SOS Inventory 7.x - SOS Inventory: Login

SADDLE OAK SOFTWARE
User Guide
Updated: February 7, 2018
SOS Inventory 7.x
Copyright 2018
Table of Contents
1
2
OVERVIEW ................................................................................................................................................ 1
1.1
HISTORY OF SOS INVENTORY ................................................................................................................ 1
1.2
WORKFLOW ........................................................................................................................................... 2
1.2.1
QuickBooks Online to SOS................................................................................................................ 3
1.2.2
SOS to QuickBooks Online................................................................................................................ 3
1.3
COMPARISON OF PRICING PLANS ........................................................................................................... 3
1.4
QUICKBOOKS ONLINE INTEGRATION ..................................................................................................... 4
STARTING SOS INVENTORY ................................................................................................................ 5
2.1
2.1.1
Considerations Before Connecting ................................................................................................... 5
2.1.2
Creating the Connection ................................................................................................................... 5
2.1.3
First Sync .......................................................................................................................................... 6
2.1.4
Sync Menu ......................................................................................................................................... 7
2.2
INVENTORY TRACKING IN QUICKBOOKS ONLINE .................................................................................. 7
2.3
SIGNING IN / OUT ................................................................................................................................... 8
2.4
GRAPHIC USER INTERFACE (GUI).......................................................................................................... 9
2.5
NAVIGATION ........................................................................................................................................ 11
2.5.1
Lists ................................................................................................................................................. 11
2.5.2
Edit Pages ....................................................................................................................................... 12
2.6
3
CONNECTION TO QUICKBOOKS ONLINE ................................................................................................ 5
USER INFORMATION ............................................................................................................................. 13
2.6.1
User Profile ..................................................................................................................................... 13
2.6.2
User Settings ................................................................................................................................... 13
2.6.3
Tasks ............................................................................................................................................... 14
2.7
SWITCHING BETWEEN SOS AND QUICKBOOKS ONLINE ...................................................................... 14
2.8
SEARCH BOX........................................................................................................................................ 15
2.9
GETTING HELP ..................................................................................................................................... 15
2.10
PRINTING ............................................................................................................................................. 17
SET UP / CONFIGURATION ................................................................................................................. 18
3.1
COMPANY SETTINGS ............................................................................................................................ 18
3.2
SYSTEM SETTINGS (PURCHASING / INVENTORY / SALES) ..................................................................... 19
3.2.1
Purchasing Settings......................................................................................................................... 20
3.2.2
Inventory Settings............................................................................................................................ 22
3.2.3
Sales Settings .................................................................................................................................. 26
3.3
BARCODE SETTINGS ............................................................................................................................. 33
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3.4
QUICKBOOKS SETUP ............................................................................................................................ 33
3.5
DEFAULT ACCOUNTS ........................................................................................................................... 34
INVENTORY ............................................................................................................................................. 36
4.1
4.1.1
Setting Up an Item........................................................................................................................... 36
4.1.2
Item List .......................................................................................................................................... 40
4.1.3
Creating and Using Categories ...................................................................................................... 42
4.1.4
Transaction History ........................................................................................................................ 43
4.1.5
Import / Bulk Edit............................................................................................................................ 43
4.2
COST BASIS .......................................................................................................................................... 47
4.3
ADJUSTMENTS TO INVENTORY ............................................................................................................. 47
4.3.1
Quantity .......................................................................................................................................... 48
4.3.2
Cost ................................................................................................................................................. 48
4.3.3
Cycle Counting................................................................................................................................ 49
4.3.4
Physical Inventory Worksheet ......................................................................................................... 49
4.3.5
Adjustment Account......................................................................................................................... 49
4.3.6
Adjusting By Units of Measure ....................................................................................................... 49
4.4
4.4.1
5
ITEMS ................................................................................................................................................... 36
MULTI-LOCATION INVENTORY ............................................................................................................ 50
Locations ......................................................................................................................................... 50
4.5
TRANSFERS .......................................................................................................................................... 50
4.6
SERIAL INVENTORY ............................................................................................................................. 51
4.7
LOTS .................................................................................................................................................... 53
4.8
BARCODING ......................................................................................................................................... 55
4.8.1
Entering Barcode Data ................................................................................................................... 55
4.8.2
Barcode Labels ............................................................................................................................... 55
4.8.3
Scanning.......................................................................................................................................... 55
4.9
BINS ..................................................................................................................................................... 56
4.10
UNITS OF MEASURE ............................................................................................................................. 57
4.11
KITS ..................................................................................................................................................... 58
4.12
COST OF GOODS SOLD (COGS) ........................................................................................................... 59
4.13
INVENTORY VALUE .............................................................................................................................. 59
4.14
NEGATIVE INVENTORY ........................................................................................................................ 59
4.15
REPORTS .............................................................................................................................................. 60
PURCHASING .......................................................................................................................................... 61
5.1
5.1.1
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VENDORS ............................................................................................................................................. 61
Vendor-Item Catalog....................................................................................................................... 61
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5.1.2
5.2
PURCHASE ORDERS.............................................................................................................................. 62
5.2.1
Creating a PO ................................................................................................................................. 62
5.2.2
Approvals ........................................................................................................................................ 65
5.2.3
Shipping Methods............................................................................................................................ 65
5.2.4
Blanket POs .................................................................................................................................... 65
5.2.5
Payment Terms................................................................................................................................ 65
5.2.6
Drop Shipping ................................................................................................................................. 66
5.3
6
Vendor Messages ............................................................................................................................ 61
ITEM RECEIPTS..................................................................................................................................... 67
5.3.1
Partial Receiving............................................................................................................................. 69
5.3.2
Landed Costs ................................................................................................................................... 70
5.3.3
Generating Bills .............................................................................................................................. 70
5.3.4
Variances ........................................................................................................................................ 71
5.4
RETURNS TO VENDORS ........................................................................................................................ 71
5.5
REORDERING........................................................................................................................................ 71
5.5.1
Reorder Points ................................................................................................................................ 71
5.5.2
Automatic Reorder Points ............................................................................................................... 72
5.5.3
Max Stock Level .............................................................................................................................. 72
5.5.4
Reorder Report & PO generation ................................................................................................... 72
SALES ........................................................................................................................................................ 73
6.1
CUSTOMER MANAGEMENT .................................................................................................................. 73
6.2
RELIEVING INVENTORY........................................................................................................................ 74
6.3
USING SALES FORMS ........................................................................................................................... 76
6.4
AVAILABLE FOR SALE .......................................................................................................................... 76
6.5
ESTIMATES ........................................................................................................................................... 77
6.6
SALES ORDERS..................................................................................................................................... 77
6.6.1
Due Dates........................................................................................................................................ 81
6.6.2
Items on Sales Order ....................................................................................................................... 81
6.6.3
Backorders ...................................................................................................................................... 81
6.7
INVOICES ............................................................................................................................................. 82
6.7.1
Creating Invoices ............................................................................................................................ 82
6.7.2
Ready to Invoice Report .................................................................................................................. 82
6.8
SALES RECEIPTS .................................................................................................................................. 82
6.9
PAYMENTS ........................................................................................................................................... 83
6.10
PRICE TIERS ......................................................................................................................................... 83
6.11
SALES REPS AND COMMISSIONS .......................................................................................................... 84
6.12
DISCOUNTS .......................................................................................................................................... 84
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6.13
DEPOSITS ............................................................................................................................................. 85
6.14
COMMENTS .......................................................................................................................................... 85
6.15
TERMS.................................................................................................................................................. 85
6.16
SALES TAX ........................................................................................................................................... 85
6.17
TAXES FOR INTERNATIONAL (NON-US) ACCOUNTS ............................................................................ 86
6.18
CUSTOMER MESSAGES ......................................................................................................................... 86
FULFILLMENT ........................................................................................................................................ 87
7.1
PICK TICKETS....................................................................................................................................... 87
7.2
SHIPMENTS .......................................................................................................................................... 87
7.2.1
Creating Shipments ......................................................................................................................... 87
7.2.2
Ready to Pick/Ship .......................................................................................................................... 88
7.2.3
Packing Slip .................................................................................................................................... 88
7.2.4
Automatic Shipments from QuickBooks Online transactions .......................................................... 88
MANUFACTURING (PRODUCTION) .................................................................................................. 89
8.1
ASSEMBLIES VS. PROCESSES ................................................................................................................ 89
8.2
ASSEMBLIES......................................................................................................................................... 89
8.2.1
Assemblies vs. Kits .......................................................................................................................... 90
8.2.2
BOMs .............................................................................................................................................. 90
8.3
BUILDS................................................................................................................................................. 90
8.4
PROCESSES........................................................................................................................................... 91
8.4.1
Templates ........................................................................................................................................ 91
8.4.2
Transactions .................................................................................................................................... 91
8.4.3
Waste ............................................................................................................................................... 92
8.5
9
JOBS ..................................................................................................................................................... 92
8.5.1
Job Dashboard ................................................................................................................................ 93
8.5.2
Job Costing ..................................................................................................................................... 93
8.6
WORK ORDERS .................................................................................................................................... 93
8.7
WORK IN PROGRESS / WORK CENTERS ................................................................................................ 93
8.8
LABOR ................................................................................................................................................. 95
8.9
CONTRACT MANUFACTURING.............................................................................................................. 95
8.10
OVERHEAD........................................................................................................................................... 96
MORE TRANSACTIONS ........................................................................................................................ 97
9.1
RMAS .................................................................................................................................................. 97
9.2
RETURNS.............................................................................................................................................. 97
9.2.1
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Customer credit ............................................................................................................................... 97
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9.2.2
9.3
Restocking ....................................................................................................................................... 97
RENTALS AND RENTAL RETURNS ........................................................................................................ 98
10
CUSTOM FIELDS ................................................................................................................................ 99
11
AUTOMATED ORDER PROCESSING (AOP) .............................................................................. 101
12
CUSTOMER PORTAL ...................................................................................................................... 103
12.1
CUSTOMER PORTAL SETUP ................................................................................................................ 103
13
TRACKING EMAIL CONFIG.......................................................................................................... 105
14
REPORTS ............................................................................................................................................ 107
14.1
15
REPORT DESCRIPTIONS ...................................................................................................................... 107
DATA IMPORT / EXPORT............................................................................................................... 110
15.1
IMPORTING / BULK EDITING ............................................................................................................... 110
15.1.1
Bulk Edit of Items ...................................................................................................................... 111
15.2
IMPORT OF SALES ORDERS AND SALES RECEIPTS .............................................................................. 111
15.3
EXPORTING ........................................................................................................................................ 112
16
MORE ON QUICKBOOKS ............................................................................................................... 113
16.1
SYNCING ............................................................................................................................................ 113
16.1.1
Automatic Sync ......................................................................................................................... 113
16.1.2
Data Exchange .......................................................................................................................... 113
16.2
TROUBLESHOOTING SYNC ERRORS .................................................................................................... 115
16.2.1
Preview Sync ............................................................................................................................. 115
16.2.2
Sync Errors ............................................................................................................................... 116
16.2.3
Sync Column on Lists ................................................................................................................ 116
16.3
CLASS TRACKING .............................................................................................................................. 116
16.4
DEPARTMENT TRACKING ................................................................................................................... 117
16.5
RECONCILING JOURNAL ENTRIES....................................................................................................... 117
16.6
OTHER QUICKBOOKS ONLINE DATA ................................................................................................. 118
3RD PARTY INTEGRATION ............................................................................................................. 120
17
17.1
PAYPAL INTEGRATION ....................................................................................................................... 120
17.2
SHOPIFY INTEGRATION ...................................................................................................................... 121
17.2.1
Item Matching ........................................................................................................................... 121
17.2.2
Updating Inventory Levels ........................................................................................................ 121
17.2.3
Order of Steps to make connection (with SKU/SKU matching to support updating of inventory
levels):
122
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17.3
UNITED PARCEL SERVICE (UPS) INTEGRATION ................................................................................. 123
17.4
SHIPSTATION INTEGRATION ............................................................................................................... 123
17.5
EDI INTEGRATION ............................................................................................................................. 124
18
ADMINISTRATION........................................................................................................................... 125
18.1
USER MANAGEMENT ......................................................................................................................... 125
18.1.1
Adding Users............................................................................................................................. 125
18.1.2
User Permissions ...................................................................................................................... 125
18.1.3
Restoring Inactive Users ........................................................................................................... 126
18.1.4
Unlocking Users ....................................................................................................................... 126
18.2
ACCOUNT MANAGEMENT .................................................................................................................. 126
18.3
ACTIVITY LOG ................................................................................................................................... 126
18.4
CHANGING PLANS .............................................................................................................................. 127
19
FORM TEMPLATES ......................................................................................................................... 128
19.1
EDITING A FORM TEMPLATE .............................................................................................................. 128
19.2
FORM FIELDS ..................................................................................................................................... 129
19.3
USING A FORM TEMPLATE ................................................................................................................. 129
20
MISCELLANEOUS ............................................................................................................................ 130
20.1
QUICK LINKS ..................................................................................................................................... 130
20.2
FILES (DOCUMENTS) .......................................................................................................................... 130
20.3
ALERTS .............................................................................................................................................. 131
20.4
NOTIFICATION SYSTEM ...................................................................................................................... 133
20.5
ORDER STAGES .................................................................................................................................. 134
20.6
PRIORITIES ......................................................................................................................................... 134
20.7
TASK LIST (TO-DO LIST) ................................................................................................................... 135
20.8
MULTI-CURRENCY ............................................................................................................................. 135
20.9
TEMPLATING ...................................................................................................................................... 137
20.10
CHANNELS ..................................................................................................................................... 137
20.11
ARCHIVE/UNARCHIVE ................................................................................................................... 137
20.12
BETA FEATURES ............................................................................................................................ 137
20.13
MOBILE USE .................................................................................................................................. 138
21
STEPS TO SUCCESSFULLY SETUP OF QUICKBOOKS ONLINE AND SOS ........................ 139
21.1
NEW QUICKBOOKS ONLINE AND SOS ACCOUNTS ............................................................................. 139
21.2
ADDING A NEW SOS ACCOUNT TO AN EXISTING QUICKBOOKS ONLINE ACCOUNT .......................... 142
22
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API ........................................................................................................................................................ 146
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22.1
CONNECTING TO THE API .................................................................................................................. 146
22.1.1
Step 1 - Keys ............................................................................................................................. 147
22.1.2
Step 2 – Request Tokens............................................................................................................ 147
22.1.3
Step 3 – Authorize App .............................................................................................................. 147
22.1.4
Step 4 – Convert Request Tokens to Access Tokens .................................................................. 148
22.1.5
Step 5 – Test API Call ............................................................................................................... 149
22.2
USING THE API .................................................................................................................................. 150
23
FREQUENTLY ASKED QUESTIONS ............................................................................................ 151
24
GLOSSARY ......................................................................................................................................... 158
25
WHAT’S NEW – RELEASE NOTES ............................................................................................... 161
Version 7.0 – October 7, 2017 ................................................................................................................... 161
Version 6.5 – May 16, 2017 ....................................................................................................................... 161
Version 6.4 - April 17, 2017 ...................................................................................................................... 161
Version 6.3 - March 25, 2017 .................................................................................................................... 162
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1 Overview
This document serves as a user guide for SOS Inventory. In addition to this guide, help is also
available within the app itself or via the SOS Inventory website at http://www.sosinventory.com.
Please send any questions, comments, or suggestions to support@sosinventory.com.
This guide is written in a very informal, conversational style. We hope you find it more readable
and useful than your traditional, formal user manual. We update the guide frequently, so be sure
that you always grab the most recent version.
We have recently added a section for release notes towards the end of the guide for you
reference as to what is new in the product.
1.1 History of SOS Inventory
SOS Inventory is the #1 inventory and manufacturing add-on for QuickBooks Online. If you are
using QuickBooks Online and do any manufacturing or anything more than basic inventory
management, you need SOS Inventory.
In April 2009, Saddle Oak Software released a new add-on product called OE Companion for
what was then called QuickBooks Online Edition. OE Companion added purchase orders,
inventory management, assemblies, document management, PayPal integration, and a few
other features to QuickBooks Online. Over time, the inventory and manufacturing features
became the most-heavily used parts of the software. In 2011, Intuit launched the Intuit App
Center and Intuit Partner Platform – a new method of connecting to QuickBooks. In July 2011,
Saddle Oak Software launched OE Companion v2, which was renamed SOS Inventory to
highlight the increased focus on inventory management and manufacturing. SOS Inventory v3
was launched in February 2012 with the move to the Intuit Anywhere platform. In March 2013,
SOS Inventory v4 was released furthering the capabilities of the platform to provide more
extensive manufacturing and inventory control. By February of 2015, SOS Inventory’s user
interface was redesigned for version 5 to more closely follow the changes that Intuit was taking
with QuickBooks online to make daily tasks more seamless between the environments.
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In January of 2017, version 6 was released to update all pages to a newer and more enhanced
version of the edit pages for consistent processing throughout the software package. It also
added streamlined navigation, ease of use, units of measure on all transactions, custom fields,
and increased speed. Now with our current release of SOS Inventory version 7 in October 2017,
we introduce automated order processing, added reporting capability, order staging and
prioritization, in app notification system and expanded alert system, a customer portal, and new
3rd party integrations.
This guide will showcase the features and functions that users have come to rely on, and even
some new ones to get acquainted with.
1.2 Workflow
The workflow that you will use in SOS Inventory depends ultimately on your company's business
processes. The software is flexible enough to handle a wide variety of different scenarios. With
that said, here is a general sequence that most companies will follow.

