Setting up your Job Board account
How to connect Quickbooks Online to the Job Board version
Launch jobs from Orders - Job board version
Job Board Only version Vs Pro version
How do I upgrade to PRO?
Setting up your Pro account
Flagging a user as a "Sales Rep"
User Types in shopVOX
Forms: Editing the User Interface
How to Change Password
How Do I Create a New User?
What size should my logo be so it can appear in email PDFs?
Account Settings for your Pro account
shopVOX Work Flow - The Big Picture
Roles: how to restrict access for certain users
Protect Your Bottom Line with Terms and Conditions
Transferring data from my old system to shopVOX
POS Settings - General
How are Users Billed?
Common Questions About Users
How to import your customers and contacts from a spreadsheet
How to configure the SMTP settings for your email
User Roles and Permissions Explained
POS Settings – Sales Taxes
Five challenges to consider when setting up your Account
Create your first Pricing Template - a visual guide
What is a product?
shopVOX Pricing Templates
Building a Product: The Basics of Using Pricing Templates
Accounting sync setup
Transaction Number Sequencing
Setup Xero accounting integration
Common QB Questions
shopVOX Setup of Tax Codes for Quickbooks Canada Desktop/Online
How to Connect to Quickbooks Online using the Setup Wizard
How to Connect to Quickbooks Desktop version using the Setup Wizard
Getting started Guide
Save Time with Emailed Document Templates
Notifications: Keep your entire team up to date
How the signVOX to shopVOX migration process works
Top 10 flows in shopVOX for a typical shop
Managing Customer and Leads
Managing dates on Quotes, Sales Orders, and Invoices
How to Add a Special Note to a Customer Document ?
How Do I Group Contacts Together?
Customer Alerts & Flags
Inactive Customers Report
How Do I Group Customers Together?
Adding new Contacts to Existing Customers
Set up different pricing levels for different customers
Update: Editing Existing Contacts - GDPR Compliance
What are Sales Leads?
Sales Lead or straight to Quote?
Sample Sales Lead Pipeline
What is a CRM system?
Win more business with Sales Leads
Why use Sales Leads?
Sales Leads Guide
Create Sales Leads automatically from the contact form on your website
How do I add a Quote from a Sales Lead?
Sales Order States
How to Create a New Sales Lead in shopVOX
How to Create a Quote
Sales goals - Setting up for Success!
Drive results with the Sales - Production Thermometer
Adding Shipping Charges to a Transaction
Quote Approval Email Feature: Adding Attachments
Use the Roll Up feature to combine pricing for multiple line items
Adding Images to a Quote/Sales Order/Invoice PDF
What is the Sales Process?
Quote Review - Send Approval Email
How to use the Quick Quote Feature
What is a Sales Pipeline?
Mark invoices as Delivered, Shipped or Picked up
Products & Pricing
Basic Pricing concepts
What are Pricing Types?
Create Your First Product
What is the difference between Standard, Cost+ and Product Pricing?
How do I add a product category?
Materials - Understanding, Adding and Adjusting
Labor Rates and Machine Rates
Shipping, Setup, Finance & Miscellaneous Charges
Building a Product and understanding Pricing Templates. Watch the webinar!
Building Products using Grid Pricing
Pricing products using the Panels UI
Advance Pricing concepts
Modifying Starter Products: Remove installation and design services if they are not taxable in your area.
Setting up second side pricing for a Product
Vendor Pricing: adding to Materials
Using Logic in your Pricing Templates
How does Wastage work in shopVOX?
Job Costing - Estimated vs. Actual
Modify Material, Labor rate & Machine rate formulas within a Product
Deactivating and Deleting Products
How to make your invoice line items editable
Re-Calculating Bill Of Materials (BOM)
What's the difference between Margin, Markup %, and Markup Multiplier ?
How to adjust the bill of materials (BOM) for situational purposes
No Total PDF: How to give a customer options without totaling the whole Quote
What is the Sell/Buy Ratio?
Customizing Line Item Descriptions
Custom Fields in shopVOX
How to increase prices for your Products by a percentage
How to Copy Products Shared by the VOX Community
Setting up Products priced by the Square Inch
Product: Business Cards using Grid Pricing
Adding Pricing Template to a Grid Product
Problems with Grid Product - Who can I contact for help?
How to Import Grid Pricing from a Spreadsheet ?
What is the difference between range and volume discounts?
How can I give a discount for a product for a single customer?
Grid Pricing Webinar
Examples of Grid Pricing Products
Master Pricing Guide
Job Board management
Adding your Job Board to your TV
Why create jobs and use the job board?
