How to Add Inventory

Before you will be able to add/stock any inventory, you need to first set up your catalog.

  • Your catalog is a global list (applies to all locations) of all your services and all items you keep in inventory. You can only stock inventory items for the catalog items you have created and marked as "inventoried."
  • Your inventory is specific to each location, and shows what physical items you have there.  

Your inventory is a list of all your catalog items that are marked as "inventoried" items. For each catalog item you can view the individual inventory items, which can vary in condition, status, cost, price, etc.

Adding an Inventory Item

You might find it helpful to think of it as "stocking" inventory because you stock inventory items for each catalog item marked "inventoried."

When you have created a catalog item marked "inventoried" then it will show up on your inventory list with a quantity of -0-

  • Now you can "stock" the inventory items described by the catalog item.

Go to your inventory list on the inventory index page by clicking "Inventory" on the navbar at the top of any screen, or by hovering over Inventory and clicking on "Inventory Summary":


Click the 3 vertical dots on the right for the inventory item and then click "Add" and it will open up a form where you can enter the quantity of items, the supplier, cost, price etc. for this batch of items. This may require entering the same information for multiple identical items. This is simply RepairQ's way of confirming 100 percent accuracy of your inventory. You can also just click the + button at the top right to add a new item.



When you save the form, each item you added will now exist in your inventory.

  • To view each individual item, search for the catalog item that represents them, then click the 3 vertical dots to the right and click "View."
  • From here you can view the status of each physical inventory item, you can select the item and then print labels or barcodes, and edit items individually.

 Below is an explanation for what each field on an inventory item means.

  • Item type - this will filter the manufacturers list
  • Manufacturer - this will filter the catalog items list
  • Catalog Item - Choose the catalog item that the inventory item(s) will be filed under. The catalog item determines the SKU# that will represent these items.
  • Restock Quantity - The number of items you are currently adding
  • Serial Numbers - this field will only be visible if the catalog item chosen is "serialized" - you must enter a serial number for each inventory item. Enter one serial number per line.
  • Supplier - Place you purchased the items from
  • Cost - how much you paid, per item
  • Price - selling price, per item
  • Status - you can manually set the status of the item. e.g. you might add inventory items as "back ordered" if you just purchased them from a supplier and want to go ahead and enter them into the system

Importing Inventory

You can stock inventory for batches of catalog items with the spreadsheet import feature. Go to your inventory list on the inventory index page by clicking "Inventory" on the navbar at the top of any screen, or by hovering over Inventory and clicking on "Inventory Summary".
Click on the 3 vertical dots to access the import option:
Click on "Import":
Click on "Inventory Import Template" to download the template.
Before making changes to the template and importing your inventory, there are a few things you should be aware of.
The items in your Import Template file will be based on your filters when downloading the template.
  • Location: Must match an existing location short name before the import. Will add inventory of item to this location.
  • Item Type/Manufacturers/Catalog Item/SKU: must exist in RepairQ before the import
  • Serial Number: if you need to enter more than one at a time, separate the serial numbers with commas (example below).

  • Supplier: Must match existing Supplier in RepairQ before the import
  • Carrier: Must match existing Carrier in RepairQ before the import
  • Status: uses must exist in RepairQ before the import
  • Condition: used must exist in RepairQ before the import

This looks like a long list, but you should have covered all of these items when you set up your catalog. If you have not set up your Catalog yet, read How to Set Up a Catalog

Read our How to Import Data Into RepairQ article for more help with the import process.


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