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[Edlio Webinar] Edlio Pay Training: Categories and Inventory

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This is a webinar on tracking inventory using Edlio Pay. We show you how to create products with a set inventory.

Show Transcript

hello everyone and thank you for joining our training today so what we are going to look at today is how to set up products with inventory and how to set up categories for your products now there are so many different reasons that you may want to use product inventory maybe you have a pre-purchase amount of t-shirts and then once they're gone. Maybe it's for a school play and you have a set amount of tickets so we'll do some examples of that and then we'll go through some categories and so the reason they want to set up categories is once you get a significant amount of items in your store it makes it easier for the parents to sort through so let's start with the product inventory so just like you would for anything else you want to go ahead and sign in in your management portal and then you would come up to the green menu at the top hover over transactions and then scroll down to OSP products and click and then once you are in the product area you want to go over to the right hand side of the screen and click add new activities / obligation and it will take you to the screen where you can set up a new activity now if you've already done a bookkeeper training then you would know how to do this if you are learning about Edlio Pay for the first I'm also right now we have OSMS up here we're still working on all of that streamlining everything together so this is where you set up your products that go for sale online in your school store so here we would give the activity and name and so like I said something this might be good for our for tickets for a school performance so maybe this is our winter choir concert 2021 and then we want to give that activity and name this is the name that will appear in the store and then we want to do a short description right here so we would say general admission seats are first come first serve now we don't have a way to assign specific tickets to just so you all know we don't talk to me like Ticketmaster anything so if you're doing tickets they have to be for general admission seating which most high school performances are general admission seats are first come first serve performance starts at 7 p.m. and the we can just say in the Bell Auditorium okay and now we will select the sponsor teacher email address here so as the sponsor teacher might be the choir teacher or it could be a bookkeeper it just kind of depends on the structure that your school uses so the bookkeeper is always going to get an email anyway so this is up to you but just go ahead and select whoever the choir teacher is and because we have used this before it auto-populates the names into the spaces here because I clicked that magnifying glass on the right and searched if you never use the teacher before you can also just type it right into the spaces there and next you want to select the dates available for sale so this is for the Winter Concert so we know the tickets aren't go on sale until November so we can just skip right ahead - let's say its in January so January 2021 to maybe you want the tickets to go on sale in December so maybe starting December 15th and we then we want them to run through the date of the performance in January so then we would select January maybe the performances on the 21st so we select that date and now we have our tickets setup now this won't be available in the store to see because we're setting it for the future but if we were setting it for today would be able to see that in the store and then we would select the price type - so since these are all like one set price it would be that fixed price type so we would put however much the tickets are maybe they're $12 and then we would select the appropriate fund account which is already loaded so we just clicked that magnifying glass and then wherever it is going alright and then we're just going to click save so now we know it saved because that activity number has now populated right there in that space and you want to go to additional options and then scroll down and you can see right here activity inventory limited quantity items so we want to make sure that check boxes check and then we also want to click No Student ID Required because we want anybody to be able to buy tickets to this concert we don't want to limit it to parents so we'll click save now if it was something where you wanted to know you know exactly who made this purchase for what student you could leave that box unchecked but in this case because the concert we want anybody to be able to come alumni, whomever so now this whole product has been saved so if we go back to OSP products we should be able to find it down here Winter Choir Concert and all the information that we put in and then we can come up here to transactions in that green menu again and we want to go to inventory quantity adjustments and click that okay so here we see the winter choir concert it is showing up because we clicked that box that we're doing product inventory if we did not click that box this would not be showing up so you see right now there's no inventory we haven't loaded any inventory into the system and here we can see these other products either have some or they don't we want to come over here to the right and click edit and here we can put in however many tickets so the first thing you want to do when you're doing these inventory adjustments is decide if you're adding tickets or subtracting tickets now if somebody makes a purchase in the store it will automatically subtract the ticket amount from the inventory okay but if you have somebody maybe purchase them in person that you would want to come in and subtract tickets to let me show you as an example so we're going to add the initial amount of tickets first so we need to create that initial inventory so reason we would say ticket initial ticket set up for concert I don't know why I capitalized everything so then however many seats you are selling tickets for so maybe you were selling it for 350 seats and then I'm going to click update okay inventory quantity adjustment completed successfully so now we can see that the winter choir concert has 350 available tickets now let's say that people can also purchase their tickets in person in class or