Item Catalog

The item catalog is a way to track the items you like to keep in stock and reorder when stock gets low. Lets say you have a particular table that sells very well, and you like to always keep at lest 1 in stock. You would add this item to the catalog so you can keep an eye on stock levels and reorder when stock gets low. You can easily scan the catalog to see any items have a negative number in the stock deficit column which indicates the quantity in stock is below the minimum stock level.

Adding items to the catalog

There are several ways to add an item to the catalog. The first way would be to navigate to the catalog page from the main menu > Items > Catalog. From this page, you can view all items currently in the catalog and can click New Catalog Item on the top right to create a new catalog item.

You then can enter all the item details as if you were creating an inventory item. At the bottom of the page is where you can specify the minimum stock count for each location.

Once all details are added, click Save.

Note: This does NOT create an item, and will not display on the To be ordered list as if you just created an item. You are simply adding the item to the catalog so you can easily track the minimum stock levels as well as how many of that item is currently in stock.

Once saved, you will be returned back to the Catalog where you can view all items in the catalog.

A new Stock ID will be generated for that item. A stock ID is a unique ID for every unique item in OrderTrac. So if you order the same exact item multiple times, each item will have its own item ID but the stock ID will be the same.

The same SKU can exist for multiple catalog items since the SKU is usually a little more generic and refers to a basic model number rather than a unique variant. For example, you may have 3 different outdoor gliders that are the same model but different colors. If you don't track color in the SKU, then each item would have the same SKU but different Stock ID's. This allows you to track a minimum qty for each color if you like to keep some of each color in stock.

You can also add an item to the catalog from the Items page from the item menu. If the item has a SKU, you can select Add to Catalog from the item options menu:

Another way to add an item to the catalog is from the SKU Inventory page (Main menu > Items > Inventory). This page allows you to see a list of all inventory grouped by unique SKU or Stock ID. If a SKU item on this list is in the catalog, you will see a green Catalog badge next to that item. If you click the item, you can click Add to catalog to add the item to the catalog:

Using the Catalog

Once you have added all desired items to the catalog, you can use this list to easily track the quantity in stock for each item in the catalog as well as how the quantity in stock compares to the minimum stock quantity for each location.

For example, when looking the SKU "ID-TEST" in the example below, we can see the stock counts for this SKU at each location. We can see the Northside location has a stock deficit of -1 meaning there is 1 less item in stock than desired. This item should be re-ordered immediately in order to restore stock levels to be above the minimum stock level. The Warehouse location does not have any in stock but the minimum stock level is also 0 indicating inventory does not need to be replenished for that location. The same is for the Southside location because the in stock quantity is greater than the minimum stock level.

To easily re-order the item, click the options menu next to the item and click Order more for inventory.

This will take you to the order inventory screen where all available details for the catalog item are pre entered for easy ordering.

By default the list is sorted by the Stock Deficit column so you can easily see the items that need to be reordered the most at the top of the list.

Importing from the catalog

You may want to use the catalog as a way to easily import item details for items you sell frequently. For example, say you sell variations of a specific table quite frequently. You can add this item as a catalog item if you don't normally keep it in stock.

Then when you want to create a new item based on the catalog item, just click the Import details link on the top right of the Item Description box and click the Import from catalog button:

Then search by the Stock ID, SKU, or description to find the item, select the item and click Select to import the item details into the description: