The unit cost for a managed material item in TidyStock is entered in the base currency of your home country because it reflects the value of stock on hand, not the purchase price. This value is considered a current asset and is linked to the Stock On Hand (SOH) account in Xero.
However, purchase orders (POs) can be created in any currency, and suppliers can be paid in that currency. When the items are received, the value is automatically converted to your base currency to reflect the stock on hand accurately. This allows you to manage inventory with the correct financial value, even when dealing with multiple currencies.
No, Xero does not automatically update or post new customer information to TidyStock. However, TidyStock can retrieve customer information from Xero in the following ways:
It's important to note that there is no automatic synchronization between Xero and TidyStock for existing customer information. Additionally, contact details that appear on an invoice in TidyStock will reflect the data stored in Tidy, even if the corresponding contact in Xero has different details. TidyStock may also hold more detailed contact information for a customer compared to Xero.
If you have specific fields or details in mind that need to be updated, please let us know, and we can explore potential solutions.
Go to the Global Settings tab.
Select the Company option.
Under the General tab, scroll to the bottom to locate the Canvas Width field.
Select Large from the Canvas Width dropdown list.
Click Save.
Your Sales view will now display the Delivery Date field. To sort your sales list by Delivery Date:
This module shows stock items that need to be reordered. You can filter by location or supplier and create purchase orders directly from this screen. For detailed guidance, refer to this documentation.
Additionally, you can run the ST02 - Reorder Assessment Report V2 report and apply filters such as "Show Items" and "Reorder LevelFilter" to assess stock levels and reorder requirements.
Tidy is considering a "Cash Sale" checkbox that would trigger automatic rounding based on company settings, but this feature is still in the analysis stage.
You can set material items to managed without linking your account to Xero, ensuring they are not transferred to your Xero account. To be certain, you can disable the accounting feature in your Company settings by following these steps:
Go to the Global Settings tab. Click on Company and select the General tab.
Scroll down to Tidy Settings and tick Allow Stock Management Without Accounting.
To edit or delete delivery addresses for purchase orders, follow these steps:
Navigate to Global settings.
Select the Company tab.
Go to the Sales & Purchases tab.
Scroll to the Purchase orders section (located at the bottom).
Here, you can add or edit up to 20 delivery addresses.
Press Save after making changes.
Sales Acknowledgment Files appear as an extra document icon to the right of a sale on the sale index screen.
This feature can be turned on at request.
You can manually add a Sale Line with an item (e.g., "Cash Rounding") and input the necessary rounding value to adjust the total.
The issue is likely due to a mismatch between batch counts and stock levels. To resolve this, reconcile the batch list with the stock levels to ensure they are balanced. This adjustment can be reviewed in the item’s history.
Currently, Tidy does not offer an automated tool for converting an assembly and its associated materials to unmanaged status. Unfortunately, the conversion function is not available for assemblies at this time. However, you can achieve this manually by adjusting the assembly item’s quantity down and then adjusting each of the component items up according to the quantity multiplier specified in the recipe. While this requires manual steps, it will allow you to effectively disassemble the assembly within the system.
If the tag for the Credit Note is not visible on a purchase order, it may be because the PO credit feature has not been enabled. This feature is not automatically available but can be enabled upon request. Please contact our support team, and we will activate it for you.
Customers can submit feature requests by emailing sales@tidyint.com. For any request, if resources are available and management approval (including pricing) is granted, the customer should provide a spreadsheet with the relevant data. Additionally, a Tidy contract will be required to outline limitations and authority related to accessing user data.
Currently, the Tidy application does not support bulk updates for setting minimum stock levels, maximum stock levels, or other inventory parameters (such as MOQ, UoP, etc.). Additionally, bulk status changes for users (employees) are not available. However, you can use the import/export function to modify user roles as needed. If you need further assistance with these tasks, please reach out to our support team.
In Xero, you can review the transaction sent from Tidy, which will show the value and currency you wish to pay the supplier in. For the base currency value, check the current asset Chart of Accounts in Xero, which reflects the value Xero has calculated.
When the account is marked as paid in Xero, you may manually record the bank's exchange rate for that day. Xero may also offer an automatic feed for the exchange rate if you have that setup.
When the transaction is sent from Tidy to Xero, it shows the value and currency in which you wish to pay the supplier. Xero then converts this to your base currency, and the calculated value can be seen in the Chart of Accounts when the invoice is approved.
The converted value of the stock in your base TidyStock currency can be viewed in the History of the item.
No, Tidy does not evaluate the actual bill to the supplier. The bill is recorded and passed to Xero in the currency of the PO (Supplier). Xero then performs a separate conversion to your base currency.
The stock-on-hand (SOH) value in Tidy is calculated and stored as of the day you actually receive the purchase order (PO). The exchange rate applied is as of that date. The converted value to your base TidyStock currency can be seen in the item's History.
No, refunds or credits for Purchase Orders can only be processed for orders that have been received. This process involves removing the goods from stock and initiating their return to the supplier. If a new purchase order hasn't been received, crediting it wouldn't serve a purpose as there's no additional stock to return to the supplier.
TidyStock currently does not allow stock numbers to display as negative. As a result, customers are unable to create a sales order unless they have reordered the necessary stock. But you can do that with Unmanaged Items.
Tidystock itself offers an API that allows for integration with other systems.
However, to connect with major supermarkets' EDI systems, typically a middleware application is required. This middleware acts as a translator between different systems.
For example, TidyCommerce is designed with built-in support for Tidystock's API, specifically for inventory queries and sales. If you're looking to integrate with supermarkets for purchasing or procurement, the same principle applies. You would need a middleware application that can interact with the supermarket's API to place orders and then map that information back to Tidystock using valid credentials. Please note that Tidy as a company provides the API for integration purposes but does not extend beyond that.
This is the barcode scanner that’s been tested by our team and is proven to be reliable, accurate and durable: Zebra DS2278 barcode scanner
Here is the link below to our supplier: https://www.sektor.co.nz/Catalog/Barcode-Scanning/Barcode-Scanning-Barcode-Scanners
To view your stock levels in TidyStock, you can use the ST03 “Stock on Hand Report”. Additionally, you can go to Global Settings > Materials, and the stock levels are shown there.
If you have already cleared your demo data, any data you enter from now on will be retained. To complete the setup and start using TidyStock with your company data, follow these steps:
Enter your company data into TidyStock.
Press the "Buy Now" button.
Proceed to pay through your credit card.
Once you've completed these steps, you'll be all set to start using TidyStock with your retained data.
No, TidyStock does not have the ability to attach customers' POs to the order.
Yes, in TidyStock, Purchase Order Numbers is Customer Reference Number in the Sales Purchase Order section.
Yes, TidyStock includes a delivery date field for customer purchase orders.
No, TidyStock does not have this feature built-in, but a custom report format can be created for a small fee.
Please find below a URL link to our TidyAcademy guide that explains assemblies:
https://academy.tidyinternational.com/product-documentation/tidystock-guides/how-to-create-an-assembly
If you are referring to importing sales that have already been entered in Xero, then the answer is no. However, TidyStock does offer a bulk import tool that connects via the API (available on the Jet Plan), which allows you to bulk import Sales Orders.
No, you cannot directly import invoices from Xero into TidyStock. Instead, sales are created in TidyStock and then flow through to Xero as either draft or final invoices, depending on your invoice setup in the Settings. You can also view a PDF of the invoice in TidyStock. For more information on importing options, please refer to the Bulk Data Import/Export section under Global Settings > Import/Export.
TidyStock can manage inventory. The main means of inventory change are the Purchase Order and the Sales Order. Adjustments may be made for the likes of stock take and handling damages.
All Sale Order and Purchase Order invoicing is performed via a connection to your Xero account
TidyStock is an inventory management system that is designed to be separate from Xero. Xero inventory is another inventory management system. TidyStock has no connection to Xero inventory. TidyStock connects with Xero for Sales invoicing and account mapping. When inventory transactions are created in TidyStock for a managed item, the Stock on Hand account on the balance sheet updates. When a purchase order is received in TidyStock, a bill payable is created in Xero. When a Sale is invoiced in TidyStock, the invoice appears in Xero.
When the “Save and Invoice” button on a Sale is clicked, the invoice will be generated and sent to Xero. You can view and email the invoice in TidyStock, and view and email the invoice in Xero. The quantities and prices that were on the Sale when the “Save and Invoice” button is clicked, will appear on the invoice in both TidyStock and Xero.
When you create a Sale Order in TidyStock, and “Save and Invoice”, an invoice is generated in Xero. This invoice will reflect all customer information, material items, charges, taxes, discounts, invoice branding theme etc. When you receive the goods from a Purchase Order in TidyStock, a Xero supplier invoice is created. This reflects all supplier information, material items, taxes, costs etc.
Yes, invoices are synced to Xero. When you “Save and Invoice” a Sale Order in TidyStock, it saves the order information (Customer, Description, Quantity, Price, Taxes etc) and sends the order information to Xero to create an invoice.
The invoice does reappear back in TidyStock to download/email to the Customer, however all payment and management of the invoice is done in Xero.
You create Purchase Orders in TidyStock. When you receipt (book) the Purchase Orders into Stock, it will send a Supplier Purchase Invoice to Xero.
Sale Orders and Quotes are made in TidyStock. Once you invoice them, they are sent through to Xero (process outlined above).
