CRM provides real-time visibility of your inventory levels, allowing you to track stock levels; you can learn more about how to Manage Stock in CRM at a broad level.

To mark an item as stock-tracked tick the Track Stock box when a Product is in edit mode. If you have CRM connected to an accounting system, you will also need to enter in an Asset GL Code before you are able to save the record.

Note that depending on whether the item is also purchasable and/or sellable, additional GL codes and tax rates will also need to be entered before you can save the record.

Once the record has been saved, the information will be visible on the Product.

You will also have a Stocks and Stock Movements tab available on the Product record.

You can also add the Track Stock column to the grid in Products so you can quickly search or sort your inventory.

 

Important information about stock tracking

• Once stock tracking is enabled, the option to disable it will be greyed out.

• You cannot disable or enable stock tracking if the item has prior sales or purchases associated with it.
• If an item is currently NOT stock tracked and you enable this feature in either your accounting system or CRM, you should open the Product record in CRM and click on the accounting system logo to reveal the options to import/export the change and then press the required option to ensure both systems are up to date.

 

Stock-tracked products and Xero

If your database is connected to Xero, GL codes for stock tracked and non-stock tracked items work as follows.

If you need to change the status of products in Xero to become stock tracked, Xero has this guide on the subject.

Items that are not stock tracked

Following is an item in Xero that is not a tracked inventory item:

• If it is purchasable it requires a Purchase GL Code and Purchase Tax Rate.
• It it is sellable it requires a Sale GL Code and Sale Tax Rate.

In CRM, the equivalent fields are shown on the Product record:

• Purchasable requires a Purchase GL Code and Purchase Tax Rate.
• Sellable requires a Sale GL Code and Sale Tax Rate.

Items that ARE stock tracked

Following is an item in Xero that IS a tracked inventory item where the required information is:

• For purchasing an Inventory Asset Account, COGS Account and Tax Rate.
• For sales a Sales Account and Tax Rate.

In CRM, the equivalent required fields are shown on the Product record:

• Purchasable requires a Purchase Tax Rate.
• Sellable requires a Sale GL Code and Sale Tax Rate.
• Track Stock requires an Asset GL Code and Cost Of Sales GL Code.

Stock-tracked products and MYOB

If you have an existing product that is stock-tracked in MYOB and you want to turn off the stock-tracking, following is a procedure to achieve this.

MYOB also has guidance on how to achieve this in this guide.

You can adapt the procedure if you want to achieve the opposite outcome i.e. turn on stock tracking on a product on a product where it is not currently enabled.

You cannot disable or enable stock tracking if the item has prior sales or purchases associated with it, this procedure is a work-around to replace one product with another, not change the behaviour of a product.

• Here is a product in MYOB.  It is stock tracked.  And I have sold one and paid for one. And in MYOB – we can see the warning about you cannot change how you track it.

• In CRM we can see this item too:

In CRM we need to:

• Change to INACTIVE.
• Change the part number.
• Export to MYOB.
• And it has updated.

Make a new product in CRM – using the OLD part number, and successful export.