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The inventory is where you can keep track of stock, create orders to your suppliers, make adjustments and take stock takes.

First, you will need to set up your inventory by heading to Settings > Inventory where you can see the following sections:

Here you can set up the categories that your products in your inventory will fall into.

These categories will then be linked to the products and you will be able to use this to filter your list of inventory products.

To add categories select Add new stock category > Write in category > Create.

You can set up categories like masks, cleaning, facials etc. However, you can also use the categories option to separate your retail and professional usage of your products.

Therefore, you will be able to differentiate between the stock take of a product that has both professional and retail use.

Click on the three dots next to a category to Edit or Archive it.

To restore any archived stock categories you can toggle on 'Archived stock categories' > from here you will then be able to 'Restore' the stock category.

Here you can set up the brands for your products and they will all be listed here.

To add brands select Add new stock brand > Write in brand > Create.

Click on the three dots next to a brand to Edit or Archive it.

To restore any archived stock brands you can toggle on 'Archived stock brands' > from here you will then be able to 'Restore' the stock brand.

Here you can create the suppliers for the products in your inventory.
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You will be able to link these suppliers to products in your inventory making it easier when creating orders as you can directly send an email of the order to the supplier.
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To create suppliers select Add new supplier > Write in supplier > Create.

Click on the three dots next to a supplier to Edit, Copy or Archive.

When you 'Edit' the supplier, here you can enter in the email address, phone number and address of the supplier. This is the email address that will pull through when creating a stock order for this supplier. Once you have entered in the information select 'Save changes' to save this info.

To restore any archived stock suppliers you can toggle on 'Archived suppliers' > from here you will then be able to 'Restore' the stock supplier.

To access your Stock items head to Inventory > Stock items.

Here you will be able to see all of your Stock items. You will be able to see...

You can filter your stock items by selecting 'Add filter' to filter by Brand, Category or Supplier. If there is a specific stock item you are looking for you can search for it using the 'Search stock items...' bar.

To create your stock items, select +New stock item (top right of the page) > A pop-up window will then appear where you will need to provide the following details:

> 'Also create as retail product?' - When creating a stock item, you can toggle on this option and it will automatically create the retail product in your offering and allow the system to keep track of your stock as well.

Once done, you can select 'Create'.

You can then select the three dots next to the item to 'edit, 'copy' or 'delete'.

'Edit' the item>

Once you select 'edit' on the item this is where you will be able to add more information about the item and track the adjustments.

To set up the details for the stock item head to Inventory > Stock items > select the item > Details.

When you've entered all details on the pop up you can select 'Save' to save changes.

To delete or copy an item select 'Actions' > 'Copy' or 'Delete'

To set up the supplier for the stock item head to Inventory > Stock items > select the item > Supplier > Associate

The order quantities and unit prices you set will automatically pull through to the supplier when you create a stock order.

Select 'Associate' when all supplier details are filled in.

The information will then be displayed in the supplier section on the stock item. If you want to edit the order quantity or unit price you can select 'Change'. If you no longer want this supplier to be associated to this stock item you can select 'Remove'.

To track adjustments made to the stock item head to Inventory > Stock items > select the item > scroll to the Adjustments section

The adjustments section will list any quantity adjustment that have been made to the stock item. You will see the direction (In/ Out), the quantity, the reason, description and the date. This can be done via stock takes, purchasing of a product or any other manual adjustments that have been made to the quantity of the product.

To create any manual adjustments to the product head to Inventory > Stock items > select the item > Adjustments > + Add stock OR - Remove stock

​If you are wanting to increase the stock level select '+ Add stock'. If you are wanting to decrease the stock level select '- Remove stock'.

When you select either of these buttons, a pop up will appear. Here you can enter:

Once you have entered in this info select 'Create' to create the adjustment.

Any sales of retail products that are linked to the inventory and have been purchased through Trybe will automatically adjust the stock. You do not need to manually adjust the stock for any products purchased through Trybe. The order ref of the order where the product was purchased will also be displayed on the adjustment.

The stock orders page will show you a list of all the stock orders that have been created. To find your Stock Orders head to Inventory > Stock orders.

You will be able to see...

To create a stock order select 'New stock order', a pop up will then appear where you can enter...

> Create.

In the stock order, you can then edit the details to change the PO number or the supplier email.

The 'Items' section will automatically list the stock items that need to be purchased from this supplier in accordance to what you have set up as the reorder level, quantity and unit price for this product. However, you will be able to edit any of the stock items listed and change the quantity you want to order and the unit price. To do this select the three dots > 'Edit' option next to the stock item, then select 'Save changes' on the pop up when the changes have been made. You can delete any stock items from the order sheet by selecting the three dots > Delete.

If you have deleted any stock items from the order and then want to add them back on you can select '+ Add'. Then chose the stock item (this will only display items linked to this supplier), quantity and unit price. But if all the stock items for this supplier order are listed and you try to '+ Add' it will state 'There are no items to add to this order. All items supplied by this supplier have already been added.'

Once you are happy with the order you can send an email to the supplier. Check that the email address set for the supplier is correct. To do this select the 'Send' button, this will update the status of the order to 'Submitted'. This will not place the order but will just send an email of your order to the supplier.

Once you've sent the email there will still be a 'Send' button if you want to make changes and send again. There will also be a 'Receive' button. Select 'Receive' when the stock items you have ordered have arrived, in order to keep track of orders. Once received this will then update the stock level of those items.

The stocktakes page will show you a list of all the stocktakes that have been created. To find your Stocktakes head to Inventory > Stocktakes .

You will be able to see...

To create a stocktake select 'New stocktake', a pop up will then appear where you can enter the description of the stocktake. This will automatically be prefilled with 'Stocktake started on (the date you create the stocktake)' but you can enter your own description if you like. Click 'Create' to create the stocktake.

At the top of the stocktake you will see tiles for...

All of your stock items will be listed. However, if you only want to create a stocktake for certain items you can filter your items using the 'Add filter' option so you can choose a specific supplier/ brand/ category.

The stock take will list the name, expected quantity, counted quantity, difference and cost. The difference and cost columns will begin to show information once you start entering in the counted quantity. If the expected and the counted values in your stocktake do not match up then Trybe will mark this up or down with a difference and work out the cost which will then update the total adjustment value.

Fractional stock:

We support fractional stock to one decimal place so if you have a bottle of lotion that is half used rather than entering in the full amount you can enter a fractional amount to account for the half bottle that is left. i.e. the counted quantity could be 5.5 if you have 5 and a half bottles.

When you have entered in all the counted stock, you can select 'Post' from the 'Actions' button on the top right which will update the status of the stock take from 'In Progress' to 'Complete'. You can also print the stock take by selecting 'Print'.

You can delete any stock takes that are in progress and edit the counted quantity but once complete you cannot delete the stock take but you can 'View' it.

You can also view an overview of your current stock using the stock on hand report. To view this go to Reports > Stock on hand.
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