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[Edlio Webinar] Edlio Pay Training: Inventory and Drop-Down Menu

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

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good afternoon Afternoon for everyone on the East Coast good morning for everyone on the west coast and welcome to the My Edlio Pay webinar today we will be going over how to add inventory and how to do drop down menus don't worry if you get pulled away will have a video of this presentation that will be available shortly in the My Edlio Help Center and you can always click on that chat box in the top left-hand Corner if you have any questions during this presentation just type in the chat window and we'll answer them at the end of the webinar you can do the same thing if you have any technical issues as well so we're going to go ahead and get started I'm going to share a different screen so they'll be as brief pause just give me one moment and you are should see my screen now so this is the mirror portal where you login this is where we're going to start so you would just login as you normally would Select your school from the drop-down and then the first thing we're going to do is we're going to create a product and the way that we're going to go through how to do this as I'm going to show you how to make the drop-down menu and then I'm going to show you how to add the inventory so we're going to make one product today  we're going to do parking passes as an example so we're going to pretend that we're doing parking passes for different parking lots and there are limited spots in each lot so you can use this for a variety of things you can use it for you know obviously like t-shirts you can use it for field trips with drop-down menus for teachers or things you want to disturbute in homerooms tech fees anything where you feel that you need to drop down menu or anything that you need inventory for so that's what we're going to do today so the first thing you do is you go to transactions OSP products now in order to make the drop-down menus I want you to think about a tree with branches so you have to make a base product and that would be the trunk of the tree and then each of the pieces of the drop-down menu are the branches that come off of that tree so the first thing we're going to do is create that tree we want to come over to the right and click add new activity/obligation and we are going to type here parking passes 2020 through 2021 and put all lots so this is that trunk of the tree and we'll just say please select parking lot preference from drop-down menu we can even put here there are limited spots and some lots may be full So we can put whatever we want in the short description just as long as it fits that character limit and now we're going to select the sponsor teacher email address so this is where if you were doing a drop down menu for different teachers for a field trip you would pick just one main teacher here and then we would change the teacher email address as we create the branches so we're going to go ahead and just pick one. teacher for this okay and then it's going to auto-populate the names in here because we've already added this teacher in the past and then we're going to select the dates available for purchase will just put it for a week as an example and now all of these parking passes cost the same regardless of where they park if each parking pass was a different price like maybe the ones that are closer to the building cost a little bit more it's going to be fixed price either way but for trunk of the tree if they're all the same price then you can put the price of the parking pass here if they're all going to be different prices I would recommend putting $0 here so that way when they go and they go to the drop-down and pick their parking lot and they see the price change it's not confusing but since they're all going to be the same price for going to put $25 and then we'll select our friend account right here by selecting the magnifying glass and we'll just say its general funds you may have a specific fund account for yours for your parking passes so now we're going to click safe because everything is filled out and then I did say that we wanted to provide inventory for these we don't need to worry about it for the main one we only need to put an inventory for the individual parking passes so now we are going to do is create a copy I just clicking copy at the bottom okay copy of activity is completed we click okay so now we've made a copy and we know that this is an unsaved copy because there's no activity number up here in the blank okay so what do we need to change we need to change which parking lot its for so here we would just keep this the same, the activity name parking passes 2020-2021 and we could say lot a okay and we can keep this information the same this is the same this is the same fixed price same price same fund account so all of that information is going to stay the same so we will click save at the bottom and now we want to go to additional options the tab right up here and then we will scroll down activity inventory limited quantity item and make sure this box is checked this is how will create inventory for the parking passes and then scroll down and click save now we're back in that required field section and we can see now that we saved it there's an activity number auto-generated so now we're going to make another copy for the other parking lot so click copy and then okay and then we will change this to lot b everything else is the same click save lets double-check additional options yep, see we're going to come back and make sure that the limited quantity item is checked click save all right we know this one is saved now and then we'll make another copy down here at the bottom copy so the copy feature is great because it allows you to keep all that information and just changed the necessary pieces of information like we're just changing the parking lot so we'll just stop at lot c and just say that there are three parking lot choices you can do as many or as few as you like so we just need to change the parking lot choice and then click save and then additional options and then scroll down limited quantity item click save all right now we want to go up two transactions and this is where - actually hold on let me go back to OSP products so transactions OSP products and then if we scroll down we should be able to find the parking passes okay so here we have all lots, lot a, lot B, lot c so we are going to combine these into product variations is what it's called. Thats how we create the drop-down menu so we will scroll up and go to transactions and OSP product variations and scroll down to the parking passes okay now remember we talked about this being the trunk of the tree so since this is going to be where are all of the parking passes are listed under we want to scroll over to the right and click edit now I do want to point out here that right here where it says base product this box is checked once we finish what we're doing the box right here will be checked for parking passes all Lots so we're going to come over to the right and click edit okay I'm and then in this option list name we just want to tell them what they need to do so we can just say select lot from drop down and I'll show you where this shows up in the store and then we want to scroll down so over here we have the available variations which of these are all the different products that we currently have available and then over here on the right is where we're going to put the selected variations so we want to find those parking passes right here okay so we have parking pass lot a and