Zoho Inventory

Help Docs

Managing your tracked Items

Guide Layout:

Item Filters

Looking for an item? Apply filters to narrow down the record that you are looking for.

Available Item Groups filters: All Item groups, Active Item Groups and Inactive Item Groups

Available Items filters: Active Items, Inactive Items, Low Stock Items, Ungrouped Items, Sales, Purchases and Zoho CRM filter.

screen shot of the top band of items page with all 4 buttons

Available Composite Items filters: Active, Low Stock and Inactive.

To apply a filter:


Items Summary

The Item Groups Module:

The Items feature of Zoho Inventory allows you to view, operate and analyze all the items and item groups in your inventory.

Note to the reader: To help you understand every section of this module, we are taking an inventory tracked item that is a part of an item group as a reference.

Accessing the Item Groups module:

screen shot of Items main page

Options in the Item Groups main page:

On top of the items page, you have few buttons, with which you can choose and configure how you wish to view and operate your items. Lets begin from the left.

screen shot of the top band of items page with all 4 buttons

Accessing Items from an Item group

On selecting an Item, a page containing all its details and advanced options opens up.

In this module, we are simply looking at an overview of the sections of this page, what kind of data is available to you and where you can find further options to manage that item.

Screen shot of Item page after selecting an Item

Accessing Items directly

You can directly access your items by clicking on the Items module on the left hand sidebar.

Items-both grouped and ungrouped

On selecting an item either from an Item group or directly from the Items module, a page with all information and options opens up. The page has four sections -

Items Overview

This is where all the primary details, sales and purchase information of the item are available. This section also accommodates a dedicated sales order summary graph for the item.

Overview

Stock Tracking Methods:

Zoho Inventory provides two methods of stock tracking:

On the item details page, you can view the available stock in both methods of stock tracking.

For example, lets say that that you have entered an opening stock of 20 pieces of an item. When you raise an invoice for 5 pieces, then you will notice that the Accounting Stock value reduces to 15 pieces but the Physical Stock remains as 20 pieces. This indicates that you have invoiced 5 pieces of this item but yet to get it shipped. Once you create a shipment for the invoiced quantity, the Physical Stock and Accounting Stock values would even out. Likewise, for purchase receives and bills.

The available quantity in each stock tracking method is further split into three categories:

Accounting Stock

Label Description
Stock on Hand Quantity of item that you presently have on hand.
Committed Stock Quantity of item that you have promised for sale. In the case of accounting stock, it means that you have created a sales order but haven’t associated an invoice for those items.
Available for Sale The remaining uncommitted quantity (Stock on Hand - Committed Stock) or actual available quantity.

Physical Stock

Label Description
Stock on Hand Quantity of item that you presently have on hand.
Committed Stock Quantity of item that you have promised for sale. In the case of physical stock, it means that you have created a sales order but haven’t yet shipped those items.
Available for Sale The remaining uncommitted quantity (Stock on Hand - Committed Stock) or actual available quantity.
Serial Numbers

This section shows the serial numbers that are available in your warehouse for the particular item.

Serial Numbers Section

The status of the particular serial number will be displayed in a timeline fashion with the corresponding transactions hot-wired to them.

Serial Numbers Section

Batch Details

If you have enabled batch tracking for an item, the Batch Details section becomes available in the item details page. Here, you can view all the batches that have been added to this item along with the initial (Quantity In) and current stock (Quantity available) in each batch for the selected warehouse.

Batch Details Section

Transactions

Here, you can view the entire transaction summary for the particular item then and there without having to navigate to reports page. You can select the type of transaction you wish to view by clicking on the Filter by drop-down button and further narrowing down the results using the Status by filter.

Transactions

Note: This section will not be visible for items without purchase information.

Adjustments

This section shows the details of the stock of this item that you have adjusted for various reasons.

Adjustments

Note: This section will not be visible for items without inventory tracking.

History

This shows all actions performed related to the item from the date of creation, like a time-line.

History


Exporting items

To export items from your Zoho Inventory account:

image of menu icon dropdown highlighting export variants option

Image of export page


Editing an item

To edit an Item:

Case 1: If it is an item belonging to a group,

Case 2: If it is an item without a group or if you just want to edit an item directly,

Image of edit icon

image of editing an item page


Making Bulk Adjustments

Quantity Adjustments

You can make stock adjustments for multiple items at the same time in Zoho Inventory. To do so,

Bulk adjustments step 1

Bulk adjustments step 2

Bulk adjustments step 3

Quantity adjustments for items with serial numbers:

If you try to do an adjustment for items with serial numbers, you’ll be prompted to enter new/select existing serial numbers depending on whether you increase or decrease the quantity.

Quantity adjustment for serial number items

Clicking on the prompt will open a dialog box where you can enter/select the serial numbers required for the transaction.

Quantity adjustment for serial number items

Value Adjustments

You can make value adjustments for multiple items at the same time in Zoho Inventory. To do so,

Value adjustments step 1

Value adjustments step 2

Value adjustments step 3

Importing Adjustments

You can import your stock adjustments from a CSV or a TSV file in Zoho Inventory. To do so,

Importing Adjustments 1

Importing Adjustments 2

Importing Adjustments 3

Exporting Inventory Adjustments

You can export you inventory adjustments in Zoho Inventory,

Exporting Adjustments


Deleting an item

Very Important Note: You can delete an unwanted item or item group in Zoho Inventory. But please note that before you delete an item you have to ensure that it has no transactions associated to it. If there are some transactions, then you have to delete them before you delete an item. Even opening stock and stock adjustments are considered as transactions.

To delete an Item, follow this route map:

Case 1: If it is an item belonging to a group,

Case 2: If it is an item without a group or if you just want to delete an item directly,

image of more drop down

Image of the delete pop up


Deleting items in bulk

You can also delete multiple / all items at once in Zoho Inventory. To do so,

Bulk Delete Step 1

Bulk Delete Step 2


TOP