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FAQs

At EZOfficeInventory, we are committed to providing an unmatched support experience. Here’s how to get in touch:

  1. Emailsupport@ezofficeinventory.com
  2. Bloghttps://blog.ezofficeinventory.com – great place to start off and read about our existing and upcoming features
  3. Feature Requesthttp://ezofficeinventory.uservoice.com – we want our community to be involved in helping us define the product roadmap. Placing feature requests here allow for others to view and vote on them

FAQs of EZOfficeInventory are listed below

Asset Stock

Items: Types and Customizations [Video]

What it covers?

  • Assets, asset stock and inventory
  • Add, remove and transfer stock
  • Add documents and view service and reservation history

For more, visit:

EZOfficeInventory YouTube Channel

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How do I track Software Licenses?

To track software licenses, simply create an Asset Stock for the product and add the stock quantity equal to the license seats. As an example, if you have a 10 seat Microsoft Word corporate license, create an Asset Stock named ‘MS Word’. Add 10 stocks to it, and then check it out to each of the members that are assigned the license. If one of them finishes using it, they can check-in the license and it’ll be available for someone else to use.

You will also be able to track utilization of software licenses by running reports on the Asset Stock. To track expiry of the license, create a Custom Field of type Date (with alert enabled) named License Expiry. You’ll receive an email alert warning you of the expiry, and can update this after its renewal.

You can also set ‘low stock’ alerts so you can be notified when a specific number of licenses are left. To learn how to do this, click here.

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How to create new assets via scanning in EZOfficeInventory (For PC/Mac)?

To create new assets via scanning, enable ‘Barcode Reader’ in Settings > Add Ons > Hardware Scanner Integration. Hit ‘Update’ at the bottom of the page.Barcode Scanner Add On

Once enabled, here are the steps to add an asset via scanning on PC/Mac:

Step 1: Go to Items page. Click ‘Add Assets via Scanning’ button to the right.

Step 2: On this page, you can scan as many labels as you want using a barcode scanner to create assets. Please note, if you’re scanning multiple assets’ labels, all of them must be of the same type – e.g. 10 different labels for 10 same laptops, all having the same specs and the name ‘HP Mini 110’. Useful when you’re adding same assets in bulk.

To add different types of assets, you’ll have to scan and create them separately in the system.

  1. For the scanner to work smoothly, click on the field to start scanning.
  2. Use your barcode scanner to scan labels of the assets you want to add on the system.
  3. Once you’ve scanned all the items, hit ‘Continue’.

scan label to create an asset

Step 3: On the next page, enter the details of the scanned items. Again, if multiple labels are scanned, only similar types of assets can be created at a time.add details to scanned asset

Hit ‘Create Assets’, and you now have new assets added to the system via scanning.

Similar process can be applied when adding asset stock and inventory via scanning. Users can also create assets via scanning by using our mobile app.

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How can I move or transfer stock in bulk from one location to another?

Instances like recording bulk item data against the wrong location, or when relocating a warehouse from one place to another – there’s a need to transfer stock quantity in bulk from one location to another and record it. This can create a complex workflow. For this, EZOfficeInventory enables you to transfer asset stock and inventory items in bulk from one location to another using the excel import functionality.

  1. To do this, go to Asset Stock Listings Page → Click ‘Import from Excel Sheet’ button on the right → Select ‘Transfer Existing Asset Stock’. This will take you to the import page.transfer stock excel import button
  2. After uploading the file, you’ll need to map the following columns:mapping columns panemap columns

These columns should be present in your import file:

  • AIN
  • Asset Stock#

Any of the above two can be present for bulk import.

  • Stock From (Location name)
  • Stock To (Location name)
  • Stock From (Location#)
  • Stock To (Location#)

In Stock From and Stock To columns, both or either of the two can be present i.e. Location name or Location#

  • Quantity
  • Price / unit*
  • Total Price*
  • Comments (Optional)

*If you have both Price/Unit and Total Price defined and present, precedence will be given to Price/Unit.

  1. Hit ‘Preview’ when done.
  2. Hit ‘Transfer’ if the preview is good to go.

Warnings

  • Please ensure that there is enough quantity present in ‘Stock From’ location column when moving quantities from one location to another. An error will pop up if the import for a specific stock quantity isn’t successful.
  • If a ‘Stock To’ location name or location# isn’t defined in the import file, and you have enabled ‘if not present, create location’ option, the transfer will not be successful for this item. Name such a location as ‘no location’ in your import file for successful data import.

Things you need to know!

  • If a location (only Stock To location) isn’t present in your account, you can choose to create it when mapping the columns (as shown in the ‘Map Columns’ image above)
  • While importing bulk transfer stock data, you can map only one of the two i.e. either location# or the location name in Stock From and Stock To columns. If Location name is mapped, location# will be disabled and vice versa.

As explained above, you can follow the same steps to transfer inventory stock in bulk from one location to another.

Read more:

Importing Items into EZOfficeInventory

Understanding Default and Stock Locations with Asset Tracking Software

Comparison between Types of Items

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How can I set a default reorder quantity for each asset stock and inventory item?

Companies have different ways to reorder quantity for different items. Some like to order a quantity that will bring the item to its required threshold. Others practice a fixed formula or even define a fixed value for each item. No matter what your use case may be, EZOfficeInventory has a solution for reordering stock quantity.

For seamless replenishment, you can now specify a default reorder quantity for each asset stock and inventory item in EZOfficeInventory.

To do this, go to the item’s details page –> Click ‘Edit’ –> Extended Information –> Define ‘Reorder Quantity’ here. Hit ‘Update’.

define reorder quantity

What happens next? So whenever you add such an item to a purchase order, the quantity to be ordered is reset to its defined reorder quantity. As you can see the quantity specified in the PO pricing table below is set to ‘12’ which was defined as the reorder quantity (as shown in the image above). This quantity can be edited if required.

reorder quantity on PO page

You can also show the ‘reorder quantity’ field in all your asset stock and inventory reports, and their respective modules in custom reports.

You can choose to hide this field in stock items detail pages. Learn more.

Read more

How To Request Inventory Stock In EZOfficeInventory

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How can I view the stock quantity of a particular location?

You can view the stock quantity of a particular location by turning on the Location Stock view. This is applicable for both Inventory and Asset Stock items.

In this view, you can see the stock quantities by locations – instead of one total quantity per item. Users can enable this view on the Inventory and Asset Stock listing pages.

On turning on the Location Stock view, quantities in respective locations will populate. Below is an example of what you would see:location stock quantity view

Note: This view also displays stock quantities of items with different default locations.

On turning off the Location Stock view, you will only see Items for locations set as default.

Current Checkout View on Asset Stock

This view shows you all the checked out Asset Stock. You can see details for each checked out stock quantity in this view.current checkout view

Learn more about changing views on items’ listing pages.

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How do I customize the Low Stock Alert page?

You can now customize the Low Stock Alert page as per your requirements. For example, users can add a column ‘Vendor’ to keep an eye on which vendor is responsible for restocking particular items.

To customize the page, click on the bell icon in the top right corner and click on ‘Low Stock’.

low stock alert

This takes you to the Low Stock Alert page. Once there, click on the three dots as shown below to customize the columns displayed on the page.

Customizing columns

To add a new column, simply click the ‘Add Column’ button. The new column, in this case, is named as ‘Column #8’. To name the column, select from the list of options available in the dropdown menu. Don’t forget to hit the ‘Save this view’ button so all your settings are applied successfully.

add a new column

You can also add filters to narrow your results by choosing from the dropdown menu of filters available:

Filters

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