Skip to content

How does the inventory section work?


The Manage Inventory section in RepairDesk POS provides you with a powerful tool to efficiently organize your inventory, including Products, Trade-In devices, Miscellaneous and Special Ordered items. This feature offers a user-friendly interface that allows you to add, search, and manage inventory items with ease. You can keep track of stock levels, set stock warnings, and view the overall stock value of your inventory. Additionally, RepairDesk enables you to import multiple inventory items using an Excel file, saving you valuable time and effort in managing your stock.

1. Searching for Specific Inventory Items

Finding a particular item in your inventory can sometimes be a daunting task, akin to finding a needle in a haystack. However, with RepairDesk, locating inventory items has become remarkably easy! Follow these steps to search for specific inventory items:
1. Go to Inventory > Manage Inventory to access the inventory management section.
2. Select the appropriate category from the available options: Products, Trade-In, or Miscellaneous or Special ordered items.

3. Click on the Search Filter button to reveal relevant search fields based on the selected category.
4. Enter the relevant information in one or more search fields. These fields include Item ID, Item Name, Item Category, Manufacturer, Device/Model, Item SKU/UPC, IMEI, Serial, Supplier, Valuation Method, and various criteria like Physical Location, Condition, Subcategory, From Date, and To Date.
5. Click on the Search button to display the search results that match your criteria.

Please note that different categories may display distinct search fields. For example, the Trade-In category includes Customer and Sale Status fields, which are not applicable to products and Miscellaneous.

1. 1. Product

The "Products" section within the Manage Inventory module allows you to effectively manage accessories, parts, and mobile phones in your inventory. Here is a detailed explanation of the information available in this section:

- Item ID: The unique identification number assigned to the item, facilitating easy search and identification.
- Item Name: The name or title of the item for quick identification and categorization.
- UPC: The Universal Product Code, a standardized barcode for tracking and managing products.
- Item Category: The category to which the item belongs, enabling efficient grouping and organization.
- Valuation Methods (WAC/LIFO/FIFO): This refers to the various valuation methods used for calculating the item's cost, such as Weighted Average Cost (WAC), Last In First Out (LIFO), and First In First Out (FIFO).
- SKU Code: The Stock Keeping Unit ID, a unique identifier for individual inventory items.
- From Date: Lists down all products entered into the system starting from a particular date. Clicking on the Calendar icon allows you to pick a date easily.
- To Date: Lists down all items entered into the database up to a specific date. You can again click on the Calendar icon to choose the date conveniently.
- Manufacturer: Enables you to display mobiles, accessories, or parts from a specific manufacturer, making it easier to manage different suppliers.
- Device/Model: Helps you search for items based on a specific make or model of a digital device, streamlining organization and management.
- Type: Allows you to view all items belonging to a particular type, such as battery, accessories, cable, etc.
- Supplier: Sorts out items purchased from a particular supplier, making it convenient for supplier-based management.
- On-hand Quantity: Shows the current stock quantity of the item available in your inventory.
- Stock Warning Level: Enables you to set a warning level for stock quantity, indicating when it's time to reorder the item.
- Reorder Level: Indicates the minimum quantity at which the item should be reordered.
- Price: The retail price of the item that will be displayed to customers.
- Unit Cost: The cost price of the item, representing the price at which you acquired the item from the supplier.

1.2. Trade-In

The "Trade-In" section allows you to manage trade-in devices efficiently. It involves various fields to keep track of trade-in transactions and customer details. Here is a breakdown of the information available in this section:

- Item ID: The unique identification number assigned to the trade-in item.
- Name: The name or title of the trade-in item.
- IMEI: The International Mobile Equipment Identity, a unique number used to identify mobile devices.
- Serial Number: The specific serial number associated with the trade-in item.
- Transaction ID: The unique identifier for the trade-in transaction.
- Price: The trade-in price of the item, which determines its value in the exchange process.
- Cost: The cost price of the trade-in item to your business.
- Refurbishment Cost: The cost involved in refurbishing the trade-in item, if necessary.
- Status: Indicates the current status of the trade-in item, such as "In Progress," "Completed," or "Canceled".
- Action: Provides a dropdown menu with various actions that can be performed on the trade-in item, such as viewing details, editing, or deleting the entry.

Custom Fields

We've launched custom fields in the Trade-In module, giving you even more flexibility and customization options to tailor your workflow to your unique needs.
Head over to the 'Trade-In' section.
Click on 'Add Purchase' to begin adding a new purchase entry.
Within the purchase entry form, select 'Add Line Item' to specify the details of the trade-in item.
Here comes the exciting part! You'll now find an option to add 'Additional Details' for the trade-in item.
Simply add the attribute name and choose attribute type from the available options, including text field, dropdown, checkbox, and calendar.
May be an image of text that says Trade-In Custom Field Add ani item Manage Inventory  Add Purchase  Add Line Item  Additional Details  Add Custom Fields Product Prices Additional Details Add ustom Fields ATTRIBUTE AME Cancel Save ATTRIBUTE TYPE Textfield Save RepairDesk

1.3. Miscellaneous

The "Miscellaneous" section allows you to manage and keep track of extra services or casual items, such as checkups, advice, activation, and support. Here is a detailed explanation of the information available in this section:

- Item ID: The unique identification number assigned to the miscellaneous item.
- Name: The name or title of the miscellaneous item, facilitating easy identification and categorization.
- Cost: The cost price of the miscellaneous item to your business.
- Price: The retail price at which the miscellaneous item is offered to customers.
- Created On: The date when the miscellaneous item was added to the system.
- Action: Provides a dropdown menu with various actions that can be performed on the miscellaneous item, such as viewing details, editing, or deleting the entry.

