WEBVTT Kind: captions Language: en-US 00:00:10.720 --> 00:00:15.560 Hello, I'm Franck, the director of Sitolog. I'm going to talk to you today about the 00:00:15.560 --> 00:00:22.640 inventory tool. The inventory tool is accessed from this button here, like the 00:00:22.640 --> 00:00:26.840 quick search, advanced search, or advanced filtering tool I just presented to you in a 00:00:26.840 --> 00:00:32.360 previous tutorial. And in fact, the inventory tool is here on the bottom part. So we'll see 00:00:32.360 --> 00:00:38.960 that in detail in a few moments. But before presenting the use of the tool, I'm going to 00:00:38.960 --> 00:00:49.320 quickly go over the purpose or use of this tool. What is it for? So let's see it in pictures. 00:00:49.320 --> 00:00:55.280 So initially, you have a Prestashop database that you can read with Merlin 00:00:55.280 --> 00:01:00.680 Backoffice, which gives you your known stock, and on the other side, you have your actual stock, i.e., your 00:01:00.680 --> 00:01:05.520 physical stock in your warehouse, your store. In Merlin, you have a new tool called 00:01:05.520 --> 00:01:11.120 the inventory tool, which will allow you to create a file. In this inventory file, 00:01:11.120 --> 00:01:16.440 what will you find? So you will find all the products with their 00:01:16.440 --> 00:01:23.600 actual quantity in stock, the missing quantities, the missing items with 00:01:23.600 --> 00:01:29.000 their quantity, the value of the supposed stocks, so known stock and actual stock, and then the 00:01:29.000 --> 00:01:33.560 difference is the amount of losses. With this file, you will be able to 00:01:33.560 --> 00:01:37.440 reimport to update your known stock in Prestashop and on the other hand, 00:01:37.440 --> 00:01:45.720 export it to provide it to your accounting to take into account your losses. 00:01:45.720 --> 00:01:51.440 So, how does it work in practice? So the idea is to be able to add to our 00:01:51.440 --> 00:01:57.360 inventory file, so which will be located here in this table at the bottom, the items actually in 00:01:57.360 --> 00:02:04.320 your stock. So, there are different ways to find them. Uh, so the idea is to go to 00:02:04.320 --> 00:02:09.480 your stock, in your store, so locate the items you want to add because they are 00:02:09.480 --> 00:02:16.240 physically present. And then, for example, either you have their reference or in which case, well, you 00:02:16.240 --> 00:02:24.200 will type their reference here, I don't know, I will type Toto's reference. If the Toto reference exists, 00:02:24.200 --> 00:02:29.760 the product will be found here and then you will be able to add it with this increment button in 00:02:29.760 --> 00:02:36.120 the inventory. So for example, I haven't used the reference by found I don't know, 00:02:36.120 --> 00:02:42.160 I'm in the dress department. So I type dress uh I search so Merlin with the 00:02:42.160 --> 00:02:46.680 quick search tool finds me all the dresses and let's suppose that in your stock you 00:02:46.680 --> 00:02:52.560 find this blue printed dress here. Once again you could have searched for it with its 00:02:52.560 --> 00:02:57.640 supplier reference or a reference or something else. So let's imagine that you 00:02:57.640 --> 00:03:04.680 found it and therefore you want to signal to your inventory tool that it is in stock. So if 00:03:04.680 --> 00:03:09.400 I click on increment in inventory here, it adds a line in my 00:03:09.400 --> 00:03:16.240 inventory file concerning this item with a quantity which is set here to 1. I'm going to delete 00:03:16.240 --> 00:03:21.320 this line. I click on delete and this time just to show you that I could have 00:03:21.320 --> 00:03:25.800 put a quantity other than 1. For example, I have five items in stock. I would have put five 00:03:25.800 --> 00:03:29.800 here before clicking on increment in the inventory. And so I end up with the 00:03:29.800 --> 00:03:35.640 same line but this time with an inventory stock that we see here of 5. The 00:03:35.640 --> 00:03:42.920 known stock is the data that was read, sorry, in the 1518 database. So, uh, we see that 00:03:42.920 --> 00:03:48.960 I only counted five, I'm missing 1513 a lot. And so in this inventory file, you 00:03:48.960 --> 00:03:54.400 will have other information concerning this product. In particular, all the references, 00:03:54.400 --> 00:03:58.240 the barcodes, things like that that are necessary in the file to find. But 00:03:58.240 --> 