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Tookstock Support

Learn how to use Tookstock and get answers to common questions.

Web App

Analytics

OVERVIEW

Track historical total cost, retail value, and units for all of your inventory by visiting the dashboard screen. You can also view historical data for an individual item under each item's history tab. Use the provided filters to narrow data by location and date range. Analytics are available only with the Business Tier.

Add and Manage Users

OVERVIEW

You can add multiple users to your account to view and edit inventory.

Within the “settings” tab, navigate to the manage users option. Click the add user button at the top right to bring up a new window and fill in the user’s name, email and role permissions.

Added users will be required to log in using the email address you used to add them as a user.

User Change Log

OVERVIEW

Keep track of quantity changes made to any particular item with the history tab’s change log. You’ll be able to view what was changed, who made the change, as well as when it happened.

The change log can be accessed by selecting an item from the inventory screen and navigating to History > Change Log

The user change log is available only with the Business Tier.

Barcode Scanning

OVERVIEW

You can now easily scan barcodes using a 3rd party HID barcode scanner connected to your computer (most HID scanners are supported).

Make sure that the web app is in focus and there are no text fields selected when items are scanned. Upon scanning a recognized barcode, an item quick look window will appear, allowing you to make quantity adjustments.

Scanning an unrecognized barcode will display an alert asking if you would like to create a new item.

Barcode scanning on the web app is only available with the Business Tier.

Generate Barcodes

OVERVIEW

The Tookstock web app makes it possible to generate barcode images that you can download or print.

Barcodes can be generated from the Add Item or Edit Variation screens. To get started, enter a value between 4 and 30 characters in the barcode field, then select "Generate Barcode." A window will appear with your generated barcode and options to download or print.

Barcode generation on the web app is only available with the Business Tier.

Shopify Integration

OVERVIEW

You can integrate Shopify and Tookstock to help automate your inventory management. For example, a sale made from your online shop will automatically reduce inventory levels in Tookstock, and a quantity change made in Tookstock will automatically update a product's available quantity in Shopify. Every inventory level change made by either platform is tracked via the user change log.

Shopify integration is only available with the Business Tier.

Installation
Step 1

Navigate to the integrations tab and select Shopify. Click the link that takes you to the Shopify app store.

STEP 2

On the Shopify app store, select "Add App." You will be asked to sign in to your Shopify store to continue the installation process.

Step 3

Shopify will re-direct you to a screen that asks you to confirm the installation. Select "Install App" to continue.

Step 4

Upon successful installation, Tookstock will automatically start importing all of your items from Shopify. The duration of the import process depends on the number of items you have and can take upwards of one hour. Tookstock will send you an email when it has finished importing your items.

Adding Items

Any item you add within the Tookstock app will be synced with Shopify and vice versa. Please note that an item added within Tookstock will be unlisted in Shopify by default.

Item Photos

Tookstock will only share images with Shopify for items that were originally created in Tookstock. The app will not replace or update images for existing Shopify products.

Syncing Time

Product and inventory changes made in one app are usually updated in the other app within 60 seconds. In rare cases, changes can take up to one hour to take effect.

Importing Inventory From a File

OVERVIEW

The Tookstock web app gives you the ability to import your existing inventory from a .csv file. The following steps show you how to properly format your inventory for upload.

Step 1

Navigate to the inventory page and select Import Inventory. This will pull up the import page which lets you download our inventory template.

STEP 2

Download the .csv template.

Step 3

Populate the .csv file with your inventory data. This can be done with a spreadsheet tool, such as Excel. When you're done, be sure to save the file as a .csv

Please see the formatting tips below for information on successfully populating the .csv file.

Step 4

Upload the .csv file that you just edited. Your new items will show up in the inventory list as soon as the import has finished.

If you have multiple locations configured, the app will allow you to choose which location should receive the quantities you may have entered in your spreadsheet. Imported items will be added to all other locations with a default value of 0.

Formatting Guidelines

It's important for your inventory data to be formatted properly in order to ensure a successful import. The guidelines below provide some tips for filling out the template.

Required FielDs

Both the "Item Name" and "Variation Option 1 Name" fields are required in order to import an item. If either of these fields are left blank the row will be skipped.