we want to move that over so we'll click lot a highlight it - see how it is highlighted and anytime you're moving anything over move it over in the order in which you want it to appear in the drop-down okay so then we're going to click this arrow that's pointing to the right and it will move that product over to the right now before i do this I did write in the option the same it does require that you put something in here first and now under label this is what will appear in the drop-down so in the drop-down you won't see parking passes 2020-2021 lot a you will just see the lable so we can just put lot a we don't need it today all the extra stuff so now we will do lot b and you have to do these one at a time you cannot do them I'm like highlight them all and move them all you do have to do them one at a time and then lot c and now we're going to click save so now if we go back to parking passes we can see parking passes all lots and that box is checked right there so that means all those other products are underneath the parking passes now we want to go set the inventory for the parking passes so we're going to scroll up and go to transactions and then go to inventory quantity adjustments okay so this is where we can update any sorry I'm just opening the chat in case there are any questions okay this is where we can update the inventory for different products now in order for them to show up back here you had to have clicked that box that says that you want to have inventory for this product so here we can see the activity number, the activity name the price, the sponsor teacher, how many are available and if we selected it as a limited quantity item okay and if it's currently active in the store, this is also checked so right now we can see there are none available because we have to make them available and so the way that we will do this as we will go to each lot and add parking spaces so we have parking passes for lot a we're going to scroll over and click edit alright so here we have the choices to add or subtract obviously we're going to add because we are putting in how many passes are currently available so in the enter quantity adjustment for the reason we would just say new passes for the school year and then however many we have available in that parking lot - maybe we have 50 then we click update so that has now added 50 spaces to lot a so you can see that that is set up and so we're going to do the same thing for lot b click edit say spaces for new school year we have ADD clicked and then we're going to add however many maybe there are 35 in lot b okay and so - whoops, i hit enter instead of clicked give me one second there we go - and then update alright and then we want to do Lot C so we'll click edit and then we will click uh let's just stay there are 42 and then update - okay so now all of the parking lots have however many spaces available in the - put in here and so as people go in and make purchases from teh website these numbers will countdown in real time and I'll show you that next if you have also people purchasing in person you can actually come in here and make the changes and so what you would do if you would go to let's go to lot a and click edit and click subtract and then you can just type in the reason in person purchase and you can put the person's name here if you want and then however many passes they bought and then update and so now you can see there are 49 available okay so you can update them right here but they will update real time with the purchases in the store so now let me show you what that looks like in the store now that it's complete so if we go to the parent store it looks just like this this is just a test site and we go to High and then Harbor High School where we created the parking passes and then we can scroll down and find parking passes here you can see how it shows up parking passes 2020 through 2021 all lots we can see that it tells us to select a lot from the drop-down so that's what we put that option list menu right there and then here's the information we typed in we'll select the lot so see - remember we just did that in person purchase we can see that's already taken from 50 to 49 and so I can now go and make my purchase for a lot B $25 35 left add it to the cart we can take out these other things from yesterday and we're going to check out soon see $25 there's that service fee of 4% plus $0.35 so we're going to check out I will sign in and then I will select the student that the parking passes for and your this is really helpful if you have no GPA requirements for parking passes for students or anything you can also mark these as no soon ID required if you're selling you know something that you don't need student IDs for your t-shirts or something like that you can always mark that box and then we will click next all right and now we just checked the information so you know just as a reminder we do save directory information but we do not save card information so I'll just give all of this a final look over clicks a box that I agree to the payment terms click next put in my card number and the other information associated with the card place the order and I now have my receipt that I have this parking pass purchase so I now have this receipt in my email that I made this purchase I also have it in my parent portal up here that I've made this purchase and the receipt also went to the bookkeeper and a sponsor teacher letting them know that I purchased this parking pass and then on top of that we also have that information in the system that a parking pass has been purchased for this lot and it has already taken inventory of that parking pass so if we were to buy from lot b - we would see there are now 34 spots available when there were 35 a few minutes ago it's really simple it does sound like a lot of work it's really not it's very simple especially once you gets the hang of it and you can use this option for so many things to make your store clean to make it simple for parents and so if you have any questions we will hang around for a few minutes to answer any of those questions but this I mean this is really how you create those products with inventory and then you know you can go into your management portal and run a report on the activity and we'll just do this one real quick that sponsor teacher report for Darren Aronofsky click the magnifying glass and we can see the parking pass that was purchased so we would have a list of all the parking passes here and which ones are purchased and then as well so it has specifically lot b right there once it's been to this is the only one we could do for the one purchase we just made but when you want to run the report later you can run the report specifically by going to additional reports and then transactions by-product products select and then select the parking passes when so you can come down here and select just the parking passes find them because again it may not show up because we just made the purchase but you was like them down here as an available value and then run report specifically for all the parking passes that have been purchased again if you have any questions please feel free to go ahead and drop them in the chat but that's pretty much it if you have any questions or need any support when you're doing this please reach out to your client success specialist we're here to help you and support you in adding these products to your site in the best way and thank you so much for joining us today and I hope you have a great rest of your day

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[Edlio Webinar] Edlio Pay Training: Inventory and Drop-Down Menu

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