Stock In-Out/Audit/Move

How can I see transactions by partners?

You can sort by supplier or vendor from the sorting options on top of the History menu.

How do I add partner information?

From Data Center, go to Partner to add a new partner. The type and name of the partner must be included and phone number, Email addresses are optional.

If I edit a quantity from the past transaction, will it affect my current quantity as well?

If a quantity from the past transaction is edited, the latter Stock In/Stock Out/Audit transactions are also recalculated as well. The calculation method is identical to the original Stock In/Stock Out/Audit calculation method.

Example for Stock In/Stock Out/Move

The example below shows 3 stock ins from January 1st to January 3rd. The first row is the oldest transaction item.

TransactionIDCreatedTypeProductDifferenceQuantity
12020-01-01Stock InMackerel+50 → 5
22020-01-15Stock OutMackerel-25 → 3
32020-01-30Stock InMackerel+13 → 4

If the first transaction is revised so that the quantity is revised from 5 to 10, the current quantity automatically is revised to 9.

TransactionIDCreatedTypeProductDifferenceQuantity
12020-01-01Stock InMackerel+100 → 10
22020-01-15Stock OutMackerel-210 → 8
32020-01-30Stock InMackerel+18 → 9

By adding an omitted transaction of 10 mackerels for January 10th, it is calculated identically, which makes the total quantity 14.

TransactionIDCreatedTypeProductDifferenceQuantity
12020-01-01Stock InMackerel+50 → 5
42020-01-10Stock InMackerel+105 → 15
22020-01-15Stock OutMackerel-215 → 13
32020-01-30Stock InMackerel+113 → 14

Example for Auditing

The example below shows inserting the change in inventory using Audit in the stock in/out transaction. The first row is the oldest transaction item.

TransactionIDCreatedTypeProductDifferenceQuantity
12020-01-01Stock InMackerel+50 → 5
22020-01-03Stock OutMackerel-25 → 3
32020-01-05Stock InMackerel+13 → 4
42020-01-10AuditMackerel→ 24 → 2
52020-01-13Stock InMackerel+52 → 7
62020-01-16Stock OutMackerel-27 → 5

If the first transaction quantity is changed from 5 to 10, the quantity stays for #1-3, like the example for the ‘Audit’ transaction above. However, from #4, because the transaction audit adjusts the whole inventory balance to 2, this allows the rest of the inventory to remain unaffected.

TransactionIDCreatedTypeProductDifferenceQuantity
12020-01-01Stock InMackerel+100 → 10
22020-01-03Stock OutMackerel-210 → 8
32020-01-05Stock InMackerel+18 → 9
42020-01-10AuditMackerel→ 29 → 2
52020-01-13Stock InMackerel+52 → 7
62020-01-16Stock OutMackerel-27 → 5

For adding an omitted transaction for January 2nd as well, the current quantity status does not change.

TransactionIDCreatedTypeProductDifferenceQuantity
12020-01-01Stock InMackerel+50 → 5
72020-01-02Stock InMackerel+105 → 15
22020-01-03Stock OutMackerel-215 → 13
32020-01-05Stock InMackerel+113 → 14
42020-01-10AuditMackerel→ 214 → 2
52020-01-13Stock InMackerel+52 → 7
62020-01-16Stock OutMackerel-27 → 5
tip

Like the example above, if there is an audit transaction in the middle, the current quantity may change unlike anticipated. Unless the change is necessary, please do not edit the past transaction, but modify the quantity by auditing.

How can I add an omitted transaction?

An omitted transaction can be added by clicking Want to add a missing one from the Stock In or Stock Out menu.

Adding Omitted Stock In Transaction

⁕ An omitted stock out transaction can also be added in the same method

You can add past transactions by pressing the Want to add missing one. button on the corner.

note

Only the admin can add past transactions. For member roles, go to Settings > Members.

Select the date and time when the transaction was made with the product with quantity and finish by clicking the Stock In button.

note

The quantity shown on the ‘Select Product’ is your current quantity

The added past transaction is also added to the ‘History’.

The added transaction’s date and time are displayed in purple.

Can I edit transaction from the mobile app?

For now, editing transaction on the mobile app is unavailable. We will do our best to update it shortly. For transaction edit, please log into BoxHero PC > History. For more, please refer to the below.

Editing Transaction

You can edit a partner, product, or quantity of a transaction or delete it.

note
  • The quantity from ‘Select Product’ is not the current quantity, but when the transaction was made.
  • Only the admin can edit or delete transactions (For member roles, go to Settings > Members).
  • Up to 50 recent transactions can be edited.
caution

Editing product list and quantity from history may cause disruptions in your inventory balance. Do not edit quantity with this feature unless necessary and it is recommended to use 'Audit' to revise inventory quantity.

