This feature is currently in Beta, meaning it is actively being tested and refined before a full release. It is not available to all organizations. Access is limited to clubs in CourtReserve's Early Access Groups. To request access, contact our Customer Support team via live chat or email.
Introduction
Feature Summary: The Inventory section of Pro Shop is where system users manage everything the shop sells, including items and their variations, the categories they’re grouped into, stock levels, the tax rates applied at checkout, and the manufacturers that supply them.
Use Cases:
Create and maintain the items your pro shop sells, with pricing, cost, UPC, and tax rates
Group items into categories that report to a revenue category
Adjust stock on hand and review stock adjustment history
Set up the named tax rates items use at checkout
Manage the brands your shop carries, including which are eligible for stringing
Mark items as favorites so they’re quick to find at the register
Import items and stock in bulk from a spreadsheet
Overview
Inventory is shared across Pro Shop. Items, categories, tax rates, and manufacturers set up here are used by the rest of the shop, including the point of sale, stringing, and demos.
Page | What it manages |
Item List | Every item the shop sells, with its variations, pricing, and stock |
Item Categories | The categories items are grouped into, and the revenue category each one reports to |
Stock Adjustment | Stock-on-hand changes for individual items and variations |
Taxes | The named tax rates items reference at checkout |
Manufacturers | The brands that supply your items |
Import Inventory | Bulk-loading items and stock from a spreadsheet |
Prerequisites
Admins, and Sub-Admins with Can Manage Point of Sale, can use Inventory. Your organization must also have Point of Sale turned on in Settings > Additional Features. Clubs that use stringing without Point of Sale see only Manufacturers under Inventory. For setup steps, see Introducing Pro Shop.
Navigation
From the admin panel, click Pro Shop in the left-hand navigation.
In the Pro Shop sidebar, click Inventory.
Select Item List, Item Categories, Stock Adjustment, Taxes, or Manufacturers.
Item List
Item List shows every item in your shop’s catalog, with the following columns: Item Name, Category, Manufacturer, Unit Cost, Retail Price, UPC, Tax Rate(s), and Stock On-Hand. Each column can be sorted and filtered. Favorite items show a star next to their name, and discontinued items show a Discontinued tag.
Items with more than one variation show a price range when their prices differ, and can be expanded to show each variation’s Name, Unit Cost, Retail Price, UPC, Stock On-Hand, and Manufacturer. Each variation has its own ⋯ menu with Edit, Adjust Stock (items that track stock), and Delete. Stock On-Hand shows a dash for items that don’t track stock.
Use the filter buttons at the top to show Active, Discontinued, or All items. Each button shows a count (for example: Active (34)). To show only your favorite items, click Favorites. Favorites are shared by everyone at your club.
Other actions on this page:
Search - Search by name, UPC, category, manufacturer, or tax rate.
Audit Log - Review changes made to items.
Export - Download every item as an Excel (.xlsx) file, including discontinued items. Search and filters aren’t applied to the export.
Create Item - Add a new item.
Each item’s ⋯ menu includes:
Edit - Edit the item.
Copy - Create a new item based on this one.
Add to favorites or Remove from favorites - Mark or unmark the item as a favorite.
Add Variation - Add a variation to the item.
Adjust Stock - Change the item’s stock on hand. Only shown for items with one variation that track stock.
Delete - Delete the item. Click Delete to confirm.
Note: Deleting an item doesn’t check whether it has stock or sales. To stop selling an item but keep it in your records, discontinue it instead.
Items in Item List are what you sell at the register. For details, see Pro Shop: Point of Sale (POS).
Updating Several Items at Once
To update more than one item at a time, check the box next to each item. A menu appears at the bottom of the page showing how many items are selected. The options depend on the items you’ve selected:
Select all - Select every item in the current view, across all pages.
Change category - Move the selected items to a different category. Choose the category in Move to, then click Move.
Add to favorites or Remove from favorites - Mark or unmark the selected items as favorites.
Reactivate - Make discontinued items active again, so they appear at the register. Click Reactivate to confirm.
Discontinue - Discontinue the selected items, which removes them from active lists and the register. Their stock and sales history are kept. Click Discontinue to confirm.
Note: You can update up to 500 items at a time. Searching or changing the filter clears your selection.
Creating an Item
Click Create Item. To start from an existing item instead, click ⋯ on that item, then Copy (see Copying an Item below).
Under Details, complete the following:
Item Name (required) - The item’s name. Each item needs a different name, including discontinued items. A name already used by a demo racquet in Demo Inventory is also refused.
Category (required) - The category the item belongs to.
Manufacturer (required) - The item’s brand. Choose No manufacturer if it doesn’t have one.
Unit Cost - What the item costs your shop.
Retail Price - What the item sells for.
Tax Rate(s) - The tax rates applied to the item. For details, see Taxes below.
Description - A short description of the item.
Under Inventory & catalog, complete the following:
UPC - The item’s barcode number, used to scan it at the register. It must be at least 4 characters. Give each item its own UPC, so the register knows which item you scanned. If another item already uses the UPC, a warning names that item when you save. Change the UPC, or confirm to save it anyway.
