The Inventory section
- contains information about products and consumables, their sales, and current stock levels;
- lets you view and manage product movements: purchases, sales, write-offs, and transfers between inventories.
Here you can also restrict access to reports:
- by specific transaction types (receipt, sale, services provided, or write-off);
- by management level: transferring items between inventories, creating/editing transactions, deleting transactions;
- to viewing reports only in the web interface or exporting them to Excel spreadsheets.
Setup examples #
- A professional works in the company with their own materials, tracks them, and purchases them independently. In this case, they can create/edit receipt and write-off transactions. Give them access to the inventory stock balance report so they can restock materials on time, and allow Excel export if they plan to do custom sorting in these reports.
- If the professional should see only consumables information, you can grant access only to the consumables inventory and not grant access to the inventory with products intended for sale.
Setup #
- Go to Settings > Team, select the required team member, and open the Access tab.
- Find the required permission block and enable it using the toggle, then click the Inventory block name and turn on the specific permissions you want to grant to the team member.
- To save changes, click Save in the bottom-right corner.
More about each permission #
Access to all inventories / Access only to selected inventories
Allows the team member to view data for all location inventories or only selected ones.
To restrict access, select Access only to selected inventories and choose the required inventories from the dropdown list.
View product/consumable prime cost
Check this option so the team member can see the prime cost of products and consumables.
If unchecked, cost will be hidden.
View product movements #
This is the core permission that opens access to a large set of inventory operations.
Specify the period for viewing product movements (inventory operations).
You can choose: 1 day to 6 months, no limits, or completely block viewing past days.
Transfer items between inventories — allows the team member to process transfers between inventories.
Create product transactions — allows creating write-off inventory operations (this permission alone is not enough to process product sales and item flow).
Here, choose how far back the team member can create inventory operations (1 day to 6 months, no limits, or restrict past days).
- Record goods receipt — allows creating receipt inventory operations.
- Record product sales — allows creating product sale inventory operations.
Edit product transactions — allows editing write-off inventory operations (editing sales and receipt operations requires a separate permission). Choose how far back the team member can edit existing operations.
- Record goods receipt — allows editing goods receipt operations.
- Record product sales — allows editing product sale inventory operations.
Delete product transactions — allows the team member to delete any inventory operations.
Export product movements to Excel #
Allows exporting all or selected inventory operations to Excel.
To restrict export, select Access only to selected transaction types and choose the required types.
Inventory count access #
Allows the team member to view existing inventory counts in Inventory > Inventory count.
Access to create and edit inventory counts #
Allows creating and editing inventory counts.
Access to delete inventory counts #
Allows deleting inventory counts.
Export inventory counts to Excel #
Allows exporting inventory counts to Excel.
Access to the inventory stock balance report #
Allows viewing the stock balance report in Inventory > Reports > Inventory balance, or Analytics > Reports > Inventory balance
Export stock balance report to Excel — allows exporting stock balances to Excel.
Access to the sales report #
Gives access to the sales analysis report in Inventory > Reports > Sales analysis, or Analytical Reports > Reports > Sales analysis.
Export sales report to Excel — allows exporting the sales report to Excel.
Access to the consumables write-off report #
Allows viewing consumables usage analysis in Inventory > Reports > Materials consumption analysis, or Analytical Reports > Reports > Materials consumption analysis.
Export consumables write-off report to Excel — allows exporting this report to Excel.
Access to the product write-off report #
Gives access to the write-off analysis report in Inventory > Reports > Product write-off analysis, or Analytical Reports > Reports > Product write-off analysis.
Export product write-off report to Excel — allows exporting the report to Excel.
Access to the turnover report #
Allows viewing the turnover analysis report in Inventory > Reports > Turnover analysis and Analytical Reports > Reports > Turnover analysis.
Export turnover report to Excel — allows exporting the report to Excel.
Access to product management #
Gives access to Inventory > Products for viewing. Full management requires additional permissions.
- Access to create products — allows the team member to create new products.
- Access to edit products — allows editing products. Access can be limited to specific fields: name, SKU, barcode, category, sale price, cost, units of measure, desired and critical stock levels, weight, comment.
- Access to archive and restore products — allows archiving products and restoring them back.
- Access to delete products — allows deleting products from Inventory > Products.
Important
Deleted products cannot be restored.
