Managing Inventory

The Inventory tab is where you can manage your products, viewall your stock,products, stock levels, and perform other inventory-related tasks.

HowIt serves as the central place to Createadd 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.

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Adding a New Product?

Product

1.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:

1. Go to the Inventory tab.tab from the main navigation menu.

2. 2.       Click on the CreateAdd 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. 

4.  Enter the Product Name.

Name.
5. 

5.  Select a Stock Location.

Location.
6. 

6.  Enter the Retail Price.

Price.
7. 

7.  SelectChoose when to send the expiry notification.

notification

(if applicable).
8.   Select ifwhether the product has a bottleBottle deposit.

Deposit.
9. 

9.  Enter the Unit Cost Price.

Price.
10. 

10. Enter the Re-OrderReorder Level.

— the minimum quantity before restocking.
11.   Enter the Loyalty Price (if applicable).

12. 

12. Choose whether you want to add the product to your online store.

13. 

13. Enter the Wholesale Price.

Price.
14. 

14. Enter the WeightProduct ofWeight.
15. the product.

15.   Select if the product is taxable.

Taxable.
16. 

16. SelectChoose the Tax Class (if applicable).

17. 

17.  Select the Product Category.

Category.
18. 

18. Select the Product Subcategory.

Subcategory.
19. 

19. Select Supplier.

the

Supplier.
20.  Enter the Desired Quantity. — the target stock level.
21. 

21.   Enter the Stock Quantity.

— the current available stock.
22.  Upload producta image.

Product

Image.
23.  Enter a detailed Product Description.

Description.
24. 

24. Add Notes.

any

additional Notes.
25.  Select if the product has a serialSerial number.

Number.
26. 

26. Choose if you wantwhether to add the product to the POS Quick Items list.

list

for faster checkout.
27. Hit Click Create Product.Product to save and add the item to your inventory.

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How to Create a Variable Product?Product

If your product hascomes in different variations — such as sizes,sizes, colors,colors, or materials,materials — Scantranx allows you can simplyto create variable products by clicking on thea Create Variable Product. button.This helps you manage multiple variations under a single product listing, making inventory tracking and sales management more efficient.

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How to Create a Serial Number?Number

1.The GoSerial Number feature in Scantranx allows you to theassign Inventoryunique tab.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.

2.To create a serial number:

1. Click on the Create Serial Number button.

   

2. 3.       Click on New Serial Number.

   

3. 4.       Select a Product. from the list.

4. 5.       Enter the Serial Number.

5. 6.       Click on the Add Item button.
   Addbutton asto manyadd itemsthe asserial younumber want.to the product. (You can add multiple serial numbers if needed.)

6. 7.       Click on 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.

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 How to Import Inventory?

Inventory

1.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:

1. Go to the Inventory tab.

   2.

Click on the Choose File button and select a file.

2. 3.       Click Import Inventory.

   

   Product Listings

   You can view the product listings by going to the Inventory tab and clicking on the Products button.

   

   From here, you can perform various tasks:

   How to Search for a Product?

   You can search for a product by product category, product name, or location.

   Search By Category

   1.       Select a product category.

   2.       Click Search.

   

   Search By Product Name or Barcode

   1.       Enter the product name or barcode.

   2.       Hit Search.

   

   Search By Location

   1.       Select a store location.

   2.       Click Search.

   

   Importing Products

   1.       Click on the Choose File button and select the Excelfile containing your product data.

3. Click Import Inventory to upload the file.

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

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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:

1. Go to the Inventory tab.

2. Click on the Products button.

3. 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.

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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

1. Select a Product Category from the dropdown list.

2. Click Search.

3. 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

1. Enter the Product Name or Barcode in the search field.

2. Click Search.

3. 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.

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Search by Location

1. Select a Store Location from the dropdown menu.

2. Click Search.

3. 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.

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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:

1. Click on the Choose File button and select the Excel file containing all product details.

2. 2.       Click on the Import Inventory button.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. 

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Exporting All Products

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

To export all productsproducts:

by

clicking

1. Click on the Export All Products link.

2. The system will generate a file (in CSV or Excel format) containing all product details.

3. 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.

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View Product Location Quantity

ToScantranx allows you to view the quantity of each product available at adifferent particularstore location,locations. clickThis feature helps you manage stock levels efficiently across multiple branches or warehouses.

