Clubspot allows you to track inventory for products. To facilitate easy input, we help you upload and build a copy of your vendor invoices directly in the Clubspot dashboard.
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To pre-populate your vendors in Clubspot, navigate to Products > Vendors > and select the + Vendor button.
To create a record of an invoice in Clubspot, navigate to Inventory, select Vendor Invoices, and choose the + New Invoice. You’ll be prompted to record the invoice number, date, and total amount on the invoice that you received from your Vendor.
Once the invoice has been created, you’ll be able to record the items that were purchased. Use the Products column on the invoice table to search your existing product library for the item you purchased. If this is a brand new item, you’ll need to first create the product in Clubspot. Next, indicate the number of units purchased and the total cost for each inventory item. Clubspot will automatically calculate the cost per item. In order to complete the invoice, the total cost of each item + the shipping and other costs (tax, etc) must equal the total amount of the invoice that was keyed in at the outset. You’ll also be able to add a vendor from your existing vendor list, and upload a file of the physical invoice.
Please note, vendor invoices can only record items that are set to limited stock or track options. If you do need to add an item with options, start by typing in the name of the parent product. You’ll see a sub-menu open with the various product options. Select an option to add the quantity received for that specific option. The sum of the quantity of each option will populate the quantity of the parent product. The cost of the product is tracked at the parent product, not the options, so you’ll record the total cost for the product:
After an invoice has been recorded, you’ll no longer be able to edit the vendor or the product details. However, you can go back and upload a file of your physical invoice and view the changes you made.