Inventory Settings

RepairQ offers a wide variety of inventory control settings in order to adapt your catalog and inventory to match your business rules and policies.

 

Item Types

Item types are essentially high-level categories to organize your catalog. You set certain characteristics at the item type level like whether items will be taxable, contribute towards cost of goods, etc. You typically will have a pretty good variety of item types inserted for you upon signup, but have the ability to tweak them however you would like, including adding new ones and deleting unused item types.

  1. Navigate to "Company Settings" and click on "Item Types" under the Catalog section.
  2. To add a new item type for a new category of SKU's you will be creating, click "Add Item Type" on the top right.
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  3. Fill in all of the necessary information, making sure to be as descriptive as possible.
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  4. Use this legend for assistance in toggling the checkboxes.

  5. Save your new item type.

 

 

Manufacturers

We will likely have a pre-filled list of manufacturers for you, but if you wish to add/edit/remove any of them it is your prerogative. Manufactures add an additional level of categorization for inventory items. You will not be able to enter any new catalog items in that have a new manufacturer before first adding that manufacturer in here.

Tips:

  • you can add a "N/A" or "DNA" for catalog items where "manufacturer" doesn't apply
  • you can add a manufacturer called "Internal Labor" for labor catalog items

 

 

Catalog Items

Once you have your item types and manufacturers setup, you can setup your catalog. We recommend you come up with standardized naming conventions for your catalog items so that you can grow your business effectively without losing the ability to track the important things. Here are a few broad guidelines to help put some handles on this:

  • You should have a catalog item for each distinct item you want to add to a ticket.
  • You should have a catalog item for each item you want to track separately because:
    • Revenue reports are organized by catalog item
    • Productivity reports are organized by catalog item
    • Marketing lists are generated by catalog item
  • You should have a catalog item for each device you repair (and/or sell), this will allow you to attach an item as a repair device on a repair ticket.
    • iPhone 4S - this may be the name of a catalog item that you setup for repairs only
    • iPhone 4S White 32G - this may be then name of a catalog item you setup for sales only
    • With so many models out there in the world, it might be difficult to keep the rare and old models in your catalog. Since employees cannot add a catalog item on-the-fly (from the ticket screen), they may need a catch-all item for the rare exceptions. They will still be able to describe what "other" means in this case by using the repair device "description" field.
    • You must select the "is repairable" checkbox for each of these items.
    • It is OK to setup separate Catalog Items for phone models that are both Inventory Items (things you sell) and Repair Devices (things you repair)
    • You may want to have an "other" catalog item to handle the exceptions
    • Read How Should I Setup My Repair Devices for more info
  • Each catalog item has the following information:
    • Item type
    • Manufacturer
    • SKU - this is a unique alpha-numeric number that is used for barcodes and quick searches
    • UPC- You can create a custom UPC for a Catalog Item, or use this field to link an existing UPC to a catalog item.
    • Name - this is the name or description that appears in searches when adding an item to a ticket
    • Search Key - this is basically a way to "tag" this item to help guide search results. Enter a separate search key per line.
    • Repairable - Does this catalog item represent an item you perform repairs/services for? This will allow you to attach this catalog item as a "repair device" on a repair ticket.
    • Inventoried - Do you keep this item in your physical inventory?
      • Serialized - Do you want to serialize each individual item under this catalog item? This will force you to enter the right serial number when adding an item to a ticket.  This is great for tracking ESN/IMEI on phones or for tracking high dollar merchandise/parts to deter theft.
      • Restocking fee - allows you to set a mandatory restocking fee for returned items
      • Reorder Quantity - when the instock quantity reaches the reorder quantity a re-order warning is generated for this item
    • Price - default price you charge for this item. This can be overridden when adding inventory
    • Cost - default cost you pay for this item. This can be overridden when adding inventory

     

     

    Carriers

    The “Carrier” field on any inventory/catalog item will allow you to narrow the results to the selected carrier in searches.  You can define your own custom carriers that will appear along with the baseline carriers that are provided by default.

     

     

    Suppliers

    In order to create new purchase orders or bring in inventory from a certain supplier, their information must first be added to your supplier settings. You may edit the existing suppliers, as well as add additional suppliers. Click the "+Add Supplier" button, fill in the necessary information, then save it. Now you can create new purchase orders from that supplier.

     

     

    Shippers

    Occasionally when taking in a repair, it will need to shipped to another facility for the repair work to be completed. There is a section within the repair ticket to input shipper information. In this section, you can edit existing shippers, as well as add additional ones. Click the "+Add Supplier", fill in the necessary information, then save it.

     

     

    Inventory Conditions

    You can define your own custom inventory conditions that will appear when adding inventory along with the baseline inventory conditions that are provided by default.

     

     

    Inventory Statuses

    Read more on what each inventory status does here.

     

     

    Purchase Order Statuses

    Customize your purchase order status names.

     

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