This article provides an overview of how to set up the inventory functionality within the Vonigo application.

In this article:

• Overview
• Activate Inventory
• Add a New Part Category
  • Access Corporate Category
  • Add a New Part Type
• Default Markup
  • Markup Setup for Corporate
  • Markup Setup for Franchise
• Purchase Discount
  • Corporate Purchase Discount
• Shipping Cost
• Link to Price List
  • Link Inventory
  • View Price List Interface
• Sync Corporate Inventory
  • Setup the Sync Options
• Auto Ordering
  • Corporate Inventory Setup
  • Franchise Inventory Setup
• Corporate - Import
• Franchise - Part Record Initialization
  • Franchise - Visibility of Part Order Desk
• Order Desk
• Orders - Price List - Search
  • Search Interface
• Purchase Order - Process
  • Purchase Order - Print Appearance
  • Setup the Purchase Order Appearance
    • Map the Appearance Header
    • Default Notes
    • Po Disclaimer
• Set the Taxation Rule for Purchase Order

Overview

Inventory is an essential component of the Vonigo application. The inventory function lets you view a list of available parts in stock, including their prices and quantity.

Activate

To activate the inventory functionality, please get in touch with Vonigo Admin. Once the inventory function is activated, these configurations are available to be activated:

Option	Description
Charge Shipping In Order Desk	This configuration allows adding additional shipping cost for the purchase order.
Integrate Inventory Into Booking	This configuration allows the ability to integrate inventory into the price list to allow the sale of inventory items to deliver the service to the end consumer.
Allow Recording Vendors Own Cost	This configuration allows the vendors to record their own costs.
Corporate Office as Vendors Proxy	This configuration allows the corporate office to act as the vendor's proxy.
Update Count by Franchise Users	This configuration enables the update count to be based on the franchise users.
Inventory Auto Ordering	This configuration enables automated pre-procurement of the parts (automatically adding them to the cart) when inventory levels are low.
Allow Modify Franchise Prices	This configuration allows for the ability to modify the franchise prices.
Lock Franchise Price To Corporate	This configuration ensures that by updating corporate prices, franchise inventory prices always stay the same.
Sync Corporate Inventory	This configuration allows for a single franchise location, all items in the corporate inventory are always part of the franchise inventory.

Add a New Part Category

To add a new part category, follow the steps below:

1. Click Setup.

2. Select Inventory.

3. Select Part Category.

4. Click Add New Category.

5. Specify the category name and description.

6. Click Update.

Access Corporate Category

To access the Corporate Category:

1. Click Setup.

2. Select Category under the Inventory section.

3. You will be prompted to a list of available categories.

Add a New Part Type

To add a new part type, follow the steps below:

1. Enable the Not for Resale option.

2. Click Add New Type.

3. Specify the type name, description, and icon.

4. Click Update.

Default Markup

Markup is the function used to determine the same prices of a product (not internal costs). Markup is used ONLY once if the product is ordered for a certain franchise for the first time. The markup will be ignored if the product already exists in the franchise inventory. Further modifications of markup have to be done through the inventory client-facing price.

Markup Setup for Corporate

To configure markup for corporate, follow the steps below:

1. Click Setup > Inventory.

2. Select Purchase Order Setup > Default Markup.

Markup Setup for Franchise

Markup is automatically applied to a newly created franchise, but it can be configured separately using the steps outlined below:

1. Select Franchise/Business Unit > Order Desk & Inventory.

2. Click Default Markup.

Purchase Discount

Once the inventory function has been activated, the purchase discount function will also become active. Purchase discounts enable various franchises to purchase items at different prices based on their purchasing volume. All inventory items receive a purchase discount when they are set up.

Corporate Purchase Discount

To set up the purchase discount for corporate, follow the steps below:

1. Click Setup > Inventory.

2. Select Purchase Order Setup > Franchise Purchase Discount.

3. The user will see a list of all franchisees with their respective purchase discount rate in the systems.

4. Adjust the discount rate by clicking on the selected franchise.

Shipping Cost

This feature enables the functionality to automatically charge shipping costs upon creating the purchase order through the Order Desk. Contact the Vonigo administrator to activate this inventory configuration.

Shipping Cost Setup

To set up the shipping cost feature, follow the steps below:

1. Click Setup > Inventory.

2. Select Purchase Order Setup > Shipping & Discount.

3. You can add a new shipping method by specifying the shipping name, rate, and calculation.

4. Adjust the shipping method per franchise by clicking Customize Per Franchise.

There are three types of shipping methods available.