How to Generate a Completed Jobs Report
A guide to the Job Board
Job Board - Different Views
Change default job view
Full screen Job Board
Making Job Board Line Items More Unique
How to upload a proof to your job ?
How do I send Multiple versions as options to the customer to choose from?
How do I send several proofs for the different items on my transaction?
Does shopVOX support multiple page proofs?
Managing your schedule with the Shop Calendar and Shop Scheduler
Shop Calendar and Shop Scheduler: Overview - is it right for my shop?
Will changes made on an Invoice or Sales Order Line item be updated to the Work Order details?
Is Inventory for Me?
How Do I Require a Payment before a Job can be started?
Using Create Combined Job to group line items for production
What are Projects?
Accounting and Reporting
How to export customer data from QuickBooks Online
Quickbooks Online: Common Sync Errors
Automatic Sales Tax Rates and QuickBooks Online
How to Sync to Quickbooks Online
How to export customers & contacts from Quickbooks Desktop?
Quickbooks Desktop: Common Sync Errors
How to Sync to Quickbooks Desktop
How to send invoice statements to customers with the Collections report
Daily Sales and Payments report
Daily Activity Report
How to create progress invoices ?
Sales Tax Groups and Combined Tax Rates
MYOB Export & Sage 50 Export
How to refund credit card transactions processed via shopVOX & Authorize.net
Square Payment Integration
Prevent QuickBooks sync errors by excluding special characters and limits
Take in-store credit card payments with a USB credit card swiper
Line item Taxable / Non-Taxable logic - Video
How Do Credit Memos and Refunds Work in shopVOX?
Differences between USA QuickBooks Online and Non-USA QuickBooks Online
Accounting wins! Strategies for using shopVOX for business growth.
Multiple Currency - Setup and How it works
Sales Tax Rates
Industry Specific Content
How to Price Vinyl Printing
How to Price Banners
How to Price Banner Stands
Pricing Scenarios: Banners
Product: Yard Signs using Grid Pricing
How to Price Vehicle Wraps
Promotional Items: adding Labor cost & Base Product cost to Purchase Orders
Adding your own Variants for Embroidery and Screen Printing
How do I stop the price for my apparel from recalculating when I update the quote or sales order?
How do I add customer supplied garments to a quote or sales order?
Blank Apparel - Integrated Supplier Catalogs
Adding Promotional Products to your Quotes and Sales Orders
Dynamic Size Selection on Apparel UI
Apparel UI - Catalog Pricing Flag
How to add Screen Printed Apparel to Quotes and Sales Orders ?
How to price Screen Printing
How to customize the standard Screen Printing locations
How do I quote multiple options or quantities of shirts or hats?
How to price Screen Printing - case study
How do I add apparel styles that aren't listed in the integrated catalogs?
Importing custom catalogs for apparel from other suppliers
How do I see a detailed breakdown of cost and price of apparel?
How do add additional apparel styles or colors to a quote or sales order?
Apparel Decoration Order Guide
Master Guide to Apparel Decoration
MSRP Catalog pricing - setting a Fixed price for Apparel items
Taking Payments in ShopVOX - what your customers will see
Setup a private storefront for your clients to place orders with a cPortal
How do I enable the free cPortal for a customer?
What is the difference between the Paid and Free versions of cPortal?
Online Ordering Account settings for cPortals & Shopping Cart
How does CC processing work in shopVOX?
Webstore & Shopping Cart Examples from shopVOX Users
Webstores for your customers - What are they? and... How to setup!
How to setup Products for a given customer to be able to order from cPortal?
White Label setup instructions
Steps to setup custom URL for paid cPortal
How to setup Shopping Cart to sell online ?
What will my customers see on their cPortal?
Webstore vs Shopping Cart
Automation & Integrations
UPS Shipping Integration - Access Keys
FedEx Shipping Integration
Creating a shipment
How does an API work?
What is JSON?
Where can my get my shopVOX API credentials?
What is an API?
Can the shopVOX API accept tracking numbers on shipped orders?
Does shopVOX do custom development?
Master Guide to Automation & Integration
How to update your current contact form integration to include uploaded files
What are some popular advantages when using Zapier?
How to add form submissions as Sales Leads in shopVOX
How to send Shopify orders to Sales Orders in shopVOX
How to add Third party Shipping account to a Customer ?
I'm having an issue with the shopVOX APIs. Who do I contact?
How do I build my own custom integration?
Does shopVOX integrate with Salesforce?
