Managing Inventory

The Inventory tab is where you can manage all your products, stock levels, and perform other inventory-related tasks. It serves as the central place to add new items, update product information, track quantities across locations, and ensure your stock remains accurate and up to date.

Through this module, you can:

Add, edit, or delete products.
Monitor available stock and reorder levels.
Categorize items for easier navigation.
Import or export product lists in bulk.
Track real-time stock movement between stores or warehouses.

Tip: Regularly updating your inventory ensures that your sales, analytics, and eCommerce channels reflect accurate stock levels, helping you avoid overselling or running out of popular items.

Adding a New Product

Scantranx allows you to add new products to your inventory with detailed information, ensuring accurate stock management and smooth POS operations.

To add a new product:

Go to the Inventory tab from the main navigation menu.
Click the Add Product button.

Tip: Include a clear product image and accurate details for better visibility at the POS and online store. Keeping your product information consistent across all channels helps improve customer experience and reduce inventory errors.

3. Enter the Bar Code (optional).
4. Enter the Product Name.
5. Select a Stock Location.
6. Enter the Retail Price.
7. Choose when to send the expiry notification (if applicable).
8. Select whether the product has a Bottle Deposit.
9. Enter the Unit Cost Price.
10. Enter the Reorder Level — the minimum quantity before restocking.
11. Enter the Loyalty Price (if applicable).
12. Choose whether to add the product to your online store.
13. Enter the Wholesale Price.
14. Enter the Product Weight.
15. Select if the product is Taxable.
16. Choose the Tax Class (if applicable).
17. Select the Product Category.
18. Select the Product Subcategory.
19. Select the Supplier.
20. Enter the Desired Quantity — the target stock level.
21. Enter the Stock Quantity — the current available stock.
22. Upload a Product Image.
23. Enter a detailed Product Description.
24. Add any additional Notes.
25. Select if the product has a Serial Number.
26. Choose whether to add the product to the POS Quick Items list for faster checkout.
27. Click Create Product to save and add the item to your inventory.

How to Create a Variable Product

If your product comes in different variations — such as sizes, colors, or materials — Scantranx allows you to create a Variable Product. This helps you manage multiple variations under a single product listing, making inventory tracking and sales management more efficient.

How to Create a Serial Number

The Serial Number feature in Scantranx allows you to assign unique identification numbers to individual products. This is particularly useful for items such as electronics, appliances, or serialized goods where tracking each unit is essential for inventory control, warranty, or returns.

To create a serial number:

Click on the Create Serial Number button.
Click on New Serial Number.
Select a Product from the list.
Enter the Serial Number.
Click on the Add Item button to add the serial number to the product. (You can add multiple serial numbers if needed.)
Click Save Record to finalize and store the serial numbers.

Tip: Assigning serial numbers ensures complete traceability of individual units — helping you track sales, warranty claims, or product recalls with precision.

How to Import Inventory

If you need to add multiple products at once, Scantranx allows you to import your inventory from a CSV or Excel file. This feature is ideal when migrating from another system or performing a bulk product upload.

To import inventory:

Go to the Inventory tab.
Click on the Choose File button and select the file containing your product data.
Click Import Inventory to upload the file.

Tip: Before importing, make sure your file follows the correct format — including headers such as Product Name, SKU, Price, Quantity, and Category. Proper formatting ensures a smooth and error-free upload.

Product Listings

The Product Listings section displays all the products currently available in your inventory. From here, you can view product details, update stock quantities, or perform bulk actions such as exporting, deleting, or editing items.

To view product listings:

Go to the Inventory tab.
Click on the Products button.
A list of all products will appear, showing key details such as:
- Product Name
- SKU or Barcode
- Category
- Price
- Available Quantity

Tip: Use the search or filter options at the top of the Product Listings page to quickly find products by name, category, or supplier — especially useful when managing large inventories.

How to Search for a Product

Scantranx provides multiple search options to help you quickly locate products in your inventory. You can search by product category, product name, or location to find items efficiently — especially useful when managing large or multi-location inventories.

Search by Category

Select a Product Category from the dropdown list.
Click Search.
The system will display all products under the selected category.

