Managing Inventories – ZYNOFF

Overview

ZYNOFF's inventory management system helps you track stock levels across multiple locations, transfer items between inventories, and ensure accurate stock quantities for your business. This guide covers creating inventories, adding products, transferring stock, and maintaining accurate inventory records.

Getting Started

To access the inventory management feature, navigate to Workflows > Inventories from the left sidebar. ZYNOFF supports multiple inventory locations, including a main inventory and individual van inventories for each team member.

Understanding inventory types

ZYNOFF allows you to manage different types of inventories:

Main Inventory: Your primary stock location for warehouse or office-based inventory
Van Inventories: Individual stock locations automatically created for each team member when they're added to your system

Each van inventory is linked to a specific team member, allowing mobile technicians to track their on-hand stock independently from the main warehouse.

Step 1: Viewing your inventories

The Inventory Management page displays all your inventory locations in a table format. Each inventory listing shows:

Name: The inventory location name (e.g., Main Inventory, Van Inventory)
Team Member: The associated team member for van inventories (blank for main inventory)
Created Date: When the inventory was created
Action: Three-dot menu for accessing inventory options

Automatic van inventory creation

When you add a new team member to ZYNOFF, the system automatically creates a van inventory for that person. This eliminates the need for manual setup and ensures every team member has their own stock tracking location from day one.

Step 2: Transferring stock between inventories

The inventory transfer feature allows you to move products between different inventory locations. This is particularly useful for restocking van inventories from your main warehouse or redistributing stock between team members.

Click the green transfer icon in the top-right corner of the Inventory Management page to open the Inventory Transfer modal.

Completing an inventory transfer

Select source inventory: Click the From dropdown and select the inventory you're transferring stock from
Select destination inventory: Click the To dropdown and select the inventory you're transferring stock to
Choose the item: Click the Item dropdown and search for or select the product you want to transfer

Setting transfer quantity

Once you select a product, ZYNOFF displays the item details in a table below the selection fields:

Item Code: The product's unique identifier
Name: The product name
Quantity: Adjustable field showing the number of units to transfer

Enter the quantity you wish to transfer in the Quantity field. You can manually type a number or use the plus and minus buttons to adjust the quantity.

Click the red X button to remove the item if you selected the wrong product.

Confirming the transfer

Once you've set the correct quantity, click the green Transfer button at the bottom of the modal. ZYNOFF will immediately update the stock quantities in both the source and destination inventories.

The source inventory's stock quantity decreases by the transferred amount, whilst the destination inventory's stock quantity increases by the same amount. This ensures your total stock count remains accurate across all locations.

Click Close to exit the modal without making a transfer.

Step 3: Viewing inventory details

To view the products in a specific inventory, click on the inventory name in the main list. This opens the inventory detail page showing all products currently stored in that location.

The inventory detail page displays:

Item Code: The unique product identifier
Item Details: Product name and unit price
Stock Quantity: Current number of units in stock
Action: Options menu for managing the item

Step 4: Adding products to inventory

To add new products to an inventory, click the green + Product button in the top-right corner of the inventory detail page. This opens the Select Products modal.

Selecting products to add

The Select Products modal provides several options for finding and adding products:

Filter by supplier: Use the Select Supplier dropdown to show products from a specific supplier, or leave it set to All Suppliers
Search products: Enter keywords in the Search products field to quickly find specific items
Browse the list: Scroll through the available products displayed in the modal

Each product card shows:

Product name: The item's description
Supplier: Which supplier provides this product
Cost: Your cost price for the item
Unit Price: The selling price
Total: Calculated total based on quantity
Quantity selector: Plus/minus buttons to adjust the quantity
Select button: Green Select button to add the item to inventory

Adding multiple products

You can select multiple products in a single operation. Adjust the quantity for each product using the plus and minus buttons, then click the green Select button for each item you want to add.

The Select button changes to Selected (with a green background) once you've added a product, providing visual confirmation of your selection.

Completing the addition

Once you've selected all desired products, click the green Next button at the bottom of the modal. ZYNOFF adds the products to your inventory with the specified quantities.

A success notification appears in the top-right corner confirming the products have been added. The inventory detail page automatically updates to show the new products and quantities.