Order raw materials or products from vendors by creating purchase orders. (Purchasing
menu)

Receive the goods into inventory by creating item receipts. (Purchasing menu)

Turn raw materials into finished goods using builds or process transactions. (Production
menu)

Take sales orders from customers. (Sales menu)

Ship goods to customers by creating shipments. (Fulfillment menu)

Invoice the customer for goods shipped. (Sales Menu)
One question that we get a lot is about whether the user should use SOS Inventory or
QuickBooks Online to enter orders or other data. The answer is that either will work and the
optimal workflow really depends on the specific needs of your company. With the automated
order processing feature, the user has even more options to make decisions on how best to
design and utilize SOS to the fullest.
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1.2.1 QuickBooks Online to SOS
For companies that are already QuickBooks Online customers, and who perhaps have users
who are very comfortable with QuickBooks Online, SOS reads transactions directly from
QuickBooks Online so that QuickBooks Online can be used as the primary place for users to
work. SOS will read new invoices, sales receipts, etc. from QuickBooks Online and generate
shipments, sales orders, reorder alerts, or other transactions automatically, as specified in the
SOS settings.
1.2.2 SOS to QuickBooks Online
The majority of companies using SOS Inventory use SOS for all of their day-to-day
operations (purchasing, shipping, manufacturing, etc.). In this model, information is entered
into SOS and then synchronizes to QuickBooks Online as appropriate, so that all financial
data are kept up-to-date. Users retrieve their inventory data and run inventory reports from
SOS Inventory. The workflow most commonly begins with a sales order as the driver of other
transactions, although this is not required.
1.3 Comparison of Pricing Plans
SOS Inventory offers 3 different pricing plans: Companion, Plus, and Pro. A brief description of
the plans is below. For a complete description and feature-by-feature comparison, please visit
the Pricing page of our website at http://www.sosinventory.com/sos-inventory/pricing.

Companion – The Companion plan is useful for companies who want to use
QuickBooks Online as their primary system but need just a little more functionality than
QuickBooks Online can provide. The Companion plan adds to QuickBooks Online the
capabilities of sales orders, assemblies, partial shipping/receiving, kits, and backorder
tracking, among other things. This plan includes 24/7 email support only.

Plus – The Plus plan is our most popular plan. It is useful both for companies who want
to use QuickBooks Online as a primary or SOS as a primary. The Plus plan includes all
the features of the Companion plan plus price tiers, multiple warehouses, RMAs, bins,
pick tickets, barcoding, serial numbers, lot numbers, units of measure, and rental
inventory, among other things. This plan includes 24/7 email support and phone support
from 9am to 5pm Central Time, Monday thru Friday.
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
Pro – The Pro plan is our most sophisticated plan, and it is most often useful for
companies needing advanced inventory and manufacturing metrics, as well as,
companies using SOS Inventory for all their day-to-day operations. In addition to all the
features of the Plus plan, the Pro plan supports landed costs, work orders, job costing,
multiple work centers, work-in-progress (WIP), labor, overhead, basic MRP functionality,
and a customer portal, among other things. This plan includes 24/7 email support and
priority phone support from 9am to 5pm Central Time, Monday thru Friday.
1.4 QuickBooks Online Integration
SOS Inventory was designed to work with QuickBooks Online from the ground up. SOS
Inventory integrates tightly with QuickBooks Online to produce a world-class experience for the
user. The integration works via a two-way synchronization process in which data are exchanged
server-to-server. You can see more on the integration later in this user guide.
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2 Starting SOS Inventory
Now that you know what plan you would like to use, you can start SOS Inventory. This should be
carefully thought out before beginning. You need to decide how you want to connect and
understand what happens when the connection is made. Towards the end of the guide is a step
by step checklist of what you would need to do to accomplish the setup of SOS Inventory and
the connection with QuickBooks Online. Please read this section first before using the checklist.
2.1 Connection to QuickBooks Online
SOS Inventory communicates with QuickBooks Online via a “connection,” which is simply an
authorization that you provide, giving permission for SOS to communicate with QuickBooks
Online on your behalf. If a connection is not active, the sync functions will not be available to
you.
2.1.1 Considerations Before Connecting
Before you connect SOS Inventory to QuickBooks Online, you should understand possible
situations that may need to be corrected first. If you are connecting a brand-new account, you
should be good to go for creating the connection. If you are connecting SOS to an existing
QuickBooks Online company account ensure that all data is ready to sync (charts of
accounts, tax center, vendors, customers, products and service.
Another consideration is if you are tracking inventory in a QuickBooks Online Plus account.
For SOS Inventory to be your inventory management solution, you MUST have QuickBooks
Online’s Quantity on Hand Tracking option off in your account settings.
In either case, please contact SOS Support to discuss at Support@sosinventory.com.
2.1.2 Creating the Connection
You can create the connection in one of two methods.
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1) Via SOS – At www.sosinventory.com you just click on the “Start Your Free Trial” logo in
the upper right corner. Alternatively, you can go to the SOS Inventory login page,
https://live.sosinventory.com and click on “I need and account”. Either way, you just need
to provide you email address (which should also be an administrator in the QuickBooks
Online account), your display name, and select the plan level you want to start. This will
create your new SOS account.
a. For security, you should set your user profiles password before continuing.
b. Now you would need to connect to QuickBooks Online by clicking on the Settings
Menu (gear icon) and then QuickBooks Settings. Clicking on the “Connect to
QuickBooks” button will open a pop-up window that will walk you through
authorizing your QuickBooks Online Company to connect to SOS. Again, you
must be an administrator on QuickBooks Online to accomplish the connection.
SOS finds your QuickBooks Online Company by using your email address, so
make sure it matches in QuickBooks Online. See QuickBooks Setup later in this
guide for more on the automated sync.
2) Via QuickBooks Online – In QuickBooks Online, go to the Apps option in the left-hand
menu. You should find SOS Inventory listed in the All Apps list. Click on “Get App Now”
to connect and answer the questions to complete the process as in the other method.
Using this method, it connects the products for you so you do not have to authorize the
connection separately.
No matter which method you use, as the person creating the connection you should now see
an icon in your My Apps list in QuickBooks Online for SOS inventory. Only the person
making the connection will have this option.
2.1.3 First Sync
When you first make a connection from SOS to QuickBooks Online, SOS will begin
synchronizing your data by retrieving the relevant data in your QuickBooks Online account.
This initial synchronization typically takes much longer than subsequent synchronizations.
The first sync can take up to 24 hours to complete, depending on the volume of data in your
account. You can still use SOS Inventory while it is synchronizing, but it is suggested you wait
until it completes. If you do use SOS, you just might not have access to all the QuickBooks
Online data until your sync is complete. When the sync completes, you will get an email at the
address used for your login letting you know.
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2.1.4 Sync Menu
Click the sync menu in SOS to synchronize with QuickBooks Online at any time. Just click on
Sync Now to start the sync process. The sync menu can always be found on the top Task Bar
(See image in Graphic User Interface).
2.2 Inventory Tracking in QuickBooks Online
As stated previously, QuickBooks Online Plus includes an inventory tracking feature called
Quantity on Hand Tracking. It allows you to keep track of your quantity on hand and cost of
goods sold. If you decide to use SOS Inventory because the inventory functionality in
QuickBooks Online is insufficient for your business needs, SOS becomes your inventory
management tool. You do not want to manage inventory in both SOS and QuickBooks Online.
You should use SOS Inventory only for best results. For that reason, we recommend that all
SOS customers turn off inventory tracking in QuickBooks Online.
From time to time, our support team will get a question from a customer about duplicate cost of
goods sold entries showing up in QuickBooks Online. In every single case, the cause of the
issue was that the user had inventory tracking turned on for some items in QuickBooks Online.
In those cases, QuickBooks Online was posting to cost of goods sold, and SOS was posting to
cost of goods sold – thus duplicate entries were created.
The solution in that situation is fortunately very simple, but it can be avoided altogether if you
take precautions when you convert to SOS for inventory management. If you have questions,
please contact SOS Support to discuss at Support@sosinventory.com.
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2.3 Signing In / Out
There are two methods of signing in to SOS
Inventory. You can sign-in using your SOS Inventory
username and password, or you can sign in using
your QuickBooks Online username and password. In
both cases, your SOS administrator must have set
up an SOS Inventory account for you.
Here is a look at the SOS Inventory login page.
The two methods in more detail are:
1) Signing in with SOS Inventory – To sign-in directly via SOS Inventory, go to
http://www.sosinventory.com and click on the “Login to SOS” link in the top right
corner of the screen. Alternatively, you can go directly to
https://live.sosinventory.com/Home/Login. On that page, enter your SOS Inventory
user name (email) and password. This might be different than your QuickBooks
username and password. If you don’t know your password, click the “I forgot my
password” link on the bottom left of the login page and follow the instructions.
2) Signing in with Intuit (QuickBooks Online) – To sign-in using your QuickBooks
Online credentials, go to http://www.sosinventory.com and click on the “Login to SOS”
link in the top right corner of the screen. Alternatively, you can go directly to
https://live.sosinventory.com/Home/Login. On that page, click the button labeled “Sign
In with Intuit.” If you are already logged in to QuickBooks, SOS Inventory will log you
in automatically at that point. Otherwise, enter your Intuit username/password to
login. As a reminder, to use this option your email address must match exactly within
both SOS and QuickBooks Online.
In addition to the above sign-in methods, in QuickBooks Online, simply select Apps from the left
menu and go to the My Apps tab and select the SOS Inventory app. Note that QuickBooks only
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makes this option available to one user per account which is the person that actually connected
QuickBooks Online to SOS last.
To sign out of SOS Inventory, go to the User Menu (see next section) and click the “Logout”
option.
2.4 Graphic User Interface (GUI)
SOS Inventory’s GUI (see image) has been designed to be easy to use and visually coincide
with the look and feel of QuickBooks Online.
When you first login to SOS Inventory you will see the Home Screen. This is your staring point to
navigate through the system. It provides a message area where you’ll find messages from the
SOS team for you the user. Information provided will include important dates such as the latest
release, links to upcoming beta versions for you to test and get a preview of the functionality,
and reminders such as a link to the support team.
The interface has three main areas of interest. Each area combines functionality to make SOS
Inventory easy to learn and use.
1. Task Bar
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
Company Menu – this shows your company name and allows for company and plan
settings, data tools, and many functional lists for enhancing your SOS operations
and experience.

User Menu – this shows your display name and provides user specific functions such
as settings and profile, task list, and an option for the user to logout.

