4. Products and inventory

In Products you manage your inventory: parts, accessories and devices. You control stock, buy and sell prices, photos, and you get alerts when something is about to run out. Stock is deducted automatically when you use a product in a repair or sell it.

4.1 Add a product

To add a product, go to Products and use the create button.

Main fields:

• Brand and model: from your brands catalog. If it is missing, you create it on the spot. With this and the other data, the system builds the name you see the product under in the list (you do not type a name by hand).
• Type: the product category, taken from your own list of product types. The type also decides which extra fields the form shows you. If the one you need is missing, you create it on the spot without leaving the form.
• Condition: New, Used like new or Used.
• Stock: quantity available.
• Buy price and sell price, with their currency.
• Optional data: colour, IMEI or serial number, and a description or observations.
• Depending on the chosen type: if the type has the electronics section enabled you will see storage, RAM, network and battery percentage (0 to 100); if it has clothing enabled, you will see size, gender and material. See 8.4 Product types.

The buy price helps you compute your margin; the sell price is the one used when selling or when adding the product to a repair.

4.2 Product photos

You can upload photos to recognize the product at a glance and show it in the price list.

• Upload one or more images from the product form.
• The number of photos you can store depends on your plan (see Part 11).

While the photo uploads you will see a progress indicator. Wait for it to finish before saving.

4.3 Edit and adjust stock

• Edit: from the list or the product detail you change any data (price, condition, photos, etc.).
• Stock: it updates automatically when you sell or use the product in a repair, and it is restored if you delete that sale or that order. You can also adjust it by hand by editing the product (for example, after an inventory count).

4.4 Product detail and print label

Opening a product shows all its information on one screen. From there you can edit it, view its photos and print a label to stick on the shelf or the device, with the product's key data.

4.5 Export the price list

You can export your inventory to Excel to share it or work on it outside.

Step by step:

1. In Products, open the price-list option.
2. Choose the list type:
   • Editable: ideal for adjusting prices for a specific customer.
   • Reference, to consult.
3. Download the Excel.

The export is limited to a maximum number of products. If you have more, apply filters to narrow the selection before exporting; the system tells you when the list was trimmed.

4.6 Units being prepared

Sometimes you have a device but cannot sell it yet: you took it as part-payment on a sale and it needs a repair before it can go on the shelf. That is what units being prepared is for.

When you add or edit a product, alongside the stock (what you can actually sell) you set how many units are being prepared, and a short note saying what they are waiting on: "needs a screen", "battery missing".

The two numbers coexist. You can have three of a model on the shelf and a fourth put away waiting for a part.

• In the list the availability column shows both: the stock for sale and, beside it, the units being prepared. Hover to see the note.
• Above the list a notice shows what you have in preparation. Clicking it opens a panel beside the page with the full list and each note.
• Units being prepared are never sold and never used in a repair: only the stock for sale is deducted.
• A product whose units are all being prepared does not appear in low stock, because there is nothing to reorder: you have it, it just is not ready.

Putting it on sale: once the repair is done, use Put on sale from the product menu (in the list or on its page). It asks how many units go on sale and, if the product still has no sale price, asks for that too. The units are added to the stock you already had.

Faster still: in the units-being-prepared panel, every product has a button that moves all of its units to the stock for sale in one click. If the product still has no price, it asks for that first.

A trade-in is recorded with what it was worth against the sale, not with what you will sell it for. That is why the system asks for the price when you put it on sale: otherwise it would be listed at zero.

4.7 Search, filter and low stock

• Search: find a product quickly by typing in the search box.
• Filters: by brand, condition, type, stock availability and status (active, archived or all), to narrow the list.
• Low stock: the system highlights products that are about to run out, so you know what to restock. The notice above the list opens a panel beside the page, and every product has a + button that adds one unit to its stock, for when you restocked just one.

4.8 Archiving a product

When a product is no longer part of what you sell (it ran out and you are not restocking it, or you simply stopped carrying it), you can archive it. Nothing is deleted: the sales and repairs that contain it stay intact, and the product remains searchable.

You archive from the product menu, both in the list and on its detail page. That same menu offers Restore once the product is archived.

• The product disappears from the list by default, and from the low-stock and units-in-preparation notices too.
• It cannot be sold or used in a repair while archived. The system tells you if you try.
• To see it again, use the status filter: Archived shows only archived products, and All shows them alongside the active ones.
• An archived product carries an Archived tag. Hover over it to see the date you archived it.

Deleting and archiving are not the same thing. Deleting only makes sense when you added the product by mistake; if you ever sold it, archive it.

Permissions: deleting a product is available to the Owner and Administrators. A Member does not see the option in the product menu, but can still archive it.

4.9 Stock purchases and budget

In Purchases you see how much you spent on products in a period and what is left of this month’s budget.

• What counts as a purchase: every product you add with stock (or with units in preparation) and every time you add stock, with the quick adjustment or by editing the product. The date, quantity and buy price of that moment are recorded. Lowering stock, selling or using a product in a repair is not a purchase. If you correct a product’s buy price, the purchase it was added with is corrected too, if that was this month; restocks keep their price and earlier months do not change.
• Filters: you see the current month by default. You can choose another period and the currency: totals are shown per currency, because they are not converted into one another.
• Cards: what you spent in the period, the previous period to compare with (the whole previous month when you look at a month) and the units bought.
• Monthly budget: set an amount in one currency and follow the current month’s progress. It turns amber at 80% and red if you go over. You can edit or remove it at any time.
• Spending by month: a chart of the last six months in the chosen currency.
• Details: every purchase in the period, with its product, source, quantity and cost. If you delete a product, its purchase still counts.

Purchases are recorded from the day this feature launched: stock added before that is not included (except products from the launch month, which were imported).

Permissions: only the Owner and Administrators see purchases and set the budget.