Inventory and shop

Keep track of what the club has and sells: purchases, sales paid now or on a player's balance, kit lent out with a deposit, a reminder to reorder, and a shop in the family portal.

Dla kogo: menedżer, właściciel, trener, rodzice

The Inventory is everything the club has: balls, bibs, kit for sale, judo suits, water. Each item is either For the club (counted and lent out) or For sale (a price, sales and purchases). Money from sales and purchases goes into the club's finances by itself.

The module comes with the Club and Academy plans.

Who can

• Managers and up add and edit items, record purchases, write off and recount stock, and undo mistakes.
• Coaches sell, lend, take things back and hand over families' orders.
• Purchase amounts, cost and profit are for those who see the club's finances.
• Parents order from the club shop in their portal.

Add an item

1. Open Inventory and click + Add an item.
2. Fill in the Name, Category, Purpose (For the club or For sale), Unit and In stock now.
3. Minimum (remind to order): when the stock gets down to it, managers get a notification.
4. For sale: the Sale price and the Cost. Families can order it in the portal puts it in the club shop.

What you can do with an item

Open the item for its actions:

• Purchase: the Quantity and Purchase price of one. Add to the club's expenses records an expense under Finance → Income & expenses.
• Sell: the Buyer (a player or No player), Quantity, Price of one and Payment:
  • Paid now: income for the club, with the Method;
  • On the player's balance: the amount goes onto the player's balance as a "Purchase" charge, paid along with their subscription.
• Lend: To (A player or A staff member), Bring back by and a Deposit. When it comes back, click Brought back on the Lent out tab: How many came back and whether the Deposit given back. Whatever didn't come back is written off.
• Write off: broken or lost.
• Recount: after a stock-take, enter the Actual count.

Every change is on the History tab. A manager undoes a mistaken record with Undo the record: the stock and the money go back as they were.

The stock at a glance

At the top of Inventory a manager sees Running low, Not brought back in time and Open orders, and with access to the finances Stock at cost, Sold this month and Profit this month. Items running low are marked "low".

The shop in the family portal

If the club has the family portal, items with Families can order it in the portal show on the child's page under Club shop.

1. Parents choose the Quantity and click Order. The item is held in stock and the amount appears on the child's balance.
2. The club sees the order on the Orders tab (managers get a notification). Once it's ready, Ready: the parents are notified. Once handed over, Handed over.
3. While the order is New, parents can Cancel it. The club can cancel it too: the item goes back to stock and the amount leaves the balance.

Under Lent by the club parents see what the child has on loan and when to bring it back.

In the app

Menu → Inventory: items, sales, lending and orders. Parents order in the app just as in the browser.

FAQ

There's no Inventory in the menu

The module comes with the Club and Academy plans. See Plans and limits.

A sale on the balance: where is the debt?

On the player's balance and in the debtors list, like any charge. Record the payment as usual: Record a payment.

Parents don't see the shop

It needs the family portal and at least one item For sale with Families can order it in the portal, not archived. Items that have run out show as "sold out".