Notifications – allows a user to see if any notifications have been sent to him and
provides access to viewing past notifications or add new ones.

Search – allows for extended search of objects throughout SOS.

Add Menu – one-stop menu to add any new transaction, items, etc.

Sync Menu – allows a user full control over synchronization between SOS and
QuickBooks Online.

Print – provides a facility to print the current display area.

Settings Menu – one-stop menu for all settings used within SOS Inventory to include
transactional, operational, sync, portal, and integrations.

Help Menu – provides a wealth of resources for use SOS.
2. Operations Menu
This is the main list area for all existing transaction and reports for daily operations.

Dashboard – fast link to main information page.

Calendar – configurable calendar to see important information on transactions such
as overdue invoices and tasks.

Purchasing – contains vendors, purchase orders, item receipts, and returns to
vendors.
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
Production – contains builds, processes, jobs, and work orders.

Inventory – contains items, adjustments, transfers, serialized inventory, and lots.

Sales – contains customers, estimates, sales orders, invoices, and sales receipts.

Fulfillment – contains pick tickets and shipments.

More Transactions – contains RMAs, returns, rentals, and rental returns.

Reports – one-stop page for all reports available in SOS Inventory.

Quick Links – configurable short-cut list for common actions.
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3. Page Display Area
This is the main section of the screen for displaying pages throughout the software. This
area can be increased by clicking on the double left arrow icon at the bottom of the
operations list which reduces the menu to just icons and then becomes a double right
arrow icon to expand the menu back out to show icon titles.
Depending on the user’s permissions, not all the menus or operations would be available. These
areas will be discussed in more detail as you get further into the User’s Guide.
2.5 Navigation
To access sub-menus, simply click on one of the main menus in the operations menu or buttons
on the task bar.
This guide refers to actions using a tiered structure in a drill down usage. For example,
Company Menu  Admin  Company Settings tells you to go to the Company Menu and
choose the "Company Settings" option under the Admin section.
2.5.1 Lists
The heart of SOS Inventory is its lists, e.g., Item List, Purchase Order List, Sales Order List,
etc. The lists provide a summary view of the data in SOS Inventory and allow the user to drill
down for further information if desired. Let’s take a look at the anatomy of a list page.
2.5.1.1 Display Message
In the blue bar at the top of the list, the display message shows you a summary of the current
settings for the page, such as, “Showing 25 unarchived items”. This is set in the Change Filter
mentioned below.
2.5.1.2 Page Navigation
At the top and bottom of a list page is the page navigation shown as guillemets (« and ») with
numbers between them. Click on a number to go to that page of the list or click on either of
the guillemets to go to the first of last page. The number of items on a page is set in the
Change Filter mentioned below.
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2.5.1.3 Actions Menus
To see the actions available for a row, click on the down arrow next to Edit. The options in the
list depends on what you are looking at. The default action is Edit, which is why it appears on
the row being the most common action for existing objects in the list.
2.5.1.4 Batch Actions
Used to take common actions on multiple selected rows. The boxes at the start of each line
are clicked on to select the rows you want the batch actions to affect. Clicking on the one on
the column title row selects every line on that displayed page.
2.5.1.5 Change Filters
To be able to select the specific type of information you want from the list.
2.5.1.6 Quick Search
An intelligent search of the list to help you find 1 or more items which meet the search string.
Not all columns are searched. Contact support if you have a question on this function.
2.5.1.7 Column Chooser
Gear icon at top of list which allows you to choose columns of information to display
appropriate to the type of list. We will look at important columns later in this guide such as the
Sync column for troubleshooting issues.
2.5.1.8 Excel and PDF Exports
Icons at the top of the list that let you save your currently viewed data as a spreadsheet or
PDF document. This only affects the “page” of data you are displaying and not the entire list
across multiple pages. If you see a black rectangle over these icons, it means the Adobe
Flash Player is out of date and needs to be updated.
2.5.1.9 Stars
A new feature which is set in the Company Settings described later. You can either use it as a
reminder or in a stop light fashion to show importance of that row in the list.
2.5.2 Edit Pages
For every type of object in SOS (item, transaction, etc) there is an Edit Page which happens
to be the default action on every list. In the top left corner of every edit page is the navigation
buttons for that page.
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A grey back arrow takes you to the list which you entered the edit mode from. If you use the
browsers back button, it will take you to the previous operations page before your current list.
There is a print button which essentially gives you a screen print of the page you are on. You
will also see a Save and Close button to compete the edit and return to the list. Some pages
have a More button which allows you multiple exit points after the save is completed.
2.6 User Information
Each user has settings and a unique user profile which they should establish for themselves
after they login for the first time. These can be found under the User Menu (your display name)
on the Task Bar.
2.6.1 User Profile
The users profile contains a display name, email address (used as username for logging in),
password, security question and answer, as well as, listing your mobile carrier and mobile
number for text based notifications which will be discussed in depth later in this guide. To edit
any of this information, go to User Menu  User Profile from the task bar, make your
changes, and click on Save in the lower right corner.
Note: If you are an administrator, be sure to use the “User Profile” function as described
above to change your email address, not the “User Administration” function under the
Company Menu.
2.6.2 User Settings
Users in SOS Inventory are not always in the same time zone or use the same date format for
transactions. The user settings allow you to change these to match your particular area. All
users must set their time zone setting for transactions to be recorded correctly. Also, you can
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set your notification method used when a notification arrives. You can edit this information by
going to User Menu  User Settings, making your changes, and clicking on Save in the lower
right corner.
2.6.3 Tasks
Users can set tasks for themselves or others in SOS with due dates so they can be tracked
on the calendar. To add tasks, go to User Menu  Tasks. You can click on Add New on the
right to add a new task. Provide a title for the task (must be unique), a description to explain
the task if needed, assign it to yourself or another user in SOS, set a complete by date, and
once the task is completed you can click on the Completed option to mark it as such. You can
also use the Actions Menu for existing tasks to mark them as completed.
2.7 Switching Between SOS and QuickBooks Online
SOS and QuickBooks Online are separate online products, and thus separate websites. SOS
does not add extra menus to QuickBooks Online. You use both products and they simply
exchange data behind-the-scenes. One of the most common questions we get is how the user
should switch back and forth between the two products. There are 3 common approaches:

No switching – Many users simply have no need to switch between SOS and
QuickBooks Online on a regular basis. For example, when running financial reports, you
can open QuickBooks Online and do what is needed. When working with inventory, you
can open SOS and do what is needed. The data will still synchronize per your settings.
You do not need to have both programs open for them to exchange data and you do not
need to be logged into them either.

Multiple tabs – Virtually all web browsers today offer the ability to create multiple tabs,
where each tab can view a different website. Our favorite method of switching from SOS
to QuickBooks Online and vice versa (and the method we use here at SOS), is to open
one tab to SOS and one tab to QuickBooks Online. Then switching between the two
programs requires only one simple, fast click.
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2.8 Search Box
The search box in SOS Inventory allows you to find a specific list item or transaction quickly.
You can enter any keyword to return all matches, or you can specify a type of transaction to
return.
The types of transactions you can specify are listed below. As example, you could enter "po
1041" without the quotes to find purchase order 1041.

customer

invoice

so (sales order)

account

item

adj (adjustment)

vendor

payment

build

employee

rma

receipt

bill

inv (invoice)

check

po (purchase order)
You can enter a phrase enclosed in quotes to find exactly what you are looking for. This is for names
that have spaces in them. Without the quotes, it looks for every possible match for the words in the
search entry.
2.9 Getting Help
SOS Inventory provides many options if you need assistance using the software.

Embedded help – The software contains help text embedded and can be recognized by
the

icon. Also, you can read the instructions included with some pages.
Help Menu – Click on the icon in the task bar to bring up the following menu:
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o
User Guide – Can be found here as a PDF or in PDF form on our website under
the Support link at http://www.sosinventory.com/sos-inventory/support. The guide
provides a handy reference for using SOS Inventory.
o
Frequently Asked Questions (FAQ) – Covers the most common issues
encountered with SOS and even some with QuickBooks Online.
o
Video Tutorials – Informative videos that show you how to use the more
common features of SOS.
o
How To Guides – Step by step procedures that you can follow to complete tasks
within SOS.
o
What’s New – Lists the features that are new to this version. They are also listed
in this users guide.
o
Feature Requests – Uses an external resource called User Voice to allow all
SOS users from any company to view a list of user requested features that you
can review and vote on. Features with the highest votes are taken into
consideration for future release. You can even provide a new requested feature of
your own.
o
Contact Us – Allows you to submit a support ticket to SOS Inventory technicians
for a fast response to your questions. Email support is available 24 hours per day,
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7 days per week. Our average response time is less than one hour, although it
can take up to 24 hours in some cases.
o
About SOS Inventory – This is where you can find the Terms of Service for SOS
Inventory account use.

Phone support – Phone support is available Monday-Friday (excluding holidays), from
9:00-5:00 Central. Phone support is available for companies on the Plus or Pro plans.
For phone support, dial 1-888-545-4146 and choose option 2. If all support
representatives are busy, please email support@sosinventory.com for urgent issues, or
leave a message with our call service and someone will return your call within one
business day.
2.10 Printing
To print any screen in SOS Inventory, click the “Print” button on the task bar. That will print a
specially-formatted version of the page that removes unneeded menus and other formatting to make
it print more cleanly. In addition, many pages have the option to print documents as PDF, as
described elsewhere in this manual.
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3 Set Up / Configuration
When you first begin using SOS Inventory, there are some settings and defaults that you might want
to configure to optimize SOS Inventory for your company. Settings come in 2 general forms;
Company and System. Let’s look at what it takes to set up these areas.
3.1 Company Settings
These are the base settings for company wide information within the system. You find them under
the Company Menu  Admin  Company Settings. Make changes and click on “Save and Close”..

Company Name: If you are set to be a stand-alone inventory system, enter the name of
your company. If you are connected to a QuickBooks company, this name will be
retrieved automatically.

Company Header: This header will appear on purchase orders, sales orders, and
packing slips.

Never Connect: Check this box if you don't ever plan to connect to QuickBooks Online.
This hides several menu options to make the user experience a little better. You can
change this setting at any time. Best used for stand-alone companies.

Multi-Currency: Check this box to enable the multi-currency capabilities of SOS
Inventory. If you are using multi-currency and want the transaction to sync to QuickBooks
Online correctly, make sure that multi-currency is also turned on in QuickBooks Online.

Home Currency: All transactions are stored in the system in your home currency by
default. You can override this on individual transactions if the multi-currency feature
is enabled.

Automated Time Zone: This time zone will be used for transactions that are generated by
SOS Inventory automatically. If a user is logged in, the user time zone setting will override
this setting. The default is UTC time (London). Change to your company’s time zone.

Automated Date Format: This date format will be used for transactions that are
generated by SOS Inventory automatically. If a user is logged in, the user date format
setting will override this setting.
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
Stars: This setting controls the stars that users in your company can select on list pages.
Yellow allows you to flag items for later attention. The Red, Yellow, Green option provides
a stop light type of flagging (for example; Red – immediate issue, Yellow – take note of,
Green – ready for next step).

Default Lines: This is the number of line items that will show on a new form, or the
number of lines added when you click the 'More Lines' option on a form. The smallest
possible value is 3, and the largest possible value is 20.

Child Forms Inherit Transaction Number: By default, child forms (i.e., an invoice created
from a sales order) will continue the child form numbering. Enable this setting to have the
child form inherit its number from the parent, instead of the next child number.

Logo: This logo will appear on your forms in quick view or PDF. The file should be less
than 2MB in size. The image will be scaled to the width and height settings which follow.
JPEG (*.jpg), PNG (*.png), and GIF (*.gif) files are accepted. You can change a logo by
clicking on the Clear Logo button and browsing for the replacement logo graphic file.

Logo Width: Enter the width for your logo. Enter the width as a pixel value. A common
width would be 144, which is about 2 inches. Every computer and every printer is
different, so you might have to try different values here to size it exactly as you want.
Leave this blank to use the original size if your logo was edited before adding to be the
desired size.

Logo Height: Enter the height for your logo. Enter the height as a pixel value. A common
height would be 144, which is about 2 inches. Every computer and every printer is
different, so you might have to try different values here to size it exactly as you want.
Leave this blank to use the original size if your logo was edited before adding to be the
desired size.
3.2 System Settings (Purchasing / Inventory / Sales)
These are the base settings for functionality within the system. They are presented in the order that
you’ll find them listed under the Settings Menu in the Task Bar. Make changes and click on “Save
and Close” in each settings area.
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3.2.1 Purchasing Settings

Next PO Number: Change this value if you want to reset your purchase order numbering.

PO Number Prefix: This field is optional. If a value is entered, it will be placed
automatically in front of system-generated PO numbers. For example, if the prefix is
'2013-', PO numbers would be '2013-1', '2013-2', etc.

Next Item Receipt Number: Change this value if you want to reset your item receipt
numbering. This is only for item receipts being created directly and not as a child form
from a PO. Child forms inherit the transactions number from the parent.

Item Receipt Number Prefix: This field is optional. If a value is entered, it will be placed
automatically in front of system-generated item receipt numbers. For example, if the prefix
is '2013-', item receipt numbers would be '2013-1', '2013-2', etc.

Next RTV Number: Change this value if you want to reset your RTV numbering.

RTV Number Prefix: This field is optional. If a value is entered, it will be placed
automatically
in front of system-generated RTV numbers. For example, if the prefix is '2017-',
RTV numbers would be '2017-1', '2017-2', etc.

Default CC for POs: Set this value to automatically CC all your purchase orders to a
certain address.

Hide Item Name: Check this box to hide the item name on purchase orders, sales orders,
and packing slips. This is often useful in drop shipping. You can also change this setting
for each individual form.

Default Ship-To Location for POs: This is the default ship-to location for purchase orders.
Location is pulled from locations list and the address in the definition is used as ship to.

Default QuickBooks Sync for Item Receipts: This is the default option for syncing item
receipts to QuickBooks. You can override this on any given item receipt. Values are
None, Bill, Cash, Check, Credit Card.

