Hello, I'm Franck, the director of Sitolog. I'm going to talk to you today about the
inventory tool. The inventory tool is accessed from this button here, like the
quick search, advanced search, or advanced filtering tool I just presented to you in a
previous tutorial. And in fact, the inventory tool is here on the bottom part. So we'll see
that in detail in a few moments. But before presenting the use of the tool, I'm going to
quickly go over the purpose or use of this tool. What is it for? So let's see it in pictures.
So initially, you have a Prestashop database that you can read with Merlin
Backoffice, which gives you your known stock, and on the other side, you have your actual stock, i.e., your
physical stock in your warehouse, your store. In Merlin, you have a new tool called
the inventory tool, which will allow you to create a file. In this inventory file,
what will you find? So you will find all the products with their
actual quantity in stock, the missing quantities, the missing items with
their quantity, the value of the supposed stocks, so known stock and actual stock, and then the
difference is the amount of losses. With this file, you will be able to
reimport to update your known stock in Prestashop and on the other hand,
export it to provide it to your accounting to take into account your losses.
So, how does it work in practice? So the idea is to be able to add to our
inventory file, so which will be located here in this table at the bottom, the items actually in
your stock. So, there are different ways to find them. Uh, so the idea is to go to
your stock, in your store, so locate the items you want to add because they are
physically present. And then, for example, either you have their reference or in which case, well, you
will type their reference here, I don't know, I will type Toto's reference. If the Toto reference exists,
the product will be found here and then you will be able to add it with this increment button in
the inventory. So for example, I haven't used the reference by found I don't know,
I'm in the dress department. So I type dress uh I search so Merlin with the
quick search tool finds me all the dresses and let's suppose that in your stock you
find this blue printed dress here. Once again you could have searched for it with its
supplier reference or a reference or something else. So let's imagine that you
found it and therefore you want to signal to your inventory tool that it is in stock. So if
I click on increment in inventory here, it adds a line in my
inventory file concerning this item with a quantity which is set here to 1. I'm going to delete
this line. I click on delete and this time just to show you that I could have
put a quantity other than 1. For example, I have five items in stock. I would have put five
here before clicking on increment in the inventory. And so I end up with the
same line but this time with an inventory stock that we see here of 5. The
known stock is the data that was read, sorry, in the 1518 database. So, uh, we see that
I only counted five, I'm missing 1513 a lot. And so in this inventory file, you
will have other information concerning this product. In particular, all the references,
the barcodes, things like that that are necessary in the file to find. But
also completely here on the right, you will have, from the purchase price of the product
and the number of products lost, you will have the loss. So there, the purchase price is not
documented for this product, so I have a loss of zero. But if I had for example 100 as
the purchase price, well I would have 100 times this figure of 1513. So a huge loss in
my database. I deleted this line again and this time instead of putting a quantity of 5,
I'm going to click on auto quantity. So auto quantity means that I'm asking
Merlin to automatically add the known quantity of the product to my database. So here,
I don't have it in my top table. Uh here, sorry. So here, my quantity is 1518.
So with the auto quantity option checked, when I click on increment in inventory, at that
moment, my inventory stock becomes equal to my known stock. So there, I have more loss. So
I add this one, I click here. It works the same in quantity of 1 because it's the
known quantity in the database. So, let's now look at another way of doing it. So I'm going to delete
these two lines. Let's imagine, and this is often the interest of the tool, that your products have
a barcode and you have a barcode scanner. At this point, you're simply going
to do a search like I did here in the quick search field,
you're going to flash your product. So I go here, I use my flasher. So you don't see
the screen. There you go. So the flasher gives me a barcode. So, I could have interested him there,
he didn't launch the search because the minimum number of characters here is 15. So, if you
don't understand what I'm talking about, you need to review the tutorial on quick search.
But basically, the idea is that it automatically searches for products based on the
minimum number of characters typed here. So, I'm going to go back to the default value which is
3. And you see, in fact, I'm going to redo the operation. I reflash here. Control V.
And as soon as I flash, in fact, it finds me the product corresponding to this barcode. So once
it has found it here, I could of course click on increment in the inventory always
with auto quantity. But there, that's of little interest. Basically, it's an additional action. So
the other method, which is more interesting, I delete this line, is to check this mode
or activate this mode called flash add mode. So the flash mode allows you
to add the product to the inventory file immediately after it is found using the
flasher. So I'm going to start again. I delete that. I reflash my item, my barcode. The
product is found and automatically, you see, it is added to my inventory.
If I flash immediately after another product, so another barcode,
it finds me another product which is automatically added to my inventory because
I'm still in flash add mode. Note that you can also decrement in
the inventory. So if I take my product here, I click on decrement or I flash it,
in fact it will remove it from the inventory. So for example, I'm going to search for dresses.
There you go, it found all the dresses. Let's imagine that this product, uh, I added it in quantity, so
I'm in flash mode. I'm going to put it in quantity, not auto, but in quantity, for example, 8. So
here I have h items, finally h quantities, 8 for this item. Let's imagine that I made a mistake.
