Zenoti Inventory is suitable for a business that is already using an inventory management system and wants to migrate to Zenoti, for a business that has managed inventory manually, and even for a new business that is planning to have one.
Do not worry! Just set up the inventory once and get started with it.
Regardless of how your inventory is currently managed, setting up inventory in Zenoti involves the following steps:
Creating products, vendors, and associating each product to at least one vendor.
This is done by the Admin at the Org level.
Recording initial stock count and getting stock value.
This is done by the Inventory Manager at the Center level.
Note: While you are taking the initial count, if you do not see a product for your center, you can reach out to your Admin at the Org level who can, in turn, make it available for your center.
Important: A business usually has more than one center. So, the Admin at the Org level performs the first three actions (1,2, 3, and 4 in the diagram) for each center while the Inventory Manager of the respective center takes the initial stock count or raise orders (5 in the diagram).
To set up inventory in Zenoti
Create a product in Zenoti for each retail or professional supply in your company. Provide all the necessary details like code, category, units, type, commission, price & tax, alert quantity, transfer price & tax, variants (if there are any), catalog details (for online sales), and related products & services.
If your center works with product kits, your Admin must mark the product as a kit and set up the products that must be part of it.
Important: Ensure that you select the centers where the product must be available - the centers will not be able to perform the initial stock count or raise purchase orders, transfer orders, and return orders without the products.
a. Create categories and subcategories for the products
Note: A product category and subcategory is similar to service categories/subcategories. Zenoti recommends that you categorize the products effectively for an effective inventory system.
b. Add the product.
2. Create Vendors
A vendor is a supplier of products. It is usually external to the company, however, it can also be a center within the company. In the latter case, the center that’s acting as a vendor becomes a warehouse or corporate office, which procures products from the vendor for the entire company.
Important: Ensure that you add an email address for each vendor. The centers will use this email address to send a copy of the raised orders.
3. Associate Vendors and Products
Associate each product to at least one vendor. The centers can procure products only if they are associated with vendors in Zenoti.
4. Select tax groups for each center
Select at least one tax group for each center for Inventory. This is allows the centers to access Zenoti Inventory. Otherwise, the employees cannot access the Zenoti Inventory system and they will get the following error message:
Note: The selected tax groups will appear in the Tax drop-down while creating a purchase order.
5. Get stock level and value
a. To set only the quantities, you can conduct stock count for the desired products in your center.
b. To set quantities and get value for the stock, you need to raise a purchase order and receive it in Zenoti. You can also use the Import Order option to save time.
Raise a purchase order for the products with the required quantity
Receive the orders in Zenoti
Amazing! You are now ready to use the Zenoti Inventory management system.