Filtering in Stock Manager

Filtering in Stock Manager

Warning
Always perform a backup before making changes in the Stock Manager
Filters can be applied to columns in Stock Manager to refine search results.

Search For Stock Items

The first step involves searching your stock database by parameters such as department, supplier, classifications, and so on. This uses the Advanced Stock Search function.

  1. If the Stock Manager grid contains stock items, click on Remove → Remove All.
    1. This will clear the grid and ensure that unwanted items are excluded from the search.
  2. Click the Search button at the top of the window.
  3. On the Advanced Stock Search screen, select the options needed to search for the stock items.
    1. Click HERE to learn more about Advanced Stock Search.
      NotesNOTE: To select all stock items, type * in the Keywords box.
  4. Click the Search button at the bottom left. The Stock Manager grid will now display all stock items matching the search criteria.
Idea
It is a good idea to hide columns in Stock Manager that you don't need to see to maximise screen space for other columns. Click the orange * icon in the far left corner of the column header row.

Filtering by column

  1. Start by clicking the Select button and clicking Select None.
  2. To filter a column, hover the mouse over the column name and click the Filter icon (funnel Y) that appears.
    NotesNOTE: Filters will hide items that are not relevant, but the items are technically still on the list. For best results, untick all items before applying filters.
  3. A list of values will appear. You can tick multiple values to filter for specific values (i.e. Department Names, certain dates, exact price), blank/nonblank values, or click Custom for a custom filter.
  4. Two Custom Filter options can be set per column.
    1. AND: Both filters must apply for an item to be in the Stock Manager list
    2. OR: Either or both filter(s) must apply for an item to be in the Stock Manager list
  5. Once a filter is applied, click Select then Select All to select all filtered items. The Filter can then be removed by clicking the X next to the filter at the bottom of Stock Manager.
  6. The selected items can then be edited by clicking the Edit Selected button at the top of Stock Manager. See this advice sheet on making bulk edits in Stock Manager
Available Columns in Stock Manager
The following columns are available in Stock Manager for filtering and exporting:
  1. Selected
  2. StockCode
  3. Barcode
  4. Global Pricing
  5. Description
  6. Department
  7. Category
  8. Cost Ex.
  9. Cost Inc.
  10. Sell
  11. RRP
  12. Trade
  13. Web
  14. Qty On Hand
  15. PLU
  16. Supplier
  17. Supplier Stock Code
  18. Last Sold Date - The latest date the item was sold.
  19. Last Stocktaked - The latest date the item was stocktaked.
  20. Date Last Arrived - The latest arrival date recorded against the item.
  21. Inactive - Displays whether the item is flagged as an inactive product.
  22. Contains Images - Displays whether the item has any images attached.
  23. Tax Group
  24. Reorder Level
  25. Desired QTY
  26. Order Method
  27. Web Store Item
  28. Contains Web Desc - Displays whether the product has Web Description information.
  29. Freight Cost Inc

Useful Filters

Below are some practical filter examples for the Stock Manager to help you manage your stock.

Inactive Stock Items

Use the Inactive column to tick the box marked '1' to filter your current list to display only stock items marked as inactive.



Negative Stock Quantities

Use the Qty on Hand column with a (Custom...) filter set to 'Is less than' 0 to filter your current list to display stock with a negative quantity on hand.



Show All Stock Items with a Positive Quantity

Use the Qty on Hand column with a (Custom...) filter set to 'Is greater than' 0 to filter your current list and display stock with a positive quantity on hand. The total number of records that match your filter criteria will be shown at the bottom right, indicating the number of unique products you have on hand.



Dead Stock

Also see advice sheet on finding dead stock.
Last Sold Date column with custom filter of Less than (choose a date 6-12 months ago), with
Qty on Hand column custom filter Is greater than 0, and
Date Last Arrived Is Less than (choose a date 6-12 months ago)

Web Price of $0

Web Store Item column, tick box marked  1 , and
Web Price column, tick box marked  0

Negative Pricing and Barcode added in Price

For each of the Cost Ex, Cost Inc, Sell, RRP, Trade, Web columns, click the column name to sort by that column.
Press the Home button on keyboard to go to top of list. This will show the lowest prices, starting with any that are negative.
Press the End button on keyboard to go to the bottom of the list. This will show items with the highest prices, including items that may have had a barcode accidentally scanned into the price field.

Find Web Products with no Web Descriptions or Images Attached

You can use the filter combination below to quickly find any products you've enabled for your web store that lack web descriptions or images attached to you.
  1. Web Store Item column, tick box marked 1.
  2. Contains Web Desc or Contains Images column marked as False.

Bulk Find Tax Group of Products

The Tax Group column can be filtered to find products that are either GST or GST Free.


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