Require Approval for POs: If you check this box, a user with permission to approve POs
must approve each purchase order before it can be emailed or downloaded as PDF. (Plus
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and Pro only) You will also need to enable the Approved column in the PO list to take full
advantage of this feature.

Purchase Order From: This is the email from which your purchase orders will be sent.

Purchase Order Message: This is the body of the email message to be sent with your
purchase orders. Do not use HTML.

Purchase Order Footer: This text will show at the bottom of every purchase order.

Auto Serial/Lot Numbers: Check this box to generate serial/lot numbers automatically
when receiving serial/lot items.

Auto Serial Prefix: If you are auto-generating serial numbers, this prefix will come before
the actual number.

Auto Lot Prefix: If you are auto-generating lot numbers, this prefix will come before the
actual number.

Auto Serial/Lot Random: If this box is checked, auto-generated serial and lot numbers
will be generated randomly, according to the format you specified. Otherwise, they will be
generated sequentially.

Auto Serial/Lot Number Length: Length of automatic serial/lot numbers. The minimum
length is 8 characters and the maximum length is 32.

Auto Serial Next Sequential: If you are auto-generating serial numbers sequentially, this
number will be next.

Auto Lot Next Sequential: If you are auto-generating lot numbers sequentially, this
number will be next.

Search Any Part of Vendor Name: Check this option to search for vendors by any part of
the name, instead of only what the name starts with.

Default Expense Account: This is the expense account used by the system if an item
does not have an expense account specified.

Deposit Account: This is the account to which deposits entered on purchase forms will
post.
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
Update Default Cost: Check this box to update the default cost of an item automatically
when you issue a PO or item receipt for that item. You can override this setting in the PO
or Item Receipt if needed.

Suggest PO Quantities: Check this box to have SOS automatically suggest a reorder
quantity when you enter an item on a purchase order.

Include WOs on Reorder Report: Check this box to include work order calculations on
the reorder report. This takes into account all inputs for assemblies and items listed for a
process transaction.

Enter Customer on Line Items: Check this box to be able to specify the customer on each
line item on purchase forms.

Show Weight on Purchase Forms: Check this box to display the weight of each item (and
the total weight) on purchase forms.

Show Volume on Purchase Forms: Check this box to display the volume of each item
(and the total volume) on purchase forms.

Synchronize POs: Check this box to synchronize POs with QuickBooks Online. For
existing accounts, enabling this option will retrieve any POs from QuickBooks Online on
your next sync. Please be sure that this is your intention. Also, any future purchase orders
created, edited, or deleted in SOS will synchronize with QuickBooks Online. If you are
using QuickBooks Online Essentials, this option MUST be off to allow for successful
syncs.

Automate Drop Ship POs: If this box is checked, SOS does two extra steps on a drop
ship PO. It closes the PO automatically, and it creates a journal entry in QuickBooks
Online to record the payable and cost of goods sold. Uncheck this box to disable this
behavior.
3.2.2 Inventory Settings

Don’t Ask About Negative Inventory: If this option is checked, SOS Inventory will not
warn you when shipping, using, or adjusting items that would cause your inventory to go
negative. Don’t check this box if you want to avoid negative inventory.

Default Income Account: Income (sales) account used for new items if another one is not
specified.
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
Default Asset Account: Asset account used for new items if another one is not specified.

Default COGS Account: Cost of goods sold account used for new items if another one is
not specified.

New Items Taxable: Check this option to set new items as taxable by default.

Sync New Items: Check this option to sync new items with QuickBooks Online by default.

Default Adjustment Account: Default account to use for tracking inventory adjustments.
Normally this would be something like "Breakage" or "Spoilage" or "Adjustments."

Default Checking Account: Default account to use when creating new checks (while
receiving items).

Default Credit Card Account: Default account to use when creating new credit card
charges (while receiving items).

Default Cash Account: Default account to use when creating new cash purchases (while
receiving items).

Next Adjustment Number: Change this value if you want to reset your inventory
adjustment numbering.

Adjustment Number Prefix: This field is optional. If a value is entered, it will be placed
automatically in front of system-generated inventory adjustment numbers. For example, if
the prefix is '2013-', inventory adjustment numbers would be '2013-1', '2013-2', etc.

Next Transfer Number: Change this value if you want to reset your inventory transfer
numbering.

Transfer Number Prefix: This field is optional. If a value is entered, it will be placed
automatically in front of system-generated inventory transfer numbers. For example, if the
prefix is '2013-', inventory transfer numbers would be '2013-1', '2013-2', etc.

Work Order Title: Change this value if you want to change the title when printing or
emailing work orders. For example, some people use Job Order instead. The title should
be no more than 50 characters.

Work Order From: This is the email from which your work orders will be sent.

Work Order Message: This is the body of the email message to be sent with your work
orders. Do not use HTML.
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
Work Order Footer: This text will show at the bottom of every work order.

Default CC for Work Orders: Set this value to automatically CC all your work orders to a
certain email address.

Next Job Number: Change this value if you want to reset your job numbering.

Job Number Prefix: This field is optional. If a value is entered, it will be placed
automatically in front of system-generated job numbers. For example, if the prefix is
'2013-', job numbers would be '2013-1', '2013-2', etc.

Next WO Number: Change this value if you want to reset your work order numbering.

WO Number Prefix: This field is optional. If a value is entered, it will be placed
automatically in front of system-generated work order numbers. For example, if the prefix
is '2013-', work order numbers would be '2013-1', '2013-2', etc.

Next Build Number: Change this value if you want to reset your build numbering.

Build Number Prefix: This field is optional. If a value is entered, it will be placed
automatically in front of system-generated build numbers. For example, if the prefix is
'2013-', build numbers would be '2013-1', '2013-2', etc.

Next Proc Txn Number: Change this value if you want to reset your process transaction
numbering.

Proc Txn Number Prefix: This field is optional. If a value is entered, it will be placed
automatically in front of system-generated process transaction numbers. For example, if
the prefix is '2013-', process transaction numbers would be '2013-1', '2013-2', etc.

Calculate Reorder Points: Check this option to have SOS Inventory calculate reorder
points automatically, on a weekly basis. The calculation makes an estimate based on
historical data. (Pro Plan only)

Find Items by Short Name: Check this option to search for items on sales orders,
purchase orders, etc. using the short name of the item instead of the full name of the
item. This can be useful if you use many levels of sub-items. Be careful using this option,
as you can accidentally cause yourself to be unable to look up items if you have multiple
items that have the same short name.

Search Any Part of Item Name: Check this option to search for items by any part of the
name, instead of only what the name starts with.
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
Search Item Description: Check this option to search for items by the description, in
addition to the name. Please keep in mind that this can slow your results, especially if you
have a large number of items.

Auto-Build Assemblies: Check this option to build assemblies automatically when
creating a shipment. This feature only builds top-level assemblies, not all levels of a multilevel assembly.

Valuation Method: SOS Inventory supports 3 valuation methods: Weighted Average
(default method), FIFO, and LIFO. This method will be used to calculate the value of your
inventory on reports. If you don't know (or don't care), you can just leave the default
option. Any changes to inventory calculations will not affect historical transactions. The
new option will only apply to transactions completed after the change is made. If you are
unsure about this change, contact a qualified accountant.

Value Serials by Specific Id: Check this box to value serialized items by specific unit cost,
regardless of the valuation method for other items.

Always Use Average Costs for Cost by Location: Check this box to calculate the cost
basis at a specific location using average costs instead of FIFO or LIFO, even if you use
FIFO or LIFO otherwise. This can be helpful to produce reports that are more meaningful,
even though not strictly FIFO or LIFO.

Don’t Show Quantity on Builds and Shipments: For customers creating really long builds
or shipments, calculating the quantity of each item can be inconvenient. Enable this
option to remove that column.

Picture Width: Enter the width for printed item pictures. These would typically be used
when making sell sheets, for example. Enter the width as a pixel value. A common width
would be 144, which is about 2 inches. Every computer and every printer is different, so
you might have to try different values here to size it exactly as you want.

Picture Height: Enter the height for printed item pictures. These would typically be used
when making sell sheets, for example. Enter the height as a pixel value. A common
height would be 144, which is about 2 inches. Every computer and every printer is
different, so you might have to try different values here to size it exactly as you want.

Use Units of Measure: Check this box to track multiple units of measure for your items.
The units of measure feature is available on all transaction except estimates and sales
receipts. We'll be enabling it on those forms soon.
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
Barcode Width: Enter the width for printed barcode images. These would typically be
used when making barcode labels. Enter the width as a pixel value. A common width
would be 144, which is about 2 inches. Every computer and every printer is different, so
you might have to try different values here to size it exactly as you want.

Barcode Height: Enter the height for printed barcode images. These would typically be
used when making barcode labels. Enter the width as a pixel value. A common width
would be 72, which is about 1 inch. Every computer and every printer is different, so you
might have to try different values here to size it exactly as you want.

Job Tracking: Check this box to track transactions by job.

Rental Inventory: Check this box to enable rental inventory.

Track Workers: Check this box if you want to track the individual workers when
you enter labor items on builds or process transactions.
3.2.3 Sales Settings
Sales settings are the most extensive configuration of SOS Inventory because there are so many
different transactions involved in sales. This menu is broken out by tabs and we will look at each
tab individually.
General

Default Tax Code: This is the default tax code if you use the Sales Tax Center in
QuickBooks Online. If you do not use the Sales Tax Center, then this setting has no
effect.

Show Available for Sale on Forms: Check this box to retrieve the available for sale
quantity automatically when entering a new item on a sales order. You can hover your
mouse over the quantity box to see the available quantity. Using this option can slow
down the retrieval of item information.

Round Sales Prices: Check this box to round prices to the two decimal places on sales
orders and estimates. This is best if using markup pricing to round to nearest penny.
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
Default Tax Rate: Default sales tax rate, specified as a percentage. You can also set a
default rate for each individual location.

Discount Taxable: Check this box if discounts are taxable. You can override this setting
on any sales form.

Go to Invoice from SO: Check this box to view the invoice automatically after generating
an invoice from a sales order.

Default Payment Method: This is the default payment method for customer payments.

Default Terms: Default terms specified in QuickBooks Online, or in SOS if not connected
to QuickBooks Online.

Hide Item Name: Check this box to hide the item name on purchase orders, sales orders,
and packing slips. This is often useful in drop shipping. You can also change this setting
for each individual form.

Find Customers By Long Name: Check this option to search for customers by their long
name, which includes any parent customers, instead of the regular customer name. This
is helpful if you use sub-customers.

Search Any Part of Customer Name: Check this option to search for customers by any
part of the name, instead of only what the name starts with.

Auto-Ship Invoices: Check this box to create a shipment automatically for new invoices
created in QuickBooks Online. Do not use if items are tracked by serial or lot number.

Auto-Ship Sales Receipts: Check this box to create a shipment automatically for new
sales receipts created in QuickBooks Online. Do not use if items are tracked by serial or
lot number.

Auto Backorder Sales Receipts: Check this box to create a backorder automatically for
new sales receipts created in QuickBooks Online.

Auto Sales Order Invoices: Check this box to create a sales order automatically for new
invoices created in QuickBooks Online. This setting will be ignored if a shipment
is automatically created for the invoice.

Show Weight on Sales Forms: Check this box to display the weight of each item (and the
total weight) on sales forms.
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
Show Volume on Sales Forms: Check this box to display the volume of each item (and
the total volume) on sales forms.

Include Incoming in Available: Check this box if you want to include inbounds goods
(e.g., POs, rentals due, etc.) in your available-for-sale calculations. Normally you would
enable this only if your incoming goods have very reliable delivery dates.

Show Only In-Stock: Check this box if you want to show ONLY items in-stock when
generating a pick ticket or shipment from a sales order or sales receipt. You can override
this option by entering any other items manually.
Sales Orders

Expand Kits on Sales Orders: Check this box to expand kits automatically when saving a
sales order.

Sales Order Title: Change this value if you want to change the title when printing or
emailing sales orders. For example, some people use Work Order instead. The title
should be no more than 50 characters.

Next SO Number: Change this value if you want to reset your sales order numbering.

SO Number Prefix: This field is optional. If a value is entered, it will be placed
automatically in front of system-generated sales order numbers. For example, if the prefix
is '2013-', sales order numbers would be '2013-1', '2013-2', etc.

Sales Order From: This is the email from which your sales orders will be sent.

Sales Order Message: This is the body of the email message to be sent with your sales
orders. Do not use HTML.

Sales Order Footer: This text will show at the bottom of every sales order.

Default CC for Sales Orders: Set this value to automatically CC all your sales orders to a
certain email address.

Lock Sales Orders When Editing: Check this box to prevent users from editing a sales
order that someone else already has open. Eliminates chance of 2 users editing the same
transaction where the last one to save would overwrite the other user’s changes. If sales
order is already open by another user, the system will display a message letting the user
know someone else is currently editing the order.
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Estimates

Estimate Title: Change this value if you want to change the title when printing or emailing
estimates. For example, some people use Quote instead. The title should be no more
than 50 characters.

Next Estimate Number: Change this value if you want to reset your estimate numbering.

Estimate Number Prefix: This field is optional. If a value is entered, it will be placed
automatically in front of system-generated estimate numbers. For example, if the prefix is
'2013-', estimate numbers would be '2013-1', '2013-2', etc.

Estimate From: This is the email from which your estimates will be sent.

Estimate Message: This is the body of the email message to be sent with your estimates.
Do not use HTML.

Estimate Footer: This text will show at the bottom of every estimate.

Default CC for Estimates: Set this value to automatically CC all your estimates to a
certain email address.
Invoices

Use QuickBooks Invoice Numbers: If this setting is on, SOS Inventory will leave the
invoice number blank when sending an invoice to QuickBooks, and QuickBooks will
generate an invoice number.

Next Invoice Number: Change this value if you want to reset your invoice numbering.

Invoice Number Prefix: This field is optional. If a value is entered, it will be placed
automatically in front of system-generated invoice numbers. For example, if the prefix is
'2013-', invoice numbers would be '2013-1', '2013-2', etc.