Track stock - Keep a count of how many are on hand. This is turned on by default, unless your Item Defaults setting says otherwise.
Stock On-Hand - How many you have now. Shown when Track stock is on.
Stock On-Hand Alert - The stock level that counts as running low. At or below this level, the item shows a low-stock badge at the register, counts toward Reorder alerts on the Overview dashboard, and appears on the Reorder Stock report. Shown when Track stock is on.
Under Register & label, complete the following:
Short Name - The name shown on the item’s tile at the register when it has no image. If you leave it blank, the first 50 characters of the item name are used.
Revenue Category - If you leave this blank, the item uses the revenue category of its item category. Choose one here only if this item should report somewhere different.
Item Image - The picture shown on the item’s tile at the register.
Text Color and Background Color - The colors of the item’s tile when it has no image. Item Preview shows how it will look.
Discontinued - Hide the item from the register.
Favorite - Show the item when the favorites filter is on at the register.
Eligible for Stringing - Make the item available when building a stringing job. It also appears in your string inventory. Only shown if your club uses stringing.
Stringing Item Type - String Item, Labor, Grip, or Misc. For Labor, choose a Price Type (Full String Job or BYO Strings); the price field becomes Labor Price, Unit Cost is hidden, and Track stock starts off.
Gauge - The string gauge, shown for strings when your club uses string gauges.
Available for purchase during event registration - Let players buy the item when they register for an event. Only shown if your club has the event items add-on.
Available for purchasing on member portal - Appears once the first box is ticked. Lets players buy the item on the member portal.
Click Save.
Note: The starting Stock On-Hand is recorded in the item’s stock history as Stock Received.
Editing an Item
Click ⋯ on the item, then Edit.
Update the item’s details.
Click Save.
On Edit Item, Stock On-Hand shows the current count. To change it, click Adjust Stock. For details, see Stock Adjustment below. To add sizes, colors, or other versions of the item, click Add Variation. To review changes made to the item, click Audit Log.
On items with more than one variation, Manufacturer is set on each variation instead of the item. On items with more than one variation, Edit Item shows the variations in a table instead of price, UPC, and stock. Use Edit Variations Order to change their order.
Copying an Item
To create a new item based on an existing one, click ⋯ on the item, then Copy. The Create Item form opens with “Copied from [item name]” under the title.
The copy keeps the original’s category, revenue category, tax rates, description, colors, Track stock, stringing, and event settings. For items with one variation, it also keeps the manufacturer, cost, price, and stock alert. Enter a new Item Name, then click Save.
Note: The item name, short name, UPC, stock, image, favorite, discontinued status, and variations aren’t copied. If you copy an item with several variations, add the other variations after you save.
Adding a Variation
Variations are different versions of the same item, such as sizes or colors. Each variation has its own price, UPC, and stock.
Click ⋯ on the item, then Add Variation. You can also click Add Variation on Edit Item.
If the item has only one variation so far, enter a Name for the existing variation (for example: “Small”). The item’s current UPC, price, and stock stay on that variation.
Complete the following for the new variation:
Name (required) - The variation’s name (for example: “Medium”). It must be different from the existing variation’s name.
Unit Cost and Retail Price - The variation’s cost and price. These start with the item’s cost and price.
UPC - The variation’s barcode number. If another item already uses it, a warning names that item when you save.
Stock On-Hand and Stock On-Hand Alert - How many of this variation you have, and the level that counts as running low. Only shown for items that track stock.
Manufacturer - The variation’s brand. This starts with the item’s manufacturer.
Gauge - The string gauge. Only shown if your club uses stringing and string gauges.
Available for purchase during event registration - Let players buy this variation when they register for an event. Only shown if your club has the event items add-on.
Click Save.
At the register, items with variations open a pop-up so you can choose the variation and quantity.
Item Categories
Item Categories lists the categories your items are grouped into, with each category’s Category and Revenue Category. Expand a category to see its items.
Use the filter buttons at the top to show Active, Discontinued, or All categories. Each button shows a count.
Other actions on this page:
Search categories - Search by category name, revenue category, or GL code.
Edit Item Category Sort Order - Click this button, next to Add category, then drag the categories into the order they appear in at the register.
Add category - Add a new category.
Each category’s ⋯ menu includes:
New Item - Create an item in this category.
Edit - Edit the category.
Discontinue or Reactivate - Discontinue the category, or make it active again.
Delete - Delete the category.
Adding a Category
Click Add category.
Enter the Category name (required).
Optionally, choose a Revenue Category (GL). It starts with your Item Defaults setting.
Click Save.
Items in the category report to its revenue category, unless an item has its own.
Note: When you discontinue a category that has active items, choose whether to also discontinue its items or leave them active. Reactivating a category doesn’t reactivate its items. A category with active items can’t be deleted.
Stock Adjustment
Stock Adjustment lists every item that tracks stock, one row per variation, with its Item Name, Variation Name, Category, Manufacturer, Unit Cost, Retail Price, Tax Rate(s), and Stock On-Hand.
Scan or search items - Scan a barcode or search for an item. If a scan matches one item, its stock adjustment opens automatically.
