NOTE: This feature is available in the Standard, Professional, and Enterprise versions of both Spectra and myStratus Desktop.

Use this feature to track inventory levels for stock items such as frames or picture albums. All inventory items must be enabled for inventory tracking and require an inventory adjustment form to add new items into inventory or adjust any quantity that may be off.  Whenever an inventory item is sold on an invoice, then that item will be removed from inventory.  Whenever a Credit Memo is issued for the return of an inventory item, then it will automatically be placed back into inventory. 

This tutorial will cover the following features of Inventory tracking:

1. Enabling Inventory Tracking
2. Tracking Inventory History
3. Adding Inventory Adjustments
4. Exporting an Inventory Worksheet
5. Importing Inventory Adjustments
6. Viewing Inventory Quantity On-Hand

Enabling Inventory Tracking

To enable a price list item to be used with inventory, check the box Track Inventory for this item in the Miscellaneous Information section on the General tab of that item's Price List Item Maintenance form. 

Tracking Inventory History

Once Inventory tracking is enabled, a new tab will appear on the menu for Inventory History. This tab will show all the inflows and outflows of this item into inventory as well as the current quantity on hand. Double-clicking on any line item will pull up the corresponding invoice or inventory adjustment form.

HERE'S A FLASH FOR YOU! After inventory tracking is enabled, the software will automatically update the on-hand quantity with any items that have been sold prior to enabling the tracking process. If this is a brand new price list item, then the on-hand quantity will start at 0. If it was a pre-existing item that has been sold before inventory tracking was enabled, it will have a negative on-hand quantity. In order to balance out the software's on-hand quantity with the actual quantity, we recommend either importing a spreadsheet that contains the true on-hand quantity OR manually updating the on-hand quantity with an inventory adjustment form.

Adding Inventory Adjustments

To fill out an inventory adjustment form, click Adjust Inventory in the ribbon. Note: This form can also be accessed by going to Maintenance > Price List > Inventory Adjustments.

• Reference No: Optional field for items with an order or receipt number.
• Date: Date the adjustment was made.
• Adjustment Type: The type of adjustment being made.
  • Adjustment: Adjusts an inventory quantity that may be incorrect.
  • Receipt of New Inventory: Records new inventory items received from an outside vendor.
• Vendor (optional): Which Vendor the item came from (if applicable). See also Vendors.
• Memo: Optional description of the reason this record was made.
• Item Number/Description: Enter the corresponding price list item for the inventory. You can have multiple price list items per an inventory adjustment form. Note: A price list item must be enabled for inventory tracking in order to show in the drop-down.
• Adjustment Quantity: Enter the quantity being added to the on-hand total. Use a positive number if adding to the total and a negative number if reducing the total.

Exporting an Inventory Worksheet

To Export a list an inventory worksheet to Excel from an Inventory Adjustments form, select Export Inventory Worksheet from the ribbon. This report will show all the inventory items and their currently quantity on hand according to the software.

 

Importing Inventory Adjustments

To Import a list of inventory adjustments from the Inventory Adjustments form, select Import Inventory Adjustments from the ribbon.



When creating the spreadsheet for the import, the first column must contain the Item Number, also known as the Item Identifier, exactly as it is recorded in Spectra/myStratus. Column 2 is optional, but must still be included in the spreadsheet, and column 3 must contain the quantities for the import. Select the first option in the import menu if the quantities in the spreadsheet reflect an adjustment that needs to be made to the existing on-hand quantity, or select the second option if the quantities in the spreadsheet reflect the item's total on-hand quantity.

After following the instructions for the spreadsheet layout, select the ... on the import menu to browse out to the location of your .csv, .txt, or .xls file. Check the box if the first row of your document contains headers rather than data. Your spreadsheet must be formatted according to the instructions on the menu.

Here is an example of how an item adjustment import should appear. This specific example would require to be imported with the box checked because its first row includes headers instead of data:

Viewing Inventory Quantity On-Hand Report

To view a list of the on-hand quantity for all items, go to Reports > Inventory Quantity On-Hand.

• Price List - Select which price list to view.
• Report Date - Select the date to print with the report.
• Sort By - Choose to sort the results by either the Item Identifier or the Item Description.
• Show - Choose to show only items that have a quantity on hand or all inventory items regardless of quantity.