Stock & suppliers

Inventory that matches reality.

A product catalogue, per-product stock levels, suppliers and manufacturers as first-class records, and smart-paste supplier orders that cut a 200-line import to a couple of clicks.

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Smart-paste supplier orders

Paste the supplier’s file. We’ll match the lines.

Importer-style supplier orders are notorious time-sinks: a 200-line spreadsheet from the importer, the columns in an order you did not choose, and someone has to retype it all.

Copy the rows and paste them into the smart-paste box. AI suggests which column is the code, the cases, the price and the discount; you confirm the mapping. Each line is matched to your catalogue by product code, the ones it cannot match are fixed by picking the product, and the draft purchase order is built from the result.

  • Paste straight from Excel or Sheets. AI suggests the column mapping, you confirm it
  • Lines matched to your catalogue by product code
  • Unmatched lines resolved by picking the product
  • Typed order status with a stage timeline
  • Per-line query / cancel / substitute when deliveries go wrong; placed orders still editable
  • Receiving converts cases to units and writes stock movements

Catalogue import + attributes

Your whole catalogue in, in one afternoon

The bulk import wizard takes a pasted product list, maps the columns, shows an editable re-validating preview and commits. It recognises common attribute columns (calibre, shots, noise, effect, colour, safety distance, video links) and can create the attributes for you. Re-running a supplier list updates existing products instead of duplicating them.

Attributes aren’t just labels: mark one as searchable and it becomes an advanced filter on the catalogue, so “every 30 mm cake under 25 seconds” is a query, not an afternoon.

  • Paste → map columns → editable preview → commit
  • Auto-detects and creates known product attributes
  • Updates existing products by default, so it is safe to re-run
  • Searchable attributes become advanced catalogue filters
  • Images, video links, timing (duration + pre-fire) on the product record

Catalogue + stock

Products, manufacturers and stock levels

The catalogue holds every product with its cost, sell price, pack size, units-per-pack, NEQ-per-unit, hazard category and manufacturer. Case pricing divides down to per-unit automatically, and VAT follows the product’s tax code. Manufacturers and suppliers are first-class records, so you can filter the catalogue by either.

Stock levels hold quantity, reorder level and the container or bay per product and store, with on-order quantities derived live from outstanding supplier orders. Low-stock items surface on the dashboard, the product page shows which shows have it designed but not yet picked, and the stock-check screen records counts as proper stock-take movements.

The Stock Shortages report is the season on one sheet: stock and incoming orders allocated to shows soonest-first, per product, so you can see which shows are ready to pick, which designs have to change, and which are just waiting on a delivery, with a swap-everywhere button for the ones that have to change.

  • Per-product cost, price, NEQ, hazard category, pack info
  • Per-case pricing with automatic per-unit derivation; tax-code VAT
  • Stock per store with reorder threshold + container / bay label
  • Live on-order quantities from outstanding supplier orders
  • Stock Shortages report: soonest-first allocation across every design, swap-everywhere
  • Stock allocations per show + stock-check screen
  • Low-stock list on the dashboard

Movements + traceability

Every change to stock is a typed movement

Receiving a supplier order, issuing stock to a display, transferring between stores, manual adjustment, stock-take: all of these are typed movements. Each one carries timestamp, operator, quantity and source / destination references.

Movements snapshot the ex-VAT unit cost as they happen, which is what makes the financial-year report real: stock consumption and COGS by category and by month, plus per-show margins, computed from what actually moved, not what the spreadsheet hoped.

  • Typed movements: In / Out / Transfer / Adjustment / Stock-take / Write-off
  • Ex-VAT unit-cost snapshot on every movement
  • Source & destination references on every movement
  • Financial-year stock / COGS report + show margins
  • CSV export from list pages

Common questions

How does smart-paste work?
Copy the rows out of the supplier's spreadsheet and paste them into the smart-paste box. AI suggests which column is the product code, the cases, the price per case and the discount; you confirm or correct the mapping. Each line is then matched to your catalogue by product code, and any line it cannot match is fixed by picking the product. The draft purchase order is built from the result. It expects a spreadsheet paste (tab-separated), not a CSV file or an email body.
How do I get my existing catalogue in?
The bulk product import wizard: paste your product list, map the columns, review an editable preview and commit. It recognises common attribute columns (calibre, shots, noise, effect, colour, safety distance, video links) and can create the attributes for you. Imports update existing products by default, so re-running a supplier price list is safe.
Can it handle case pricing and pack sizes?
Yes. Orders are placed in cases; stock is counted in units. Per-case prices divide down to per-unit automatically (and re-divide if you change units-per-case), NEQ derives per item, VAT follows the product's tax code, and receiving converts cases to stock units for you.
How do I know which shows I am short for?
The Stock Shortages report allocates what you hold, and what is on order, to shows in date order, soonest first, per product, so ten in stock is never counted as available to three shows at once. One tab lists every show with how ready it is to pick, one lists products that are not in stock and not on order (the designs that have to change), and one lists what is just waiting on a delivery. Swap a product from the report and it is replaced in every open design at once, with a review step and duplicate warnings.
What happens when a delivery goes wrong?
Every line on a supplier order can be queried, cancelled or substituted, with the order timeline showing each stage. Placed orders can still be edited (cancel or add lines) while received stock stays locked. Goods receipt writes typed stock movements, and a Write-off movement type (with unit-cost snapshots) keeps damaged or dud stock honest in the COGS numbers.
Does it integrate with my accounting software?
Data is exportable via CSV (and via the API), and the financial-year report gives you stock consumption and COGS by category and month. A direct Xero / QuickBooks / Sage integration is on the roadmap.