Products, services & offers

The things you sell: stock-tracked products, services billed by time or job, and reusable discounts.

Products

Products is an app: if it isn't in your menu, an owner or admin can install it from the App Center.

Products are the goods you sell and buy, under Inventory Products. Products is on the Growth plan and above.

• Each product has a unique SKU, a name, a revenue account, a sale price and its cost.
• Category: each product and service has one category, and it is required. Choose it from the list in the form; to add one that isn't there, select + New category at the top of the list and type its name. The list gets a search box once it has eight or more categories. Products and services each have their own list, kept in each app's settings and in Productivity Categories. A category made in an app's settings is for that app only. In Categories, choose the places to use a category in (Products, Services, Customers, Suppliers): one category in several places is renamed, described or removed everywhere at once. A category can have a short description.
• Picture: in the product form, select the round picture beside the SKU to upload one, or the small minus to remove it. It shows on the product's page and on its tile at the point of sale. Services can have a picture too.
• On its own, Products is a price list: selling a product posts the sale, and no stock is counted. Install Inventory to track quantities.

Products you only buy

Not everything you buy is for sale: packaging, parts and supplies, for example. These are on the same Products list. In the product form, switch For sale off.

• With For sale off, the form hides the sale price, the revenue account and the barcode. The product keeps its SKU, name, cost and reorder level.
• It is stocked like any other product: you order it on purchase orders, receive it into a warehouse, count it, move it between warehouses, and record what you use.
• It is never offered on quotes, sales orders, invoices or at the point of sale.
• On the Products list its sale price reads Not for sale, and a For sale filter appears once you have at least one such product.
• To start selling it, open it, select Edit product and switch For sale on.

Inventory

Inventory is an app that builds on Products: it tracks how many of each product you hold and what it cost. It is under Inventory Inventory, on the Growth plan and above.

• The Inventory page lists stock on hand, what is reserved for sales orders, what is available, average cost, value and the reorder level of each product.
• Entirova uses weighted-average costing. Receiving stock updates the average cost; selling relieves stock at that cost (debit 5000 Cost of goods sold, credit 1200 Inventory).
• Each product shows In stock, Low stock or Out of stock against its reorder level.
• An invoice can't sell more than is on hand.

Reordering

Select Reorder on a product to start a purchase order for it, or Create PO for low stock on the Inventory page to order everything below its reorder level, topped up to three times that level. Both need the Purchase orders app.

Opening stock

Stock you already had before using Entirova goes in as opening stock. On the Inventory page select Opening stock, then enter a quantity and a unit cost for each product. It posts debit 1200 Inventory, credit 3000 Owner's Capital, so it never touches cost of goods sold. For one product, select Count and choose the reason Opening stock.

Adjusting stock

Open the product and select Count stock in its Actions after a stock count, or when stock is damaged, lost or stolen, or found. The difference posts between 1200 Inventory and 5050 Stock Adjustments, at the product's average cost. Cost of goods sold (5000) is only what you sold, so your margin isn't distorted by losses.

Materials used

Stock your business uses itself, such as packaging, parts on a job or supplies, isn't sold, so no invoice takes it out. Open the product and select Use stock in its Actions, then enter the quantity, what it was used for and the date. It posts debit 5060 Materials Used, credit 1200 Inventory, at the product's average cost. You can choose another expense account instead. This is how a product that is not for sale leaves stock; it works for any stocked product. With Warehouses installed you choose which warehouse it came from.

• If nothing is on hand, the form asks for a unit cost, so the stock comes in with a value.
• A count can't be dated before the product's latest stock movement.
• If stock was added by an adjustment before opening stock had its own entry, the Inventory page shows a Review notice. Change to opening stock moves that amount from cost of goods sold to owner's capital.

Without Inventory

If Inventory isn't installed, nothing is counted: invoices aren't limited by stock, no cost of sales is posted when a product is sold, and the stock reports are hidden. Uninstalling it pauses tracking and keeps the quantities, so do a stock count when you install it again. Entirova warns you before uninstalling if stock is on hand.

Batches and expiry

Medicines, food and other goods that expire can be kept in batches. Turn on Track batches and expiry in the product's form, under Stock. Whatever it has on hand then is one batch with no number, until you count it or write it off.

• Stock coming in is a batch. Receiving a purchase order, counting stock up and opening stock each ask for the batch number on the pack and its expiry date.
• Sales take the batch that expires first, by themselves. An expired batch is never sold: if all that is left has expired, the sale is refused with the reason. Stock with no batch recorded goes last.
• Voids and returns go back into the batches the sale took. A transfer between warehouses takes the batches with it (the one you choose, or the first to expire). Materials used take the first to expire that is in date; a debit note back to the supplier can send expired stock.
• Batches, a tile on the product's page, lists each batch with its expiry, whether it has expired, its warehouse and how many are left.
• Expiring stock under Inventory lists every batch that has expired or expires within 90 days, and Inventory shows a notice while anything has expired.
• Writing off an expired batch: on the product, Adjust stock, count down and choose the batch under From batch.

Warehouses

Warehouses is an app that builds on Inventory, for keeping stock in more than one place: a warehouse, a shop, a van. An owner or admin installs it from the App Center; it is under Inventory Warehouses, on the Growth plan and above.

• The first warehouse you add for a company becomes its default and holds all the stock on hand. Add more, then transfer stock to them.
• Selling: you don't choose a warehouse on an invoice. When an invoice is sent, each product is taken from the first warehouse in the picking order, and from the next one when the first runs short, so one invoice can draw on several warehouses. An invoice is refused only when all the warehouses together don't have enough.
• Picking order: on the Warehouses page, select Picking order and move the warehouses up or down. Until you set it, the default warehouse is first. The Picked column shows each warehouse's place.
• Tills: a point of sale register can have a warehouse of its own to sell from first, set on the register in Point of sale setup.
• Where it came from: a sent invoice has a Stock taken from block that lists, for each product, how many left each warehouse.
• Returns: a credit note that puts stock back, and a voided invoice, return each unit to the warehouse it left.
• Receiving: when you receive a purchase order, choose the warehouse to Receive into.
• Counting: a stock count is of one warehouse. Open the warehouse and select Count stock in its Actions.
• Transfers: select Transfer stock, choose the product, where it leaves and where it goes, and how many.
• When no warehouse is chosen, the default is used. A product's stock page shows how many are in each warehouse.

A warehouse that holds no stock can be archived; the default one can't. If you uninstall Warehouses, stock goes back to one total per product and the warehouses are kept for when you install it again.

Services

Services, under Inventory Services, are work you bill by the hour, day, job, month, visit or item. They aren't stock-tracked. Each has a code, rate, unit, income account and tax rate, and posts to its own income account when invoiced. Services you no longer offer can be archived and restored later, with the Status dropdown.

Services start with six units: hour, day, job, month, visit and each. To add your own, choose + New unit at the bottom of the Unit list in the service form, or open My apps Services Units and select New unit. Select a unit there to rename it (the services priced by it change with it) or remove it once no service uses it. The six can be renamed or removed too.

Discounts

Offers, under Sales Discounts, are discounts you can reuse in the invoice, quote and recurring editors.

An offer is Active, Scheduled to start later, ((|Expired)) or ((|Inactive)). Use Switch off to stop one early. Usage is counted once an invoice using the offer is sent, and an offer that has been used can't be deleted.