Stock Adjustments Report - Review past stock adjustments. For details, see Pro Shop: Reports.
Export - Download the rows currently shown as an Excel file.
To open an item’s details, click its name.
Adjusting Stock
On the item’s row, click Adjust Stock.
Choose an Action Type (required):
Stock Received or Restock Return - Adds the quantity to your stock.
Damage, Loss, Theft, or Staff Use - Subtracts the quantity from your stock.
Inventory Re-count - Sets your stock to the quantity you enter.
Enter the Quantity (required), as a whole number. The pop-up shows what the stock on hand will be after the adjustment. For Stock Received, you can also enter the Unit Cost of the delivery, if your club tracks unit cost changes.
Click Save.
Below the adjustment, Stock History lists each past change to the item, newest first, with its Date, Type, Quantity, Unit Cost (if your club tracks it), and User. Quantities show a plus or minus sign, and re-counts show the new count. To download the history, click Export.
Note: Only items that track stock can be adjusted. Staff Use can’t take stock below zero. Damage, Theft, and Loss can, so check the quantity before you save.
Taxes
The Taxes page (titled Tax Rates on screen) lists the named tax rates items reference at checkout, with each rate’s Tax Rate Name, Tax Rate Percent, Tax Rate Option, and Default For Misc. Fee(s).
Tax Rate Option controls how the rate is applied:
Add Tax To Item Price - Tax is added on top of the item’s price.
Include Tax Item Price - The item’s price already includes tax.
Other actions on this page:
Search - Search tax rates.
Audit log - Review changes made to tax rates.
Create Tax Rate - Add a new tax rate.
Creating Tax Rate
Click Create Tax Rate. The Add tax rate pop-up opens.
Complete the following:
Tax Rate Name (required) - The name of the rate (for example: “Standard Sales Tax”). Each rate needs a different name.
Percent (required) - The tax percentage, from 0 to 99.999, with up to three decimal places. Enter 8.25 for 8.25%, not 0.0825.
Tax Option (required) - Add Tax To Item Price (the default) or Include Tax Item Price.
Default For Misc. Fee(s) - Use this tax rate by default when staff add a fee or balance adjustment to a player’s account. Only one rate can be the default. Turning this on for one rate turns it off for the others.
Click Save.
To change a tax rate, click ⋯ on its row, then Edit [tax rate name].
Note: Deleting a tax rate removes it from every item that uses it, and from any reservation type, event type, membership, recurring fee, package, or league session that uses it. You’re asked to confirm first.
Manufacturers
Manufacturers lists the brands that supply your items, with each brand’s Manufacturer name, Active status, Is Eligible for Stringing (Yes or No, only if your club uses stringing), and Item variations (the number of item variations from that brand).
Use the search field to find a manufacturer. Each row’s ⋯ menu has options to edit or delete that manufacturer.
Adding a Manufacturer
Click Add Manufacturer.
Complete the following:
Manufacturer name (required) - The brand name (for example: “Wilson”).
Is Active - Whether the manufacturer is active. The default setting is on.
Is Eligible for Stringing - Marks the manufacturer as a stringing brand. The default setting is off. Only shown if your club uses stringing.
Assign item(s) of this category(s) to new created manufacturer - Select one or more item categories. Items in those categories that don’t already have a manufacturer are assigned to this one. Existing manufacturer assignments are never overwritten.
Click Save, or Cancel.
Each manufacturer needs a different name.
Note: Items whose manufacturer was deleted are also assigned to the new manufacturer when their category is selected.
Editing a Manufacturer
On the manufacturer’s row, click ⋯, then Edit [manufacturer name].
Update Manufacturer name, Is Active, or Is Eligible for Stringing. The category assignment field is only available when adding a manufacturer.
Click Save, or Cancel.
Note: You can delete a manufacturer even if items use it. Those items are left without a manufacturer. The delete confirmation shows how many item variations will be affected.
Import Inventory
Import Inventory lets you add items and stock in bulk from a spreadsheet. Import Inventory is set up by CourtReserve. To import a spreadsheet, contact our Customer Support team.
Click Download Template. The template explains each column and includes example rows.
Fill in the template, one row per item or variation, and save it as an Excel (.xlsx) file.
Under Inventory spreadsheet, click Select a file and choose your file.
Click Next. On Map columns, choose the sheet and check which column each field reads from. Matching headers are already picked. Click Next.
Review the import. If anything is listed under Must be fixed, correct it in your spreadsheet and choose the file again. Warnings don’t stop the import. Click Import [number] rows.
When the import finishes, Import complete shows how many items were created, variations added, rows skipped, and errors. Rows not imported lists each row that was skipped or failed, and why. Click Import more inventory or View all items.
Note: Importing only adds new items and variations. A row is matched to an existing item by its Item Name. If the item already has a variation with that name, the row is skipped, and nothing is overwritten. A row for an existing item with no variation name is also skipped. Categories, manufacturers, and revenue categories that don’t exist yet are created for you. Tax rates are not created: a tax name that doesn’t match one of your tax rates imports with no tax, and the review warns you.
Note: Opening stock above zero is recorded in the item’s stock history as Stock Received. An import can’t be undone.
