User Guide

1. Search first to avoid duplicates.
2. Create a new item or open the item.
3. Set its category (oils, butters, FO etc.) + unit measure (oz/g/ml/ea).
4. Enter Qty_on_hand as the usable amount (partial containers included).
5. Add reorder point (if it's reorder-worthy).
6. Add shelf location (so On-Hand prints like a map).
7. Track lot/expiry/BBD if you need it, and keep it updated.

1. Enter Item Cost (Total) — the total cost you paid for the item.
2. Enter Qty On Hand — the quantity you received.
3. The system automatically calculates Cost / Unit by dividing Item Cost by Qty On Hand.
4. You can also manually enter Cost / Unit if needed (it works both ways).

1. Use Category filter to narrow by ingredient type (oils, FO, packaging, etc.).
2. Use Vendor filter to see items from a specific supplier.
3. Toggle View Mode between "Grouped" (totals by ingredient name) and "Lots Only" (individual rows).
4. Use Low stock only to quickly see items at or below reorder point.
5. Use Show archived to view or hide archived items (archived items are hidden by default).

• M = Manual (added directly in Inventory)
• P = Purchase Log (posted from an invoice)
• I = Import (bulk CSV import)

This helps you understand where each item came from and track purchase history.

1. Select an inventory item.
2. Click Archive Item button.
3. Archived items are hidden from reports and the main list (unless "Show archived" is set to "Yes").
4. Use this when an item is discontinued or no longer relevant, but you want to keep the history.

• Each inventory row has a 🔍 Trace button in the rightmost column.
• Click it to open the Lot Trace page and see the complete journey of that ingredient through production.
• Essential for supplier recalls and FDA compliance.

1. Download the CSV Import Inventory Template (see Printable Forms section below).
2. Fill in your inventory items in the spreadsheet.
3. Click "Import CSV" on the Inventory page and upload your file.
4. All valid items will be added to your inventory at once with source = "Import".

1. Create invoice header (vendor/date/notes).
2. Enter shipping/tax/fees (so unit costs are real).
3. Add lines: containers + size + unit → qty calculates.
4. Enter lot + expiry date when you need tracking.
5. Enter vendor SKU when it's on the invoice (helps reorder/support).
6. Save invoice + post to inventory.

1. Use Vendor filter to see invoices from a specific supplier.
2. Use Status filter to see only Posted or Draft invoices.
3. Posted invoices have already updated inventory; Draft invoices are still being worked on.
4. These filters help you quickly find specific invoices or review pending work.

• Inventory value, item count, low/out of stock items
• Total invoices (posted vs drafts)
• Quick snapshot of your business health

• Out of Stock (red) — Items with 0 quantity that need immediate reorder
• Low Inventory (orange) — Items below reorder point
• Expired Items (urgent) — Items past their expiry/BBD date
• Click the linked item name to jump directly to the Inventory page
• When all is good, you'll see "✓ All clear! No urgent issues."

• Shows all blend and recipe batches made in the last 30 days
• Displays: Date, Type (Blend/Recipe), Name, Qty Made, Cost/Unit, Total Cost
• Click the 🔍 Trace button to see full lot traceability for that batch
• Useful for tracking production activity and costs over time

• Quick search box for lot numbers or ingredient names
• Enter a lot number or ingredient name and click "Trace Lot"
• Opens the Lot Trace page with full upstream/downstream traceability
• Essential for supplier recalls and FDA compliance

1. Check low stock and build reorder list.
2. Review spend by vendor (what's driving costs).
3. Use ingredient price compare when you buy the same thing from multiple vendors.
4. Fix data gaps that affect decisions (missing unit/cost/category/expiry etc).

1. Filter by category if needed.
2. Print/save PDF.
3. Walk shelves and mark actual amounts.
4. Update Inventory page after the walk-through.

1. Enter a lot number or ingredient name in the search box.
2. Click "Search" or press Enter.
3. View Upstream traceability — where the ingredient came from (supplier, invoice, lot, dates).
4. View Downstream traceability — what finished products contain this ingredient or lot.
5. See all batch movements, dates, and quantities.