Invoice From: This is the email from which your invoices will be sent.

Invoice Message: This is the body of the email message to be sent with your invoices.
Do not use HTML.

Invoice Footer: This text will show at the bottom of every invoice.
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
Default CC for Invoices: Set this value to automatically CC all your invoices to a certain
email address.
Sales Receipts

Next Sales Receipt Number: Change this value if you want to reset your sales receipt
numbering.

Sales Receipt Number Prefix: This field is optional. If a value is entered, it will be placed
automatically in front of system-generated sales receipt numbers. For example, if the
prefix is '2013-', sales receipt numbers would be '2013-1', '2013-2', etc.

Sales Receipt From: This is the email from which your sales receipts will be sent.

Sales Receipt Message: This is the body of the email message to be sent with your sales
receipts. Do not use HTML.

Sales Receipt Footer: This text will show at the bottom of every sales receipt.

Default CC for Sales Receipts: Set this value to automatically CC all your sales Receipts
to a certain email address.

Include Sales Receipts in Available: Check this box if you want to include sales receipts
in your available-for-sale calculations. If this option is turned off, only sales orders are
included.
Shipments

Next Shipment Number: Change this value if you want to reset your shipment numbering.
Note that this only applies on shipments created from scratch. A shipment generated from
another transaction will take the number of that transaction.

Shipment Number Prefix: This field is optional. If a value is entered, it will be placed
automatically in front of system-generated shipment numbers. For example, if the prefix is
'2013-', shipment numbers would be '2013-1', '2013-2', etc.

Packing Slip Title: Change this value if you want to change the title when printing or
emailing packing slips. For example, some people use Packing List instead. The title
should be no more than 50 characters.
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
Packing Slip From: This is the email from which your packing slips will be sent.

Packing Slip Message: This is the body of the email message to be sent with your
packing slips. Do not use HTML.

Packing Slip Footer: This text will show at the bottom of every packing slip.

Show On Packing Slips: (Email Address / Phone Number) Select whether or not you want
the customer’s email and/or phone number to show on packing slips.

Ship From Address of Location: By default, SOS will display the company header
information on a packing slip when shipping. Enable this setting to use instead the
address of the location from which you are shipping.

Bill of Lading Footer: This text will show at the bottom of every bill of lading.

Default CC for Shipments: Set this value to automatically CC all your shipments to a
certain email address.
RMAs

Next RMA Number: Change this value if you want to reset your RMA numbering.

RMA Number Prefix: This field is optional. If a value is entered, it will be placed
automatically in front of system-generated RMA numbers. For example, if the prefix is
'2013-', RMA numbers would be '2013-1', '2013-2', etc.

RMA Footer: This text will show at the bottom of every RMA.

RMA From: This is the email from which your RMAs will be sent.

RMA Message: This is the body of the email message to be sent with your RMAs. Do not
use HTML.
Returns

Next Return Number: Change this value if you want to reset your return numbering.

Return Number Prefix: This field is optional. If a value is entered, it will be placed
automatically in front of system-generated return numbers. For example, if the prefix is
'2013-', return numbers would be '2013-1', '2013-2', etc.
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Pick Tickets

Pick Ticket Title: Change this value if you want to change the title when printing or
emailing pick tickets. For example, some people use Pick Slip instead. The title should be
no more than 50 characters.

Next Pick Ticket Number: Change this value if you want to reset your pick ticket
numbering.

Pick Ticket Number Prefix: This field is optional. If a value is entered, it will be placed
automatically in front of system-generated pick ticket numbers. For example, if the prefix
is '2013-', pick ticket numbers would be '2013-1', '2013-2', etc.

Pick Ticket Footer: This text will show at the bottom of every pick ticket.

Pick Ticket From: This is the email from which your pick tickets will be sent.

Pick Ticket Message: This is the body of the email message to be sent with your pick
tickets. Do not use HTML.

Serials/Lots on Pick Tickets: Check this box if you want to specify serial numbers and lot
numbers on pick tickets.

Default CC for Pick Tickets: Set this value to automatically CC all your pick tickets to a
certain email address.
Rentals

Rental Title: Change this value if you want to change the title when printing or emailing
rentals. For example, some people use Rental Ticket instead. The title should be no more
than 50 characters.

Next Rental Number: Change this value if you want to reset your rental numbering.

Rental Number Prefix: This field is optional. If a value is entered, it will be placed
automatically in front of system-generated rental numbers. For example, if the prefix is
'2013-', rental numbers would be '2013-1', '2013-2', etc.
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
Rental Footer: This text will show at the bottom of every rental.

Rental From: This is the email from which your rentals will be sent.
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
Rental Message: This is the body of the email message to be sent with your rentals. Do
not use HTML.
Rental Returns

Next Rental Return Number: Change this value if you want to reset your rental return
numbering.

Rental Return Number Prefix: This field is optional. If a value is entered, it will be placed
automatically in front of system-generated rental return numbers. For example, if the
prefix is '2013-', rental return numbers would be '2013-1', '2013-2', etc.
3.3 Barcode Settings
These settings will allow you to set what format of barcode you want SOS to use when defining and
printing labels.

Barcode Format: Supported barcode formats are Code 39, UPC, ISBN, or QR Code

Printed Width (inches): Specifies the print width

Printed Height (inches): Specifies the print height

Sample Text: Allows you to put in what you desire for the barcde and click on Show
Sample to see what the barcode looks like for the settings above.
See the section on Barcoding later in this guide for where and how they can be used.
3.4 QuickBooks Setup
These settings affect the way SOS Inventory and QuickBooks Online interact with each other and
more. If you are not currently connected to QuickBooks Online, you will only see 2 buttons. One
button to Connect to QuickBooks and one that selects the stand-alone function to Never Connect.
There is an entire section which discusses the integration with QuickBooks Online later in this users
guide.
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If you are connected to QuickBooks Online account, you will see these settings:

Disconnect: (Remove Connection to QuickBooks Online) Click this link to disconnect from
QuickBooks Online. If you disconnect, you will not be able to synchronize until you
reconnect.

Automatic Sync: You can choose hourly, daily, weekly, or never. When enabled, SOS
Inventory will automatically sync with QuickBooks Online according to the schedule you
specify. Choose "Never" if you want to do all synchronizations manually.

Directional Sync: Change this setting to control the information flow when synchronizing.
You can let it default to bi-directional or for unique cases, limit it to only one direction or to
not send in either direction.

Post COGS to QuickBooks: Uncheck this box if you do not want SOS to post cost of
goods sold to QuickBooks. This option is enabled by default, and we recommend that you
leave it enabled. However, there might be certain situations when you wish to have
manual control over COGS postings -- for example, if you are getting duplicate postings
due to QuickBooks Online inventory tracking. Check with your accountant and/or SOS
support if you are not sure.

Class Tracking: Check this box to turn on class tracking. Classes enable you to group
transactions for reporting purposes. If you select classes on transactions, the classes will
sync with QuickBooks.

Department Tracking: Check this box to turn on department tracking. Departments
enable you to group transactions for reporting purposes. If you select departments on
transactions, the departments will sync with QuickBooks. Departments can also make it
easier for Auto-Ship Invoices and Auto-Ship Sales Receipts if the departments match the
locations defined in SOS.
3.5 Default Accounts
When SOS Inventory needs to post data to QuickBooks, it posts to the accounts associated with
each item, as described later in this manual. If the accounts are not specified, SOS Inventory uses
the default accounts specified on the settings pages. You should make sure that these accounts are
set to the ones that you want, or your data might post to incorrect accounts in QuickBooks.
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Default Income Account – Found on the Inventory Settings page (Settings Menu  Inventory
Settings). This account will be used as the default for all sales unless it is otherwise specified with
the Item.
Default Asset Account – Found on the Inventory Settings page (Settings Menu  Inventory
Settings). This account will be used as the default to record inventory assets. It can be overridden
at the Item level.
Default COGS Account – Found on the Inventory Settings page (Settings Menu  Inventory
Settings). This account will be used as the default to record cost-of-goods-sold. It can be
overridden at the Item level.
Default Expense Account – Found on the Purchasing Settings page (Settings Menu 
Purchasing Settings). This account will be used as the default for expense items on purchase
orders and item receipts. It can be overridden at the Item level.
Default Credit Card Account – Found on the Inventory Settings page (Settings Menu 
Inventory Settings). This account will be used as the default for all credit card charges generated
from item receipts. This account must be of type “Credit Card” in QuickBooks or you will get an
error message when you sync.
Default Checking Account – Found on the Inventory Settings page (Settings Menu  Inventory
Settings). This account will be used as the default for all checks generated from item receipts.
This must be a bank account in QuickBooks.
Default Cash Account – Found on the Inventory Settings page (Settings Menu  Inventory
Settings). This account will be used as the default for all cash purchases generated from item
receipts.
Default Adjustment Account – Found on the Inventory Settings page (Settings Menu 
Inventory Settings). This account will be used as the default account to record inventory
adjustments, unless otherwise changed on the adjustment page. In an adjustment, a debit/credit
will be issued to the inventory asset account and an offsetting credit/debit will be issued to the
adjustment account. This is normally the inventory shrinkage account in QuickBooks Online.
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4 Inventory
The inventory management functions of SOS Inventory collectively form the core of SOS Inventory –
the underlying engine on which the software runs. The inventory features are used by companies
ranging in size from one-person to as many as several thousand employees. Most importantly, the
functionality matches that found in expensive inventory / manufacturing / ERP systems that cost over
10 times as much as SOS Inventory.
4.1 Items
Items are the most important pieces of data in SOS Inventory. They drive everything else in the
system. You can set up an item to represent almost anything – it does not have to be something
stored in inventory. An item is simply something that you want to track in SOS Inventory, which could
be a product you sell, a service you provide, raw materials for manufacturing, overhead expenses,
and so on.
4.1.1 Setting Up an Item
There are three ways to add an item in SOS Inventory. You can go on the Task Bar under Add
Menu -> Inventory -> Item. You may also add new items from the Items page under Operations
Menu -> Inventory -> Items and click on “Add New” in the upper right corner of the content area.
Then enter the proper information and save. Or when filling out a form (purchase order, sales
order, etc.), if you enter an item name that does not match an existing item, the system will
prompt you to create a new item automatically. If using the inline method, be sure that you have
configured your default settings for new items, as those are the settings that SOS Inventory will
use for the new items entered on forms.
When adding/editing an item, the following options are available:

Name – Name of the item. The name should be whatever you want to use to reference this
item. The name is the primary method you will use to retrieve the item on forms. This could
be a part number, SKU number, item code, descriptive name, or anything you want, as long
as you understand what it represents. Double quote (") characters are not allowed in the item
name. Those will be converted to single quotes.
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
Description – This is the default description for your item. You can change it on any
individual form.

Type – SOS Inventory supports the following item types:
o
Inventory: Inventory items are the most common type of item you will have. These
simply represent any item for which you want to track stock on hand.
o
Non-inventory: Non-inventory items are items that you want to track but for which you
do not maintain inventory. For example, this could be used for items that you sell but
do not stock (e.g., drop-shipping).
o
Category: Category items are ways to group like items. This is very similar to the
structure of QuickBooks Online. For example, if you sell 10 different types of widgets,
you could have a category item called Widget with 10 items underneath. For a
category item, its inventory is always the sum of the inventory of its items.
o
Expense: An expense item is not tracked for inventory purposes. When it is
purchased, it is booked to QuickBooks Online directly as an expense.
o
Assembly: An assembly item is a special type of inventory item. An assembly is
made up of other items. Its cost is determined by its bill of materials (BOM). For more
information on assemblies, go to the section on Assemblies.
o
Kit (Item Group): For more information on kits, go to the section on Kits (Item
Groups).
o
Service: Service items are non-inventory items used to represent services that you
provide (or that are provided to you). An example would be installation or delivery.
o
Labor: For more information on labor items, go to the section on Labor. Labor items
are only available on the Pro plan.
o
Overhead: For more information on overhead items, go to the section on Overhead.
Overhead items are only available on the Pro plan.
o
Other: Use this designation for non-inventory items that do not fall in one of the other
categories.

Category – This allows you to select a category to assign the item to so that you may group
common items together and report on all items within the category. For more on categories,
see the section on Creating and Using Categories.

Sales Price – Price that you charge your customers for this item. You can enter a fixed price
or a markup based on a percentage of either the standard cost or the actual cost basis.
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
Track Serial Numbers – Selecting this option allows you to track serial numbers for specific
items. Note: You cannot track both serial numbers and lot numbers on the same item. For
more information on serial number tracking, go to the section on Serial Inventory.

Track Lot Numbers – Selecting this option allows you to track lots for this item when it is
purchased, shipped, or manufactured. Note: You cannot track both serial numbers and lot
numbers on the same item. For more information on lot tracking, go to the section on Lots.

Income Account – Account to record income from sales of this item.

Asset Account – Account to record inventory on hand for this item. If the list is empty, that
means you have not set up any asset accounts for your inventory.

Cost of Goods Sold Account – Account to record costs-of-goods-sold for this item. If the
list is empty, that means you have not set up any COGS accounts.

Expense Account – Account that will be affected when you purchase, sell, or use this item.
This applies only to non-inventory items, kits (item groups), services, expenses, labor, and
overhead.

Barcode – SOS Inventory will recognize the item by this barcode in addition to the name of
the item. You can type the code in or scan it in from an existing barcode. For more
information on barcoding, go to the section on Barcoding.

SKU – Scan or type the SKU that the system will use to recognize this item. This syncs to
the SKU field in QuickBooks Online.

Picture – You can attach a picture of the item for reference within SOS. You can set the size
of the picture as mentioned previously in the Inventory Settings.

Web Address – URL where this item can be located online.

Purchase Description – This description will be shown on purchase orders and other
purchasing forms.

Purchase Cost – This cost is the default value when you purchase this item. This value is
mandatory for any items that will be used as the output on a process transaction.