Does shopVOX integrate with Microsoft Project?
Setting up Mailchimp integration
Customize your account with Add-on Features
Scheduled Actions - What are they and what can I do with them
Setting up Constant Contact integration
shopVOX specific terms
What happens when a Job is completed?
QuickBooks - Classes
Key terms explained
Uploading vs Linking Assets
Why doesn't Material have Volume Discount, only Range Discount?
What does Capacity in Minutes mean?
Why can't I print the PDF documents directly, instead of downloading?
How can I print invoices to mail to my customers?
I can't use my email address? shopVOX says email has already been taken.
How do I re-activate the disabled user?
How can I send a quote and a proof together in one email to my customer?
Where do jobs "fit" in the order process in ShopVOX?
What is the Admin checkbox for when creating a new user?
How to Set Up and Use the Inventory Feature
How can I change the workflow template for a job?
How Can I Upload an Image of a Product on a Job Line Item?
Customers- Credit Limits, Stop Supply & Disable
What Does "Group" Mean When Creating a New Customer?
New to Quickbooks While Using ShopVOX
How to increase Database size ?
Hex Color file to match PMS color chart
Can customers download uploaded proofs?
How do I update contact info?
How can I raise a PRO-FORMA or DOWN-PAYMENT Invoice?
What if I want a customized PDF to match one of my existing documents?
How do I add new products?
Can we chat internally with other users?
How to enable login only from static IP address
How can I delete a job?
Who should be assigned the Customer Review step in online proofing?
How to hide the thumbnail image in proof emails
What does the number next to workflow steps mean?
Bulk deleting customers
Optimization tips for the Job board
Errors and Troubleshooting
How do I remove / delete materials, material types, or material categories?
When I convert a quote to a work order, does the name of the order and the line item description carry forward or do I have to rewrite?
shopVOX Chat Feature not working on Firefox Browser
How to clear history from Chrome browser?
Flags to control what prints on customer facing vs internal PDFs
Keep Important Documents Handy with Account Level Assets
How to round your pricing to 2 decimals or 4 decimals
ERROR - Property: amount_in_cents, reason: greater than payment balance.
Control custom line items
Existing Approved Proofs for ReOrders
Steps to do for signVOX to shopVOX users
Advanced Search & Filters
How do I cancel my account?
Powerful Global Search in shopVOX
How can I setup a minimum order amount?
How to optimize your browser for shopVOX
Unable to change the Customer on Order ?
Asset Images and using Image Notes
What is our IP address for the mail server ?
Custom PDF in shopVOX
shopVOX Job Board version
Updated by Lila Carsten
ShopVOX has a powerful inventory feature that enables you to track inventory within your Pro account without needing to double enter data using other inventory programs or spreadsheets. Below are FAQs asked by those thinking about adding inventory now, or in the future.
If you have more questions about whether or not shopVOX Inventory add-on might meet your needs, email us at email@example.com, or if you haven't signed up for Pro yet, reach out to your sales rep.
Do I need inventory control?
The best way to ask this question is to ask the following: What problems are you trying to solve with inventory? Is it to prevent running out of a critical material? Another good reason? If you think these will help you then yes, you'll probably benefit! But if you can get most of your inventory within a day or two from your vendor, then maybe not...
The idea behind inventory control stated simply is knowing where important items are located and accounting for them to solve problems associated with using these items.
How can shopVOX Inventory Help Me?
I can think of couple, there are certainly more...
- It can save you time when you are creating a PO from a material requisition. You can check how many materials you have in stock before you actually place the order from a vendor.
- Saves you money, hassle, stress, and hair by preventing stock outs, or worse, losing a customer. See inventory that is reserved (being used in other orders) so you don't stock out. Easily see which materials are below their ROPs so you can order them
- Save time updating inventory in shopVOX.
How does shopVOX update inventory?
There are three ways shopVOX updates your inventory counts/levels. You can decide which products/materials you want to track inventory for.
- Manual Update - A magical button shows up on sales orders, invoices, POs and material receipts that, when pressed, will update inventory level counts.
- Auto Update - shopVOX can update inventory automatically when a sales order, Invoice, PO, or Material Receipt is created.
- Manual Adjustment - This allows you to check inventory in or out of a location. You can also adjust (add or subtract) the on hand quantity to adjust inventory. All adjustments are logged, so you know who made the adjustment and when.
