Inventory

Inventory is the list of everything you buy, make and sell, and how many of each you have. Every other part of Ordryx (making, buying, selling, shipping) reads and changes the stock kept here.

Finding your way around

Open Inventory in the menu. Along the top are its pages:

• Items: every item, with what's on hand and whether it's running low.
• Counts: items that are due a count. See Counting and scanning.
• Alert levels: when each item shows as Low.
• History: every stock change, with its reason.
• Scan: look an item up by its label, with a phone camera or a barcode scanner.
• The gear (Inventory settings): counting, the stock gauge, alert levels and locations.

Ordryx uses the shop's own word for making things (Build, Make or Bake). This page says "make"; your screens may say Build or Bake.

The Items list

Items shows one row per item: its name and code, what you do with it (Buy, Make, Sell), a level gauge, On hand, Alert at, On order and its status.

To narrow the list:

• Type in Search name, code or barcode.
• Pick Everything, Bought, Made or Sold.
• Pick In use, Turned off or All.
• If you have products with variants, pick Each item or By product. By product folds each product's variants into one row; press the arrow to open it.

The status tells you how urgent an item is:

An item with no alert level never shows a status. Counting and scanning explains alert levels.

Tick the box beside one or more items to see more buttons:

• Print N labels opens a page of labels to print. Each label has a QR code that Scan can read.
• Group into a product makes the ticked items variants of one product (see Products with variants).

An item's page

Press an item's name to open its page.

At the top are four cards:

• On hand: how many you have now, with the gauge.
• On order: how many are ordered and on which purchase order. For an item you make, this card is Being made instead, with the jobs or work orders making it.
• Alert at: the level where it shows as Low. Under it, Keep on hand is the amount Ordryx tries to fill up to.
• Last counted: how many days ago, and when the next count is due.

Below are the Details (price, unit cost, barcode, category, bin, lead time and more), a Shipping card when it has a size, weight or customs details, cards from other parts of Ordryx (a recipe, sales, suppliers), and Recent changes. All of it → opens the full history of this item.

The buttons at the top are Change stock, Count, Label and Edit.

Adding an item

You need Manage on Inventory to add or edit items. Only the name is needed at first; you can fill in the rest later.

1. On Items, press New item.
2. Under What is it?, type the Name. Leave Code blank and Ordryx numbers it, or type your own SKU.
3. Type or scan a Barcode if it has one. Use the camera appears where a camera can read it.
4. Set Counted in: the unit, such as each, m or g. Pick Whole units (1, 2, 3) or Fractional (2.5 m).
5. Under What you do with it, tick Buy it, Make it and Sell it as they fit. Each one adds its own fields: cost, price, supplier.
6. Under Stock, set Alert at if you want it to show as Low. Type a Starting stock if you have some already. It's saved as a starting count.
7. Press Add item. Or press Add & start another to keep the unit, category and ticks for the next one.

The box on the right, Will show up, tells you where the item will appear in Ordryx.

To add many items at once, see Importing items.

To change an item later, press Edit on its page, change what you need and press Save. Only what you changed is saved. If someone else changes the item while you edit, Ordryx tells you and offers Reload.

Units: showing kg instead of g

Some items are counted in a small unit but easier to read in a big one. For an item counted in g, oz or ml, the form offers Show as: kg, lb or l. Ordryx still counts in the small unit underneath. Amounts and costs on screen show, and are typed, in the big unit. Spools and the scale stay in the small unit, and so does the stock history.

Costs

• Unit cost is what one costs you, for items you buy. When stock is received at a price (on a purchase order, or Received, not on a PO), Ordryx averages the new price into the unit cost.
• Cost to make is for items you make. It follows what each batch or work order cost. Type a number to fix it; clear it to let it follow again.
• Price is what you sell it for.

Ordryx keeps every change to an item's unit cost. That is how the Stock value report can say what your stock was worth on a past date, and how History shows the value of each change at the cost of the time. See Reports.

Who sees costs: while Contracting is switched on, costs show only to the owner and to roles that can see contractor pay, because a cost can include what a contractor was paid. Everyone else sees quantities only.

