Stock Inventory

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This feature requires the Cloudbeds Premier plan or higher/equivalent.

We're excited to introduce major updates and new features to how we handle items through a new Stock and Inventory control module!

Stock Inventory Overview

The new Stock and Inventory tool will allow you to do the following:

  • Define the products you want to monitor and set initial inventory - the system will automatically remove from stock as each sale is made through the system
  • Set minimum stock quantities per product and receive “Low Stock” alerts
  • Set thresholds to automatically suspend sales of a specific product
  • Monitor Low Stock, Items Sold (daily, monthly, quarterly, annually), and Items Sold per User with powerful reports
How to Set Stock Inventory
1. Setting Stock Inventory for new item

1) In order to set Stock Inventory, you need to go to Items and Services page

2) To add new item and set stock for it - click '+New item' button

3) You will see a pop-up menu on the right side of the screen where you may enter the item's description. Fill in the item details and scroll down to 'Do not track stock inventory for this product' option (it will be selected by default).

4) Uncheck the box next to the option 'Do not track stock inventory', this will open the Stock Inventory menu

5) Set Current Stock Quantity: enter the quantity of the product that is currently available for sale at the property

6) Reorder Threshold QuantityIf you would like to be notified when the current stock quantity of the item reaches this quantity, enter the quantity here. If you do not want to be notified, leave this field empty. Threshold quantity should typically be lower than the available quantity.

7) Stop Selling product when:

  • Never stop selling the product: Even if the remaining quantity of the product reaches zero or below, it will continue being available for sale
  • Stop selling the product when the remaining quantity reaches..: If the remaining inventory quantity of this stock reaches below the value specified, this product will no longer be available for sale (in Folio)

8) Click SAVE ITEM

2. Setting Stock for Existing Items

1) Go to Items and Services page

2) Next, to the item you want to add stock to - click pencil icon 'Edit'

3) You will see the pop-up menu on the right side of the screen where you may enter the item's description. Scroll down to 'Do not track stock inventory for this product' option (it will be selected by default).

4) Uncheck the box next to the option 'Do not track stock inventory', this will open the Stock Inventory menu

5) Set Current Stock Quantity: enter the quantity of the product that is currently available for sale at the property

6) Reorder Threshold QuantityIf you would like to be notified when the current stock quantity of the item reaches this quantity, enter the quantity here. If you do not want to be notified, leave this field empty. Threshold quantity should typically be lower than the available quantity.

7) Stop Selling product when:

  • Never stop selling the product: Even if the remaining quantity of the product reaches zero or below, it will continue being available for sale
  • Stop selling the product when the remaining quantity reaches..: If the remaining inventory quantity of this stock reaches below the value specified, this product will no longer be available for sale (in Folio)

8) Click SAVE ITEM

When functionality is first released and enabled, the system will not know the Current Stock Quantity nor the Reorder Threshold Quantity. As a result, the system does not need to keep track of quantity until these values are set.

You can change the number of items in stock at any time from Items and Services page.

Notifications to reorder

You can add any number of recipients for a notification that arrives via email when certain item reaches the stock threshold. Recipients can be users or any other email address.

In order to add a recipient for a notification

  1. go to Items and Services page,
  2. Click the 'Reorder Notifications' tab
  3. Click 'Add Email'

 

4. select users from the staff

5. or add any other email

6. click 'Add'

Managing Permissions to Edit Stock Inventory

Permissions to update Stock Quantity and Threshold Notifications were added under Items and Services section

Stock & Inventory Report

This report shows the current state in comparison to items sold based on the date of stay.

  • Current Amount in Stock
    • Highlighted when lower than reorder quantity
  • Quantity Pre-sold for each week (next 7 days) -> all pending transaction types scheduled to post on that date
    • If I have 5 beer transactions pending to post on the 3rd, my pre-sold quantity will be 5 and remaining quantity for that date range will be Current Stock - 5
    • Any time a pending transaction for that product type is added or voided for a date within that date range, the quantities should update accordingly
    • The pre-sold quantity for every 7 days should be clickable. Clicking the value will bring up a modal with additional information: Reservation ID,  Name, Arrival Date, Quantity
  • Ability to change pre-sold dates 
How to export Items and Services to PDF (Excel)?

If you need to download and save Items and Services to your computer, there is a simple guide for you on how to do it:

1. Access Items and Services tab

2. Click on "Customize and control Google Chrome" button, which looks like three dots in the top right corner of the browser

3. and choose the option to print

4. Then choose the setting "Save as PFD"

5. And click "Save"

6. Then you can just follow the standard process of saving the file to your computer (such as choosing the name of the file and its destination)

7. If you need to have this file in Excel format, you can search for a free pdf to excel converter

8. And upload your file to the converter, make a conversion into Excel and save it again on your computer.

Here is a video for your reference with a detailed description of the process described above:

Have more questions? Contact Support

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