One way is always available, it's called Manual Update, it requires you to push a button before inventory is actually updated. The other is Auto Update which can be turned on or off. Although you cannot turn off the Manual Update, both Manual and Auto Update can be used simultaneously. The third way is a Manual Adjustmentwhich is managed outside of a transaction
Can I manage inventory in Quickbooks?
Yes, but you cannot sync inventory levels to or from shopVOX. (This is accomplished by setting the QB Item type to inventory item). You will need to learn how quickbooks manages inventory. Keep in mind BOM items don't sync to quickbooks, so usually you would us Quickbooks to manage "Product" inventory, not "Materials"
Can I manage inventory for apparel catalogs?
Apparel can now be tracked by the style of shirt, down to the specific size or color. So if you have 30 XS, 20 S, & 5 L of something like the Gildan 2000s, shopVOX can track just that. It is managed through custom apparel catalogs. This is particularly helpful when creating a material requisition where you can check how many units you have before you create your PO.
Does shopVOX track inventory parts and raw goods?
Yes! You can track inventory on the product level or the material level. Most shops will track on the material level. Materials are your raw goods used to create a finished good.
Does shopVOX track inventory for finished products?
Yes. Keep in mind most shops aren’t going to “stock up” on finished products; finished products are custom items only sold to one customer, so why bother, right? shopVOX can’t distinguished between a red banner and a blue banner, it just knows you have 2 banners.
Can I set up ROPs (Reorder Point)?
Yes. You can set up ROPs one by one. ROPs are set up manually by you, they cannot be created automatically.
What exactly does shopVOX Inventory track?
The following is a list of all Inventory Fields and their definitions:
- Location - This is where the product is located
- Reorder Point - This is the amount that, when reached, indicates that the Material/Product should be "Re-ordered."
- Qty on Hand - The quantity of the Material/Product available on hand including quantities on Sales Orders. (Qty on Hand = Qty Available + Qty Reserved)
- Qty Available - The quantity of the Material/Product available for new orders.
- Qty On PO - The quantity currently on an outstanding 'Open' PO that has not been "Received" yet.
- Qty Sold - The total quantity sold so far since beginning of time.
- Qty Reserved - The quantity "Reserved" for other Open Sales Orders.
- Avg. Cost - What is the average cost of the Products/Materials quantities on hand.
- Total Value - What is the total cost of the quantities on hand.
How does shopVOX work with inventory in an sales order or inventory?
You can have inventory automatically be consumed or manually (when you tell it to), because a sales order might be changed by the customer. So if you consume a quantity of 1 ABC material and 2 of XYZ material.
What happens if I make a mistake?
If you incorrectly enter inventory data you can manually adjust the inventory to help adjust/reconcile the mistake.
Can I track inventory in other Unit of Measurements?
You can. We call this UOM "Buying Units" it can be different than the UOM you use to sell the product to the end customer "Selling Units". For example: Let's say you sell a vinyl by the square foot but you probably buy it by the roll.
Can I track ink as inventory?
You can, but it’s probably not going to be accurate as the only thing that can accurately track ink levels is a printer. It’s useful for getting rough (sometime very rough) estimates of ink consumption so you know when it’s time to buy more to keep ink fresh.
Can I track scrap or wastage as inventory?
You cannot automatically, you would need to do this manually. You can track with precision total consumption with manual adjustments, or automatically by relying on and using the quantities provided from a product pricing template that has been applied to an order or invoice. This is usually the same quantity you are charging your customer for.
Can it handle cycle counts?
Although we don’t have a specific report called cycle count, you can easily do a cycle count from smartphone or tablet.
Can it do barcode scanning?
You cannot connect a barcode scanner to shopVOX directly. Check out our API documentation to see if there is anything you can do there.
What kind of reports can I pull?
As of right now, inventory reports are pretty basic. They contain a lot of basic information. Currently we don’t have any fancy charts that help you visualize your inventory data.
- Materials by Location: Lets you see the materials, qty, location, checked out by, created by, updated by, associated Sales Order and Line Item
- Products by Location: Lets you see the products, qty, location, checked out by, created by, updated by, and associated Sales Order and Line Item
- You can easily see products that are below your ROP in the inventory dashboard
- Export Reorder Points (ROP), Quantities and Average Costs from inventory dashboard (CSV only)
Is your inventory management foolproof?
It is not! It’s important to remember that with all inventory control systems, they are only as good as the data you put into them. If an employee enters 50 instead of 500 when creating a PO or receiving a PO, you might end up with a pretty big discrepancy! This is why cycle counting is a vital part to any successful inventory system for any company.
Screenshots of the Inventory Module:
Material Sett: You'll see something similar for products.