reveals the Edit Columns drawer. Check the boxes for columns you want visible and uncheck the boxes for those you’d rather not see.

The Reset Columns button in the Edit Columns drawer will restore your grid to its default view, and the Clear Column Filters button will clear any search criteria you have currently entered into the auto filter row.

To search by location, select that location from the dropdown just to the right of the Inventory header.

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Printing Labels

To print labels for inventory items, check the box next to the item(s) on your master grid and click the Print button that appears.

This brings up the Print Label screen. Check the box next to Default Inventory Item Label, or click the + button to design your own label. 

Note: See our Report Designer documentation for more information on designing labels. Choose the ItemMaster Report Type when designing a new label.

You can edit the label template by clicking the pencil button.

Once you've selected the labels you want to print, click Print in the bottom right-hand corner of the screen.

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View Item Location Information

To view location information for inventory items, click on any quantity values in your grid (found in the Onhand, Allocated, Available, or Backordered columns).

The Item Quantities drawer will open, displaying location information for the item you selected.

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Using the Batch Edit Feature

SalesPad Cloud's Batch Edit feature can be used to edit the Item Group, Item Class, Vendor, and Set Item Status information on multiple inventory items. 

Select multiple items in the inventory grid.

Click the Batch Edit dropdown and select Item Group, Item Class, Vendor, or Set Item Status.

Make your changes in the corresponding window that appears. In this example, Item Class was selected from the Batch Edit dropdown.

Click Set when you are finished making your changes, and the items selected will be updated accordingly. 

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QuickBooks Online Integration Notes

For a complete summary of QuickBooks Online integration details, click here.

CUSTOMERS/ITEMS/VENDORS

SalesPad Cloud does not sync every customer, item, or vendor to QuickBooks Online. We only sync this data once the customer, item, or vendor appears on one of the transactions mentioned in this document. For example, a new customer that has been added to SalesPad Cloud will not sync to QuickBooks Online until a sales invoice or receipt has been posted for that customer.

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Tutorials

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