You can very well say at some point, no, I'm going to remove some from the H,
I'm going to remove one. You put quantity 1 and you click on decrement and you go
to quantity 7 here. Also note that you can specify the location, the location
in your stock. For example, we'll put department 1. So if I add this product here in quantity 1,
I increment it, I have a location here in my inventory file. So as a reminder,
the search tool allows you to find products but also find variations.
So in the same way, you can add variations to your inventory. So I'm going
to take these three, I'm going to set the quantity to auto, increment in the inventory.
So here, I end up with three additional lines that correspond to
variations. So, these three lines that I just added, these have a price, a
purchase price value. So, we have a stock value here that corresponds to the inventory quantity.
400 times the purchase price, 400 x 21, that makes this magic number of 84400 and a loss of zero.
If, on the other hand, I'm missing this one, so I'm going to put myself as before in a
quantity before I put 5 and I'm going to decrement. So I'm in quantity or delta - 5. Here I
'm missing 5 items in my stock compared to my known quantity of 400. And so here I have this
time a loss which is equal to 5 times the purchase price. If I check automatic here, in fact,
I'm going to have a line which will be added to my table which will give me the total losses,
the total value of my stock and so on. Here, the number of known items,
the number of items in the inventory and the number of items missing from my stock.
So, an inventory file and in particular if the goal is to calculate its losses must not
simply contain the products that we found in our stock, it must also contain the
products that we did not find which are completely absent. So, I couldn't scan them,
I couldn't add them. Don't I have them? I couldn't find them. So, how do I
automatically add them to this file? Well, it's very simple. You have a button here,
complete catalog. So when I click on it, it will search my database for all
the products that were missing from my stock, exactly those that were missing from my inventory
here in my inventory file. So you can see that they are being added. So
both the products and the variations. So there are a small number of them. There you go, it's finished.
And so here, this time, I have a complete inventory, so with the products actually
found, so those that have a non-zero inventory, let's say, and then all the others with
a zero stock, so zero inventory, even though they have a known positive stock. So
these are losses, these are products that have either been stolen or lost,
in any case they are no longer in your physical inventory when they should be there. So there, you
have, as before, the total of your losses on this physical inventory. So, once
your inventory is complete, you will be able to export this inventory file. So,
you click here on save as, you enter the location and name of a file, you click
save and you have your file. This file, you can also reload it with the
reload XLS button. So there, it's the same thing. It asks you, uh, first of all if you want
to merge an inventory file, an Excel file with the current content or replace
the current content with the content of the file or abandon. If you merge, replace,
whatever, it will then ask you to go and look for a file on your database,
finally on your excuse me, on your computer. So with the possibility, as I just said
, either to merge the data, thus adding them to your inventory already present here,
or to replace the data. What is the point of having saved in a file? Well,
it's a double interest. On the one hand, you will be able to provide this file to your accountant.
First use and then second use especially is that here you have so you will have a
file with your inventory stock your actual stock, v current stock which corresponds more to your
known stock in Prestashop since there are differences. At that point, you will be able to
use the Merlin import tool to import this inventory stock column as being the
new known stocks. So basically, you will update your Prestashop stock so
that it is equal to your actual stocks. So you still have two other functions here,
advanced functions, not everyone will use them but which have a certain interest. You
will see. So the first one is called apply thread by selected ID. Basically,
what does that correspond to? Let's imagine that I want to work on modifying all the products that are
in, I don't know, I have department 1 here. So I can select them. So there I did it manually
. You could of course do it with the right click if you know the famous function, eh?
search selected on this column basically which allows you to put a filter and automatically
it will search and select for you the lines that correspond to this filter. So
here I have four lines selected. If I click on apply filter by ID selected in fact
what happens? Well it's like in the what we saw previously on the
advanced search options. Automatically Merlin came here see click this option thread by
ID and basically which means that it used the list of products selected in my
search tool in my inventory file and it came here to display them in my table on the screen,
main table. It applied the filter and we end up here with our three or four products
that we had selected. And there, you can make all the modifications you
want on these products as usual. Second functionality here, filter by missing. So there,
it's different. What Merlin did is that it went to search in my database to display
all the products that are missing in your inventory file. So all the products,
if I come back here, which were here in known quantity zero or absent or missing in fact so
all these products on which there is a problem and well in fact they automatically came
here to be displayed in your main table. So you will now be able to work on
the data of these products, try to understand why they are missing, perhaps modify
their stock and so on. There you go. So to summarize, an inventory file allowing you to compare
the actual stock that you will capture with either a flasher, or by quick search,
thus to compare this actual stock with your known stock. So data that you will have in an
Excel file, uh, giving this data plus calculations giving you the value of the
supposed stock, the value of the actual stock and then especially the amount of losses. And then this type of file,
you will be able to use to reimport to the service database
to update your stock and also use it for your
financial accounting. There you go, thank you for your attention and see you soon for another tutorial.