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📖 Adding a New Inventory Item


Managing your inventory has never been this easy! With RepairDesk you can organize your accessories and parts, manage trade-in devices and keep a record of miscellaneous casual items. 

Adding a New Inventory Item

In this article, we will explore all the features that you can use to add a new inventory item in RepairDesk. 

Looking for a quick guide instead of detailed one? Check out the Guides section at the end of this article.

  1. From the toolbar at the top, go to Inventory > Manage Inventory.

  2. Next to Products, click Add ( ).
    The options to add a new Inventory Item are displayed.

You need to specify the following details to add a new Inventory Item:

  1. Non-Serialized Item / Serialized Item
  2. Item Information
  3. Stock
  4. Tax
  5. Pricing
  6. Setting

Serialized or Non-Serialized Item

In this section you can specify the serialization for the inventory item as Non-serialized and Serialized. You can always change this whenever you need to.

To learn the concept of Serialized Inventory, check out this article.

Item information

In this section you can specify the basic details of the item that will help you easily identify this item in the POS.

To specify:

  1. Under the Item Information, specify the basic details of the item:

  2. Click Add More Info to display more options (or skip to Stock Details).

    Remember, in RepairDesk Item Category is different from Repair Category. To learn more, check out the concepts of Item Category and Repair Category.

    Always associate an item with appropriate Devices/Models. An item associated with a Device/Model has better visibility in the system. Although it has no impact on the selling of that item. If you do not associate the item with any Device/Model, then you might experience difficulties finding that item through search and filter.

  3. Specify more information about the inventory item:

    1. Select how the Warranty applies to the repair service. Options include:

      • [ No warranty ] – to remove the warranty

      • [ Days ] – to apply warranty for the specified unit of days

      • [ Months ] – to apply warranty for the specified unit of months

      • [ Years ] – to apply warranty for the specified unit of years

      • [ Lifetime ] – to apply warranty for the lifetime

        From the Store Settings, you can set the default warranty period for both serialized and non-serialized inventory items separately.

    2. Enter the IMEI number of the item.

    3. Select the item Condition as New or Used.

    4. Select the Physical Location of the item in your store.

    5. Enter a SKU for the item.

    6. Enter the UPC Code.

      From the Store Settings, you can configure RepairDesk to automatically generate SKU/UPC for the item.


In this section you can specify exactly what's the on-hand quantity for the inventory item, who's the supplier, and which valuation method you need to use. In addition, you can also set stock warnings to trigger system alerts for effective stock management. In case, you do not need to manage stock for the item in RepairDesk, you can always turn it off from this section. 

To specify:

  1. Set Manage inventory Level for this item to Yes or No.

    > In case, you set the Manage Inventory Level for this Item to Yes, the On Hand, Stock Warning and Minimum Qty fields are displayed.

    > In case, you set it to No while the inventory is Serialized, then in the cart of POS, you wouldn't need to select a specific Serial.

  2. Enter the item’s On Hand quantity.

  3. Enter a number to specify when to trigger the Stock Warning in the Low Stock report.

  4. Enter a number to specify the Minimum Qty required in the stock.

    RepairDesk raises a warning in the Low Stock report based on the Stock Warning number. But, “how many items” do I need to re-order once the stock hits the warning level? To answer that question, you should set a number in the Minimum Qty field as well. Let’s take an example:

    You have 100 on-hand items and set the Minimum Qty to 20 and the Stock Warning to 15. Now, as soon as your on hand stock falls at 15 items (or even below), a stock warning will be raised saying you need to re-order 5 items (the formula is Minimum Qty minus On Hand quantity).

    From the Store Settings, you can configure RepairDesk to raise low-stock alerts based on the Minimum Qty.

  5. Select a Supplier / Vendor of the item.

  6. Select a Valuation Method for the item as Weighted Average Cost, FIFO, or LIFO.


In this section you can apply a Tax Class on the item. By default, two classes of Sales Tax and Tax Exempt are already defined in the store for you. However, you can always go to Tax Configurations in your Store Settings and make new ones or modify existing. 


In this section you can specify the cost, sale and promotional price for the item. In addition, if you have created any Customer Groups in RepairDesk, then you can specify promotional prices separately for each of those Customer Groups.

To learn how to create a customer group and setup third party billing for it, checkout this quick guide.

To specify:
  1. Enter the Unit Cost for the item.

  2. Enter a percentage value in Mark Up (%) field which will increase the Unit Cost accordingly and set the Retail Price

    From Store Settings, you can configure RepairDesk to disable the Mark Up (%) feature.

  3. Enter the Retail Price for the item.

    Please note that you only need to specify one field out of Mark Up (%) and Retail Price. In case you specify the Mark Up (%) field, you do not need to set the Retail Price, and vice-versa.

  4. Enter the Promotional Price for the item, which will override the Retail Price.

To specify Customer Group Pricing:

  1. Click Customer Group Pricing.

  2. Enter a numerical value in under the desired Customer Group to specify the Promotional Price for it.


In this section you can specify whether or not you need to setup employee Commission for the item. In case you turn the commission on, you can then specify the employee commission either by giving a commission percentage or flat amount. In addition, you can also specify whether or not you need to make the item available in POS.

Save the Item

Click the Save Item button at the top to add the item to your inventory. This will display the item details for your review.

In case you need to add the item and quickly go ahead to create a new one, click Save & Add New.

In case you click Save Item for a Serialized Item, then upon saving the item a new section of Manage Serialized Inventory will be displayed below for managing item serials.

To learn more about managing serialized inventory, check out this detailed article.

What more you can do...

RepairDesk is engineered to provide unmatched flexibility and intuitive quality to your experience. One of the benefits of this smart approach is that you can create any missing definitions for your store right from the page you are working on - without disturbing your main workflow ever.

In the following sections, we will explore each of them separately.

Add a new Item Category

  1. Enter the name of Item Category.
    In case the Item Category doesn't exist, the Add New option is displayed.

  2. Click Add New.

Add a new Manufacturer

  1. Enter the name of Manufacturer
    In case the Manufacturer doesn't exist, the Add New option is displayed.

  2. Click Add New.

  3. Click Save.

  4. Go to Store Settings, search for your newly added Manufacturer.

  5. Go to Action > Edit.

  6. Enable Show On POS by placing checkmark against it.

  7. Click Save.

Add a new Device Model

  1. Enter the name of Device Model.
    In case the Device Model doesn't exist, the Add New option is displayed.

  2. Click Add New Device.

  3. Click Save.


These guides are context-based articles that explain how to use various features of Inventory to:

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