The edited transaction’s date and time are displayed in orange.

To view the original transaction, click the Details button.

By opening the folded transaction on the bottom, you can view the original copy.

How do I make stock in or stock out with an Excel file?

note

You can make stock in or stock out with an Excel file from the BoxHero PC web-app (https://www.boxhero-app.com/). We will do our best to be able to make transactions with an Excel file on mobile as well shortly.

Please click Import Excel button from the Stock In/Out menu and follow the guide below.

note

Barcode and quantity must be included in the Excel data.

Making Stock In with an Excel file

  • You can also make stock out in the same method below.

Click the Import Excel button from the upper-right corner.

Upload the Excel file.

Select or drag the file to the page.

note
  • Barcode and quantity is required and must be included in the first column.
  • Product Name is not mandatory information.

Excel file example:

Make sure if correct columns are added and click Continue.

Lastly, check each product and its quantity. Then, input the memo if needed and click Stock In.

If using Multi Mode:

Not barcode, but Item ID and quantity must be included in the Excel file.

Excel file example for Multi Mode stock in:

How can I make a stock out transaction in the order of the nearest expiring products?

With Multi Mode's Expiry menu, you can easily make stock out by expiration dates. From More, please click Expiry and the Excel FIFO button. Then upload an Excel file with barcode and quantity to make stock out for. Once uploaded, BoxHero will automatically set the products in the order of the nearest expiry. (Excel FIFO is yet supported on the mobile app.)

I made a stock in/out transaction, but I want to edit it. How?

Please go to History to edit your transactions. By clicking the transaction, you can find More button on top. After clicking the button, please click Edit. (Editing transaction on mobile app is unavailable for now.)

Editing Transaction

You can edit a partner, product, or quantity of a transaction or delete it.

note
  • The quantity from ‘Select Product’ is not the current quantity, but when the transaction was made.
  • Only the admin can edit or delete transactions (For member roles, go to Settings > Members).
  • Up to 50 recent transactions can be edited.
caution

Editing product list and quantity from history may cause disruptions in your inventory balance. Do not edit quantity with this feature unless necessary and it is recommended to use 'Audit' to revise inventory quantity.

The edited transaction’s date and time are displayed in orange.

To view the original transaction, click the Details button.

By opening the folded transaction on the bottom, you can view the original copy.

If I edit or delete a transaction, does it remain in History as well?

Even for editing or deleting transactions, all actions remain in History. Moreover, the member and the time that the edit or delete was made is also recorded as well.

Can I download transactions from the History menu?

note

Log into BoxHero PC web-app(https://www.boxhero-app.com/) to download your transactions in an Excel file. We will update mobile Excel export shortly as well.

From History, select the type of transactions from the upper hand bar and click Export Excel button to download. (Excel export is yet supported on the mobile app.)

Can I print the transactions?

From the History menu, you can print by clicking the transaction > More button > Print. (Mobile printing is yet supported on the mobile app.)

How can I view the exact time when the stock in or out was made?

From the History menu, please click each transaction to view the exact date and time. For more, please refer to the information below.

Transaction Details

  1. Partner
  2. Date that transaction was made
  3. Member that made the transaction
  4. Details

Can I make a stock in/out draft?

From the Stock In/Out menu, you can save a draft before publishing it. Select the product and quantity in advance and finalize it later. For more, please refer to the following guide.

Stock In Draft

By clicking the Save Draft button, you can save it as a draft and finalize it in the future.

Select product, insert quantity and memo. Then, click the Save Draft button from the bottom.

Drafts can be found from the Stock In menu right away.

note

For a new draft, please click the button on the upper-right corner.

To delete, please click the Delete button from the upper-right corner of the draft page.

What's the difference between Auditing and inserting a past transaction?

Auditing is to sync when there is a difference between the quantity on BoxHero and the actual quantity. Inserting a past transaction is to increase the accuracy of transaction history, which adds a new transaction, whereas auditing is only editing the current quantity of selected products.

What's the difference between auditing and moving?

Auditing is to sync when there is a difference between the quantity on BoxHero and the actual quantity. Moving is to move a product from a location to another, that's only supported on Location Mode.

What's the difference between auditing and editing a transaction?

Auditing and editing transaction is both for auditing product's quantity. Please make a transaction edit if the quantity for a certain transaction must be edited. If you cannot find the transaction or several transactions need to be edited, auditing is highly recommended.

caution

If the transaction is edited, the current inventory quantity is changed as well. Unless necessary, auditing over editing transaction is highly recommended for clear management.