1.4. Bill Payments

Introducing the RepairDesk Bill Payments Module! Now, you can easily top-up mobile phones of leading providers, offering a seamless and versatile airtime service. Say goodbye to limited carrier options, as this module empowers you to add as many network carriers as you desire. With just a few clicks, you can recharge multiple mobile networks within minutes!
From this section, you can perform following actions against the added providers:
a. Add/edit new provider
b. Add/edit network
c. Add/edit payment plan
To add a new provider, network or payment plan click on ‘Add’ button on the top right corner, you will get the menu. Click on anything, a new popup will appear where you’ll add relevant details.

1.5. Special Ordered Items

This section contains purchase orders of specially ordered items, allowing you to keep track of unique and non-standard inventory items.
When customers request products or parts that are not readily available in the standard inventory, businesses may need to place special orders to fulfill these requests. These items could be rare, customized, or non-standard products that are not typically stocked. The "Special Ordered Items" section in RepairDesk allows you to manage these unique orders efficiently.
When a customer places a special order, you can create a purchase order within RepairDesk to procure the requested items from your suppliers or vendors. This purchase order will contain all the necessary details, such as item description, quantity, cost, supplier information, and any other relevant notes.

2. Adding a New Item to Inventory

RepairDesk makes it remarkably easy to introduce a new item to your existing inventory, be it accessories, parts, mobile phones, trade-in devices, or casual items. Here are step-by-step instructions on how to add an item to your inventory based on its category:

2.1. Products

1. Go to Inventory > Manage Inventory > Products to access the "Products" section.
2. Click on the Add Product button to initiate the process of adding a new item.

A new screen will appear, here you can select either your item is serialized or non serialized;

Let's have a look at key differences between serialized and non serialized items.
Non Serialized Item
Serialized Item
A non-serialized item refers to a product in your inventory that is not tracked individually by a unique serial number or identifier.
A serialized item refers to a product in your inventory that is individually tracked and identified by a unique serial number or identifier.
Non-serialized items are typically used for products that are not unique and have identical specifications. Examples include generic accessories, bulk supplies, or consumables like phone cases, screen protectors, screws, etc.
Serialized items are often used for high-value products, electronic devices, or items requiring detailed tracking for warranty, repairs, or service history. Examples include smartphones, laptops, watches, etc.
Since non-serialized items are not individually tracked, they are easier to manage and don't require extensive record-keeping for each item.
Since each serialized item has its own record, you can easily monitor its sales, repairs, service history, and warranty status.
3. Fill in the required information under the "Product Information" section, including item type, name, manufacturer, device, subcategory, short description, and upload a picture for visual identification.

4. Select "Yes" or "No" for the "Commissions" and "Display on POS (Point of Sale)" options, depending on whether you want to associate commissions with the item and display it on the Point of Sale screen.

5. Under the "Stock Inventory" tab, provide essential details such as stock quantity, stock warning level, supplier, minimum quantity, supplier/vendor, and valuation method (e.g., Weighted Average Cost - WAC, Last In First Out - LIFO, and First In First Out - FIFO).
Here's an explanation of the three inventory costing methods used in RepairDesk:
  1. Weighted Average Cost (WAC): The Weighted Average Cost method calculates the average cost of all units available in inventory, including both the old and newly purchased ones. It considers the cost of each unit and their corresponding quantities. To calculate the weighted average cost, the total cost of all units in stock is divided by the total number of units.
Formula for Weighted Average Cost (WAC):
WAC = (Total Cost of Inventory) / (Total Quantity of Inventory)
In RepairDesk POS Software, the WAC method assigns a cost to each unit based on the average cost of all similar units in stock. This method smoothens out fluctuations in costs and is especially useful when dealing with frequent price changes or volatile market conditions.
  1. Last In First Out (LIFO): The Last In First Out method assumes that the most recently purchased items are the first ones to be sold. In other words, the cost of goods sold is calculated using the cost of the last units acquired, while older units remain in inventory. This approach can be beneficial during inflationary periods as it allows businesses to match recent, higher costs with current revenue, resulting in potentially lower taxable income.
However, it's essential to note that LIFO may not be allowed in some accounting standards, and it can lead to inventory valuation mismatches during times of rising costs.
  1. First In First Out (FIFO): The First In First Out method assumes that the oldest items in inventory are the first ones to be sold. It matches the cost of goods sold with the cost of the earliest units acquired. As a result, the ending inventory is valued at the most recent cost. FIFO tends to reflect a more accurate representation of the cost of goods sold when prices are rising.
In RepairDesk, you can choose between WAC, LIFO, or FIFO methods based on your business's inventory management and accounting needs. Each method has its advantages and considerations, so selecting the most suitable one depends on factors like industry trends, tax regulations, and your inventory purchase patterns. By providing multiple options, RepairDesk aims to cater to diverse business requirements and help users manage their inventory efficiently.