Tip: Use this option to quickly review stock levels or pricing for a specific product category — such as Electronics, Groceries, or Apparel.

Search by Product Name or Barcode

Enter the Product Name or Barcode in the search field.
Click Search.
The system will display the product(s) matching your entry.

Tip: You can enter a full or partial product name to locate items quickly. Scanning the product barcode provides the fastest and most accurate search result.

Search by Location

Select a Store Location from the dropdown menu.
Click Search.
The system will display all products available at the selected location.

Tip: This feature is especially useful for businesses with multiple branches or warehouses — helping you track stock distribution and make informed transfer or restocking decisions.

Importing Products

If you need to upload multiple products at once, Scantranx allows you to import products from an Excel file. This feature saves time and ensures consistency when adding large inventories or migrating data from another system.

To import products:

Click on the Choose File button and select the Excel file containing all product details.
Click on the Import Inventory button to upload and process the file.

Tip: Make sure your Excel file is properly formatted with columns such as Product Name, SKU, Category, Price, Quantity, and Supplier before importing. This ensures a smooth and error-free upload.

Note: You can upload product images from the Excel file by clicking on the Import Product Images link.

Exporting All Products

Scantranx allows you to quickly export your entire product list for reporting, backup, or integration purposes. Exported files can be used for inventory audits, accounting, or bulk updates.

To export all products:

Click on the Export All Products link.
The system will generate a file (in CSV or Excel format) containing all product details.
Save the file to your computer for future use.

Tip: Regularly exporting your product list helps maintain accurate records and ensures you have a secure backup of your inventory data for audits or system migrations.

View Product Location Quantity

Scantranx allows you to view the quantity of each product available at different store locations. This feature helps you manage stock levels efficiently across multiple branches or warehouses.

To view product quantity by location:

Locate the product you want to review.
Click on the Location icon next to the product name.
The system will display all store locations where the product is available, along with the corresponding stock quantities at each location.

Tip: Use this feature to identify low-stock locations and plan inventory transfers or restocking before products run out.

Edit Product Details

You can easily update product information such as price, quantity, description, or category directly from the Inventory tab. Keeping product details accurate ensures smooth sales operations and reliable reporting.

To edit product details:

Click on the Pencil icon next to the product entry.
Modify the required details such as price, stock quantity, category, or description.
Click Save to apply the changes.

Tip: Regularly reviewing and updating product information helps prevent pricing discrepancies and ensures accurate stock and sales reporting across all channels.

Add Product Images

Adding product images helps you visually identify items in your inventory and enhances your online store presentation. Clear images also make it easier for sales staff and customers to recognize products during checkout.

To add product images:

Click on the Camera icon next to the product.
Click on the Choose File button and select the product image from your device.
Click Upload Images to save the image to the product record.

Tip: Use clear, high-resolution images with a clean background. Consistent image quality improves visual presentation across your POS and online store, enhancing customer trust and experience.

Note: You can add up to 5 images per product.

View Product Variations

Scantranx allows you to manage products with multiple variations, such as different sizes, colors, or materials. You can easily view and create these variations directly from the product list.

To view or create product variations:

Locate the product you want to view or modify.
Click on the Variations icon next to the product.
The system will display all existing variations for that product (e.g., size, color, or style).
You can also create new variations or edit existing ones from this screen.

Tip: Managing variations under a single product keeps your inventory organized and ensures accurate stock tracking for each variant — especially useful for fashion, food, and electronics retailers.

Print Barcode

Scantranx allows you to generate and print barcodes for your products directly from the inventory list. Barcodes help speed up checkout, improve stock accuracy, and make it easier to track products across locations.

To print a product barcode:

Locate the product whose barcode you want to print.
Click on the Print button under the Barcode column.
The system will generate a printable barcode label for that product.

Tip: Use barcode labels that match your label printer’s size for the best print quality. Regularly printing and labeling new stock ensures efficient inventory tracking and faster POS transactions.

How to Add Bulk Stock

Scantranx makes it easy to update inventory levels for multiple products at once. This feature is ideal when restocking items after deliveries or adjusting quantities across store locations.