Name	Description
Fixed	Charge per shipping: As the name says, it's a fixed charge per shipping. Example: $20 for all shipping
Calculations based on size	We calculate this by per sq feet. Suppose we set the rate for 1 sq feet to $5, and our package is 4 sq feet. Then shipping cost will be (4 sq feet * $5 ) = $20
Calculation based on Weight	We calculate this by how much the order weighs. Suppose we set the rate for 1 lb to $5 and our package is 4 lbs. Then the shipping cost will be (4 lbs * $5 ) = $20

Link to Price List

Inventory for booking purposes can be linked to the price list. Once linked, inventory items can be selected on the price picker for the Quote and Work Order. Once selected, items will be automatically removed from an inventory, and if a charge is removed from the record, it will automatically be added.

Link Inventory

To enable the link between inventory and price list, follow the steps below:

1. Click Setup > Prices & Finance.

2. Select Price Lists > Price List.

3. Checklist the Link with Inventory configuration.

Inventory linkable is being done only on the corporate service item level. One Item can be linked to one or many Inventory types. Inventory type can be linked to more than one part.

View Price List Interface

Items linked with inventory will be marked with a special icon. See how the linked inventory items work on the Price List interface below:

1. Click on each item, and a categorized list of the inventory items associated with each price item will appear.
2. Select an individual inventory item (s) and click Add Charges.

Sync Corporate Inventory

This feature allows you to "collapse" the notion of corporate vs franchise inventory and directly manage inventory counts on the corporate level. To activate this feature, contact Vonigo Admin.

Sync Logic:

Once the auto-sync is turned on, below is the logic that will be followed in Inventory Batch Import:

• If it's a brand new part, it will be created under each franchise with the synced value.

Setup the Sync Options

Once Sync Corporate is activated, you can configure the feature by following the steps below:

1. Select Corporate > Inventory.

2. Click Franchise Opt-Outs.

3. It will list all non-deleted franchises with opt-out options for each.

4. Clicking on each franchise system will open a detailed screen where opt-out options can be reset.

5. The auto-sync feature allows the user to sync parts from the corporate level to the franchise level with the following options:

• Sales Price

• Cost

• Qty in Stock

• Ordered

• Back Ordered

Auto Ordering

This inventory feature allows you to maintain desired franchise inventory order levels.

Corporate Inventory Setup

Once the functionality is activated, the module suggested Inventory levels will be activated under each inventory part of the corporate inventory. You can see how this feature works by following the steps below:

1. Select Corporate > Inventory.

2. Click Parts > Open Part Details screen.

3. Inventory levels are not defined by default but can be configured; configuration is item-specific. Here is the available corporate configuration options:

Name	Description
Suggested Optimal Quantity	Optimal quantity, where if franchise inventory will go below this number, franchise admin will get alert
Suggested Min Quantity	Suggested minimum quantity, if it goes below the quantity order cart is being created
Allow To Customize On Franchise Level	Default - false- allowing to customize thresholds above on franchise level.
Limits Above Cannot accede On Franchise Level	Locks customization ability within the range of pp1, 2. only available if p3 is active.

Franchise Inventory Setup

Once corporate setup is completed, franchise configuration has to be activated to activate behaviour on the franchise level. Follow the steps below to activate:

1. Select Franchise/Business Unit > Inventory.

2. Click Inventory Setup.

3. Configuration options can be updated, and some config options can be fired immediately (see "Execute Now" buttons below). Here are the available configuration options for franchise:

Name	Description
Send Email Notifications About Inventory Levels	Send email notifications about inventory levels to the email recipients below
Auto Create Purchase Orders	Note only the "Keep Ordered Parts in shopping Card" option is active

If the configuration options for the aforementioned component permit customization, the following information will be displayed under Franchise Inventory > Parts > Part Details.

If the block selected above is editable, part levels can be updated on the franchise level.

 

Corporate - Import

Using the CSV format file, you can import inventory data to the Vonigo application. To import the file follow the steps below:

1. Click Corporate.

2. Select Import under the Inventory section.

3. Upload the file, and specify all the required fields.

Franchise - Part Record Initialization

The franchise-level part records will not be created unless a franchise is set up to be synced with the corporate. If a franchise is not synced, you can trigger the part record by updating part details on the franchise level by using two methods below:

1. Change a certain part price.

2. Create a Purchase Order.

Franchise - Visibility of Part

The part will be visible at the franchise level if any of the parts meet either one of these criteria:

• The vendor and manufacturer exist on Corporate.

• Quantity of the sku <> 0 or the sku is active.

Order Desk

Order desk is an inventory function that enables you to order inventory or other supplies for your franchise.

