Inventory & Stock
Administer any donated or new goods for sale and perform stock takes, transfers and label printing
Embedded Files
Each item is identified by a unique QR code assigned during the Inventory process, along with a Category, Item description and a price.
These items, once set up can be sold through the Checkout or ECommerce.
The Inventory application allows the user to ‘Add New Item’ by assigning a new QR code to an item, ‘Lookup Barcode’ to find an existing QR code on the system and ‘Sort Donation’ where a supporter has donated a box or bag of items that need to be broken down and assigned individual QR codes before selling through the Checkout.
Users can also use the Inventory application to perform Stock Takes, Stock Transfers, Add Multiple Items to a stock container for a Stock Transfer,Print Labels for items and create Stock Requests.
Add New Item
Add New Item
When ‘Add New Item’ is selected the user scans a new QR code label (either already on the item OR placed on the item after processing).
The new QR code is recorded and the user selects a Category, Item Type and adds an Item Price. A Tag may be added by your organisation.
When complete, the user selects SUBMIT to commit the changes to the Charity Suite database.
The user can select to ‘Add More Items’, 'Print Label' for the item added if the printer is currently Bluetooth connected to the tablet or return 'Back to Inventory' main menu.
Lookup Barcode
Lookup Barcode
When ‘Lookup Barcode’’ is selected the user scans a previously assigned QR code label.
Where a match is found the details of the item linked are displayed. It also offers the ability to ‘Print Label’ directly should you have printer access via Bluetooth to the tablet. The top right hand corner of the screen shows if the printer is successfully connected to the tablet.
Pressing the pencil icon will allow amending the Category, Item description and the price.
Should your organisation use TAGS, these can be added/amended here. A new QR code and image can also be added here.
Additional information displayed includes;
Created: Date the item was added
STATUS: Available OR Sold
Tags: if applicable
Lookup Barcode, also allows reasons for editing to be captured. This is controlled via a feature switch and the reasons are entered into the database, currently, by the Charity Suite support team. Any changes to the item via the pencil icon, such as a price change will be captured and a reason selected. A change note can be captured also.
The menu to the top right hand corner of the page is where any forms setup by your organisation can be accessed. Forms are used to capture any testing performed on the used item.
Please contact Charity Suite support team should you wish to setup forms.
The details captured in the forms are shown on the Declarations page on the Charity Suite Portal.
It is also from this menu you can view the history of the item via the 'Item History' menu option.
Sort Donation
Sort Donation
When ‘Sort Donation’’ is selected the user scans a previously assigned QR code label on the outside of a ‘Box’ or ‘Bag’.
Where a matching QR code is found the screen changes to allow the user to ‘ADD ITEM’. This will allow the user to assign new QR code(s) to items inside the ‘Box’ or ‘Bag’ of donations, that can then be sold on the shop floor.
For each item the user can assign ‘ASSIGN QR CODE’, a Category and Item description of the donated item and the ‘Item Price’ to be used when the item is sold through at the CHECKOUT.
Pressing SUBMIT commits the changes to Charity Suite and these can be adjusted through the Lookup Barcode option.
Any items ‘Sorted’ will be listed, with the option to ‘DELETE’ a line or apply more QR codes to any donations in the Box or Bag by selecting the ‘ADD ITEM’ button.
Once all the items have been sorted or the user wishes to break off and come back to complete the sorting of a Box or Bag, the operator selects ‘SUBMIT AND FINISH’.
Stock Takes
Stock Takes
Stock Takes can be created and stock items counted through the Inventory application.
On pressing the STOCK TAKE, the user can see the list of stock takes which have been created already or a message informing them that “There is no stock take to display” with an option to CREATE NEW STOCK TAKE.
A stock take can be either Partial, Full or Used Items stock take for a given store location.
A PARTIAL stock take, sets only the values of those inventory items counted during the stock take. Whereas a FULL stock take, amends those inventory items counted during the stock take and also sets all other stock inventory items to zero that were not counted during the stock take.
A USED ITEMS stock take is for used items only.
When you create a stock take, the status is set to OPEN along with the open date and the user creating the stock take.
If you do not select the scope during stock take creation, the system will default to PARTIAL when pressing the CREATE STOCK TAKE button.
Once created, the OPEN stock take is added to the list.
On selecting the stock take from the list, the user can begin adding items to the stock take via the 3 input methods: scanning the barcode using the tablet camera, manually entering the barcode, selecting the item from the Category/Item lists or using the Bluetooth scanner, with the App keeping a running total of the number of used items scanned during the session.