To add bulk stock:

Go to the Inventory tab.
Click on the Add Stock option.
Select the Items you want to update.
Choose the Location where you want to add the stock.
Enter the Quantity for each item.
Click on the Update Inventory button to save the changes.

Tip: Use the bulk stock feature regularly after supplier deliveries to keep your inventory accurate across all locations. Maintaining up-to-date stock records ensures smooth sales operations and reliable reporting.

How to Remove Stock

The Remove Stock feature allows you to deduct quantities of products from your inventory. This is useful when handling damaged goods, expired items, or stock adjustments due to audits.

To remove stock:

Go to the Inventory tab.
Click on the Remove Stock option.
Select the Items you want to remove from inventory.
Choose the Location from which the stock will be removed.
For each item, enter the Quantity to be deducted and click the Remove button.
Once all adjustments are made, click the Update Inventory button to apply the changes.

Tip: Always record the reason for stock removal (e.g., damage, return, or adjustment) to maintain transparency and ensure accurate inventory reports.

How to Transfer Stock

The Stock Transfer feature allows you to move products from one store location or warehouse to another. This ensures optimal stock distribution and helps prevent overstocking or shortages in specific locations.

To transfer stock:

Go to the Inventory tab.
Click on the Transfer Stock option.
Select the Items you want to transfer.
Choose the Originating Location (where the stock will be moved from).
Select the Destination Location (where the stock will be received).
Click Proceed.
Click Complete Transfer to finalize the process.

Tip: Use the stock transfer feature regularly to balance inventory levels between locations. Keeping accurate transfer records helps maintain stock consistency and provides clear visibility for audits.

How to Request Stock

The Request Stock feature allows store managers or branch users to request inventory replenishment from another location or the main warehouse. This ensures smooth stock management across multiple outlets.

To request stock:

Go to the Inventory tab.
Select the Request Stock option.
Choose the Requesting Location (the store or branch making the request).
Select the Approver (the person or admin responsible for authorizing the request).
Select the Product you wish to request.
Enter the Required Quantity.
Click Add Item to include the product in the request. (Repeat for multiple items.)
Click on the Request Stock button to submit your request.

Tip: Use this feature to streamline stock replenishment between locations. Keeping digital records of stock requests helps track inventory movement and prevents shortages or overstocking.

How to Receive Stock?

How to Receive Stock

The Receive Stock feature allows you to record and confirm inventory that has been delivered from suppliers or transferred from another location. This ensures that your stock levels are updated accurately in real time.

To receive stock:

Go to the Inventory tab.
Select the Receive Stock option.
Enter the Order Number associated with the incoming stock.
Select the Location where the stock will be received.
Click Proceed to review and confirm the received items.

Tip: Always verify the received quantities and product details against the purchase order or transfer request before completing the process. This helps maintain accurate stock records and reduces inventory discrepancies.

How to Approve Stock

The Approve Stock feature allows authorized users or managers to review and approve stock requests submitted by other locations. This step ensures proper inventory control and authorization before stock is transferred.

To approve stock:

Go to the Inventory tab.
Select the Approve Stock option.
Choose the Location and click Search to view pending stock requests.
Enter the Order Number of the stock request you wish to approve.
Click on Process Request to review and confirm the approval.

Tip: Only users with manager or admin privileges can approve stock requests. Reviewing requests carefully helps prevent unauthorized transfers and maintains accurate inventory control across locations.

View Stock Report

The Stock Report feature in Scantranx allows you to view detailed reports of all inventory activities within a selected time frame. These reports help track added, removed, and transferred stock, as well as provide insights into overall inventory value and movement.

To view a stock report:

Go to the Inventory tab.
Select the Stock Report option.
Choose the Start Date for the report.
Select the End Date.
Choose a Location to generate a location-specific report.
Click Search.

The system will display the stock report for the selected duration, including:

Added Stock Reports
Removed Stock Reports
Transferred Stock Reports
Inventory Tracking Reports
Inventory Value Reports

Tip: Reviewing stock reports regularly helps identify trends, discrepancies, and fast-moving items — enabling better purchasing and replenishment decisions.