The inventory calendar is accessible through the main menu at Calendar > Inventory and is a birds-eye view of your bookings, showing the number of items available for a given day.
Your inventory is arranged by category and the number in each column corresponds to the number of items available for that day. The colour represents, at a glance, the availability of the item(s).
Date FilterBack to top
You can use the date filter in the inventory calendar to select the date for which your report should begin.
Click on the date filter field to open the calendar and make your selection.
DisplayBack to top
The display drop-down menu enables you to choose how much data should be shown in your report. You may choose from one to six weeks.
CategoryBack to top
If you'd like to view the availability for just the items in one particular category, you can do so by selecting one from the Category menu.
SearchBack to top
If you have a lot of items and want to view the availability for something in particular, you can use the Search field to locate it. Type in your search term and press 'enter' to display the results.
Adjusting Available InventoryBack to top
If you have inventory editing privileges, you are able to adjust the amount of stock remaining on a particular item. Click on a day in the inventory calendar to open the edit window.
You can increase or decrease the stock remaining for the given day. Make your adjustments in the Stock Remaining field and click Save. Setting the quantity to 0 will sell out bookings for this item on the day selected. Also in the edit window, you can, in addition to simply adjusting the remaining stock, add a note to remind yourself later or let other staff members know why the change was made. The staff member's name and date/time of change will be recorded along with the note.
Adjusting Inventory on a Per Timeslot BasisBack to top
If you have any items in your inventory based on an hourly or timeslot configuration, you can adjust the availability on a per timeslot basis.
The inventory number shown for the main item is based on the highest number available in any one of its timeslots. As you can see in the example below, the first column shows an inventory of 15 for the Mountain Bike Adventure. The 9-12 timeslot has only 9 spots available, but the other two timeslots have 15 available, so the main item shows a value of 15 for its available inventory.
In the second column, all timeslots have 12 available. Therefore, since 12 is the highest value across the timeslots, 12 is displayed as the available inventory for the item that day.
As you can see in the image above, the inventory is updated for each individual timeslot as the bookings come in. If you'd like to manually adjust the inventory for multiple timeslots at the same time, click on the inventory square for the main item, rather than a timeslot, as highlighted below.
This will bring up the edit window and a list of timeslots with a checkbox by each. You can uncheck any timeslots you don't wish to update and then adjust the stock in the field below.
When you click Save, any timeslots that were checked will be updated as per the Adjust Stock By field.
Cells with a small triangle in the top right corner depict an item that has had the inventory manually adjusted for that particular day.
It's also possible to begin a new internal booking from this edit window. Click on the New Booking link to open up the reservation screen and get started.
Required Package Add-ons Inventory DisplayBack to top
If you have any items with required package add-ons, the inventory value for the parent item displayed in the calendar grid will not be based on those add-ons.
In the example above, Mountain Bike Adventure is a required add-on for Adventure Weekend. However, when the inventory of the bike adventure is adjusted, it does not affect the available inventory of the Adventure Weekend item.
When you click on the inventory number for the Adventure Weekend Item the modal will pop up where you can edit the available inventory or add a note. You will notice a notification labeled Availability may be affected by required package add-ons.
Clicking on that label, which is actually a link, will open a new window containing the inventory calendar of the main item and its add-ons only.
From here, you can check the inventory values in more detail.
Product Grouping Inventory DisplayBack to top
If you are using product grouping with any of your items, the behaviour on the inventory calendar is a little different in that it displays the total available inventory for all the child items combined.
In the example above, Adventure Week has been created as a parent item with the Advanced Riders Tour and Horseback Adventure as child items.
Adventure week displays the total availability of the child items in the inventory calendar. As adjustments are made to their inventories, the total will also be adjusted in the parent (Adventure Week). As such, the parent's total cannot be manually adjusted and will remain greyed out.