TidyStock connects with Xero for Sales invoicing and account mapping. When inventory transactions are created in TidyStock for a managed item, the Stock on Hand account on the balance sheet updates. When a purchase order is received in TidyStock, a bill payable is created in Xero. When a Sale is invoiced in TidyStock, the invoice appears in Xero.
You can connect your Xero account to TidyStock. TidyStock is a separate inventory management system but integrates financial data (such as customer invoices, supplier invoices, stock adjustment journals, credit notes and customer account mapping) with Xero.
Yes, TidyStock has all this capability.
TidyCommerce integrates seamlessly with TidyStock. Key financial data flows from Tidy through to Xero ensuring your financial accounting records are always up to date in real-time.
The 'pricing levels' feature is available in the TidyStock Turbo Plan. There are a couple of other features on Turbo but other than that there is no difference between the two.
TidyStock does not integrate with Squarespace or Zettle UK POS.
The API can link any information you input into TidyStock Sales and/or Purchase Orders.
There are different types of stock reports that can be run in TidyStock. Also, please keep in mind, there is a possibility of Tidy International making bespoke types of reports for you that are tailored for your business.
You can have products in certain weights and lengths, but nothing for wattage in TidyStock.
Currently, TidyStock is really only designed to handle ONE set of Batch Numbers or Serial Numbers (not both). See screenshots below:
The above screenshot indicates that a unique identifier (we call it Batch No.) is given to a quantity of 5 items. Of course, this could be considered a Batch, however, if you were to give it a quantity of 1, then it could be classified as a Serial Number (as all Serial Numbers are unique). You can have as many unique identifiers for these items as you like.
You cannot set up two unique identifiers, one for Batches and one for Serial Numbers. However, if you like, you could have the items set up as follows:
Here we can see that the first part of the number before the hyphen is the Serial Number, and the last part is the Batch Number. For tracking and reporting purposes, we can report on both the Serial Number and/or the Batch Number (if you were to enable production and expiry dates, this can be reported on too).
The Batches feature is only available in the TidyStock Jet Plan. Contact our support team to have this feature switched on.
TidyStock can manage multiple price tiers, but the price tier category is not displayed on the invoice.
Yes, TidyStock has the facility for adding pricing. You can set up different pricing levels for different customers for sales orders, you can also do customer pricing overrides. And for purchase orders, you can manually change the unit cost if the material item or batch is bought on a different price. You can also see the history for the purchase orders, and last purchase cost. TidyStock also has batch number tracking and expiry date function too.
Currently, TidyStock does not have the capability to track changes in "Supplier Catalogue Price" and "Unit Charge". Therefore, there is no price history of a certain part/ material. You can check the "Last purchase cost" history of a material item which tells you the cost you purchased the item for, the PO number reference and the date. However, if a material item is managed, then the "Unit cost" is updated on a weighted average cost basis.
Yes. TidyStock has the ability to credit a Sale order and return the goods into Stock.
When you click "Save and invoice" on a sale, a screen will appear stating that the Sale is complete. You can download the invoice from that screen. If you go back to the Sale order list, you will see the Sale in the list with a reference to the invoice number. You will se the invoice number in Xero, under invoices.
In summary, once a sale is invoiced in Tidy Stock, the invoice is created in Xero and appears in Tidy Stock.
If "Ignore stock levels on unmanaged items" is ticked, then you can sell as many as you require, and the stock levels won't be tracked.
QR code generation/ scanning is a feature that is on our roadmap.
If we have switched on the Sale and Purchase order cloning feature, you will have a cloning icon next to your purchase orders.
TidyStock can work with multiple currencies and tax rates.
Currently, a barcode scanner functions as a keyboard. If you scan an item's barcode on a sale or purchase order, it will search for the item. If you have barcode scanning connected in the computer using TidyStock, then you can scan the items barcode and it will enter the item on a sale order/ purchase order. The barcode scanner acts as an auxiliary keyboard.
The stock reorder levels are associated with the location specific values of stock level and stock max level. From the details pane of the item click the edit icon next to the total stock level value, then the following window will appear on the screen:
If an E-PROD code appears on the stock warnings dashboard, it means there has been a stock reorder level set up for the item. See screenshot below:
If you were to remove the reorder level, then the item will disappear from the dashboard.
TidyStock is not able to scan goods into stock at this stage.
This is what the PO goods receipt screen looks like:
Once you proceed and comfirm with the receipt, the stock levels will increase in the system. This section is not designed with barcode scanning in min. It is for physical check of the goods, and then ensuring the ‘Received’ column is the same amount as what was delivered.
Yes, see TidyAcademy to learn how to add multiple locations to TidyStock.
TidyStock is able to track inventory over multiple sites. However, when somebody says track inventory within those sites, they may be referring to Bin locations.
