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Icon  Adding Items

Stock items can be added using either the Drops or Stock areas.


Add a Collection Item via Drops

Step 1 - Create Drop (a drop is a collection and/or delivery of items from/to a single address)

  • Select the Drops area.
  • Pick a desired collection date, van and time slot from the calendar (note that the software may suggest a more efficient date/van combination match later on).
  • Press the New Drop toolbar button.

Note A progress bar may appear briefly while the contacts/addresses data is first indexed.

Step 2 - Enter Drop Address

  • If the collection address may already exist in the database, enter 3 or more letters of the person's post code, name or address to search for them.
  • As you type, the results will automatically filter (the more you type the fewer results are shown). If the required name & address appears in the results, highlight the address and press Pick.
  • If the collection address is new to the system press Add Contact and enter the new address when prompted.

Tip You can save typing time by searching for a post code or road name. Even if the person does not exist in the database you can highlight an existing address in the same road and press Add Contact at Same Address. Then simply enter the new name and change the house number.

Step 3 - Smart Job Match

If any future jobs (a "job" being a collection of drops or a "van run") are going to the same address or a similar post code, the window below will appear showing a list of similar existing drops.
  • Highlight each drop in the list to show details for that drops's job (the bars at the top show the van's load for that drop's job).
  • Press OK to either add to that drop (existing drop to same address) or create new a drop within that job (existing drop to nearby post code).
  • Use the Skip Matching button to skip this step and just create the a new drop.

Step 4 - Add Item(s) to Drop

  • Press the New Collection Item toolbar button.

  • Select the item's type. Using "Quick Find" is normally easier (the "Categories" method is best for touch screens). Simply type any part of item name to search the item types template database.

Tip The item's initial status can be easily set using the drop down box at the bottom. Tick the box to use this status next time.
  • Update any item specifics as required and press Save.

  • To add more items, press the New Collection Item button to repeat the process.
  • Once all of the items have been added to the drop press Save.

About Drops Lists

A drops list or "driver's job sheet" can be printed at any time by pressing the Print Drops List toolbar button in the Drops area. This will print all of the visible drops (it is advised to pick a specific van and time slot first), to change the visible drops adjust the calendar date and/or Van & Drop Time Slot filters.


Add an Item Directly via the Stock Area

Items may also be added directly using the Stock area, this is typically for "walk-in" donations or other stock that does not require collection.

Step 1 - Create Item

  • Select the Stock area.
  • Press the New Item toolbar button.

Note A progress bar may appear briefly while the contacts/addresses data is first indexed.

Step 2 - Enter Supplier (or Donor) Address

It is generally good practice to store each donor/supplier's address were possible as this information may be used for Gift Aided items and/or reporting purposes.

If the supplier's address is unknown or anonymous press Cancel and a "blank" donor/supplier address will be used for this item.

Otherwise...

  • If the supplier's details may have been used before within the system, enter 3 or more letters of the person's name to search for them.
  • As you type, the results will automatically filter (the more you type the fewer results are shown). If the required name & address appears in the results, highlight the address and press Pick.
  • If supplier is not already in the database, press Add New Contact and enter the new details accordingly.

Tip You can search other fields too (such as address and post code) by dropping down the Search Within box.

Select Item's Category and Type

  • Select the item's category and type (weight) and press OK.

Check Item Details and Save

  • Update any item specifics as required and press Save.

Tip The item may not appear in the Stock area's stock list if no search is active or the filter criteria does not match the newly created item's details.

In most cases simply pressing List Items will make your new item(s) appear.


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