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.

Navigation Menu

• Create and Edit Items
  • Create a New Item
  • Edit an Existing Item
  • Vendor Items
  • Bundles and Pre-Assembled Bundles
    • Create a Bundle
    • Create a Pre-Assembled Bundle
  • Variant Items
    • Item Matrix
  • Item Card Tabs
• Search for an Item
• Printing Labels
• View Item Location Information
• Using the Batch Edit Feature
• QuickBooks Online Integration Notes
• Tutorials

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:

Another way to create a new item is to click the dropdown arrow on any line item entry grid, then choose the orange + icon in the bottom right of the dropdown drawer.

This will open the Create Item drawer. Once you've finished creating the item, it will automatically be added to the transaction you were editing.

Access to this quick-create button is protected by security. Navigate to the Manage Security module to grant access to the appropriate users.

Note: Creating bundles or variant items using the quick-create button will not immediately add this item to the transaction, as these items require further setup.

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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:

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:

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

• Create a Bundle
• Create a Pre-Assembled Bundle

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. If the component is a non-inventory component of an outsourced item, check the Is Outsource checkbox. 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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Variant Items

A variant item is a parent item comprised of multiple variant combinations. These combinations represent each of the inventory tracked items that further represent every possible combination of the parent item and variants. Variant items save the user time when creating new inventory items by allowing the user to create a large number of related items at once.

Variant items can be used on any transaction to trigger the Item Matrix, which allows for quick entry of the quantity needed for each variant combination without the user having to know the specific item number associated to that variant combination. This allows for quicker/easier transaction entry for items that have variant options.

To create a variant item, click the New Item button in the upper-right hand corner of the screen and set the Item Type as Variant (for more information on creating a new item, click here).

Once you've created the variant item, open the Variants tab and click Edit Variants in the upper left-hand corner of the tab.

The Add New Variant window will appear. Use this window to create a grid out of sets (columns) and options (rows) for your variant. In this example, we've created a variant item called Plain T-Shirts.

To add a set for your variant item, click the Name field and enter the name for your set, then click the Separator field and indicate what symbol you want separating the set and option data displayed in the name of the inventory item that will be generated. In our example, we're creating a set called "Size," and we've chosen to use a dash as the separator. Notice that the Example field above the Variant Sets Details editor updates to display an example of what your finished inventory item will be named once it's been generated.

To add another set, click the + button to the right of the Variant Set Details field. To switch between sets while editing them, click the Variant Set Selected dropdown and choose the set you want to edit.

To add options for your variant set, make sure you have the correct set selected, then click the + button next to Variant Options. Give your option a name and abbreviation. The abbreviation is what will appear after the separator when your inventory item is generated.

You can add up to three sets to your variant item, and up to 150 options across the three sets. When editing sets and options, use the Seq fields for either to quickly reorder their appearance on your variant grid.

As you add sets and options, the grid to the right of the Variant Item Details pane will update. In this example, we've created a Plain T-Shirt variant item with three sets (size, color, and sleeve length), and a couple of options for each set.

Once you've finished adding all of your sets and options, click Save to close the Add New Variant window and generate the inventory items.

The Variants tab of your Plain T-Shirt variant item is now populated with the associated inventory items.

Each inventory item contains all of the same item data as the variant item it was generated from except for Item Type (the items generated will be Inventory, rather than Variant) and any price or cost fields. These fields will need to be manually edited for each inventory item. Inventory items generated from variant items are treated the same as any other inventory item once they've been generated.

To make changes to your variant sets and options, open the Varients tab of your variant item and reopen the Add New Variants window by clicking the Edit Variants button.

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Item Matrix

The Item Matrix is used to quickly add inventory items associated with a variant item to a transaction.

When a variant item is added to a transaction, the Add Variant Items To window will appear, displaying the Item Matrix. Click on a cell in the Item Matrix to adjust quantities for each inventory item within it, then click the Add To Transaction button in the upper right-hand corner to add those inventory items to the transaction.

While editing your Item Matrix cells, use the Tab key to jump from one cell to the one to the immediate right, and use the Enter key to jump to the cell immediately below the one you're currently editing.

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Item Card Tabs

The bottom of the item card contains tabs that utilize a variety of features.

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
• Item Allocation Tab – Displays information on when and how inventory items were allocated
• 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:

• 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
• User Fields Tab – Displays user fields associated with the item
• Variants Tab – Allows you to manage variants associated with the item (item must have the Variant Item Type)

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Search for an Item

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