00:04:04.280 also completely here on the right, you will have, from the purchase price of the product 00:04:04.280 --> 00:04:08.880 and the number of products lost, you will have the loss. So there, the purchase price is not 00:04:08.880 --> 00:04:15.280 documented for this product, so I have a loss of zero. But if I had for example 100 as 00:04:15.280 --> 00:04:22.720 the purchase price, well I would have 100 times this figure of 1513. So a huge loss in 00:04:22.720 --> 00:04:30.240 my database. I deleted this line again and this time instead of putting a quantity of 5, 00:04:30.240 --> 00:04:34.880 I'm going to click on auto quantity. So auto quantity means that I'm asking 00:04:34.880 --> 00:04:41.960 Merlin to automatically add the known quantity of the product to my database. So here, 00:04:41.960 --> 00:04:49.400 I don't have it in my top table. Uh here, sorry. So here, my quantity is 1518. 00:04:49.400 --> 00:04:53.920 So with the auto quantity option checked, when I click on increment in inventory, at that 00:04:53.920 --> 00:04:59.360 moment, my inventory stock becomes equal to my known stock. So there, I have more loss. So 00:04:59.360 --> 00:05:04.240 I add this one, I click here. It works the same in quantity of 1 because it's the 00:05:04.240 --> 00:05:09.800 known quantity in the database. So, let's now look at another way of doing it. So I'm going to delete 00:05:09.800 --> 00:05:16.080 these two lines. Let's imagine, and this is often the interest of the tool, that your products have 00:05:16.080 --> 00:05:20.680 a barcode and you have a barcode scanner. At this point, you're simply going 00:05:20.680 --> 00:05:26.200 to do a search like I did here in the quick search field, 00:05:26.200 --> 00:05:33.240 you're going to flash your product. So I go here, I use my flasher. So you don't see 00:05:33.240 --> 00:05:39.960 the screen. There you go. So the flasher gives me a barcode. So, I could have interested him there, 00:05:39.960 --> 00:05:43.920 he didn't launch the search because the minimum number of characters here is 15. So, if you 00:05:43.920 --> 00:05:48.000 don't understand what I'm talking about, you need to review the tutorial on quick search. 00:05:48.000 --> 00:05:53.880 But basically, the idea is that it automatically searches for products based on the 00:05:53.880 --> 00:05:57.280 minimum number of characters typed here. So, I'm going to go back to the default value which is 00:05:57.280 --> 00:06:05.440 3. And you see, in fact, I'm going to redo the operation. I reflash here. Control V. 00:06:06.440 --> 00:06:13.360 And as soon as I flash, in fact, it finds me the product corresponding to this barcode. So once 00:06:13.360 --> 00:06:17.160 it has found it here, I could of course click on increment in the inventory always 00:06:17.160 --> 00:06:25.560 with auto quantity. But there, that's of little interest. Basically, it's an additional action. So 00:06:25.560 --> 00:06:31.560 the other method, which is more interesting, I delete this line, is to check this mode 00:06:31.560 --> 00:06:36.920 or activate this mode called flash add mode. So the flash mode allows you 00:06:36.920 --> 00:06:43.240 to add the product to the inventory file immediately after it is found using the 00:06:43.240 --> 00:06:52.680 flasher. So I'm going to start again. I delete that. I reflash my item, my barcode. The 00:06:52.680 --> 00:06:58.280 product is found and automatically, you see, it is added to my inventory. 00:06:59.560 --> 00:07:05.520 If I flash immediately after another product, so another barcode, 00:07:05.520 --> 00:07:09.560 it finds me another product which is automatically added to my inventory because 00:07:09.560 --> 00:07:17.840 I'm still in flash add mode. Note that you can also decrement in 00:07:17.840 --> 00:07:23.200 the inventory. So if I take my product here, I click on decrement or I flash it, 00:07:23.200 --> 00:07:32.160 in fact it will remove it from the inventory. So for example, I'm going to search for dresses. 00:07:32.160 --> 00:07:39.800 There you go, it found all the dresses. Let's imagine that this product, uh, I added it in quantity, so 00:07:39.800 --> 00:07:46.920 I'm in flash mode. I'm going to put it in quantity, not auto, but in quantity, for example, 8. So 00:07:46.920 --> 00:07:54.000 here I have h items, finally h quantities, 8 for this item. Let's imagine that I made a mistake. 