Stock Inventory

Follow

We're excited to introduce major updates and new features to how we handle items through a new Stock and Inventory control module! If you're interested in having this module enabled on your account - please contact us at  support@cloudbeds.com

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 pop-up menu on the right side of the screen where you may enter 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 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 Quantity: If you would like to be notified when 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 available quantity.

7) Stop Selling product when:

  • Never stop selling the product: Even if remaining quantity of the product reaches to zero or below, it will continue being available for sale
  • Stop selling the product when 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 pop-up menu on the right side of the screen where you may enter 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 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 Quantity: If you would like to be notified when 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 available quantity.

7) Stop Selling product when:

  • Never stop selling the product: Even if remaining quantity of the product reaches to zero or below, it will continue being available for sale
  • Stop selling the product when 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 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 stock threshold. Recipients can be users or any other email address.

In order to add recipient for a notification

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

 

4. select users from 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 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 each 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

Have more questions? Submit a Ticket

Comments

Powered by Zendesk