Inventory in plain words

Inventory tracks what you physically have and what it is worth.

Concepts

A stock item is a card for goods or material with a name, unit and price. A warehouse is where it is kept. An item can be in several warehouses.

Link to invoicing

An invoice or delivery note line can point to a stock item and warehouse, in the app and through the API: after issuing, stock goes down and the movement posts. A received invoice can create a receipt the same way. Goods from one order leave only once, whether a delivery note or an invoice issues them. An invoice typed by hand beside an uninvoiced delivery note for the same customer and item stops: link it to the delivery note and stock does not move, or confirm it is a further sale. An invoice from a recurring schedule does not stop.

Transport, customs and similar costs belong to the price of the goods. Add a transport invoice to a receipt right on the received invoice: it moves to account 131 or 111 and raises the price of the goods by its amount, and for what has already left, the difference goes to cost. When an invoice for an order arrives at a different price from the one you received at, the price is adjusted the same way and nothing stays on 131.

Quantities are kept to thousandths, so selling by the gram works too.

Stocktaking

Stocktaking compares actual stock with the records. Enter what you counted and DameDoklad works out the differences. Once confirmed, it posts them as a surplus or shortage.

With locations turned on you can count by location, the whole warehouse or one location. Goods found on another location of the same warehouse just move there, and are neither a surplus nor a shortage. Tracked items are counted by batch and serial number.

Advanced features

• Price lists: selling prices per customer group. The listed price fills in when you pick the item on an invoice line.
• Production: a production document uses up material and stocks the product.
• Batches and serial numbers: trace a delivery or piece, including use-by dates for food.
• Locations: where goods sit in a warehouse, by batch for tracked items. A transfer can send goods straight to a location in the target warehouse, and its PDF names the locations.
• Kits: sell several items as one, and the components leave stock. For a serial-tracked component you pick the serial number on the document line, and at the till when adding the kit.
• Reservations: hold goods for an order. Stock issues, invoices, delivery notes and the till all respect a reservation, and overriding one takes a deliberate choice.
• Production requests: plan what to make, by hand or with the Production requests button right on a received order, and reserve the components if you want. Stock does not move until you send a request to production. You can change the components for one request only, adding, removing, changing quantities and choosing lots or serial numbers, and the bill of materials stays as it is. Create requests for several products or several received orders at once, and choose the lines on an order. Send several requests to production at once, and one that lacks something does not stop the rest. On the Production tab.
• Recycling fees: Czech Act 542/2020 wants the fee on electrical equipment and tyres shown apart from the price on a tax document. Assign a rate per piece or kilogram to an item, and it prints on invoices, credit notes, and receipts, on the line and as a sum. It sits inside the price and does not change the total. The Assign to items button gives many items the same fee at once. An item’s fee also goes onto an advance invoice, delivery note, quote and received order, and from them onto the invoice, but only tax documents and advance invoices print it. A credit note takes the fee from the original invoice. In the document editor, Show recycling fees on lines lets you change the fee, text, amount, unit and coefficient on a line, including one with no item. On a received invoice you record what the supplier stated, and the report shows it separately. On portable batteries it must not be shown apart (§ 85(3)): mark the item as a portable battery and the app refuses a fee. Download the fees as XML for POHODA. Inventory, More, GPSR and fees.
• GPSR: who answers for a product under Regulation (EU) 2023/988: the manufacturer and, where needed, an EU representative, with safety information. Assign it to an item, or to many at once, and print labels with the name, EAN, and the manufacturer with its postal and electronic address, plus the responsible person in the EU and their address when the manufacturer is outside the EU. Keep certificates and declarations on the record as PDF or images, and download the records as XML for POHODA. In the same place. For items listed in an e-shop, the details go at the end of the product description, see Connections.

The till without a connection

The till under Receipts works without internet once it has been opened on that device with a connection, which fetches items and prices. You can install the app from the browser as its own icon.

• Sales stay on the device and send themselves when the connection returns. The time of sale stays the real one, also for sales recording. The same sale is never sent twice.
• A receipt has the till’s own number, for example OFF-7KQ2-000012. The document in the app carries it as an external number next to its own. The customer got the document with that number, so the VAT records and the control statement give it as the evidence number. The same goes for an invoice written without a connection.
• A customer and their price list: the address book and the price lists are on the device, and the price is worked out as on the server. If a price list changes meanwhile, the document stands as the customer got it, and a notice appears in the till. A sale over 10,000 CZK for a VAT payer goes with a customer from the address book.
• Serial numbers: the device knows what is in stock and does not offer again what it sold itself. If another till sold the same piece, the server refuses and you pick another number.
• An invoice and an order: choose the customer and click Invoice or Order. The customer gets a copy with the device’s number. The server gives a number from the series when connected, and keeps the copy’s number with the document.
• A return against a receipt of the last 30 days or one still waiting on the device. The close-out from where things stood at the last connection and this device’s sales.
• What the server refuses stays on the device and shows in the till and in To do, with the way out that fits it: issue over the credit limit, another serial number, close on the counted cash, or discard it with a reason. It never goes away by itself.
• The device holds the address book, price lists, serial numbers in stock and 30 days of receipts. A contact with restricted processing (GDPR) is not stored.
• Stock does not refuse a sale made without a connection, because the goods have left. Stock may go below zero. An item that expressly forbids negative stock is refused, and the sale waits in the till until you sort it out.
• Logging out removes the till’s data from the device. Unsent sales get one more try first, and whatever cannot leave is offered as a file.

Till hardware through the local bridge

Settings → More → Till hardware. A browser cannot drive a payment terminal, a scale, a customer display or a network printer by itself, so a small program runs on the till’s computer. It listens on that computer only, pairs with a code, and talks only to your application’s address. When it is not running the till goes on working: it prints from the browser and you enter a card on the terminal by hand.

It has not been tried on any real device yet. The bridge speaks to GPE terminals (Global Payments, GP tom, KB SmartPay, Česká spořitelna), Comgate, Dotypay and ZVT. Terminals of ČSOB, MONETA and UniCredit use protocols their suppliers do not publish, and it does not speak those. Check the protocol with your provider before ordering. Live use of GPE needs an ECR_ID and accreditation by Global Payments, Dotypay a certification and a token. Fiscal printers are not supported, and Czech law does not require them.

The bridge is one executable and needs no Node. Run it with the key from the settings, pair it, and --install-service starts it with the system.

If the connection to the terminal fails during a card payment, the application asks you how it ended. It does not guess, and the same attempt cannot pay twice.

Receipt printer and cash drawer

In Chrome and Edge the till can print straight to an ESC/POS printer over a serial port or USB and open a cash drawer attached to it. Settings are under the printer icon next to the bill. This has not been tried on a real printer or drawer. Diacritics use code page PC852 as Epson numbers it; if a printer prints nonsense, choose printing without diacritics. Payment terminals, fiscal printers, customer displays, and scales are beyond what a browser can do by itself.