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The Inventory tab allows you to:

  • Search for inventory items.
  • Update item pricing and stock levels.
  • Monitor stock activity and holders.
  • Move stock between users/holders.

Inventory Item list

The Inventory Item List view displays item details including current stock levels and pricing information. Pricing and stock levels for users/custom holders can easily be updated from this view.

  1. Go to Manage > Inventory.
  2. In the Search Inventory box, enter a part number, item name, identifiermanufacturer, or barcode

  3. Select a search term using the dropdown or leave the default All selected.



  4. Click Search.

    Filter categories or inventory items

    If you only want to see items for a particular category, click the category name on the left of the screen.

  5. Click Stock Assigned To... to choose a specific stock location/s. Click a name from the drop-down list to display the inventory list for that user/holder.

    The results will be from the category selected. You can hide items that are not currently assigned (to the selected stock holder) by selecting Only Assigned Items in the dropdown.

The table below explains the column headings that are displayed above the inventory items list.

ColumnDescription
PartNoThe part number of the item from the inventory card.
ItemThe item name or description from the inventory card.
Unit Type

Describes the format in which the product is sold, e.g. box, roll, metre.

This can be handy if you have suppliers that use a single part number or product code for different packaging formats. For example:

  • 24562: Hose Clip 10mm, each
  • 24562: Hose Clip 10mm, box of 20.

You would create an inventory card for each of these formats.

IdentifierA secondary identifier such as a storage location number from the inventory card.
Assigned

This is the current stock level assigned to the user or custom holder selected in 'Stock Assigned To...'.

If the current business unit is selected, this includes:

  • stock assigned to users that have access to the business unit
  • stock assigned to all custom holders

Click Allocate (last column) for a breakdown of stock allocation.

StockThe current business unit stock level. Stock which has not been assigned to a user or custom holder.
Bus. Unit

This is the total stock level in this business unit (and any child business units).

This includes:

  • stock assigned to business unit 'stock' (and any child business units).
  • stock assigned to users that have access to the business unit
  • stock assigned to all custom holders
Company

This is the total stock level for the entire company, which includes all business units, all users and all custom holders.

Cost (ex)Item unit cost value (excluding GST) from the inventory card.
Calculated Cost (ex)Calculated cost types control the cost basis used for calculating the item sell price. For more information, refer to Add an Inventory Item - Pricing.
Simple SellItem unit sell value (excluding GST) from the inventory card.
Tax IncLets you know if the item is tax inclusive.
Stock TakeUsed to update the current stock level based on stock take count.
Last Stock UpdateShows the date of the last stock update.
P.O.Quick link to create a purchase order for replenishing stock.
MoveAllows you to move inventory between business units, user or custom holders. For more information, see Moving inventory between user/holders.

Totals

The total inventory cost at the bottom of the page is the total of all items on the page and not your entire inventory. You can get your full inventory total by running an inventory report.

Move stock between users/holders

To move stock between users or holders:

  1. Find the item in the Inventory List view and click the Allocate button on the far right of the line item.
  2. Complete the Allocate Stock fields as described in the table below.
  3. Once movements or stock quantities have been entered, click Save.
ColumnDescription
ResourceDisplays the existing user / holder of stock.
StockDisplays the quantity of stock held by this resource.
Move QtyEnter the quantity of stock to be moved from this resource.
ToSelect where the stock is moving to.
Correction UpManually enter a value to correct the quantity of stock (increase in Qty) held by the resource.
Correction DownManually enter a value to correct the quantity of stock (decrease in Qty) held by the resource.
Adjustment NoteWhen moving or correcting stock quantities, you can enter adjustment notes for reference purposes. Adjustment notes can be included in the Search Stock Activity view and Inventory reports.

Move all stock in bulk

If a resource leaves your company, you can easily move all of their assigned stock to another resource, custom holder, or business unit.

  1. From the Inventory List view, click Stock Assigned To... and select the resource concerned.
  2. Scroll down to the bottom of the list of items allocated to that resource and click Allocate All.
  3. Select a user or holder from the drop-down list.
  4. Click Save.

Stock activity

The Stock Activity view displays item details and stock movement within a user defined date range.

  1. Go to Manage > Inventory.
  2. Click Stock Activity.
  3. Enter a From and To date range.
  4. In the Search Inventory field, enter a part number, item name, identifiermanufacturer, or barcode.
  5. Select a search term using the dropdown or leave the default All selected.

  6. Click Search.

The table below explains the column headings that are displayed above the stock activity list.

ColumnDescription
PartNoThe part number of the item from the inventory card.
ItemThe item name or description from the inventory card.
IdentifierA secondary identifier such as a storage location number from the inventory card.
CostItem unit cost value (excluding GST) from the inventory card.
CurrentThis is the current stock level.
PurchasedThis is the quantity purchased during the selected date range.
Booked OutThis is the quantity used/sold during the date range.
AdjustmentsThis is the overall quantity of adjustments during the selected date range. This includes manual adjustments and stocktakes.
Credits

This is the overall quantity of adjustments from credit notes. During the selected date range. This may include items that you have returned to the supplier or items that the client has returned to you.

A supplier credit note (against a bill) will reduce stock as you are returning items to your supplier. A client credit note (against an invoice) will add stock as the client is returning items to your business.

Search Stock Activity

To view the details of stock activity, click an item name to view stock movements.

Filter item stock activity

You can filter the Stock Activity list further by using the Search Inventory box and the Stock Assigned To... button.

The table below explains the columns that are displayed in the Stock Activity window.

Some columns are disabled by default. Enable these using the Columns button.

ColumnDescription
DateDate of stock activity
TypeThe type of activity. Such as purchasing the item, booking it out on a task or moving it to another stock location. Other activity types include adjustments (from a stocktake) and credit note allocations.
Stock LocationThe stock location where the activity occurred. This includes business units, users and custom holders.
Qty InHow much stock increased because of the activity.
Qty OutHow much stock decreased because of the activity.
DetailsAny additional details such as the name / number of the associated task, bill or credit note.
Action ByWho triggered the activity in AroFlo.
SupplierAny supplier linked to the purchase or credit note (if applicable)
ClientAny client linked to the task or credit note (if applicable)
Adj. NotesAny notes that were included if the activity was an adjustment.
Line Part No.The part number on the associated purchase order, task, bill, credit note etc. Useful when different to the inventory item.
Line DescriptionThe description on the associated purchase order, task, bill, credit note etc. Useful when different to the inventory item.
Filtered Total

The running total of stock levels from activities displayed in the window. Activities that are 'filtered out' (e.g. from date range or the filters in the column headings) are not included. This field is calculated using the visible Qty In and Qty Out fields. Useful if you want to see the stock level changes in a specific stock location. 

  • Applying any filter or changing the date range will re-calculate the running total.
  • This field requires the stock activity window to be sorted by date (ascending).
Running Total

The company wide stock level at the time of each activity. Across all business units, users and custom holders. 

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