To limit the results in the Category and Items list boxes, the 2 filter checkboxes can be applied to either to only display new items or only show stock controlled at the source location.
Once an item has been added to the stock take, the user can add the quantity using the plus and minus keys or entering directly into the quantity field.
The item is saved instantly to the database.
Stock Takes with Multiple Users
Stock Takes with Multiple Users
In the above example, User A has added a quantity for PIANO. This screen shows the items User B has added quantities for. They are shown in red to indicate that they were NOT added by User A.
As you can see, the only item User A can amend currently is shown in black, i.e Piano.
As well as entering the quantity of the stock item, there is also space to add a note against each item.
There is also the ability to remove an item from the stock take using the bin icon beside each line item.
The Charity Suite will allow User A to take control of the item to amend the quantity by pressing the plus or minus buttons or keying directly into the item quantity field and they will receive a message informing them thus.
Once all stock items have been added to the stock take, the user must navigate to the Charity Suite portal to commit the stock take. If necessary, the stock take can be edited here also, prior to committing.
Stock Transfers
Stock Transfers
Stock Transfers can be either external from external source or internal to one of your organisations other locations, or internally within the location.
Whether external or internal, the source, destination, due date along with optional reference and notes can be captured upon stock transfer creation.
For internal stock transfers only, the source location is not editable and is the location the device is currently logged in to, with the list of destination locations being the valid locations you are able to transfer to.
Stock Transfers can go through the various status updates :
Draft → Pending → Dispatched → Received→ Delivered
As well as Cancelled.
Stock Transfer Filter
To assist with stock transfer activities, there is a filter to limit the results showing on the page for stock transfers coming into your locations "Incoming" or leaving your location "Outgoing".
Should you wish to see more that one type of status, more than one can be added to the selection as shown.
Once the external stock transfer has been created in DRAFT status, any amendments to the details can still be edited via the pencil icon. Should your organisation use container ID's, there is a toggle on the page to either show or hide the container ID on the stock transfer page.
You are now ready to add items/containers to your stock transfer either by:-
Scan Item, with the camera scanner on the tablet, or using the Bluetooth handheld scanner,
Select Item, selecting the Category and Item details,
Manual Lookup, entering the items unique QR code or
Enter Container Id, either scanning or entering a container ID entered via the Add Multiple Items menu option (see below).
The quantity of each item in the transfer can be adjusted at this point whilst the stock transfer is still in DRAFT status.
To see more items in the stock transfer, you can hide the details via to arrow field in the top right of the page. The total item count in the stock transfer is shown at the bottom of the page.
On capturing all the stock transfer items, by pressing CONTINUE, the status of the stock transfer will move from DRAFT to DISPATCHED with the details of the stock transfer no longer editable. The date of dispatch will default to today's date.
At this point, the user can capture the dispatch details along with any collection receipt and relevant notes, if required.
Internal Stock Transfers also have a PENDING status, which sits between DRAFT and DISPATCHED, to facilitate the stock transfer getting the internal stock transfer finalised before dispatching to the destination location.
Now the stock transfer has a DISPATCHED status, there is no pencil icon to allow EDITing the details or ADD ITEM/CONTAINER button available to add further items or amend stock quantity in the stock transfer.
The user can scan the expected container ID at the delivery destination then submitting the stock transfer to confirm the delivery.
The stock transfer will then finally be ready to be moved into its final status, RECEIVED, and stock quantities will be added to the destination location in the Charity Suite database.
Should your organisation be using our new Charity Suite Portal feature for purchase orders which generates stock transfers for suppliers based on purchase orders, there is the ability to print labels for these stock items in the procurement stock transfers direct from the stock transfer screen, rather than having to navigate to the print label feature in the Charity Suite App.
Navigate to the procurement stock transfer and receive the stock transfer, from which there are new print icons available next to each stock item, or should you wish, a PRINT ALL button to print labels for all items in the procurement stock transfer.
This screen also has printer settings accessible via the 3 dots menu on the top right hand corner of the screen to limit the data printed on the labels.
Add Multiple Items
Add Multiple Items
The Add Multiple Items menu option facilitates capturing lots of items for a stock transfer and associating them with a container, which has an ID.
This container ID is either scanned with a Bluetooth scanner or the tablet's camera scanner, or by entering the container ID manually. In this example the container ID is 'Cycon2'.
Once created, items QRUI codes can be scanned and added into the container.
