Invitbox also allows you to send data to inventory, Point of Sale or ERP systems. It does this by adding an inventory tab, and providing you with an “Add to Inventory” button.
When you first come to set up your invitbox account, the inventory tab will not be visible. You can choose to turn inventory on and off at any time.
The Inventory tab in invitbox is designed to allow you to send data from bills to an inventory system that is not within your accountancy system.
Switching on Inventory
In order to make it visible, go to Admin > Inventory/POS Settings and select Yes
You will now be asked to select your Software from a list of pre-defined POS/Inventory systems.
Please see the section on Point of Sale and Inventory systems here for help on setting up your system.
If your software is not in the list, you can choose the Other option. Choosing Other allows you to set your own export format.
For further information on setting your export format, please refer to the guide at the bottom of this thread.
Sending bill data to the Inventory tab
Invitbox allows you to send certain types bills to the inventory tab from where invitbox will create files for you to import into POS/Inventory. In order for a bill to be sent to the inventory tab, invitbox needs to have extracted product codes, quantity and unit prices.
Service bills - cannot be sent to Inventory
If invitbox has only extracted a description from each row, invitbox will refer to that as a Service type bill. Your panel 3 will look something like the below and the Inventory button to the left of the Approve button will be deactivated.
Line Item Bills - CAN be sent to Inventory
If invitbox is able to extract product codes, quantity and unit prices, the Inventory button will be activated for you, as below. Invitbox refers to this type of bill as a Line Item type bill.
Bills sent to Inventory
If you choose to send a bill to Inventory, you will notice a new icon will appear to the right hand side of the row of the bill in panel 1. This icon confirms to you that the bill has been sent to Inventory.
Once the bill has been exported from the inventory tab, the icon will gain a tick.
Managing Bill Data in the Inventory Tab
Once you have sent a bill to the inventory tab, you will be presented with something looking like this.
If you would like to view an image of the bill that is in the inventory tab, simply highlight one of the rows of the bill, and then from the bottom of your screen drag up the bar to reveal the image of the original bill.
Completing default details about a product prior exporting it.
You will notice in the example above, the first row of the bill is marked as a red Incomplete. In order to allow invitbox to prepare the bill to be able to export it, you need to tell invitbox one time only whether the product in question is either;
(a) a unit or a case
(b) if it is a case, how many units are in the case, and
(c) whether your POS/inventory system knows the product by another code other than what has been extracted from the bill (optional)
In the example above the user has set that product code 7440 is a Case Unit Type, with a Pack Quantity of 24, and that POS Code is BL24.
You will not be able to export until you have told invitbox these things.
You can the system to show by default as either 'Cases' or as 'Units', instead of needing to select one every time. Click here on how to do this.
Choosing which rows of data to export to POS (removing an item or an entire invoice from Inventory); -see image below
From the inventory tab you will notice you have the option of de-selecting(un-ticking) rows of a bill not to export, or alternatively de-selecting an entire bill not to be exported.
If you de-select an entire bill, then click Save Changes, the bill will be removed from the Inventory tab. [untick the line that has the supplier name/ the blue line]
If you de-select a row or rows, then click Save Changes, the bill will remain in the Inventory tab but the rows will not be considered when creating the export file
It should be noted that you cannot adjust the quantity on a row that is to be exported, if anything is incorrect you need to remove the invoice from inventory and then edit the actual invoice's extracted details from the InTray or Approved tab [once exported an invoice cannot be edited]. For this reason it's better to not export your invoice to your accountancy software before you've made certain the details are correct for inventory.
Exporting data from the Inventory tab
Once you are happy with the data that is in the Inventory tab, click the Export to File button. The file that invitbox creates for you will depend on the POS system you have chosen in the Admin tab. Please refer to the specific details relating to your POS system for more information.
Q - I have exported from Inventory, click "Export Complete" but I cannot find the file I created.
Not to worry as you can re-export that batch; Go back to you Inventory tab, and in panel 3 (the right hand side) choose the sub-tab Search and choose the export that you have misplaced. From here, you can re-create that export file.
Please note that whatever format your Inventory/POS settings is set to when you choose to re-create the file, will be the format that is re-created.
Define your own Inventory export format
Invitbox will provide some pre-defined export formats for POS systems, and over the next number of months it will create a series of API connections to other cloud based systems. However, legacy POS systems rely upon a file format to be created and manually imported into those systems.
To this end, invitbox has created a widget to allow you to define and save the format that best works for your system.
To define your own format, you should choose Other as your POS system option via Admin > Inventory/POS Settings. Once you do so, go to Export Mappings > set-up and then define your own export fields by moving available data-fields from the right to the left hand pane. The order of fields on the left hand side will become the order of columns on either a .csv or .txt file.
Once you think you have the format correct, click OK.
Testing your own export format
Once you have clicked OK, go to the Inventory tab and click Export to File. BUT DO NOT FOR THE MOMENT CLICK EXPORT COMPLETE. Click Cancel.
Take the file you have downloaded to your POS system and trial the import. If you need to tweak the export format, go back to Admin > Inventory/POS Settings and tweak it as necessary. Repeat this as many times as is necessary until the import for your POS system works.
Who can export Inventory?
To be able to export your Inventory from Invitbox you will need to have your User settings as 'AP' Accounts Payable access. If you don't you will see the invoices that need exporting but will receive the error message "There are no invoices to export".