There are several ways to post products in RO App: manually, by simply importing a formatted Excel file, or by importing and mapping data. It is also possible to convert a purchase order into a posting. In this article, we'll go over all the options.
Please note that it is not possible to post products in the mobile app.
Posting from a purchase order
A posting document can be created directly from a purchase order — the preliminary stage before posting. Using purchase orders organizes purchases, reduces errors, and makes the supply process transparent.
Next, let's look at the ways in which products can be posted.
Manual posting
☝ This method is suitable:
If you need to quickly add one or a few new products.
If the received product does not have an expenditure note (for example, internal production).
Its advantages are:
Speed and simplicity, no need to create documents.
Allows you to quickly correct data.
Go to the Inventory > Postings page and hit the + Posting button to create a posting.
Select or add a supplier, enter the invoice details, and choose a warehouse you want to post your products to.
Please note, that if this is not the first time you have posted the products, the warehouse where you last posted the goods will be automatically selected. If you have only one warehouse, then it will be selected automatically.
If necessary, during the posting process, you can always change the warehouse. Please note, that if you use bin locations when changing the warehouse, the bins will be changed to the bin that is set to By default for the new warehouse.
After that, fill the product-related data. You can post both new and known products.
Posting the known products to your warehouse
You can fill the warehouse with products by importing it on the My company > Products page. Thus, you will quickly fill in all the information about products to add the quantity during the posting process.
To post the known products to your warehouse:
1. Scan the product barcode or enter a product name, code / SKU, and select the item from a dropdown list.
Note: When RO App finds the product by barcode and adds it to the table, you will hear a beep. You can add 3 items of a product by scanning the same product 3 times.
2. Enter the quantity or scan serial numbers (for serial products).
You can see the SN sign for products with inventory serialization enabled. You have to enter existing serial numbers or generate new ones for each of those product items
3. Enter the Purchase price.
Remember: the purchase prices may differ in your shipments, while the end price for your clients stays the same. Hit the Show prices button to edit your retail prices.
The Current price column represents the current prices of the goods that you post.
The Estimated price column represents the estimated price value with all markups included. You can configure those on the Settings > Prices and discounts page. Click the estimated value to edit it for a specific price or hit the arrow icon to set all estimated prices as current.
4. Enter the supplier warranty.
Remember: you should specify the supplier warranty for a current shipment upon posting.
5. Specify the expiration date of the product if the expiration date tracking option has been activated for it in the product card. In this case, this field is required to be filled in during posting.
If you receive a batch of one product with different expiration dates, each group with a separate expiration date should be recorded with a separate delivery note.
6. Select a warehouse bin (if you are using bin locations).
Bin locations is a technology for distributing products in your warehouses. With bin location, every warehouse bin has a unique address. Go to the Settings > Warehouses page and check the Enable bin locations checkbox to activate this functionality.
7. Hit the Add button.
If you need to modify any serial number, click the posting product quantity, remove an incorrect serial number, and enter a correct one. Hit the price value, supplier warranty or bin to edit it.
If needed, add a comment to the product. When adding it, select the comment type — public or private. A private comment is visible only within the system and intended for internal use. A public comment will be displayed when printing the goods receipt document.
Posting new products to your warehouse
To post new products to your warehouse:
1. Enter the product name and hit the Create product button.
2. Add the product properties in the popup:
Choose a category (when you don't have the right product category, press + Category to create a new one).
Add the product description and image (if relevant).
Enter the product code and SKU (if applicable).
Add the existing product barcode or generate the new one.
Establish the warranty period for your clients.
Indicate the expiration date, if applicable for the product.
Enable inventory serialization for the product you are posting (if applicable).
Remember: Enabling serialization is irreversible. Once activated, you'll have to enter the serial number for every product item.
Enter existing serial numbers or generate new ones for your serial products in RO App (you can configure serial number template on the Settings > Warehouses page). The system allows using digits, Latin characters, and even special symbols in your serial numbers. There have to be as many product serial numbers as many products you are planning to post.
Hit the 🖨️ button to print the product labels with serial numbers. Find out more about printing labels with serial numbers here.
Specify prices manually or leave the fields unchanged so RO App calculates prices automatically after you specify the Purchase Price. Navigate to the Settings > Prices and discounts page to set up the sale markups.
Establish Stock control for product (if applicable). Using this function allows you to generate a report “Products below minimum stock”.
Set the Employee commissions. In this field, you can set exceptional commissions for an employee for selling this product or for adding it to a work order. This can be a percentage of the part cost, a fixed amount, or both. If you leave this field blank, the standard payroll calculation rules specified in the employee’s profile will apply.
Hit the Save button.
3. After creating the new product you need to add posting information in the popup.
Enter the quantity or scan serial numbers (for serial products)
Enter the supplier warranty
Select a warehouse bin (if you are using bin locations)
Enter the Purchase price
If you specified price when filling properties of the products, they will automatically be tightened in the column Current price. The Estimated price column contains prices corresponding to markups on the Settings > Prices and discounts page. If you want to apply the estimated price, just hit the arrow between columns to transfer it to the Current price columns. This price will be shown when adding products to work order or sale.
If you didn’t specify price when filling properties of the products, it will be 0 in the Current price column. Here you also can apply the Estimated price corresponding to markups on the Settings > Prices and discounts page.
If you need to change the price you can always do it in the product profile or after adding the product to work order/sale (if an employee has permission for that).
4. Hit the Add button. After that, the product will be automatically added to the table for posting.