In the above, the first session has 2 QRUI codes added to the container ID Cycon2 during the session with the total number of items in the container = 2. The second screen shows the user returning to the Add Multiple Item menu at a later time and starting a new session and this time adding a further 1 item to the container ID Cycon2, making the total container items = 3.
This container Cycon2 can now be added to a stock transfer and all the items contained within will be included in that stock transfer.
Stock Requests
Stock Requests
When creating a stock request, a unique id will be generated, and only after entering the Name and selecting the Supplier from the list, will the SUBMIT button become active. The Note field is optional for any information pertaining to the stock request.
The stock request system will manage all aspects of your stock requests required to then generate purchase orders to send on to your suppliers.
There are 2 tabs, the first relating to stock requests and the other relating to the requested items within those stock requests. Both tabs have a status filter to limit the results shown and directional change arrows.
Whilst the stock request is in DRAFT status, the details can be edited via the pencil icon in the top right hand corner. Once the status has been moved from DRAFT→PROCESSING, the stock request details are no longer able to be edited. For here, we add the items to the stock request.
These items can either be scanned or selected from the inventory item list available for that particular supplier. On scanning the code, you will still be required to add the REQUESTED QUANTITY (Packs) of the item to add to the stock request.
The data against each inventory item is held in the database and managed through the Charity Suite Portal. In the below screen, you can see, this item has a minimum stock request quantity set up = 1 and a maximum stock request quantity = 35.
The cost per pack is set = £12.80 with the pack size = 4.
We have requested 2 packs in this stock request giving us 2*4 = 8 Total Units requested with a total Value 2*£12.80 = £25.60.
There is a Notes field should you wish to add any notes against the item being requested.
Continue adding the items against the stock request. There is a bin icon next to each item should any items be added in error. As well as a pencil icon should any details against the item require amending.
The next stage is to SUBMIT the stock request. On CONFIRMING the stock request will not be able to be edited nor will any further items be able to be added or removed from the stock request. The stock request will have a status = IN_REVIEW.
Stock Requests created in the App, are now ready to be turned into Purchase Orders on the Charity Suite Portal to send onto your Suppliers to fulfil.
Label Printing
Label Printing
Label Printing has four areas, two of which relate to sorting donations. At the top right, we can see the printer is connected.
Please ensure the printer is connected via Bluetooth before attempting to print labels.
All four label printing menus follows the same process of:-
selecting an items Category, in the example below we have Ladies,
then the specific Item within that category, here we have Ladies bottoms,
setting the Price (if there is not one set in the database),
adding an optional Tag, if your organisation uses Tags and
a quantity of labels required.
Non Gift Aid Sorting - Label Printing
If it is necessary to print the label again with the same QRUI code, pressing the REPRINT button will achieve this. Should you wish to print the exact same Category, Item and Price but with a unique QRUI, use the NEW CODE instead.
If the item selected already has a preset price in the database, this will be offered.
In this case, Men's Trousers has a preset price of £1.50 which is offered on selecting
Category = Mens Item = Trousers
Should you wish to override the preset price, a custom price can be entered.
A Tag can be selected from the list box which is saved against the item.
The NEXT ITEM button returns you to the select Category page.
Gift Aid Sorting - Label Printing
There is an initial step required for Gift Aid Sorting label printing, to scan a QR code with which to associate all the following labels printed. Each of these labels printed will be associated with a Donor, which will allow your organisation to capture gift aid, should the Donor be eligible, when the items are sold. The initial QR code can be scanned with the tablet scanner or the Bluetooth scanner.
The same process of selecting Category, Item, Price and optional Tag and Quantity are followed before printing the label.
New Goods Label - Label Printing
With New Goods Label printing, after selecting Category, Item and Price there is the ability to enter the quantity of labels required. Each of the labels printed will have the same QR code generated. There is no optional Tag in this menu option.
Embedded Data Labels - Label Printing
Embedded Data Labels printing, after selecting Category, Item and entering Price there is the ability to enter the quantity of labels required. Each of the labels printed will have a unique QRUI code generated. There is no optional Tag in this menu option.
The middle screen below also shows an example of the error message should the printer become disconnected when pressing PRINT. To rectify, CLOSE the error message and press the RETRY button at the top right to re-establish the printer connection, before attempting to print again.
Label Printing Options
Label Printing Options are available whilst in both the New Goods Label and Embedded Data Labels menus and are accessible via the 3 dots at the top right hand corner. There are 4 checkboxes, against which you can check to show or not, the fields on the label.
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