Stock and purchase orders

ArtworkDesk can keep count of your blanks: the T-shirts, mugs and bottles you decorate. Approved jobs reserve what they need, the blanks come off the shelf when work starts, and you can see what to order before you run out.

Click Stock in the sidebar. You need the Products, prices and stock permission (Owners, Admins and Sales and design have it).

Turning on stock for a product

Open the product under Products and fill in:

Click Save product. Only products with stock tracking ticked are counted.

Counting what's on the shelf

On Stock levels, click Count or change next to a product. Each row is one colour and size.

1. Click Add colour or size for each one you stock, or Add a size run to add XS to 2XL in one go.
2. Enter how many are On the shelf.
3. Set a Reorder level and Order this many if you like (see below), and a Location such as "Shelf B2".
4. Add a note for the history if you like, then click Save stock.

Changing On the shelf is recorded as a stock count. Once a row is saved, its colour and size can't be changed.

Reading the stock levels

Click Short or below reorder level to see just the rows that need attention.

When blanks come off the shelf

An approved job reserves its blanks. They're taken off the shelf when the job moves out of Queued on the production board, or when it's dispatched without going through the board. This only happens once: moving a job back to Queued doesn't put its blanks back.

The change shows in the product's History as "Used for a job", with the job number.

Shortages on the board and orders

When there aren't enough blanks for an approved job, its card on the production board and its line on the order page show Short of a number of blanks, for example "Short of 6 blanks". Click it to open Blanks to order.

Reorder level and order quantity

• Reorder level: when what you'll have left after jobs falls below this, the item appears in Blanks to order.
• Order this many: the least you want to order at a time, for example a full box.

ArtworkDesk counts what's on the shelf and on order, takes off what approved jobs and jobs in design need, and suggests enough to get back to the reorder level, or Order this many, whichever is more. Leave the reorder level at 0 to order only what jobs need.

Blanks to order

The Blanks to order tab lists everything you need to order, grouped by supplier (products with no supplier are under "No supplier set"). The Order column is filled in with the suggested quantity.

1. Change any quantities. Set one to 0 to leave it out.
2. Click Start purchase orders.

You get one draft purchase order for each supplier. From then on its items count as On order, so they aren't suggested again.

Purchase orders

Open a purchase order from the Purchase orders tab.

1. Check the quantities, and fill in the Details: Supplier, Supplier's order email, Their reference or account number, Expected date and Notes for the supplier. Click Save. (Setting a quantity to 0 and saving removes that line.)
2. When you've placed the order, or want to send it now, click Mark as ordered. Leave Email it to ticked to email it to the supplier; this needs the supplier's order email first.

Click Print at any time for a printable copy, which you can also save as a PDF.

Cancel this purchase order is there until the order has been fully received.

Receiving a delivery

When the delivery arrives, open the purchase order. Under Receive a delivery, Arrived now is filled in with what's still to come.

1. Change any quantities that are short.
2. Click Add to stock.

The blanks are added to On the shelf. If only part has arrived, the purchase order shows Part received and you can receive the rest later. Once everything is in, it shows Received.

Stock history

Each product's stock page has a History of the latest changes: when, the colour and size, how many, why (for example Received, Used for a job or Stock count, with the job or purchase order number) and who.

Importing a stock count

To load or update a lot of counts at once, click Import or export on the Stock page. Each row is a product, colour and size with how many are On the shelf, and optionally the reorder level, order quantity and location. Products are found by product code or name and are switched to stock tracking. Each count is recorded in the history as a stock count. See Importing and exporting with spreadsheets.