00:07:54.000 --> 00:07:57.400 You can very well say at some point, no, I'm going to remove some from the H, 00:07:57.400 --> 00:08:01.960 I'm going to remove one. You put quantity 1 and you click on decrement and you go 00:08:01.960 --> 00:08:08.560 to quantity 7 here. Also note that you can specify the location, the location 00:08:08.560 --> 00:08:15.960 in your stock. For example, we'll put department 1. So if I add this product here in quantity 1, 00:08:15.960 --> 00:08:23.320 I increment it, I have a location here in my inventory file. So as a reminder, 00:08:23.320 --> 00:08:27.320 the search tool allows you to find products but also find variations. 00:08:27.320 --> 00:08:32.480 So in the same way, you can add variations to your inventory. So I'm going 00:08:32.480 --> 00:08:38.840 to take these three, I'm going to set the quantity to auto, increment in the inventory. 00:08:39.880 --> 00:08:43.600 So here, I end up with three additional lines that correspond to 00:08:43.600 --> 00:08:52.440 variations. So, these three lines that I just added, these have a price, a 00:08:52.440 --> 00:08:58.440 purchase price value. So, we have a stock value here that corresponds to the inventory quantity. 00:08:58.440 --> 00:09:06.680 400 times the purchase price, 400 x 21, that makes this magic number of 84400 and a loss of zero. 00:09:06.680 --> 00:09:13.600 If, on the other hand, I'm missing this one, so I'm going to put myself as before in a 00:09:13.600 --> 00:09:20.120 quantity before I put 5 and I'm going to decrement. So I'm in quantity or delta - 5. Here I 00:09:20.120 --> 00:09:25.000 'm missing 5 items in my stock compared to my known quantity of 400. And so here I have this 00:09:25.000 --> 00:09:32.160 time a loss which is equal to 5 times the purchase price. If I check automatic here, in fact, 00:09:32.160 --> 00:09:38.880 I'm going to have a line which will be added to my table which will give me the total losses, 00:09:38.880 --> 00:09:45.680 the total value of my stock and so on. Here, the number of known items, 00:09:45.680 --> 00:09:51.080 the number of items in the inventory and the number of items missing from my stock. 00:09:52.440 --> 00:09:57.320 So, an inventory file and in particular if the goal is to calculate its losses must not 00:09:57.320 --> 00:10:00.960 simply contain the products that we found in our stock, it must also contain the 00:10:00.960 --> 00:10:05.680 products that we did not find which are completely absent. So, I couldn't scan them, 00:10:05.680 --> 00:10:09.680 I couldn't add them. Don't I have them? I couldn't find them. So, how do I 00:10:09.680 --> 00:10:14.360 automatically add them to this file? Well, it's very simple. You have a button here, 00:10:14.360 --> 00:10:19.800 complete catalog. So when I click on it, it will search my database for all 00:10:19.800 --> 00:10:27.520 the products that were missing from my stock, exactly those that were missing from my inventory 00:10:27.520 --> 00:10:31.800 here in my inventory file. So you can see that they are being added. So 00:10:31.800 --> 00:10:38.840 both the products and the variations. So there are a small number of them. There you go, it's finished. 00:10:38.840 --> 00:10:46.240 And so here, this time, I have a complete inventory, so with the products actually 00:10:46.240 --> 00:10:52.560 found, so those that have a non-zero inventory, let's say, and then all the others with 00:10:52.560 --> 00:10:58.040 a zero stock, so zero inventory, even though they have a known positive stock. So 00:10:58.040 --> 00:11:02.480 these are losses, these are products that have either been stolen or lost, 00:11:02.480 --> 00:11:06.000 in any case they are no longer in your physical inventory when they should be there. So there, you 00:11:06.000 --> 00:11:13.360 have, as before, the total of your losses on this physical inventory. So, once 00:11:13.360 --> 00:11:19.840 your inventory is complete, you will be able to export this inventory file. So, 00:11:19.840 --> 00:11:26.640 you click here on save as, you enter the location and name of a file, you click 00:11:26.640 --> 00:11:33.080 save and you have your file. This file, you can also reload it with the 00:11:33.080 --> 00:11:40.120 reload XLS button. So there, it's the same thing. It asks you, uh, first of all if you want 00:11:40.120 --> 00:11:46.440 to merge an inventory file, an Excel file with the current content or replace 00:11:46.440 --> 00:11:53.880 the current content with the content of the file or abandon. If you merge, replace, 00:11:53.880 --> 00:12:00.000 whatever, it will then ask you to go and look for a file on your database, 00:12:00.000 --> 00:12:04.400 finally on your excuse me, on your computer. So with the possibility, as I just said 00:12:04.400 --> 00:12:09.400 , either to merge the data, thus adding them to your inventory already present here, 00:12:09.400 --> 00:12:14.880 or to replace the data. What is the point of having saved in a file? Well, 00:12:14.880 --> 00:12:21.080 it's a double interest. On the one hand, you will be able to provide this file to your accountant. 