Creating Item Variations

Each row in the template represents one item and variation (every item is required to have at least one variation). You can create an item with multiple variations by creating another row with the same item name and modifying the other fields. The example above shows two items with multiple variations. The T-Shirt item (Red) has three variations - "Small / Blue", "Medium / Blue", and "Large / Blue", and the Jacket (Blue) has two variations - "Medium / Gray" and "Large / Gray."

Exporting Inventory

Navigate to the inventory page and select Export Inventory. After confirming the export, a .csv file will be sent to the email address associated with your account.

iOS App

Adding Items

OVERVIEW

Tookstock makes it easy to add, sort, search and filter items. Include relevant details for every item in your inventory:
- Item name
- Barcode
- SKU
- Price
- Minimum Quantity
- Notes

Adding an Item

To add a new item, you must first navigate to the "inventory" tab. Once on the inventory screen, there are two ways to add a new item.
1. Scan a new barcode, or
2. Tap the + button on the top-right of the screen

Once on the "Add Item" screen, enter any relevant details. Please note, you must add a name to save the item. Tap "Add Item" at the bottom of the screen to save everything. You will automatically be taken to the "Item Details" screen where you can enter quantities

Scanning Barcodes

OVERVIEW

Scan barcodes using just your device's camera. Barcode scanning makes it easy to track existing items and add new ones. Tookstock currently supports scanning of the following barcode types:
- UPC-A
- UPC-E
- EAN-8
- EAN-13
- Code128

LoW-Light Barcode Scanning

You can use your device's flashlight to help scan barcodes in dimly-lit environments. Look for the lightning bolt icon at the top-left of your screen. Tap the icon to enable and disable the flashlight.

Adding Item Variations

OVERVIEW

Sometimes you may want to track multiple variations of the same item. For example, if one of your items comes in multiple colors or is sold at different price points. Tookstock lets you track multiple variations under the umbrella of a single item, making it easier to stay organized.

Adding a Variation

A new variation is created by default when adding an item. Additional variations can be added at any time from the "Add Item" and "Edit Item" screens.

Locations

OVERVIEW

Track inventory levels in multiple places by adding locations. Locations can represent any physical place, such as a warehouse, store or vehicle. Every location you add will be included on the item details screen, allowing you to track quantities separately at each location.

Adding a Location

First, select the more tab at the bottom of your screen, then select "Locations". Once on the locations screen, tap the "+" icon at the top of the screen. Add any relevant details and tap the "Add Location" button to save everything.

Filtering By Location

You can filter your inventory by location to focus in on results for one place at a time. For example, let's say you have three locations: Warehouse, Vehicle #1 and Vehicle #2. If you select "Warehouse," the inventory screen will automatically update to show you only items available in that location. Similarly, when you select an item in the list to view its details you will only see quantities for the filtered location.

Tracking Item Quantities

OVERVIEW

Item quantities are tracked from the item details screen. The app gives you the ability to track item variations independently in one or more locations.

Location-Based Item Tracking

The item details screen contains a list of all your locations. When a location is enabled, it means that inventory is actively being tracked there. Disabling a location removes any inventory associated with that place. Disabled locations will not generate low and out of stock alerts, and will not contribute to inventory totals. The default location is enabled by default and shows the quantity level associated with each variation.

Stock Alerts

An out of stock alert is generated for an item when one of it's variations has a quantity of zero. Low stock alerts are generated based on the minimum quantity set for an individual variation. Minimum quantities are optional, and low stock alerts will only be generated if a variation's quantity falls below the minimum quantity amount entered.

Cloud Sync

OVERVIEW

Cloud sync is included with every paid subscription. Saving your inventory in the cloud allows you to track inventory on multiple devices and ensures your data is always backed up.

How It Works

Cloud syncing happens automatically in the background whenever you are connected to the internet. Connectivity status is indicated on the inventory screen. A green checkmark means your device is connected to the cloud and actively saving any changes you make. A gray cloud indicates you are offline.

While you can still add and edit items offline, your changes won't be saved to the cloud until you connect to the internet again.

Tracking Inventory on Multiple Devices

Data synced with the cloud follows your account. So, in order to view inventory on different devices, you must sign in to every device using the same email address that was used to create your account. When you add a new user, they will need to sign in using the email address you used to create their account. New users can be added using our web app.

Contact

If you have additional questions, need technical support or have a new feature suggestion, please contact us by email. We are typically able to respond within 24 hours.

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