Changing stock

Use Change stock on an item's page when stock changes outside the usual flows (receiving, making, shipping). It has four choices:

• Add: stock you found, got back, or received without a purchase order.
• Count: you counted it; Ordryx records the difference.
• Move: from one location to another.
• Remove: stock that's gone. Pick why: Expired, Damaged, Spilled or dropped, Donated, Staff use, Sample / comped, Used in the shop, Other (needs a note) or Correction.

1. Pick what happened.
2. Set how many with − and +, or type it. Ordryx shows what it leaves on hand.
3. Pick why, and where if you have more than one location.
4. Press the green button, for example Add 24.

Adding, moving and removing need Adjust stock (in the Manage level). People who can only count see a Count dialog instead.

Undo

After you add or remove stock this way, a message shows with Undo. Undo works once, for your own change, for 15 minutes. After that, change the stock again instead. Undo isn't offered for a delivery received at a price, or for an item kept in containers. The change and its undo both stay in History.

Locations and bins

Every shop starts with one location. With only one, Ordryx never mentions locations. To add more, open the gear (Inventory settings) and go to Locations, or use ⋯ › Locations on Items.

• Add a location: type a name (back room, warehouse, van) and press Add.
• Main: new stock arrives here. Make main changes where things land from now on. Ordryx shows what changes first. No stock moves.
• Ships from: orders are shipped from here first, then the main location, then the others by name. Press Ship from here to choose it.
• Turn off: hides a location. A location holding stock can't be turned off.

To move stock, open the item and press Change stock › Move (or Move… on the By location card). Pick From, To and how many.

A bin is where an item sits at a location, such as "A-3". Press Set (or Change) beside Bin on the item's page. With several locations, each one has its own bin.

With several locations, the item form also has Keep at a place: how many to keep at each one. Each location then has a Fill list of what to move there.

Containers: spools, reels, drums

Some items come in containers, such as filament on spools or wire on reels. Ordryx can track each container with its own code and label. On hand is then always the total of the containers.

1. On the item's page, under Details, press Keep in containers….
2. Say what each is Called (spool), how Codes start (SP), how much A full one holds, and optionally what An empty one weighs.
3. Press Keep in containers. Stock already on hand becomes full containers.

The item page then shows a list of containers: what's left on each, where it is, its lot and where it came from. Press Add spools (or your word) for stock bought outside a purchase order. Press Weigh to count a container by putting it on a scale: Ordryx takes off the empty weight. Press a container's code to move it, print its label, Mark empty or Archive it.

Products with variants

A product groups items that differ only by an option, such as colour or size. Each variant is still its own item, with its own code, stock and history. A product has up to 3 options and up to 400 variants.

1. On Items, open ⋯ › New product with variants….
2. Type the product's Name and, if you like, a Code. Variant codes start with it.
3. For each option, type its name and its values separated by commas: "Colour" and "Red, Blue, Black".
4. Press Next: pick its variants, choose the combinations you want, and add them.

To group items you already have, tick them on Items and press Group into a product.

On a product's page you can rename options and values, Add variants, and change many variants at once with Change all… (category, supplier, alert level, price, or turned on or off). Archive turns all its variants off.

Customs details

If you ship abroad, an item can carry a customs description, an HS code and a country of origin. Open Edit, then Shipping › Customs. A variant with these left blank uses its product's. See Shipping.

Turning an item off or deleting it

An item you no longer use can be turned off. Open Edit, untick In use and press Save. It leaves the lists but keeps its history. Pick Turned off on Items to find it again.

Delete item… at the bottom of an item's page works only for an item that never had stock and that nothing else uses. Anything with history is kept: turn it off instead.

Inventory settings

Open the gear in Inventory's header. Changing these settings needs Edit settings (the owner and the standard Manager role). Press Save when done.

• Counting: Count each item every so many days (30 to start).
• Stock level gauge: Line, Round, Battery, Signal, Dots or None. The gauge is full at twice the alert level.
• Alert levels: how Ordryx suggests better alert levels. See Counting and scanning.
• Locations: see Locations and bins. These change at once, without Save.

Who can do what

Each role has a level for Inventory, set on the Roles screen (see People and roles):