00:12:21.600 --> 00:12:27.480 First use and then second use especially is that here you have so you will have a 00:12:27.480 --> 00:12:34.840 file with your inventory stock your actual stock, v current stock which corresponds more to your 00:12:34.840 --> 00:12:39.280 known stock in Prestashop since there are differences. At that point, you will be able to 00:12:39.280 --> 00:12:44.160 use the Merlin import tool to import this inventory stock column as being the 00:12:44.160 --> 00:12:50.120 new known stocks. So basically, you will update your Prestashop stock so 00:12:50.120 --> 00:12:55.200 that it is equal to your actual stocks. So you still have two other functions here, 00:12:55.200 --> 00:12:59.440 advanced functions, not everyone will use them but which have a certain interest. You 00:12:59.440 --> 00:13:03.640 will see. So the first one is called apply thread by selected ID. Basically, 00:13:03.640 --> 00:13:08.760 what does that correspond to? Let's imagine that I want to work on modifying all the products that are 00:13:08.760 --> 00:13:13.520 in, I don't know, I have department 1 here. So I can select them. So there I did it manually 00:13:13.520 --> 00:13:19.480 . You could of course do it with the right click if you know the famous function, eh? 00:13:19.480 --> 00:13:25.440 search selected on this column basically which allows you to put a filter and automatically 00:13:25.440 --> 00:13:30.760 it will search and select for you the lines that correspond to this filter. So 00:13:30.760 --> 00:13:35.320 here I have four lines selected. If I click on apply filter by ID selected in fact 00:13:35.320 --> 00:13:40.120 what happens? Well it's like in the what we saw previously on the 00:13:40.120 --> 00:13:47.000 advanced search options. Automatically Merlin came here see click this option thread by 00:13:47.000 --> 00:13:53.600 ID and basically which means that it used the list of products selected in my 00:13:53.600 --> 00:14:00.920 search tool in my inventory file and it came here to display them in my table on the screen, 00:14:00.920 --> 00:14:06.000 main table. It applied the filter and we end up here with our three or four products 00:14:06.000 --> 00:14:10.320 that we had selected. And there, you can make all the modifications you 00:14:10.320 --> 00:14:17.440 want on these products as usual. Second functionality here, filter by missing. So there, 00:14:17.440 --> 00:14:26.000 it's different. What Merlin did is that it went to search in my database to display 00:14:26.000 --> 00:14:32.440 all the products that are missing in your inventory file. So all the products, 00:14:32.440 --> 00:14:42.880 if I come back here, which were here in known quantity zero or absent or missing in fact so 00:14:42.880 --> 00:14:48.520 all these products on which there is a problem and well in fact they automatically came 00:14:48.520 --> 00:14:53.680 here to be displayed in your main table. So you will now be able to work on 00:14:53.680 --> 00:14:57.080 the data of these products, try to understand why they are missing, perhaps modify 00:14:57.080 --> 00:15:05.480 their stock and so on. There you go. So to summarize, an inventory file allowing you to compare 00:15:05.480 --> 00:15:12.040 the actual stock that you will capture with either a flasher, or by quick search, 00:15:12.040 --> 00:15:17.920 thus to compare this actual stock with your known stock. So data that you will have in an 00:15:17.920 --> 00:15:25.040 Excel file, uh, giving this data plus calculations giving you the value of the 00:15:25.040 --> 00:15:29.400 supposed stock, the value of the actual stock and then especially the amount of losses. And then this type of file, 00:15:29.400 --> 00:15:33.240 you will be able to use to reimport to the service database 00:15:33.240 --> 00:15:40.080 to update your stock and also use it for your 00:15:40.080 --> 00:15:45.680 financial accounting. There you go, thank you for your attention and see you soon for another tutorial.