Click Close to exit the modal without adding products.

Step 5: Managing stock levels

ZYNOFF provides flexible options for adjusting stock quantities beyond transfers and additions. The Manual Stock Update feature allows you to make corrections, account for usage, damaged goods, or other stock adjustments.

Accessing manual stock updates

From the inventory detail page, locate the product you need to adjust. Click the three-dot menu in the Action column, then select Manual Stock Update.

Making a manual adjustment

The Manual Stock Update modal displays the item details and provides fields for adjusting stock:

Item Code: The product's unique identifier (read-only)
Name: The product name (read-only)
Unit Price: The product's unit price (read-only)
Quantity: Enter the new stock quantity
Reason: Select the reason for the stock adjustment from the dropdown
Note: Add optional notes explaining the adjustment

Selecting an adjustment reason

Click the Reason dropdown to view available options:

Available reasons include:

Addition from transfer
Deduction from transfer
Deduction from return
Stock adjustment
Usage of work
Damaged
Other

Saving the adjustment

Once you've entered the quantity, selected a reason, and added any relevant notes, click the green Update button to save the changes. ZYNOFF immediately updates the stock quantity for that product in the inventory.

A success notification confirms the stock level has been updated. The inventory detail page refreshes to show the new stock quantity.

Click Close to exit without making changes.

Best Practices

Regular stock counts: Perform regular physical stock counts and use manual stock updates to correct any discrepancies
Transfer rather than adjust: When moving stock between locations, always use the transfer feature rather than manual adjustments to maintain accurate records
Monitor van stock: Review van inventory levels regularly to ensure mobile technicians have the stock they need for jobs
Leverage automatic updates: When using purchase orders, approve them to automatically update inventory stock levels without manual entry

Common Use Cases

Restocking a van from the main warehouse

When a team member needs items from the main stock:

Navigate to Workflows > Inventories
Click the green transfer icon
Select Main Inventory as the From location
Select the team member's van inventory as the To location
Choose the product and quantity
Click Transfer

The stock moves from main inventory to the van inventory, keeping both locations accurate.

Correcting stock after a physical count

When your physical count doesn't match the system:

Open the relevant inventory
Find the product with the discrepancy
Click the action menu and select Manual Stock Update
Enter the actual quantity from your physical count
Select Stock adjustment as the reason
Add a note like "Annual stock count correction - found 15 units not 12"
Click Update

This ensures your system reflects the true stock level.

Recording damaged goods

When stock becomes damaged or unusable:

Open the inventory containing the damaged items
Find the product
Click Manual Stock Update
Reduce the quantity by the number of damaged units
Select Damaged as the reason
Add a note describing what happened (e.g., "2 units damaged in transit - supplier claim reference SC-12345")
Click Update

This removes damaged stock from your available inventory whilst maintaining a record of what happened.

Troubleshooting

I can't see a van inventory for a new team member

Van inventories are automatically created when you add a team member to ZYNOFF. If you don't see a van inventory:

Verify the team member has been successfully added
Refresh the Inventory Management page
Check that you're viewing Workflows > Inventories and not a different section

The stock quantity is incorrect after a transfer

If stock quantities don't update correctly after a transfer:

Verify both the source and destination inventories to see if the transfer was recorded
Check if you accidentally transferred from the wrong inventory location
Use Manual Stock Update to correct any discrepancies, selecting Stock adjustment as the reason
Add detailed notes explaining the correction for your records

I can't find a product in the Select Products modal

If you can't locate a product when adding to inventory:

Check that the product exists in your Products section
Try searching with different keywords (product code, partial name)
Verify you haven't accidentally filtered by a specific supplier when you need to see all suppliers
Ensure the product hasn't been deleted

Products must be created in the system before they can be added to inventories.

Stock levels don't match after approving a purchase order

When purchase orders are approved, stock should automatically update:

Verify the purchase order was linked to the correct inventory location
Check that the status was changed to Approved rather than another status
Review the inventory to confirm the products match those on the purchase order

Need More Help?

If you encounter any issues with inventory management, please contact our support team or refer to our other help articles for more guidance on using ZYNOFF.