To view product quantity by location:

1. Locate the product you want to review.

2. Click on the Location icon.icon Allnext to the productsproduct inname.

3. The system will display all store locations where the specificproduct locationis willavailable, appearalong onwith the screencorresponding withstock theirquantities quantity.at each location.

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

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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 the product details, follow these steps:details:

1. 1.       Click on the Pencil icon.icon next to the product entry.

2. Modify the required details such as price, stock quantity, category, or description.

3. 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.

2.       Make changes to the product.

3.       Click on Save Record.

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Add Product Images

YouAdding canproduct 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 images to a product entry as follows:images:

1. 1.       Click on the Camera icon.icon next to the product.

   

2. 2.       Click on the Choose File button and select the image.product image from your device.

3. 3.       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.

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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 productthese variations simplydirectly byfrom clickingthe product list.

To view or create product variations:

1. Locate the product you want to view or modify.

2. Click on the Variations icons.icon next to the product.

3. The system will display all existing variations for that product (e.g., size, color, or style).

4. 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.

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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:

1. Locate the product whose barcode ofyou awant product,to clickprint.

2. Click on the Print button under the Barcode column.

3. 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.

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How to Add Bulk Stock?Stock

YouScantranx canmakes addit easy to update inventory levels for multiple products in your inventory at onceonce. asThis follows:feature is ideal when restocking items after deliveries or adjusting quantities across store locations.

1.To add bulk stock:

1. Go to the Inventory tab.

2. 2.    Click on the Add Stock option.

   

3. 3.       Select the items.Items you want to update.

4. 4.       SelectChoose the locationLocation where you want to add the stock.

5. 5.       Enter the quantityQuantity for each item.

6. 6.       Click on the Update Inventory button.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.

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How to Remove Stock?

Stock

1.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:

1. Go to the Inventory tab.

2. 2.       Click on the Remove Stock option.

   

3. 3.       Select the items to be removed.

   4.       Select the location from whereItems you want to remove from inventory.

4. Choose the stock.Location from which the stock will be removed.

5. 5.For Clickeach onitem, enter the Quantity to be deducted and click the Remove button for each item after entering the quantity.  button.

6. 6.Once Clickall onadjustments are made, click the Update Inventory button.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.

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 How to Transfer Stock?

Stock

YouThe canStock transferTransfer thefeature stockallows you to move products from one store location or warehouse to anotheranother. asThis follows:ensures optimal stock distribution and helps prevent overstocking or shortages in specific locations.

1.To transfer stock:

1. Go to the Inventory tab. 

2. 2.    Click on the Transfer Stock option.

   

3. 2.       Select the itemsItems you want to transfer.

4. Choose the Originating Location (where the stock will be transferred.moved from).

5. 3.       Select the originatingDestination location.

   Location

   4.       Select(where the destinationstock location.will be received).

6. 5.       Click Proceed.
   

7. 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.

6.       Confirm the transfer information and click Complete Transfer.

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How to Request Stock?

Stock

1.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:

1. Go to the Inventory tab.

2. 2.       Select the Request Stock option.

3. Choose the Requesting Location (the store or branch making the request).

4. 3.       Select the requestingApprover location.(the person or admin responsible for authorizing the request).

5. 4.       Select anthe approver.Product you wish to request.

   5.

Select product.

6. 6.       Enter the requiredRequired quantity.Quantity.

7. 7.       Click on Add Item.
   Addto asinclude manythe itemsproduct asin needed.the request. (Repeat for multiple items.)

8. 8.       Click on the Request Stock button.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.

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How to Receive Stock?

How to Receive Stock

1.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:

1. Go to the Inventory tab.

2. 2.       Select the Receive Stock option.

   

3. 3.       Enter the Order Number. associated with the incoming stock.

4. 4.       Select the location.Location where the stock will be received.

5. 5.       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.

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How to Approve Stock?

Stock

1.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:

1. Go to the Inventory tab.

2. 2.       Select the Approve Stock option.

   

3. 3.       SelectChoose the locationLocation and hitclick Search. to view pending stock requests.

4. 4.       Enter the Order Number. of the stock request you wish to approve.

5. 5.       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.

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View Stock Report

1.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:

1. Go to the Inventory tab.

2. 2.       Select the Stock Report option.

   

3. 3.       SelectChoose the Start Date. for the report.

4. 4.       Select the End Date.

5. 5.       SelectChoose a location.Location to generate a location-specific report.

6. 6.       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.

The stock report for the selected duration will appear on the screen. The reports include added, removed, and transferred stock reports, as well as inventory tracking and value reports.