How to add items from inventory

Created by Emily A, Modified on Thu, 5 Jun at 5:54 PM by Emily A

Quick Stock Transfer: Add Items from Inventory

Looking to utilize existing stock for a project or client? INTOAEC makes it easy with the Add from Inventory feature! You can select available products from your central inventory and move them directly into a client’s group, saving time and avoiding double entries.

Let’s walk through how you can do this in a few easy steps.

Step-by-Step Guide to Add Items from Inventory

Click on the "Add Items" Button

On the Group’s Items Page, click the “Add Items” button.
A menu will appear—select “Add from Inventory”.

After clicking “Add from Inventory,” the Inventory Off-Canvas Page will open on the right side of the screen.

The off-canvas inventory slides in from the side and allows you to browse and search products from your inventory.

Product Source

You can choose where to fetch products from:

My Products – Items you’ve added or manage directly.
Clipped Products – Items you’ve saved or bookmarked earlier.

Filters and Search

To quickly find the products you need:

Use the Category and Subcategory dropdowns to filter items.
Type keywords into the Search Bar to look up products by name.

Search Bar:

Enter a product name, brand, or keyword to quickly locate items.

Action Buttons:

Apply – Applies the selected filters.
Clear – Resets all selected filters and search fields.

Note: Products that are out of stock or do not have a price set will not appear in the table.

Review the Product List

The Inventory Half Off-Canvas Page will display a table of all available products in your inventory

The table will display the following details for each product:

Product Name – The name of the product in the inventory.
Category – The product’s classification.
Subcategory – The subcategory within the broader category.
Brand – The manufacturer or brand of the product.
Quantity Available – How much stock is available in your inventory.
Unit Cost – The price per unit of the product.
Markup – The percentage increase added to the base price.
Selling Price – The price at which the item is sold.

Select Products to Add

You can browse through the entire list of available products and select the ones you wish to add to your group.

Click on the checkboxes next to the items you want to add.
You can select multiple products at once.

Click “Add Next” to Review Selected Products

After you’ve selected the items, click the “Next” button to proceed.

On the next screen, you will be prompted to review the products you’ve selected. The following fields will be displayed for each item:

Product Name – The product’s name.
Available Quantity – The amount of stock available in inventory.
Needed Quantity – An editable field where you can enter the amount you need.
Rate – The cost per unit of the product.
Ensure that the needed quantity does not exceed the available quantity.

Confirm and Add the Items

Once you’ve reviewed and entered the necessary quantities for the products:

Click the “Add” button.
The items will now be added to the Items Table of the selected group.

What You’ll See in the Items Table

The added items will appear in the group's items table, which displays:

Item Name – The name of the product added.
Source – The product’s source will be listed as “Added from Inventory”.
Ordered Quantity – The quantity of items ordered for the group.
Received Quantity – Editable field to track the quantity received.
Pending Quantity – Auto-calculated based on ordered and received quantities.
Used Quantity – Editable field to track how much has been used.
Damaged Quantity – Editable field to track any damages.
Replaced Quantity – Editable field to track replacements.
Unit Rate – The price per unit of the product.
Total Rate – The total value based on ordered quantity × unit rate.

Once the items are added to the group’s inventory table, you have several options to manage them. Additionally, when you hover over an item, a three-dot menu (⋮) will appear at the end of the row.

You can:

Move to Inventory-If the items no longer need to remain in the group and should be transferred back to inventory, you can move them by selecting the three-dot menu (⋮) next to the item and clicking on "Move to Inventory."

When you click on "Move to Inventory," a popup will appear.

This popup will show the Available Quantity (how much of the item is left in the group).
You’ll be prompted to enter the Quantity to Move, using a rangeover dropdown to select the amount you wish to move back to inventory.
After entering the quantity, click yes to complete the action.

Convert to Expenses-If the items should be accounted for as project expenses, you can convert them by clicking on the three-dot menu (⋮) next to the item and selecting "Convert to Expenses." This will allocate the items as part of the project's expenses.

When you click on "Convert to Expenses," a "Convert to Expense" popup will open
In this popup, you’ll be asked to select a payment type from a dropdown menu with options like Cash, Cheque, and Bank Transfer.
After selecting the payment type, click yes to confirm the conversion.

Update Expense-If you have already converted the item to an expense and need to update the expense details (such as the cost or quantity), click on the three-dot menu (⋮) next to the item and select "Update Expense." You’ll be able to modify the expense information as needed.

Delete Item
To remove an item from the list, click on the three-dot menu (⋮) next to the item and select "Delete."

A confirmation popup will appear asking if you’re sure you want to delete the line item.
Click Yes to confirm the deletion.