TidyStock currently cannot manage bin locations, but there are workarounds that can become complex.Using the Location feature as a workaround is theoretically possible, you can only sell out of one location for a Sale order- so can only sell materials out of one bin location, you cannot sell different material items out of different locations on the same sale.
If your supplier has put their prices up, then you may like to use the Catalogue price field instead. The catalogue price is the supplier’s price for the item and overrides the items unit cost as the default for purchase orders.
TidyStock can manage categories and sub categories. See here.
When a sale is created for a customer in TidyStock, and that sale is invoiced, TidyStock checks if the customer is mapped to a Xero contact. If it is not mapped to a Xero contact, then it will create a new contact in Xero automatically.
You will need internet access to use TidyStock. If you do not have internet access it can't be used. However, you can use our API to do a data back-up on your end periodically.
To clear data during your trial, click START at the top of your screen and enter Setup Mode. This deletes all demo data in your TidyStock account accumulated from Preview Mode and you can start entering your own data.
To delete a specific material, location, or supplier, etc., you can click the rubbish bin icon at the end of the row. Some things may require you to disable before deleting.
TidyStock uses a weighted average cost method for inventory valuation
Go to Company under Global Settings. In the General tab, you can add your company name and upload a logo. These will appear on your purchase orders, quotes, and packing slips.
It depends what the code is for!
Material items: 25 characters
Suppliers: 10 characters
Customers: 10 characters
Yes!
You may need to reset your internet browser back to default settings for these hotkeys to work.
Under the Reporting tab, you can download a Stocktake List to aid you with a manual stocktake. Once you complete your stocktake, you can do a stock adjustment in TidyStock for any discrepancies. See How to complete a stock adjustment.
To delete a material location, you must first disable it and archive it. The bin icon will then appear. Click on the bin icon to delete the location.
If you have transactions, projects, or materials that use this location, it cannot be deleted. You cannot delete locations that have been used in transactions before. However, you can still hide the location from view by disabling or archiving it.
Yes! In Tidy, a bill of materials is known as an “assembly.” Assemblies are top-level finished products comprised of individual material item components.
To learn more about this, see How to create an assembly.
Yes, you can still create sales orders when you do not have sufficient stock. This creates a backorder.
See Invoicing without dispatching stock for more information.
Head to the Stock Level Warnings screen under Inventory to see which items are running low on stock. You can set a custom threshold for low stock depending on how far in advance you want items to appear on this screen.
See How to use the stock level warnings screen for more information.
If it's a managed item, you cannot directly edit its unit cost because the item value is tracked in Xero. If you need to update the unit cost because your supplier has updated their pricing, you can add the new unit cost in the catalogue price field. When you make a purchase at the catalogue price value, the item's overall unit cost will update as a weighted average.
See How to use catalogue pricing for more information.
When you create a sale, you can save it as a quote. This quote can then be downloaded as PDF or directly emailed to the customer.
Yes! TidyStock provides a standard packing slip template that can be customised into a delivery note.
No.
Go to Reports under the Reporting tab and click on report ST08 Purchase Order Report. Select Not Received for the status then click Run to download the report to your device.
Yes. Under your Company Settings, if Require Purchase Order Approval is selected, make sure to enable Can this Purchaser approve Purchase Orders? under the specific user’s permissions.
Yes, you can use Xero's tracking categories for this. In Xero, create a tracking category called "salesperson," then add all relevant staff members names to the category. Then click "Update Tracking Categories" in the Xero section of TidyStock. Now when you create a sale, the field "salesperson" will appear and you can select a name.
Create a material category for freight in TidyStock and map it to the appropriate Xero account. Also create an unmanaged item called "Freight Charge" or something similar and set freight as its material category. Once the item is created, edit the item and remove the number within the Stock Level field to make it blank. This will make the item non-depleting.
You will now be able to select freight as an item on Sales Orders.
In the Xero section of TidyStock, under the Global Settings tab.
When you confirm a purchase order receipt in TidyStock, a supplier bill payable will be created in Xero. Once you save and invoice a sale order in TidyStock, it will create a customer invoice in Xero. When you make a stock adjustment in TidyStock, it will send through a stock adjustment journal to Xero. You can map TidyStock customers directly to Xero contacts when you create or edit a customer. If you send a supplier invoice from TidyStock to Xero for a contact that doesn't exist in your Xero account, a new supplier contact will be created in Xero. You can map your sales tax rates in TidyStock to tax rates in Xero.
For managed items, your Xero inventory value will update when sales, purchases, and adjustments are made in TidyStock.
To get the most out of TidyStock, we recommend connecting to Xero. However, if you don't want to connect to Xero, select Allow Stock Management Without Accounting under the Company section of General Settings.