6. Set the retail price, sale price, and cost of the item along with the applicable tax class under the "Tax & Pricing" section.

7. Finally, click on the Save Item button to add the new item to your inventory.

Internal Notes

Users can now include internal notes for products, designating certain notes as flagged for special attention. When users access an item with flagged notes, a popup will display all associated flagged notes for quick reference. Additionally, products with flagged notes will be visually highlighted in red within the product listing, allowing users to easily identify and recognize items with important notes.

2.2. Trade-In

1. Go to Inventory >> Manage Inventory >> Trade-In to access the "Trade-In" section.
2. Click on the +Purchase  button to begin adding a new trade-in item to your inventory.

3. Enter all relevant details, including buyer and seller information, item details such as IMEI, serial number, and price, as well as any necessary declarations or consent of sale, which may include signatures or agreements, and payment information.

2.3. Miscellaneous

1. Go to Inventory > Manage Inventory > Miscellaneous to access the "Miscellaneous" section.

2. Click on the Add Product button to initiate the process of adding a new miscellaneous item.
3. Provide the required information, including the item name, description, price, cost, tax, and other relevant details.

4. Click on the Create button to successfully add the new casual item to your inventory.

3. Importing Multiple Inventory Items

RepairDesk offers a convenient way to import multiple inventory items using an Excel file in .xls or .xlsx format. This feature is especially beneficial when you have a large list of items to add, saving you considerable time and effort. Follow the steps below to import multiple inventory items:
1. Go to Manage Inventory under the Inventory tab to access the inventory management section.
2. Click on the Import button.

3. You can download a sample file in .xls or .xlsx format, which serves as a template to match the required format for importing your inventory.

4. Enter your inventory records in the downloaded file, ensuring that column headings match the data accurately.

5. Save the file once all changes have been made.
6. Click on Choose File and select the Excel file containing your inventory data from your system.

7. Click on Upload & Next to proceed to the next step.
8. On the mapping screen, confirm that the column headings in your imported file match the respective fields in RepairDesk.

9. Proceed to the Format Overview screen and review the mapping to ensure everything is correctly aligned.
10. Click on Next to proceed further.

11. If you have enabled a trigger to check the uniqueness of an SKU (Stock Keeping Unit), make sure that each SKU is unique across items. If the trigger is enabled and the SKU is not unique or not entered against the item, it will appear in red during the third step of the upload process. Go to store settings and enable the option as shown below in the screenshot.

12. Review the changes made, and you will be taken to the last screen: Confirm or Roll Back. Click on Confirm if you are sure that all data is correct and to start the import process. If you have any doubts or want to revert back all changes, click on the Reset button. This will cancel all changes and take you back to the first screen.

13. After confirming the import, RepairDesk will notify you about how many items are new and how many are updated.
Should your inventory items exceed 500, a progress window will show the uploading progress to keep you informed.
Please note that you can add "Yes" or "No" in place of 1 or 0 for fields like Show on Widget, Show on POS, and Tax Inclusive.

Key Takeaway

The Manage Inventory section in RepairDesk POS offers an extensive range of features and functionalities to help you efficiently organize, search, and manage your inventory items. From adding new items to importing multiple records, the system streamlines the inventory management process, enhancing productivity and accuracy in your retail business. By leveraging RepairDesk's user-friendly interface and comprehensive tools, you can effectively optimize your inventory operations and maintain a well-organized and thriving business.

Contact Support

If you have any questions or require further assistance, please visit our website or email us at Our support team is ready to help you with any queries or concerns you may have.

Q. Can I delete multiple items at once?
Sure. Just select the items by ticking on their check boxes, click on the action button at the top and click on Delete Selected Items. Alternatively you can select Remove From This Store Only option. 

Q. From where can I add or view manufacturers and devices?
A. Click on the main Action button at the top and select View All Manufacturers to view and edit manufacturers and click on View All Devices to edit and view device models. 

Q. How to add multiple items in inventory at once?
A. You can add multiple items via Import Inventory functionality. To learn more about it, click here

Q. Can I select multiple manufacturers?
A. Yes you can slect multiple manufacturers from the manufacturer dropdown in the search filters.

Q. How can I tack serialized inventory from inventory main page?
Case1: if inventory have serials, then text will be shown “Show Serials “under valuation method column.
Case 2: if Inventory is serialized but don’t have serials then text will be “Create Serials" under valuation method column.

Feedback and Knowledge Base