IAPZ Inventory keeps count of your stock: how much of each product you have, where it is, and what it's worth. Every change is kept in its history.
Only products set to Keep count of its stock have stock. Services, like repairs or rentals, don't. Your items, with their prices, costs and categories, are under Items (see Items).
Bring in your stock from Shopify
Every import is in Settings › Import (see Importing). Import your Products first: stock goes on items, so IAPZ needs them, and Stock waits until they're in.
For the stock:
- In Shopify's admin, open Products, then Inventory, and choose Export: All products, as CSV for Excel, Numbers, or other spreadsheet programs. Export from the Inventory page, not the Products page: the products export has your items but not their stock, and IAPZ will tell you if it gets that one. The right file has a Location column and On hand counts.
- In IAPZ, open Settings › Import, and choose Import beside Stock.
- Choose the file. Nothing is saved yet. For each of Shopify's locations, IAPZ shows how many items and units it holds. Choose where its stock goes:
- into one of your locations;
- into a new location with Shopify's name;
- or Leave out, for a Shopify location you don't use. A location holding nothing starts as left out.
- Choose Import stock.
Stock that was below zero in Shopify starts at zero and is marked Needs a count, so you can count it. Products IAPZ doesn't have are listed and left out. To undo the import, open it again from Settings › Import and choose Undo beside it in Past imports. Counts and moves you've made since stay.
See your stock
Items, then the Stock tab, lists every product that keeps count of its stock. Each shows how many are on hand and their value at cost. At the top are the totals: units on hand, value, how many are low on stock, and how many need a count. Choose a total to see those items.
Search by name, SKU or barcode, or choose a category or a location. Under Show, you can list only the items low on stock, needing a count, or without a cost. An item without a cost counts as having no value.
Open an item and choose its Stock tab to see how many are at each location. Its History tab lists every change, and the History tab beside Stock lists them for every item.
Count your stock
Counting puts the right number in IAPZ. The difference from what IAPZ had is kept in the history, with a reason.
- Many items at once: open Counts. Choose the location, and a category if you like, or tick Only items needing a count. Type what you counted in each box and choose Save counts. Only the boxes you fill in are saved, so you can count part of the shop at a time.
- One item: open it and choose Count. Type what you counted and choose a Reason if it's different, for example Damaged, Lost or stolen or Found.
Sales take stock
When you record a sale in Sales and a line is one of your items, its stock goes down at the sale's location, a moment after you save it. The history shows it as Sale, with a link to the sale (a delivery shows as Received, with a link to its purchase order). Changing the sale puts back or takes the difference; deleting it puts its stock back.
With two or more locations, the sale form asks which one the stock comes from (Stock from). Otherwise it's your first location.
Sales imported from Shopify, or brought in from Stripe, don't change stock: they happened elsewhere, and Shopify's own stock counts already include them.
Break down packs
When a pack or case breaks down into another item (set on the item: see Items, Packs and cases), its page has Break down:
- Choose the location and How many to open (whole packs). IAPZ shows what that makes, for example 20 × the bag.
- Choose Break down.
The packs go down and what they hold goes up, kept in the history as Broken down. A loose item's page also shows how many more are still in sealed packs, with Open a case to break one down from there.
A sale never opens a pack on its own. If you sell more loose bags than you have, their stock goes below zero until you break down a case.
Low stock
Open an item, choose the Low stock tab, and enter its Low-stock level: when the stock at all your locations together falls to that number or below, it shows as Low. Leave it empty for none.
Locations
You start with one location, Main location. To rename it or add more, like a storage unit or a vehicle, open Settings, then Locations.
With two or more locations, an item's page has Move, to take stock from one location to another. Transfers lists every move, and New transfer moves stock without opening the item first.