Add a used or individually tracked item without a purchase order

1. 1

   Check whether the catalog item already exists and uses individually tracked inventory. For a used instrument such as a bassoon, the catalog item describes what it is; a stock unit records the particular physical item and its serial or identifier. If the item is missing, have someone with catalog access create it with individually tracked inventory first.

   Shop

   Stock take changes bulk on-hand quantities. It does not create a serialized unit or record its serial number. Do not use a stock take as the intake step for this item.

2. 2

   Open Inventory → Stock units and choose new unit. Select the catalog item, enter the unit's serial or identifier, and review its condition and status. For a shop-owned item ready to sell, use in stock.

   Shop · inventory → stock units → new unit

   This requires stock units to be available for the business and permission to manage them. Authorized staff can enter physical-unit details when staff access is enabled; acquisition cost, tax paid, consignment ownership, and splits remain admin-only. Ask an admin if the required controls are unavailable.

3. 3

   Choose create unit, then review the saved stock-unit page and its serial, status, and condition before using it on a sale, rental, or trial.

   Shop

Worth knowing

• When the stock-units page offers an add-item form, it can create the catalog record and its physical unit together. The separate new unit route remains available for an existing catalog item; do not create a duplicate catalog record just to add another physical unit.
• An item owned by someone else needs the consignment intake instead of being recorded as shop-owned. An admin selects an active consignor and the consignment split; a consigned unit must have its owner recorded and start with consigned status.

Next

• Count physical inventory and correct on-hand quantities
• Take in, sell, and pay out a consigned item