Preferred Vendor – Vendor from which you normally purchase this item. This will assist you
in generating purchase orders from the Reorder Report mentioned later in this guide. If you
need to specify multiple vendors for an item use the Vendor-Item Catalog.

Vendor Part Number – Use this field if your vendor has a different part number for this item
than you do. This value will show on the line item of a purchase order. This field is optional.

Default Bin – Bin in which this item is stored by default and will appear on forms when
adding the item to the items list. You can change this on any individual form. Changing this
value will not change any existing transactions.
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
Starting Inventory – The starting inventory level of this item, as of a certain date, at a total
value of, and stored at what location.
IMPORTANT: Adding the quantity and value during the creation of an item does not
create a journal entry to increase the inventory asset account for that item in QuickBooks
Online. It does create an inventory adjustment that you would need to Add to Sync to
send to QuickBooks Online.

Reorder Point – The level at which you need to order more of this item. All items are
assumed to be on the Reorder Report unless you fill this block with a negative number such
as “-99” to hide the item from the report.

Max Stock Level – The maximum desired quantity of this item. Another way to think of this
is the number of units you want to have after you complete restocking.

Weight – The weight of the item, in pounds, ounces, kilograms, or grams. This is useful for
shipping purposes.

Volume – The size of the item, typically in cubic meters (cbm). This is useful in shipping and
purchasing.

Sync – Check this box if you want changes to this item to show up in QuickBooks Online.
For example, if you have a large number of items, you might not want all of them to show up
in QuickBooks Online. However, if you plan to use the item on any transactions sent to
QuickBooks Online (invoices, etc.), you must check this box.

Taxable – Default taxable status for this item. You can override this on each line item of a
sales form. For non-US based users, you will see boxes to define a default purchase tax and
sales tax for each item. On transactions, a tax is required for every line item.

Used On – To keep things simple for your staff, you can choose to show this item only on
certain forms, if you wish. For example, suppose that you sell 10 different types of widgets,
and each widget contains 5000 component parts that you purchase and build into the widget.
You might not want all 5000 parts to appear on sales forms, as that would be a lot of extra
work for your sales reps.

Tags – These allow you to search for unlike items that are still related in some sense. An
example would be a coffee table, couch, and television. If you gave them all a tag of living
room, you can search for that tag to only show those items.

Notes – Any other information you wish to store about this item.

Custom Fields – If you have defined any custom fields for items, they will appear at the
bottom of this list and would be of the input format and value as you defined.
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4.1.2 Item List
The Item List (Operations Menu -> Inventory -> Items) is one of the most commonly used pages
in SOS Inventory. It provides an overview of your items and their key properties. It is often useful
to have the Item List open in one tab in your browser while working in another tab. So, let’s look
at what capabilities you have in the item list. This is what it looks like.
4.1.2.1 Add New
This button allows you to add new items to the inventory list.
4.1.2.2 Quick Search …
This allows you to search for items according to the inventory settings If all options are set in
the inventory settings, this field is very powerful. By default, the search will search from the
start of a name. For example, “Wid” would find Widget but not Gasket. You can search by any
part of the item name, so that “et” would find both Widget and Gasket. In addition, you can
configure SOS to search by the item description. Be careful using the item description to find
items, as it can significantly slow down the search, depending on the number of items that you
have.
For items that are assigned to a category, the item is listed with a colon separating the
category and item names. For example, the full name of an item might be Widget:XYZ123 and
Widget:ABC123. Those represent two different items of the category Widget.
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4.1.2.3 Filters
This button allows you to change the defaults for the inventory items displayed. This includes
how many items to display, type of items to display, category, tags, archive status, and
location. Set them to what you need and then click on Apply. To return to the default filter
settings, simply click on Clear.
4.1.2.4 Actions
This button allows you choose an action for that particular item. Default action is Edit, but if
you click on the down arrow to the right of Edit you will see the additional actions for items.
These include:

PDF – Use form templates to produce PDFs

Copy – Allows you to copy and item and then just update the name to what you
need it to be

Delete – Deletes this item by adding it to the deleted items list in case you need to
recover it later. The item gets “(deleted)” added to the end of its name.

Archive/Unarchive – Allows you to pull items off of lists until you need them again.

Transaction History – Probably the best tool in your bag for troubleshooting items.
This shows the entire history of your item from when it first entered SOS and all
transactions that have had an effect on the item throughout its life.

Rental History – This provides a list of all rentals this item has ever appeared on.

Edit Bill of Materials – A Bill of Materials (BOM) lists the components and
quantities that are used to build this assembly or kit (item group). Costs of
components are shown from the cost field of their item definitions. The total BOM
cost is used as the expected cost of the assembly and should be copied to the cost
in the assembly or kit’s definition.

Edit Units of Measure – Units of measure are used to translate between different
sizes (such as base unit of pound and a purchased unit of a 50 pound bag). For
more on this, see the section on Units of Measure.

Add to Sync – Provides the functionality of adding an item to the sync queue to
send it up to QuickBooks Online again.
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4.1.2.5 Batch Actions
This button allows choose actions that would affect multiple selected items all at once. To
select items, click on the select box at the start of each item line for the items you want to
take action on. Batch actions include View/Print/Save using form templates to produce a
PDF of all selected rows, Delete, Archive/Unarchive, and Add to Sync.
4.1.2.6 Column Chooser
This button allows you to select which attributes you want to see displayed for items.
Columns available are # (Item ID), Name, Category, Description, Type, Vendor, In Stock,
Available, On SO, On PO, On RMA, On WO, Reorder Point, Sales Price, Purchase Price,
Cost Basis, Weight, Volume, Image, Barcode, SKU, Url, Tags, Notes, Bin, Purchase
Description, Vendor Part #, Sync, and Documents that are attached. Between Sync and
Documents, you will see any custom fields defined for the item. Select the ones you want to
see and click Apply. The list will automatically reformat to provide the best viewing of the
columns selected.
4.1.2.7 Export
This button allows you to export what is currently being displayed to either an Excel
spreadsheet or a PDF file.
4.1.2.8 Old SOS item List
This option is provided to customers that were using SOS Inventory with version 4.0 or
earlier and are continuing to use that list format due to familiarity.
4.1.3 Creating and Using Categories
Categories work like parent items to group like inventory items together. Such as, you have many
items that are different types of chairs and, alphabetically, are scattered throughout the items list.
You could have a category item called “Chair” assigned to all the different chair items so they
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appear together in the list and can be reported on by the category as well. These items sync with
QuickBooks Online in the manage categories list.
To create a new category item, click on the Add Menu (blue plus sign) and select “Item”. Then,
give your category a name, change the type “Category”, and then click on the Save button in
lower right corner.
To assign a category, go to your items list and edit each item to select your newly created
category in the Category drop-down list.
4.1.4 Transaction History
One of the most under-utilized resources in SOS Inventory is the item’s Transaction History page.
To view the history of an item, go to the Item List and go under the Actions options for that item
and select Transaction History. The transaction history will show you every transaction in the
system that affects the inventory or cost basis for a given item. This allows you to see exactly how
you got to the stock level and cost basis that you have today.
One of the most common support questions that we get is “My quantity on hand says we have X
units, but we actually have Y units. Where is the difference?” In 99% of the cases we see with this
question, we point the customer to the Transaction History and they find the answer in less than a
minute. It is usually a transaction entered incorrectly (the wrong item, the wrong date, the wrong
quantity) or not entered at all. Whatever the actual problem, the Transaction History lets you see
exactly where the quantity or cost became different than what you expected them to be.
4.1.5 Import / Bulk Edit
If you need to add/edit a handful of items, the most efficient approach is to use the direct Add/Edit
methods described elsewhere in this guide. However, if you need to add/edit a large number of
items, the import and bulk edit tools of SOS Inventory are the way to go. These tools are very
powerful, so you must take care and understand how they work, so that you don’t accidentally
overwrite your item data.
The first step in importing or editing items in bulk is to download the SOS item import/bulk edit
template (Excel spreadsheet or .CSV format) by going to Company Menu -> Data Tools -> Import
Data or Company Menu -> Data Tools -> Bulk Edit. That page shows the three-step process to
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importing / editing data. First, click the Download button to download the file in your desired
format.
Then, edit the data in the file. When editing the file, it is important to understand how the import
works. When the system reads the file after you edit it, it first attempts to match the item based on
the ItemId. For this reason, it is extremely important that you do not mix up the ItemId column in
relation to the other columns. By default, the file is protected to prevent that from happening. If
you override this protection, be extremely careful. We have seen situations in which users
removed the safeguards and then sorted the columns and mixed up the ItemIds (ItemID column
must be sorted ascendingly). When they uploaded into the system, the system matched existing
items to incorrect items (due to the jumbled ItemIds), and it made a mess both in SOS and in
QuickBooks Online.
Follow the examples of the data that are already in the file. Here are a few notes on each column
and what the system expects. For more details on the contents of each field, see setting up an
item previously in this section.

ItemId – DO NOT edit this value for existing items. It is a system assigned number. The
system first attempts to use the ItemId to match the row with an existing item. (Must be
sorted on this column.) Leaving this blank signals SOS that it is a new item upon loading.

Name – Item name up to 100 characters (cannot use “ or < in name). If there is no match on
the ItemId, the system attempts to match the item based on the name.

SalesDescription – Description of the item for sales forms up to 1000 characters (cannot use
< in description). Also used on purchasing forms if no purchase description provided.

SalesPrice – Default sales price for the item (max value is 99,999,999.99999).

SalesPricePercent – Percent markup, if markup is used.

PurchaseDescription – Purchase description up to 1000 characters.

Cost – Default purchase cost of the item (max value is 99,999,999.99999). Also called
standard cost.

IsTaxable – TRUE if taxable, FALSE otherwise.

ReorderLevel – Reorder point for the item. Placed on reorder report if at or below. Use
negative number to keep item off reorder report.

TypeOfItem – Item type, as described in setting up an item previously in this section.. Use
the existing items as a guide for what goes in this field. Valid types are: Inventory Item,
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Non-Inventory Item, Assembly, Item Group, Category, Expense, Service, Other, Labor,
or Overhead. (CASE SENSITIVE. Types not matching store as Inventory Item.)

VendorPartNumber – Vendor-specific part number up to 50 characters.

SyncWithQuickBooks – This option will state whether you want the item to sync to
QuickBooks Online or not. TRUE for yes, FALSE for no.

Deleted – Simply removing rows from the file and importing it will not delete items. To delete
an item, change this value from FALSE to TRUE. Then save the changes and import the file.
Note that this will delete the item only from SOS, not from QuickBooks Online. If you need to
do a bulk deletion in QuickBooks Online, contact support@sosinventory.com.

SerialTracking – TRUE for yes, FALSE for no.

SalesItem – TRUE for yes, FALSE for no.

PurchasingItem – TRUE for yes, FALSE for no.

ManufacturingItem – TRUE for yes, FALSE for no.

LotTracking – TRUE for yes, FALSE for no.

Barcode – Barcode used to represent the item up to 100 characters depending on barcode
type used.

MaxStockLevel – Max restock level of item.

Notes – Other info about the item.

UsePricePercent – TRUE to use markup pricing, FALSE otherwise.

Weight – Weight of the item, in units specified by WeightUnit.

QuickBooksItemType – Specifies the type of item that QuickBooks Online shows it to be.
Used as reference to correct the SOS item type mentioned earlier in this list. Do not edit.

CustomFields – This field will be a set of name value pairs and show the definition of the
custom fields. There will be a series of columns that denote the custom fields you have
added to the item edit page as well.

Tags – Tags used to easily find this item in searches and custom reports. Also, used to
groups items together that are usually unrelated.

SyncMessage – Displays a message for existing items if there is an error when syncing this
item. Do not change.

WebUrl – URL where the item can be found online up to 255 characters. Ex:
www.sosinventory.com; SOS adds http:// to the start of the URL upon entry.

PictureFile – Shows the name of the file added when editing an item. Do not edit.

WeightUnit – Units used to represent weight of this item. Must be either lb (pounds), oz
(ounces), kg (kilograms), or g (grams).
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
Archived – TRUE to archive the item, FALSE otherwise.

Volume – Volume of the item, as specified by VolumeUnit.

VolumeUnit – Units used to represent volume of the item. At this time, only cbm (cubic
meters) is supported.

SKU – SKU field that can be used as further search reference. Syncs with QuickBooks
Online.

Starred – If the item is to show a star. If using default star method then 0 is none, 1 is yellow.
If using stop light stars then 0 is none, 1 is red, 2 is yellow, 3 is green.

QuantityOnHand – In stock quantity (max value is 9,999,999,999,999.99999). Any changes
made to the quantity will be entered as an inventory adjustment. Must also change
ValueOnHand as well, not auto calculated. Note: Do not change for serial tracked or lot
tracked items. This would need to be done within the specialized lists for each. Lots can be
modified via an inventory adjustment.

ValueOnHand – Total cost basis for the item (max value is 9,999,999,999,999.99999). This
field is NOT calculated automatically when you change the quantity. You can enter it
manually, or you can set up a formula in Excel. Many people use this to update the cost
basis to account for depreciation, etc. Thus, the system will use whatever value you put
there. If you change the quantity, be sure to change this value also, unless you have a very
good reason not to do so. Accidentally leaving this value the same while changing the
quantity is one of the most common reasons we see for people having an expected cost
basis.
o
Note: Do not change for serial tracked or lot tracked items. This would need to be
done within the specialized lists for each. Lots can be modified via an inventory
adjustment.

QuantityOnSalesOrder – Not editable.

QuantityOnPurchaseOrder – Not editable.

AvailableForSale – Not editable.

IncomeAccountName – Income account name up to 36 characters (see Accounts list under
the green checkmark - Sync Menu).

AssetAccountName – Asset account name up to 36 characters (see Accounts list under the
green checkmark - Sync Menu).

COGSAccountName – COGS account name up to 36 characters (see Accounts list under
the green checkmark - Sync Menu).
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
ExpenseAccountName – Expense account name up to 36 characters (see Accounts list
under the green checkmark - Sync Menu). Usually same as COGS

PreferredVendor – Default vendor for this item up to 36 characters.

