Managing your tracked Items
Guide Layout:
- Item Filters
- Item Preferences
- Item Summary
- Exporting items
- Editing an item
- Making Bulk Adjustments
- Deleting an item
- Deleting items in bulk
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.
Available Composite Items filters: Active, Low Stock and Inactive.
To apply a filter:
- Navigate to the preferred module.(Item Groups or Items or Composite items)
- Select the filter tab present on the top-left corner.
- Choose the filter that suits you.
- Doing this will display a narrowed down view of the module.
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:
- One can easily access this by clicking on the Item Groups option on the side bar to your left.
- On doing so, a page with the list of all your Item Groups, Items and options to configure them appears.
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.
- The filter tab on the top left helps you choose, what you want to view in your items page. You can choose to view the active items, inactive items, low stock variants and more in your inventory.
- The next button is called Toggle List view, its situated on the right top as shown in the screen shot below. you can use it to choose how you wish to view your item list - whether you wish to view just Item Groups or both Item Groups and the items under these groups in the list.
- Further to the right, we have the +New button, using which you can create a new Item.
- To the far right top, we have the menu icon, using which you can configure and operate your items and item groups.
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.
Accessing Items directly
You can directly access your items by clicking on the Items module on the left hand sidebar.
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 Page
This is where all the primary details, sales and purchase information of the item are available. This section also accommodates the associated marketplace details as well as a dedicated sales order summary graph for the item.
Stock Tracking Methods
Zoho Inventory provides two methods of stock tracking:
- Accounting Stock: This represents the stock level in your books upon recording a transaction. The accounting stock of an item, increases whenever you record Bills and decreases when you create Invoices.
- Physical Stock: This indicates the stock level in your inventory when you physically move the stock from/to your warehouse. The physical stock of an item increases when you record Purchase receives and decreases when you create Shipments.
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. |
Sales Channel Information
If you have mapped an item in Zoho Inventory to an item from a sales channel, the name and SKU of the item as found in the sales channels will be displayed in the overview page. This helps you to verify whether you have mapped the correct items, hence, minimizing the possibility of wrong mapping.
Note: The details of those items that were created in the sales channels before the release of this feature will not be displayed in the overview page, as it will not be available in Zoho Inventory. When the item comes into Zoho Inventory in any subsequent sync, its information will be updated automatically.
Serial Numbers
This section shows the serial numbers that are available in your warehouse for the particular item.
- If you have multiple warehouses, select the Warehouse from the drop-down for which you want to view the available serial numbers for the item.
- To know the status of a serial number:
- Click Find Serial Number.
- Select the serial number from the drop-down.
- Hit the Search button.
The status of the particular serial number will be displayed in a timeline fashion with the corresponding transactions hot-wired to them.
- The IN status indicates the availability of the serial number in your warehouse.
- The OUT status indicates a sale or negative adjustments made to the stock.
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.
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.
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.
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.
Exporting items
To export items from your Zoho Inventory account:
- Navigate to Items.
- Click on the menu icon(Top right corner).
- Select Export Items option in the drop down.
- Click on the CSV or XLS option.
- Click on the Export button to successfully export your items.
- Note: The files will be saved to your default downloads folder.
Editing an item
To edit an Item:
Case 1: If it is an item belonging to a group,
- Navigate to Item Groups.
- Click on the preferred Item group.
- Select the item you wish to edit.
Case 2: If it is an item without a group or if you just want to edit an item directly,
- Navigate to Items.
- Apply the appropriate filter to narrow down your item. This can be done by clicking the filter tab on the left-top corner. By default the Active Items filter will be applied.
- Select the item you wish to edit.
- Click on the Edit icon on the top of the page that shows the details of that item.
- On clicking the Edit icon, the page for editing the item opens up.
- Update existing details.
- You can also add additional information if required.
- If you do not have any transactions, in that case you can even directly enable or disable inventory tracking for an item by editing it.
- Click on the Save button to successfully update the new changes you made on your Item.
Making Bulk Adjustments
Quantity Adjustments
You can make stock adjustments for multiple items at the same time in Zoho Inventory. To do so,
- Navigate to the Items module in the left pane.
- Click on Item Adjustments.
- Here, you’ll be able to see a list of all the adjustments that you’ve made till now for the items.
- To make a new adjustment, click on New.
- In the following page, make sure you select Quantity Adjustment and enter the necessary details for the adjustment.
- Click on the Save button to successfully update the new changes you made.
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.
Clicking on the prompt will open a dialog box where you can enter/select the serial numbers required for the transaction.
Value Adjustments
You can make value adjustments for multiple items at the same time in Zoho Inventory. To do so,
- Navigate to the Items module in the left pane.
- Click on Item Adjustments.
- Here, you’ll be able to see a list of all the adjustments that you’ve made till now for the items.
- To make a new adjustment, click on New.
- In the following page, make sure you select Value Adjustment and enter the necessary details for the adjustment.
- Click on the Save button to successfully update the new changes you made.
Importing Adjustments
You can import your stock adjustments from a CSV or a TSV file in Zoho Inventory. To do so,
- Navigate to the Items module in the left pane.
- Click on Item Adjustments.
- Select the hamburger menu icon near the New button (refer above screenshot) and select Import Quantity Adjustment or Import Value Adjustment, depending on your need.
- The import page will now appear, where you can upload your CSV file. Upload your file and click Next
- After this, map the fields present in your file with the ones in Zoho Inventory.
- Click the Next button. In the following page, if you don’t have any errors in the file, click the Import button to import the adjustment into Zoho Inventory.
Exporting Inventory Adjustments
You can export you inventory adjustments in Zoho Inventory,
- Navigate to the Items module in the left pane.
- Click on Item Adjustments.
- Select the hamburger menu icon near the New button (refer below screenshot) and select Export Value Adjustment.
- Export your adjustments to the desired format.
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,
- Navigate to Item Groups.
- Click on the preferred Item group.
- Select the item you wish to edit.
Case 2: If it is an item without a group or if you just want to delete an item directly,
- Navigate to Items.
- Apply the appropriate filter to narrow down your item. This can be done by clicking the filter tab on the left-top corner. By default the Active Items filter will be applied.
- Select the item to be deleted.
- Click on the More button on the top of the page.
- Select the Delete option in the drop down.
- A pop up that asks you to confirm deleting the item appears.
- Click on the Delete button to permanently delete it.
Deleting items in bulk
You can also delete multiple / all items at once in Zoho Inventory. To do so,
- Open the items module.
- Select the items that you wish to delete.
- Click on the delete (bin) icon to delete those items.
- The items will now be deleted, provided they do not have any transactions associated with them.