To use the order desk function, follow the steps below:

1. Select Franchise/Business Unit.

2. Click Order Desk to show all the available inventory item categories.

3. Click on a selected category to see all the available items your franchise can order.

Orders - Price List - Search

This section will describe the search logic for inventory items when work orders or quote price items are chosen. To use this feature, activate Inventory as well as Integrate Inventory Into Booking and Charges Price List Search by contacting Vonigo Admin.

Interface available in the following areas:

• Add New Job 

• Add New Work Order

• Edit Work Order Details

• Edit Work Order Charges under Invoice

• Add New Quote

• Quote Details

Search Interface

1. Go To either work order, Quote, or Invoice

2. Expand the Charges panel

3. Click on either Add Service or Add Product (each button is visible or hidden based on the configuration within the service type screen)

4. Type your query under the search box on the price list interface.

5. Observe results for both price list items and inventory items.

6. Clicking on an item will auto-populate the selected section on the top of the screen.

7. Click Add Charges to add it to the work order.

Search Logic

• Part Manufacturer makes the part and also sells the part

• Part Vendor gets the parts from Part Manufacturer and  sells them,

• So technically, Part Manufacturer and Part Vendor could have different vendors. When ordering a part in a work order, as long as it is searchable by Part Manufacturer, it should be visible to the user and available for order. Additionally, the following search logic should be enforced as well. 

1. Active Price List Item 

2. Active Price List Item block

3. Service associated with the part is active

4. Part exists in Part Franchise

5. Part can be sold for the current country 

6. Part is active

7. Part Category is active

8. Part Type is active

9. Part has qty in stock on franchise level

Purchase Order - Process

Here are the available statuses of the purchase order:

ID	Status	Description
1	Not Ordered	Stage 1 The purchase order submitted by the franchisee Corporate did not start processing it yet The franchisee can cancel the PO
2	Sent	Stage 4 Corporate sent an order to the franchisee The franchisee did not receive the order yet The franchise can't cancel the PO The corporate can't cancel the PO The franchise can "receive the order
3	Received	Stage 5 Franchise marks PO as "received" inventory count will be added on the franchise level The franchise can't cancel the PO The corporate can't cancel the PO
4	Back Ordered	Stage 3.1 Corporate did not have materials to send to franchise No action will happen until corporate will have enough materials to send The franchise can't cancel the PO
5	Approved	Stage 2 Corporate reviewed and approved the order, process of order prep started The franchise can't cancel the PO The corporate can cancel the PO
6	Cancelled By Requestor	PO which is cancelled by the franchisee from step 1
7	Cancelled by Vendor	PO which is cancelled by the corporate from step 2 or step 3
8	Outstanding	Stage 3 Corporate reviewed and approved the order, process of order prep started Order is not ready yet The franchise can't cancel the PO The corporate can cancel the PO
9	Completed	Stage 6 Franchise "received" inventory process is completed The franchise can't cancel the PO The corporate can cancel the PO
10	Deleted	reserved

Purchase Order - Print Appearance

Vonigo application provides a function to manage purchase orders' behavior, appearance, and information.

Setup the Purchase Order Appearance

To setup the purchase order appearance, follow the steps below:

1. Select Setup > Inventory.

2. Click Purchase Order Appearance.

Map the Appearance Header

This function can map in the header of the purchase order fields from the franchise and vendor records.

Default Notes

The default value for the default notes is printed with the PO. Default Notes has the option to print in a small font.

Po Disclaimer

Printing options for the Po disclaimer:

#	Name	Description
1	Tax Reference	Tax reference number of the Vendor (custom field).
2	Payment Terms	Payment Terms of the vendor (custom field).
3	Colors	Appearance colors for the line and background.
4	Recalculate Due Date When Shipped	Recalculate the due date.
5	Show Franchise Billing Address	Show the franchise billing address on purchase order.
6	Show Franchise Shipping Address	Show the franchise shipping address on purchase order.
7	Show Signatory	Show the signature on purchase order.
8	Show Notes	Show the notes on purchase order.
9	Show PO Number	(Unique Vonigo reference)
10	Show External PO Number	Reference collected from the vendor.
11	Show F.O.B.	Will appear below existing information under the supplier's section.
12	Show Shipping Reference (Number)	Wll appear below existing information under the supplier's section.
13	Show Shipping Account	Will appear below existing information under the supplier's section.
14	Show Shipping Method	Show the shipping method, Will appear below existing information under the supplier's section.

Here is an example of a purchase order:

Set the Taxation Rule for Purchase Order

To set the purchase order taxes for the Purchase Order, follow the steps below:

1. Select Franchise/Business Unit.

2. Click Franchise Taxes.

3. On the Edit Tax screen, checklist the Apply to PO & Journal Expenses.