Bin – Default bin for this item. Note that changing the default bin does not change the
location of any existing stock.

SalesTaxCode – For non-US based accounts. Enter the sales tax code name exactly.

PurchaseTaxCode – For non-US based accounts. Enter the sales tax code name exactly.
Once you have completed your edits, save your changes. Then upload the file back into the
system using the box provided on the Import / Bulk Edit page. Once the data appear for your
review, click Save Changes if everything looks correct, and the system will begin to process the
data. If changes were made to QuantityOnHand and ValueOnHand, then it creates an inventory
adjustment which needs to be resaved to send the adjusting journal entries to QuickBooks
Online.
If you get an error message while attempting to import or edit items, the cause is almost always a
missing or incorrectly titled column. You MUST keep the columns in the template and leave the
headings the same, or the upload will not complete properly. If you are unable to determine the
problem, please email support@sosinventory.com, and we will be happy to help.
4.2 Cost Basis
The cost basis of an item is the value of an item that you have on hand. This is the aggregate cost
that you paid for the units you have on hand, as calculated using your chosen valuation method. You
can adjust the cost basis on an item using the Operations Menu  Inventory  Adjustments page, if
necessary.
4.3 Adjustments to Inventory
Inventory adjustments allow you to modify the quantity and/or cost basis of inventory on hand via
direct entry. You should use inventory adjustments sparingly, as most often inventory will be added
or removed through item receipts and shipments. In some cases though, you might run into a
situation in which your physical (actual) inventory count does not match what the system shows.
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In this case, your first step should be to determine WHY there is a discrepancy. Look at the history of
the item by going to the Item List and look at the Transaction History for that item. Review the history
and determine if any transactions were entered incorrectly or if any transactions were simply missed.
If you are confident that the transaction history is correct and your count is still off, you might need to
enter an adjustment. Typical reasons for entering adjustments are breakage, spoilage, theft, and so
on. To enter an adjustment, go to Operations Menu  Inventory  Adjustments and click on the
Add New. You may also go to Add Menu -> Inventory -> Item.
If you need to update the quantities of a large number of items at once, you might wish to use the
Bulk Edit feature described previously.
Adjustments to items can also denote departments and classes to assign the adjusted values to, as
well as, allow you to assign the adjusted items to a job.
Note: You cannot adjust serial inventory in an adjustment. You need to go to the Serial inventory list
to make those types of changes.
4.3.1 Quantity
When entering an adjustment via the Inventory -> Adjustments page, first fill out the top of the
form as appropriate. Then on each line item, enter or select the item that you wish to adjust. Once
selected, the current quantity on hand for that item (at the selected location, on the selected date)
will show in the “Old Quantity” field. You can then enter either the New Quantity or the Adjust Qty
By field, and the system will calculate the other one as appropriate. In this version, you can also
4.3.2 Cost
When entering an adjustment, you will see a field on each line item labeled “Adjust Cost Basis
By.” This allows you to adjust the cost on hand of each item. When you enter the quantity, SOS
Inventory will enter a suggested cost adjustment in the Adjust Cost Basis field. The suggested
value is based on the quantity. If the quantity adjustment is positive (increase), the suggested
cost is the quantity multiplied by the standard cost of the item. If the quantity adjustment is
negative (decrease), the suggested cost is the cost basis of the missing items using the chosen
valuation method (FIFO, average, LIFO). In both cases, the user can override the value. This is
often used when adjusting for damages, depreciation, etc.
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4.3.3 Cycle Counting
To simplify the cycle counting process, SOS Inventory provides the ability to do partial physical
inventories using the adjustment feature as described above. Thus, each cycle count is really
nothing more than a physical inventory which might or might not include counts of all items. The
selection of items to count is left up to the user. It is not mandated by the system.
4.3.4 Physical Inventory Worksheet
SOS Inventory provides a worksheet for you to print when working on physical inventories. To
access the worksheet, go to Operations Menu -> Reports -> Inventory -> Physical Inventory
Worksheet. Select the location and date to customize the report as needed, and then click the
Run Report button.
4.3.5 Adjustment Account
When entering an inventory adjustment, the system needs to know the account to which you want
the inventory adjustment to post. The exact transaction depends on the type of adjustment. If the
quantity increases, SOS Inventory will post a debit to the inventory asset account of each item
and a credit to the adjustment account. If the quantity decreases, SOS posts a credit to the
inventory asset account of each item and a debit to the adjustment account.
You can specify a default adjustment account on the Settings Menu -> Inventory Settings page.
The default adjustment account is used for Bulk Edit adjustments and other situations in which no
adjustment account is specified. When entering an adjustment directly, you can specify the
adjustment account to override the default. The most common accounts used for inventory
adjustments are Breakage, Spoilage, and similar accounts to track the unexpected loss of goods.
When adding items to an account or opening a new account, you can use Opening Balance
Equity.
4.3.6 Adjusting By Units of Measure
You can also adjust your inventory by stating the unit of measure you wish to adjust by and it will
calculate the change in quantity by that unit of measure ratio defined for the item and also change
the cost basis accordingly.
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4.4 Multi-Location Inventory
The Plus and Pro plans of SOS Inventory support an unlimited number of inventory locations. A
location is typically defined as a place with its own physical mailing or shipping address. For
example, if you have multiple stores or multiple warehouses, those would each be a unique location.
For tracking items at different places within a specific location (e.g., bins within a warehouse), see
the Bin Tracking capabilities of SOS Inventory.
4.4.1 Locations
To add a location, go to Company Menu -> Miscellaneous -> Locations and click on the green (+).
You can also use the Location List page to edit the address or other attributes of a specific
location. Once your locations are set up, they will be available to select on each form that requires
a location. In addition, you will be able to use the Inventory Stock Status and Inventory Valuation
reports to view your quantity and cost basis at each location.
When setting up a location, you can specify the location as non-nettable. Items in a non-nettable
location are not counted as “available for sale.” You would typically use non-nettable locations to
represent QA items, items awaiting repair, and so on. Items in non-nettable locations DO count
toward your quantity on hand, because you do indeed have the items. They are simply not
available for sale.
4.5 Transfers
To transfer inventory from one location to another, go to Operations Menu -> Inventory -> Transfers.
Select the “From” location, the “To” location, and enter your items and quantities. You can transfer
any type of items here to include serial inventory, lot tracked inventory, and item groups. When
transferred the value of the item is calculated by the valuation method selected in your settings.
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In this version of SOS Inventory, you have new features that make transfers even more powerful.
You can specify transfers in defined units of measure for items as well as assign classes and
departments for reporting in QuickBooks Online and assign the transfers to a job for costing.
The most important change is the ability to assign shipping information that could be applied to the
transfer of goods from one location to another. Shipping information is the ship method, tracking
number, the shipping cost, and even to create a bill based on the shipping vendor listed in the ship
method.
4.6 Serial Inventory
Serialized inventory allows you to track individual units of an item, rather than quantities only. A
serial number is assigned to each unit, and the number stays with the unit as it goes through the
system. You can track when each individual unit was received, shipped, built, and so on. The Plus
and Pro plans of SOS Inventory support serialized inventory.
To turn on serial tracking for an item, create/edit the item, turn on the “Track Serial Numbers” setting,
and save the changes. Once that is complete, whenever you use that item the system will prompt
you for the serial number(s).
You MUST create the item first and set as serial tracked before you load quantities via an item
receipt or loaded one at a time in the Serial Inventory page under the Operations Menu -> Inventory
-> Serial Inventory. Serial items cannot be adjusted through the bulk edit or an adjustment
transaction. If you want to convert a current item to being serial tracked, you will need to zero out the
quantity and value of the item, ensure a purchase cost representing the correct value of each unit of
the serial item is set, and then turn serial tracking on. Now you must reload the stock levels back in
via an item receipt or using the serial inventory page.
As an example of serialized inventory, suppose you have an item called Widget with serial tracking
turned on. Now suppose that you create an item receipt to receive 4 units of that item into inventory.
When you add that item to the item list on the item receipt, the system will provide you the entry
spaces for you to enter the serial numbers. In addition to this, on the item receipt only you can
upload the serial numbers via a button that lets you select a spreadsheet listing the serial numbers.
Shipments, builds, process transactions, etc. all work similarly, except they ask for the serial
numbers upon save without the spreadsheet option.
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If you want to add historical records of serial items that are at a customer site, select the Customer
when entering a new serial item on the Serial Inventory Page. Either way, once you add a serial item
to either a location or a customer, it cannot be changed by editing the serial item, but only via
transactions like shipments or returns.
If you look at the options in the Inventory and Purchasing Settings, you will see many things that
make serial tracking more powerful. Under the inventory settings, you can Value Serials by Specific
Id, which means that each serial item brought into the system will keep the exact value it was
entered in at regardless of the valuation method. Under the purchasing settings, you can use
settings to automate the generation of serial numbers, add a prefix to the number, set the number
length, and either generate the numbers randomly, or keep them in sequence providing a starting
sequence number.
To view the history of a serial item, either look on the Serial Inventory page and use the Actions
Menu to select Transaction History or go to Operations Menu -> Reports -> Miscellaneous -> Serial
Item History page.
4.7 Lots
Lot tracking is used to track batches, or groups, of a specific item. Lots work very similarly to
serialized inventory, except a lot represents a group of items instead of an individual unit. A lot
number is assigned to each batch of items, and the number stays with the batch as it goes through
the system. You can track when each batch was received, shipped, built, and so on, as well as, set
an expiration date for the lot and if a customer reports something wrong with the lot, mark it for
recall. The Plus and Pro plans of SOS Inventory support lot tracking.
To turn on lot tracking for an item, create/edit the item, turn on the “Track Lot Numbers” setting, and
save the changes. Once that is complete, whenever you use that item the system will prompt you for
the lot number.
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You MUST create the item first and set as lot tracked before you load quantities via an item receipt
or loaded using an inventory adjustment. In some cases, you may need to create the empty lot first
so you can load the quantities. This is done under the Lots page under the Operations Menu ->
Inventory -> Lots. Lot items cannot be adjusted through the bulk edit. If you want to convert a current
item to being lot tracked, you will need to zero out the quantity and value of the item, ensure a
purchase cost representing the correct value of each unit of the lot item is set, and then turn lot
tracking on. Now you must reload the stock levels back in via an item receipt or an inventory
adjustment.
For example, suppose you have an item called Widget with lot tracking turned on. Now suppose that
you create an item receipt to receive 4 units of that item into inventory. The system will provide you
the blanks next to that that item on the item receipt so you can enter the lot numbers for each lot
item. Shipments, builds, process transactions, etc. all work similarly, except it will provide you the
blanks upon save. If you need to enter more than one lot of an item on the same form, create a
second line on the form to represent the second lot, and so on.
If you need to adjust your inventory of items tracked by lot, use the Operations Menu -> Inventory ->
Adjustments page. The system will prompt you for the lot number(s) as appropriate.
If you look at the options in the Purchasing Settings, you will see many things that make lot tracking
more powerful. Under the purchasing settings, you can use settings to automate the generation of lot
numbers, add a prefix to the number, set the number length, and either generate the numbers
randomly, or keep them in sequence providing a starting sequence number.
To view the history of a lot, go to Operations Menu -> Inventory ->Lots and use the actions menu to
select Transaction History or under Operations Menu -> Reports -> Miscellaneous _> Serial Item
History.
Note: Lots are location sensitive so ensure you keep track of how much of a lot is at each location.
You can have a lot spread across multiple locations as well.
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4.8 Barcoding
SOS Inventory supports barcoding of items (SKUs), serial numbers, lot numbers, or really anything
else that you want. The type of scanning is transactional. SOS does support warehouse scanning at
this type via network scanners. You would need a hand held scanner and a laptop or tablet to have a
mobile scanning capability. To scan data, simply put your cursor in the proper field, scan the
barcode, and it will show up in that field. Note: Barcodes are supported only in the Plus and Pro
plans of SOS Inventory.
4.8.1 Entering Barcode Data
In addition to an item name, each item in SOS can be configured with a specific barcode. This allows
the system to recognize the name of the item OR the barcode. To specify a barcode for an item, edit
the item and scan the barcode into the “Barcode” field, or you can key it manually as well. For other
scannable data, such as serial numbers and lot numbers, you simply enter the data as normal, and
scan it when ready. The system will recognize it and match the appropriate data.
Barcodes can be used on any transaction simply by adding a field to the appropriate form template.
For more information on how to change barcode settings, see the topic of Barcode Settings
mentioned previously in this user’s guide.
4.8.2 Barcode Labels
SOS Inventory provides the capability to print barcode labels for items. To print labels, you need to
create a new form template and save it as an item type template. Then from the inventory list, use
the actions menu to print the item and choose the label template you created. See the section on
Form Templates to find out how to build one. If you need additional assistance, email
support@sosinventory.com.
4.8.3 Scanning
You do not need a specific type of scanner to scan barcodes into SOS Inventory. You simply need a
scanner that works with your computer and web browser. These scanners can be either USB
connected or blue tooth and works with the barcode formats mentioned previously.
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When scanning barcodes, be sure that your scanner is configured properly. Many scanners are
configured to send a certain character after the scan. This could be “Enter,” “Tab,” or something
else. It works just the same as if you pressed that key manually. If the page is resetting each time
you scan something, be sure that the scanner is not configured to enter a Return or Enter character
each time it scans. The Tab character is sometimes useful to help you move to the next field
automatically.
4.9 Bins
Bins provide a way of managing the place for each item within a given location. For example, you
might have a warehouse organized into aisles, rows, bins, floor stacks, or various other things. In
SOS Inventory, all those things would be a bin. Bins are simply sub-locations within a main location.
Each location can have a different bin structure, and you can have some locations organized into
bins while others are not. A location that is to be bin tracked, must be set when the location is
created. Once bin tracking is turned on, it cannot be turned off for a location. If a location starts out
as non-bin tracked, then it cannot be turned on later.
To enable bin tracking for a location, add the location (Company Menu -> Miscellaneous ->
Locations) and turn on the Bin Tracking option. Once bin tracking is enabled for at least one location,
you will notice a “Bins” option on the Company Menu in the miscellaneous section.
If you want to convert a location to bin tracked or turn off bin tracking for a location, you must create
a new location with the appropriate options, then complete an inventory transfer to move the goods
from one location to the next. Then you just delete the old location or change the name to denote
that it Is old and should not be use.
To add bins, go to Company Menu -> Miscellaneous -> Bins and click on Add New providing a bin
number, description, and the location it will reside at. Note that bins are unique to a location. You
can have bin X1 at location A and bin X1 at location B. Although they have the same name, those
would be considered different bins because they are different locations. To avoid possible confusion,
it is best to come up with a naming convention such as a prefix on the bin to denote it’s location.
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When a location has bin tracking enabled, you should receive, ship, and otherwise use items from
that location as normal. For example, when receiving items into a bin tracked location, add the item
to the item receipt as you normally would and it will show a bin for every item you add. If you have
defined a default bin for each item, that bin will display automatically when the block is shown. For
other types of transactions, the system will prompt you to select the proper bin(s) upon saving the
transaction.
To see all the items in a given bin, go to the Bins page, then use the actions menu to select
Contents.
You can use an Inventory Transfer to move contents to or from a bin tracked location. To transfer
items from one bin to another within the same location, record an inventory transfer from the location
to the same location. The system will prompt you for the bins. Enter them as normal, and the transfer
will be complete.
4.10 Units of Measure
SOS Inventory supports multiple units of measure for each item. For example, you might purchase
an item in a pack or case and then sell it as an individual unit. To turn on the Units of Measure
feature, go to the Inventory Settings page (Settings Menu -> Inventory Settings) and turn on the
Units of Measure option.
Once the Units of Measure option is enabled, you can go to Company Menu -> Miscellaneous ->
Units of Measure to define all the units of measure available in the system. You must define the
available units of measure before assigning them to each individual item.
When the Units of Measure option is enabled, each item on the Items List will have Edit Units of
Measure in the Actions Menu. Use this action to define the units of measure for a specific item. You
will need to specify the base unit of measure (the default unit that it will be stored in), also any other
acceptable units of measure and the conversion ratio (relative to the base unit) along with the
alternate monetary values for the sales price and purchase cost. For example, suppose you buy light
bulbs in cases of 24 and then sell them as individual units. You could set the base unit to “each” and
then enter “case” as another unit with a conversion ratio of 24, since there are 24 of the base unit in
each case, and also the purchase cost of the case.
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Once your units of measure are configured, you can use them on forms. There will be a dropdown
list on each line item so that you can choose the unit of measure for that line item. The units of
measure feature is available on all purchasing and sales transactions. It is not available within the
manufacturing functions.
You can also accomplish the same effect as units of measure by creating a separate item to
represent a case, for example. This would allow you to know exactly how many cases are in stock
relative to individual units. You could set up each case as an assembly or kit, as appropriate and
then build cases or break them down as needed.
4.11 Kits
A kit is a collection of inventory items that are bundled together at the time of purchase or sale. The
individual items that make up a kit are still separate items and could be sold individually if needed. In
contrast, an assembly is an item that is manufactured (built) from component items. When you
record a build transaction into the system, the inventory of the assembly item increases and the
inventory of the component items decreases, as they are used to build the assembly. A common
example of a kit is a “sampler” pack, where you bundle individual products together when you ship
them, although they still remain individual items.
To create a kit, add or edit the item that will represent your kit. For the item type, select Kit (Item
Group). That will create a kit item.
To add components to the kit, be sure that you’ve created the kit item. Then, go to the Item List and
find that item. In the Actions Menu for the kit item, select Edit Bill of Materials. This will take you to a
page where you can enter the components. Be sure to include a quantity for each component.
Once that’s complete, you can use the kit as a regular item and the system will recognize the
components. Kits act differently on different transactions. On purchase orders, the kit has a button to
allow the user to Expand the kit to list the components instead. On the item receipt, you have the
same option, but when you save the item receipt, all unexpanded kits will be expanded to affect the
inventory appropriately. On sales forms such as the sales order, invoice, estimate, and sales receipt
you have the Expand button and the choice of expanding or saving as a kit item just like the
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purchase order. On pick tickets or shipments, they will expand upon saving since the warehouse
needs to know what they are pulling from the shelfs that make up the kits.
4.12 Cost of Goods Sold (COGS)
SOS posts to the cost of goods sold account of an item when that item is shipped (included on a
shipment). Invoices and sales receipts do not generate COGS entries in SOS. Customers can also
turn off this posting from the QuickBooks Settings page under the Settings Menu if needed in certain
circumstances, but this is not recommended.
4.13 Inventory Value
SOS values inventory at the price at which it was purchased. So if you buy $3,000 worth of raw
materials, you have $3,000 worth of material in inventory. When you buy inventory at different prices
over time and then sell that inventory, it is not always obvious how to value that inventory. For
example, if you buy 10 units today at $10 each and 5 units at $5 each, you have $75 worth of
inventory. Now let’s say that you sell one unit. Did you sell a $5 unit or a $10 unit? SOS Inventory
allows you to value your inventory using either FIFO (first-in-first-out) or weighted average. If you are
unsure which method to use, please contact a qualified accountant.
4.14 Negative Inventory
By default, SOS allows negative inventory. If you do not want the system to allow negative inventory,
go to the Inventory Settings page (Settings Menu  Inventory Settings) and make sure that the
option “Don’t Ask About Negative Inventory” is turned off.
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4.15 Reports
In addition to other reports described elsewhere in this guide, SOS Inventory provides the following
inventory reports under Operations Menu  Reports  Inventory section which can be used to
gather a large amount of information on your items.