• Click the 🔍 Trace button in the Inventory page (rightmost column)
• Click the 🔍 Trace button in Batch Production History on the Dashboard
• Use the Lot Traceability search widget on the Dashboard
• Navigate directly to the Lot Trace page

• Raw Materials — Original inventory items with lot numbers, vendors, and dates received
• Blend Batches — Intermediate products made from raw materials
• Recipe Batches — Finished products made from raw materials and/or blends
• Inventory Movements — Complete audit trail of all transactions

1. Create a blend name + unit (oz/g/ea).
2. Add components + percentages.
3. Save and verify unit cost looks reasonable.

1. Create recipe name + batch size.
2. Add ingredients/blends + percentages.
3. Save and review cost per unit (and adjust if needed).
4. Now you can also create a SKU. This creates a new Finished Product record.
5. Links it to this new recipe. Does NOT touch inventory yet.
6. This is a one-time setup per product

1. This consumes ingredients from inventory (deducts raw materials).
2. Produces finished goods (adds to finished product inventory).
3. Posts inventory movements for traceability.
4. You can make multiple batches at once (e.g., "3 batches" = 3x the yield qty).

1. IN STOCK / OOS — Whether you have units on hand.
2. NO INVENTORY LINK — Product isn't connected to inventory yet. Click the badge to fix it.
3. SHOPIFY READY — All Shopify fields are filled in (SKU, Name, Retail Price, Shopify Handle).
4. NOT SHOPIFY READY — Some Shopify fields are still missing.
5. MISSING: ... — Lists exactly what info is still needed.

1. COGS is calculated automatically when you make a batch in Recipe Builder
2. Enter Retail price (changes save automatically when you click away)
3. (Optional) Enter Wholesale price
4. Check that your Retail margin is healthy

1. Click the "NO INVENTORY LINK" badge on the product row
2. If a matching inventory row exists, select it and click "Connect Selected"
3. If no row exists, click "Create + Connect" to make a new one (starts at 0 on hand)

1. After importing products
2. After creating SKUs from Recipe Builder
3. When several items show "NO INVENTORY LINK"

1. Open a finished product detail page (click any row on the Finished Products list).
2. Scroll to the Adjust Stock section.
3. Enter a quantity: use a negative number to subtract (e.g. -5 for shipped units) or a positive number to add (e.g. 3 for returns).
4. Select a reason from the dropdown:
   • Manual adjustment — general correction
   • Shipped / Fulfilled — orders sent out
   • Damaged / Waste — broken or unusable units
   • Physical recount — updating after a shelf count
   • Customer return — units coming back
   • Other — anything else
5. Optionally add notes (e.g. "Shopify order #1042" or "Dropped box of 6").
6. Click Apply Adjustment.
7. The On Hand count updates immediately and a movement record is logged.

Below the adjustment form, you'll see a log of the last 20 stock movements for that product — including production batches and manual adjustments. This is your audit trail showing exactly when and why stock changed.

1. Enter your Company Name (required) — appears on all printable forms and reports.
2. Add optional contact details: Address, Phone, Email, Website.
3. This information automatically populates headers on all printed documents.
4. Click "Save Settings" to update.

• Update your email address
• Change your password
• Manage account preferences

1. Click "Invite Team Member" button.
2. Enter the person's email address.
3. Select their role/permissions (if applicable).
4. They'll receive an invitation email with a link to join your company.
5. Once they accept, they'll appear in your team list.

• View all active team members and their roles
• Remove team members who no longer need access
• Resend invitations if they expire

1. Select your oils and enter their percentages (must total 100%).
2. Enter your desired batch size (weight).
3. Set your superfat percentage (typically 5-8%).
4. Choose lye type (NaOH for bar soap, KOH for liquid soap).
5. The calculator shows exact amounts of each oil, lye, and water needed.
6. Includes SAP values and automatic calculations.

1. Enter your container volume or desired wax weight.
2. Select your wax type (affects density and shrinkage).
3. Set fragrance oil percentage (typically 6-10%).
4. Add any additives (dye, vybar, etc.) with their percentages.
5. Calculator shows total amounts needed for your batch.