Record the stock that arrives

Free plugin · Dox POS 0.47 or newer

When merchandise arrives, you record it in the Inventory tab: the stock goes up by what came in, and the entry keeps its supplier, its invoice and what each unit cost.

Record an entry

1. Open Inventory. On the left you have All products from A to Z, or search by name or SKU in Search what arrived (1).
2. Tap the product to see its sizes, and tap the size that arrived. Each tap adds one unit to What arrived, and the size shows how many so far (+1, +2); the − button next to it removes one. In What arrived you can also adjust the quantity with − and +.
3. Under Where it comes from (2), write the Supplier, the Invoice or delivery note and the Date.
4. Check the Cost per unit of each line (3). It comes filled in with the cost the store already knows; change it if this purchase cost something else. The other sizes of the same product that had the same cost change with it.
5. Tap Save the entry and add the stock (4).

On a phone, you search first and then check. When you tap the first size, a bar appears at the bottom with the units, the words not saved yet and the Review and save button. Tap it to open What arrived with Where it comes from, the cost and the button to save (steps 3 to 5). The Keep searching arrow, at the top left, takes you back to the search without losing anything, and Empty all, at the top right, removes what you added after asking you (the stock does not change).

What happens next

• The stock goes up, and the entry shows in Latest stock entries with each garment, the date, the supplier, the invoice and who recorded it. Administrators and shop managers can tap a garment to open its card, with its sizes, its stock and the Edit button.
• An entry with its cost recalculates the product’s average cost. If you had 10 units at $12 and 10 arrive at $15, the cost becomes $13.50, and the register tells you so.
• If that invoice was already recorded (from another phone, for instance), the register says when and by whom and asks Is this a different entry? Tap Yes, record it only if it is.
• No signal? The entry is kept on the phone and goes in on its own when the connection is back.
• Every entry is also in the stock ledger, under Reports › Movements.

Write off what is damaged or lost

A product that gets damaged, lost or given away without being sold has no order to note the loss in. That is what a write-off is for: the units come out of the inventory and the loss is noted at what each one cost.

1. In Inventory, find the product and tap the size as many times as needed, the same as when recording an entry.
2. Check the Cost per unit of each line. If the product has no cost, type it there so the loss gets its value.
3. Tap Write these off instead, choose the Why (damaged or defective, lost or stolen, gift or sample, other), add a note if you want and tap Write off.

A write-off cannot be larger than the stock, and it needs a connection (it is not kept on the phone for later, like entries). It shows in Reports › Movements, with the Written off filter, and in Reports › Daily cash as a figure with the units and the loss. Only administrators and shop managers see it and can do it.

Undo an entry

Tap Void next to the entry in Latest stock entries: its units are taken back from the stock and the entry stays in the list marked as voided. The Cashier role can void only its own entries from the same day; any other one is voided by an administrator or a shop manager.

Next: Costs and profit