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.
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 transfer and Print Labels for items.
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 an Item Price.
When complete, the user selects SUBMIT to commit the changes to the Charity Suite database.
Once the correct donor has been found, a summary of the current information held is displayed.
The user can select ‘Edit’ to adjust the current information held on the donor, or can select CAPTURE ITEM DONATION to process any new donations being made.
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 to the QR code are displayed, with the option to amend the Category, Item description and the price.
Should your organisation use TAGS, these can be added/amended here.
Additional information displayed includes;
Created: Date the item was added
Created by: User name
STATUS: Available OR Sold
Item is: Gift Aid Eligible OR not
Modified: Last change date and time
Last modified by: User name
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 should you wish to setup forms.
The details captured in the forms are shown on the Declarations page on the Charity Suite Portal.
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 or Full stock take for a given store location.
A PARTIAL stock take, sets only the values of those items counted during the stock take. Whereas a FULL stock take, amends those items counted during the stock take and also sets all other stock items to zero that were not counted during the stock take.
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 PARTIAL or FULL 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 or selecting the item from the Category/Item lists.
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 allowed 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 moved into its final status, RECEIVED, and stock quantities will be added to the destination location in the Charity Suite database.
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.
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) and
adding an optional Tag, if your organisation uses Tags.
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 you print the exact same Category, Item and Price but with an 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 inital 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 labels printed will be associated with a Donor, which will allow your organisation to capture giftaid, should the Donor be eligible, when the items are sold. The inital QR code can be scanned with the tablet scanner or the Bluetooth scanner.
The same process of selecting Category, Item, Price and optional Tag is followed before printing the label. As each donated item is unique there is no button to print a NEW CODE with the same information, but all other buttons remain the same.
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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