Project Description

Using inventory

If you use inventory on your jobs, then you need to manage that inventory. You can add to your inventory or reduce it when jobs are done. With Okappy it is easy to manage your inventory. Read on to find out how.

Setting up your inventory

There are various ways to set up your inventory depending on which accounting package you use.

If you are using Xero or QuickBooks select the relevant tab below. If you are using any other accounting package, select Other.

As a Xero premium partner, the Okappy system creates a two way link with Xero which enables the two way flow of information between Okappy and Xero. This includes inventory. A.k.a. products and services in Xero.

Therefore you don’t need to add inventory in Okappy as it will automatically pull the list of products and services from Xero.

For step by step instructions on how to add products and services in Xero, see Using Xero inventory items

Okappy communicates with QuickBooks to provide a two way flow of information between Okappy and QuickBooks. This includes inventory. A.k.a. products and services in QuickBooks.

Therefore you don’t need to add inventory in Okappy as it will automatically pull the list of products and services from QuickBooks.

For step by step instructions on how to add products and services in QuickBooks, see Using QuickBooks inventory items.

For Sage50, Clearbooks and Kashflow users, inventory data is maintained within Okappy. To add inventory from within your invoices tab

  • Click Invoice options
  • Select Account settings
  • In Products / Services, click Add new item to start adding a new product or service

Account settings inventory items

  • Enter the item name, price, quantity and nominal code
  • You can also edit or remove existing items
  • Click Update defaults

Adding inventory to a job

From within the jobs screen

  • Click the New job button towards the top of the screen
  • Add your job details
  • Click the Inventory tab

Adding a job with inventory

  • Select your inventory
  • The amount of inventory that is in stock will be shown, overwrite this with the amount you expect to use on the job
  • Add new lines if required
  • Click Add job

Updating inventory on a job

From within the job, scroll down to the bottom of the screen and click Inventory.

Job details with inventory

You can then add, update and remove the inventory being used on that job.

Viewing inventory in stock

To view your existing inventory

  • Go the invoices screen
  • Click Invoice options
  • Select Account settings
  • Scroll to Products / Services to see you inventory items and quantity in stock

Account settings inventory items

You can also view your inventory from your reports. See Inventory report for more information.