Stock App Tutorial

This app is integrated with Clover Inventory app and it reads all product information (Name, Price, Product Code and etc.) from Inventory app. Stock app only manages stock quantity and cost through purchase orders. Once you have setup the Stock app to track the stock, you should only add/change stock quantity in Stock app through Purchase Orders. Any new items or changes made in Clover Inventory app will be synced over to Stock app automatically. New item also could be added through Stock app while entering PO.

Stock app decrements stock count when item is added to an Order. If you remove the item or delete the order, it will be added back to stock. 

Setup


If you have already set up the stock quantity and cost in Clover Inventory app, you can import them to Stock app to set up the initial purchase order in Stock app.
  • Log in to Stock Web, go to Import Stock from Clover page
  • Loading data from Clover, if you have lot of items, it will take a while to load.
  • Review the stock counts imported from Clover.
  • Enter an order number, click Save.

ONLY IMPORT FROM CLOVER ONCE! For future new inventory, please enter them as purchase orders. If for some reason, you want to import stock count from Clover again, please see Reconcile from Import Clover Stock Count on  "Stock Reconciliation" page.

Stock app disables the Have Clover auto-decrement stock count in Inventory app to avoid the stock count update by both Inventory and Stock app. If you are not ready to turn over the Stock management to Stock app and still want Inventory app to track the stock count, you should go to Inventory set up page to Enable "Have Clover auto-decrement stock count" option.

Manage Purchase Orders

There are three ways to add purchase orders:

You can modify or delete purchase order by Edit Order or Delete Order button on order details page any time.



When you receive shipments for "On Order" purchase order, you can mark these items as received so that they could be moved to stock. To mark items as received, go to Edit Order page, if the entire order is received, use 'Mark All Received" to mark all items as received:



If only partial order is received, you can then use "Mark as Received" button next to the each received items:



If only received partial quantity of an item, you can enter received quantity in the "Mark as Received" dialog, system will only move correct quantity of item to stock and leave rest of the them as "Not yet received'.

In this example, only receive 10 of 18 Sriacha, 10 Sriacha will be made available for sell. a new item of 8 Sriacha will be added to this Purchase Order as "Not Yet Received".



Sometimes when receive new products, you don't have to time to enter the PO to the system but want to move the product to shelf and start selling first. This app provides a "Negative Stock Count" feature that allows you to enter purchase order later. You need to enable this feature by "Allow negative count" on settings page.


Stock Level as reorder threshold


You may set 2 stock level values for each product, min and max in Stock app. Then you can see all products that on hand counts are below min stock level on the products page with "level than stock level" filter. And select these products to create a "re-order" PO.

In the new "re-order" PO, the default order quantity for each product is calculated based on current On Hand count and max stock level (order guide). For example, if the max level set to 10, the current on hand is 2, then default order quantity will be set to 8.

Lock Purchase Order


You may lock received purchase order so that nobody (or only admin) can change received quantity and unit cost by editing the PO. 

Make Sold Out Item unavailable for sale

You may make item unavailable for sale once it's sold out. Enable the option below in Settings page:


Manage price by fixed margin

You may set up a margin % for each product in Stock app and use it to control the selling price based on the cost from Purchase Orders. Whenever you enter received PO or mark "on order" PO as received, Stock will calculate the price of the products in PO from the unit cost:

price = unit_cost x 100 / (100 - margin)

The price will be rounded to nearest .99 or .49.

and automatically update the price in Clover Inventory app or receive price change reminder alert message through Ping Me If app.

For VARIABLE priced products, you can use margin to track its cost. The cost will be calculated as below:

cost = price * (100 - margin) / 100

Non Stock Item

You may mark any product as "Non Stock" so that Stock app will stop track its stock count. Stock app won't deduct its stock count when it's sold.


Stock Count Alert


If you'd like to receive alert when stock level goes low, you can set up Stock count email alerts with Ping Me If app. Please make sure choose "Stock App User" subscription to receive discount for Stock app user:



You can also use Stock Level alert to receive alerts when the stock count goes below the min stock level.

Permissions


You can set up access permission for employees and managers in the Settings page:


Vendors


You can manage all your vendors from Vendors page with vendor's contact information and purchase order history from the vendor:


You can also assign a Default Vendor to each product so that you can view products by default vendor and track sales by default vendor.

Record Shrinkage


In order to track stock shrinkage, you can record the shrinkage as Purchase Order adjustment. You can use "Adjustments" report to view all the adjustments. The adjustment could be recorded by steps below:
  1. Find that product in Products page, click the product name to go to product detail page.
  2. On Purchase Order History tab, pick the order that you'd like to apply the adjustment, click the "Edit" button next to the order.
  3. Use "Add" or "Remove" to open the adjustment dialog, enter the quantity you want to adjust, select a reason, optionally enter some notes, then click "Save".

Stock Reconciliation


This app provides "Stock Reconciliation" feature that helps you to count the stock in your store and adjust the difference easily.

Handles Returns


This app provides "Return item back to Stock" feature that allows you to add the returned item(s) back to Stock as adjustment. 

Track Food or Mixed Drink Cost


This app provides Product Kits and Modifiers features that help you to track food or drink cost by ingredients.

Label Printing


If you can also use Easy Labels App to print bar code labels, you can use "Print Labels" button from Purchase Order page to print labels for all received items in the purchase order. These items will be selected with purchased quantity in Easy Labels and all you need to do is to click the "Print" button.



 

Reports


This app provides 12 types of reports in CSV format for Admin users:
  • Profitability report by day, week, month or range.
  • Product Profitability report by day, week, month or range.
  • Category Profitability report by day, week, month or range.
  • Vendor Profitability report by day, week, month or range.
  • Product Vendor Profitability report by day, week, month or range.
  • Adjustments report by day, week, month or range.
  • Purchase Order report for a period.
  • Purchase Order Cost report by day or month.
  • Current Inventory report.
  • Current Inventory by Category report.
  • Inventory tracking report by day, week, month or range.
  • Inventory count on selected date.
You can either download or email the report files from the Reports page.


Availability at Other Stores


When you have multiple stores using Clover and these stores are connected through Multi Store Reporting app, you can check the product availability at other stores on Clover device.

Just simply click on "Availability At Other Stores" tab on Product's detail page, the app will display the on hand counts from other stores for the product. The products between stores are matched by product name.

 

Transfer Stock to Other Store


When you have multiple stores using Clover and these stores are connected through Multi Store Reporting app, you can transfer products between stores using Stock Transfer feature.

When products are transferred from Store A to Store B, the stock count for these products in Store A will be adjusted with reason "Transferred out of the store". A new "on order" Purchase order will be added to Store B with these products. Then once Store B receives the products, they can simply mark the purchase order as received and move the products into stock.

You may also send a transfer request to another store with a list of products that you'd like to be transferred from the other store.



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