If you operate from multiple depots, branches, or warehouses, use Stores to specify that you hold stock in different locations.
Stores share products globally across all locations, forming a central catalogue accessible from anywhere, but have separate stock levels that are managed independently for each store.
Availability figures today and the dashboard reflect the store that you're in.
You can set stores against opportunities, projects, and invoices & credits. Availability is determined by the stock levels at the store you set.
Easily transfer stock between stores using Store Transfer.
Stores share People & Organisations, document layouts, and other settings.
You can set up different addresses, telephone numbers, and other contact information against stores, and these show on document layouts.
When would you use stores?
Stores are great if you hold stock in multiple locations, for example, a warehouse in New York and a warehouse in California.
Keep in mind:
When creating an opportunity, you set a store, and you can use stock from that store on the opportunity.
There’s only one invoice numbering sequence, and stores share this.
Stores share much of your data, though you can filter across some modules to see your active store.
It's not possible to completely isolate a store—products will always remain part of the global catalogue accessible from all locations.
Your default store
When you set up OnRent Events initially, a store is created called “Default”. The address is automatically set to the same as your company address when you signed up.
Feel free to edit this in System Setup > Stores. Find your default store in the list, click the blue arrow to the right, and choose Edit.
Add new stores
To add new stores, head to System Setup > Stores and click Add Store.
Fill out the fields on this screen
Name
Enter the name for your store, e.g. “New York”Image
Optionally select an image to represent this store. This doesn’t show on our default documents, but can be added using Liquid syntax.Telephone, email, weblinks
Enter a telephone, email address, and weblink for your store. These show up at the top of most default documents generated by the system.Address
Enter the address for your store. This shows at the top of most default documents generated by the system and may be used for tax calculation, depending on how you’ve set your system up.
When you’re done, click the blue Create Store button.
Switch between stores
Set the active store by clicking the store name at the top-right underneath your name.
The active store is used as the default when creating opportunities, projects, and invoices & credits.
The sales pipeline and other figures on the dashboard reflect your active store, as do availability figures that you see in Resources > Products.
Bulk updating stock locations
Instead of manually updating the location of each asset or product individually, you can use system export and import tools to update stock locations in bulk.
Steps for bulk updating locations:
Export Stock Data. Navigate to System Setup > Export Data > Stock Levels and export the stock level data into an Excel sheet.
Make Updates: Open the exported file and make the necessary changes to the location field or any other relevant data.
Re-import Updated Data. After editing, return to System Setup > Import Data to upload the modified file back into the system. This process allows you to efficiently handle bulk changes and maintain the accuracy of your stock data across all your stores.
How to Update Stock Item Locations in OnRent Events
Managing stock locations efficiently is crucial for any inventory system. OnRent Events enables users to update stock item locations flexibly, either for an individual product or in bulk. Here is a step-by-step guide for both methods.
Individual Stock Location Updates
To update the location for a single stock item or product manually, follow these steps:
Navigate to the specific product within the system.
Scroll down to the Stock Level section.
Update the location field for the product.
This method is ideal for quick changes to individual products.
Bulk Stock Location Updates
To change the location for multiple stock items or an entire category of products at once, use the bulk update process:
Export Stock Data - Go to the system's Export Data section, typically found under "System Setup." - Export the stock levels to a file format (e.g., CSV) supported by your system.
Edit the Exported File - Open the exported file in a spreadsheet editor. - Locate the Location field for the relevant stock items. - Update the location values to reflect the changes.
Re-import the Updated File - Save the file with the updated location information. - Re-import the file into OnRent Events to apply the changes.
This process is efficient for managing stock location updates on a larger scale.
Tips for Effective Stock Updates
Double-check all edits before re-importing to avoid errors.
Keep backups of the exported file in case you need to revert changes.
Ensure you have the necessary permissions within the system to perform bulk updates.
By following these methods, you can easily manage stock location updates in OnRent Events, whether for individual items or entire stock categories.