something like that then we could come in and click edit okay and then subtract and then the reason in class ticket purchases 10 update now we can see there are 340 tickets available so if we go in and click edit we can see the history of those purchases so we can see the initial setup the 350 tickets and then we can see the subtraction of the 10 tickets for in class ticket purchases so this is how you can track that inventory and then like I said in the store it shows up so I can show you sample of one that's already set up I'm going to pull it over here give me one moment so in the store we can see that oh we went to the wrong Camp one minute so this summer stem program there's only so many seats per Camp so we can see here. Once we select hold on sorry about that there are ones with inventory in here just give me one second okay and we'll pull that over but basically it shows in the store how many of an item there are because there is a limited amount if there's like a limited amount of seats or something like that so give me just one second and i'll show you an example actually we can just do that spell just do one together so we're going to go transactions OSP products and let's just real quick make let's just say fall band performance general admission okay we'll just do it one more time real quick and it's just going to be on sale for today so I can show you $35 select the fund account okay and then we're going to save that additional options limited quantity no student id required save alright and then if I pull if we go back to transactions and then we go to inventory quantity adjustments we have that fall band performance edit and we can do 350 add initial ticket set up update so now we have 350 tickets available for that fall band performance so now if we go to the school store so this is what the school store looks like scroll down on that fall band performance and here we can see how many there are there are 350 tickets what we put in so if I add this to the cart and I do a checkout okay so I'm just going to check out like you've seen in maybe previous training so I put it in my cart I sign in as the parent cuz I've already set up a profile and now I go through double-check I have that $35 fall band performance selected I agree to the payment terms and conditions click next i put in my card number place the order alright that order went through so now if I go back to our management portal and I go to that fall band performance it the purchase that I set up the purchase that I make will show up you're so see under sales and returns we can see that sale that we just made for that ticket and it will automatically update this to be 349 tickets available for those tickets so here we can fall band performance 349 available so that's how you can set up products inventory for different items now categories I can show you in the store there are actually categories already set up as an example when we go to the school here's Harbor High School and here are their categories so they have a category for after school activities back to school supplies and summer camp right now there's really only things in summer camps so they're available in the main store so we could find them in this main store but it's going to be a lot quicker to go to summer camps and activities and find those individual products okay so if we want to do that we would just go back to the management portal and transactions and we're going to set up a product real quick for back to school so I add new activity obligation we would say 9th grade technology fee and just that short description there select the sponsor teacher alright so we selected the teacher we put in the dates that we want it available for sale so you know maybe we wanted available until school starts back that's going to be a fixed price product because they're all going to cost the same amount and then we select the correct fund account and select technology for this one and then we click save so just I want to try to make this product to show you how we do this and so then we would go back up to transactions so now we're going to assign it to a category so we want to go to OSP category and if we wanted to add a new category so we're doing back to school and so if we wanted to add a new category we would come over to this right hand side and select add new category and then we could create a new category however we don't need to create a new one because we already have one but you would just type in the rename what's it say we want to steal like technology be used and we want to have them all in one place okay and then the category description we can say tech fee separated by grade and then we could find that 9th grade technology fee right here highlight it move it over because you have to have something set up to put into the category to create the category you can't create the category if you don't have anything to move over okay so then we want to click save and we now have that product in the technology fees okay and so if we go back to the school store and when you refresh we see technology fees is now a new category we give that a click and there's our 9th grade technology fee so we've now set up items with inventory as well as items with categories and you can see all of the categories here as well so and you can add things to more than one category but it really just helps clean up your store so that way they don't go to the main part of the store let me see if there is one that has so this one has categories let's find one that doesn't have categories if it didn't have categories you would just scroll and scroll through all the items but because it has categories you can go into exactly what you're looking for and it makes the purchase is a lot easier for parents to find that is all for today thank you all for jumping on and for checking out this recording if you're checking out the recording and if you ever need any help setting up any products or any help you know organizing your store please reach out to your client success specialist we're happy to help you and we're happy to help you navigate loading all of your products in your store to to make a shopping seamless it easy for your parents and easy for you as bookkeeper so again just please let us know if we can help in any way and have a great rest of your day

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[Edlio Webinar] Edlio Pay Training: Categories and Inventory

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