Unlike its simpler version, Inventory management, the Inventory management template with barcode scanner has more features and automation to manage your stock.
How it works
The workflow has four Google Sheets and three forms:
Items - Inventory: a list of all your items and where the QR code is generated.
Register item (form): a quick way to introduce new items into your inventory.
Check-in - Inventory: a record of all the items that were checked in.
Check-in item (form): easily check in items.
Check-out - Inventory: a record of all the items that were checked out.
Check-out item (form): easily check out items.
Inventory management: centralized and processed data so you can monitor your stock.
As you can see, the workflow has five automations:
Three automations spread data from Items - Inventory into the other three spreadsheets.
Two automations move data from Check-in Inventory and Check-out Inventory to Inventory management.
Using the inventory management template
Step 1: install the template
Install the Inventory management template from the Sheetgo library. Once the process is finished, the workflow will open automatically.
In the Items tab in the Items - Inventory file, you will find sample data. Delete it and replace it with your list of items.
QR codes are generated in the Printed labels tab for each item in the inventory. Leave this tab as it is.
Explore Check-in - Inventory and Check-out - Inventory. Delete the sample data you see in the Check-in and Check-out tab.
The Inventory management file is where the data is being processed. The structure in each tab should not be changed unless you know what you are doing.
Step 2: register your items
There are two ways to register items in your database:
Using the forms
Directly modifying the Items tab.
Let's go over both methods.
Click on the form icon on the right sidebar to open the list of forms available in this workflow. Click Register item form, fill it out, and submit for each item you want to register.
Open the Items - Inventory file as you did earlier and recording your items in the Items tab.
Step 3: update your connections and Check-in items
Follow these steps to run your workflow.
Open the workflow and click Run all automations.
Once the run is complete, open the Check-in Inventory file.
In the Check-in tab, enter an SKU code under column F that's already in the item inventory.
If the transfer was successful, details in columns C and D will autofill.
Complete columns A, B, and E.
Pro tip: Use data validation to select the SKU from a dropdown menu.
Step 4: share files with your colleagues
Lean how to share any file that is connected to your workflow.
You can also share this workflow to collaborate with other Sheetgo users.
Step 5: Check-out items
You or your colleague will use the Check-out - Inventory to check-out items. Similar to the check-in process, start by entering the SKU in column F then complete the other columns.
Pro tip: to avoid checking out items that are not checked in, add a connection to copy the list of SKUs only available from the Check-out file, then apply data validation to select the item in column F.
Step 6: Automate the workflow
Learn how to automate your workflow to always have the most recent data in your master sheet.