Inventory Stock Status*

Inventory Valuation*

Item Analysis

Item Movement.
* These reports contain a large amount of data and can take a while to calculate.
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5 Purchasing
SOS Inventory provides robust purchasing and receiving functionality. Normally you would do all of
your purchasing and receiving in SOS Inventory and allow any relevant data to synchronize to
QuickBooks Online as appropriate. We’ll be looking at this section in order of the Operations Menu.
5.1 Vendors
Vendors in SOS Inventory will synchronize with vendors from QuickBooks Online. Changes made to
your Vendor List in one will synchronize to the other. To add/edit/delete vendors in SOS Inventory,
go to Purchasing -> Vendors on the Operations Menu or at Add a New Transaction menu (+) on the
Task Bar under Purchasing -> Vendor. You can also create vendors on the fly as you are entering
purchase orders and item receipts. A vendor definition will include their display name, contact
information and address, default terms, default tax rate, currency (if multi-currency turned on),
account number, and notes. There is even an option, Show On Forms, to allow you to not show
them in the vendor drop-down. From the vendors action menu you can View Vendor History.
5.1.1 Vendor-Item Catalog
The Plus and Pro plans of SOS Inventory allow you to track multiple vendors per item. For each
vendor-item combination, you can track a cost and a specific vendor part number. To
view/edit/manage your vendor-item catalog, go to Company Menu -> Miscellaneous -> VendorItem Catalog. Once defined, when you create a purchase order and list a particular vendor that
has entries in the catalog and you add one of those items to the item list on the purchase order it
will fill in the vendor part number and that vendor’s cost for that item.
5.1.2 Vendor Messages
You can send vendor messages on purchase orders to describe exact details of a purchase,
make shipping arrangements, or really to include any additional information that you wish.
Previous vendor messages are stored for later use. To manage your list of saved vendor
messages, go to the Company Menu -> Miscellaneous -> Vendor Messages.
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5.2 Purchase Orders
A purchase order (PO) is a form/document used to request a vendor to provide a good or service to
you in exchange for payment. The purchase order will typically define terms of payment, delivery,
and so on. Purchase orders in SOS Inventory will synchronize with purchase orders in QuickBooks
Online if the “Synchronize POs” setting is enabled on the Purchasing Settings page. This option is
enabled by default. A purchase order is a non-posting transaction, meaning that it does not affect
your financial reports directly. A purchase order closes automatically when all items have been
received, or you can close it manually at any time.
5.2.1 Creating a PO
To create a PO in SOS Inventory, go to the Operations Menu -> Purchasing -> Purchase Orders
and click the Add New button at the top of the PO List. Also, you can use the Add a New
Transaction menu (+) on the Task Bar under Purchasing -> Purchase Order. You can generate a
purchase order directly from a sales order, invoice, etc. as well from their actions menu.
When adding or editing a PO, the following form fields are available:

Date/Time: Transaction date and timestamp (PO date).

Vendor: Vendor from whom you are purchasing the items on the PO. Once you select a
vendor it fills in the address blocks, notes, and default terms.

Vendor Notes: This is the internal notes from the vendor definition.

PO Number: Reference number used to identify the PO. This field is searchable. The
system will attempt to number the PO automatically depending on your settings on the
Purchasing Settings page.

Drop-Ship: Check this box if these items will be shipped directly from the vendor to the
customer.

Vendor Address: The vendors billing address for placing an order for goods.

Shipping Address: Address to which the goods will be shipped. To set a default for this
location, go to the Purchasing Settings page. If drop ship is checked, this becomes the
customer to whom the items will be drop-shipped.

Currency: Currency for this transaction. This field is only visible if the multi-currency feature
is enabled.
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
Exchange Rate: The exchange rate for this transaction. The system will automatically
provide the most recent exchange rate for the chosen currency, or you can override it
manually. This field is only visible if the multi-currency feature is enabled.

Line Items:
o
The first column is multi-functional. The Right Arrow top left corner
allows you to insert a blank line. The 3 bars allow you to Click, Hold,
and Drag the lines to reorder them. The Down Arrow bottom right
corner allows you to copy that line and insert it below the line you are currently on.
) – Click the trash can to remove a line from the PO.
o
Remove (
o
Item – Enter/select the item to be purchased. You can enter new items here.
o
Description – Purchase description for the item.
o
Part # - Vendor part number for the item. This is often useful if your vendor requires
you to enter their unique part number and it is different than your own internal part
number.
o
Quantity – How many of this item you are purchasing.
o
UOM – If Units of Measure are turned on in Plus plan and above.
o
WGT – This is the weight as defined in the item.
o
VOL – This is the volume as defined in the item.
o
Unit Price – Price of each item.
o
Amount – Extended (line) total.
o
Received – Number of units of this item received. In normal use, you would not edit
this field manually. The system should keep it up-to-date. However, you can override
it if necessary. You should NOT edit this field when receiving items. Use an item
receipt for that.
o
Class – QuickBooks Online class for this line item. This field is enabled only if class
tracking is enabled in QuickBooks Online.
o
Customer – This field allows you to select a customer that this item is being
purchased for. You can have multiple customers listed on the PO. Ignored by drop
ship.
o
Job – Job to which this line item belongs. This box is only available if Job Tracking is
enabled in SOS Inventory on the Inventory Settings page.

Add Lines – Click this link to add additional lines to the PO. On the Company Settings page,
you can specify the number of lines added by default.

Clear Lines – Click this button to clear the items form completely.
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
Terms: Payment terms.

Expected Date: Date you expect the items to arrive.

Expected Ship: Date you expect the items to ship.

Ship Method: Shipping carrier.

Tracking #: Carrier tracking number.

Deposit: Deposit paid to vendor as a fixed expense or percentage of the PO. Does not sync
to QuickBooks Online.

Department: Department for this transaction.

Blanket PO: Check this box to make this a blanket PO (open-ended). The quantity column is
ignored on a blanket PO.

Contract Manufacturing: Check this box if this PO is requesting that a 3rd-party
manufacturer build some assemblies for you. This allows the system to treat the PO
optimally for that situation.

Update Default Costs: If checked then the costs listed will be used to update the items
costs.

Vendor Message: This message will be displayed on the purchase order. This field can be
expanded to become as large as you need it.

Comment: Internal comment about this PO. The comment is not displayed on the purchase
order when printed or emailed.
There could also be other custom fields on the forms depending on what was defined.
Once a PO has been created, you can use the Actions Menu to select an action. Edit is the
default action. Other actions for the Purchase Order are:

Edit: Opens the PO in edit mode so that you can make changes.

Quick View: A view of the PO to see quickly if it has been received against.

PDF: Creates a PDF version of the PO based on a selected form template.

Email: Sends an email to the names specified in the box based on the selected form
template. Separate multiple addresses with a comma. Do not include any extraneous
characters such as brackets. You may also be selective of attachments to be included.

Receive: Generate an item receipt for all open items on this PO.

Create Invoice: Allows you to create an invoice for drop ship orders.

Use as Template: Generates a PO identical to the current one with a new date and
reference number.

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Archive/Unarchive: You can archive POs that don’t need to be shown in the PO list.
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
Open/Close: Manually opens or closes the PO. You can use this action to override the
current status of the PO.

Mark as Confirmed/Mark as Unconfirmed: Allows you to set a status for confirmation of
order with vendor.

Delete: Deletes the current PO.

Show History: List of all the times this PO has been acted upon.

Add to Sync: Use this action to add the PO to the sync queue.
5.2.2 Approvals
SOS Inventory has the ability to require approval for all purchase orders before they can be sent
to vendors on the Plus or Pro plans. To turn on this capability, go to Settings Menu -> Purchasing
Settings. You will see the option on that page to “Require Approval for POs”.
When approvals are enabled, any purchase orders that are entered will be shown highlighted in
pink on the PO List until they are approved. Only administrators or users with the appropriate
permissions can approve POs. To approve a PO, View the PO and scroll to the bottom of the
page and click the “Approve” button.
5.2.3 Shipping Methods
To add/edit/delete shipping methods that are available on purchase orders, go to Company Menu
-> Miscellaneous -> Shipping Methods. The shipping methods are the same as those available for
your sales transactions.
5.2.4 Blanket POs
Blanket POs are open-ended POs, meaning that they specify an agreement to purchase a certain
item at a certain price, without a specific quantity. To create a blanket PO, enter the PO as normal
and check the “Blanket PO” option on the PO entry form.
5.2.5 Payment Terms
To add/edit/delete payment terms that are available on purchase orders, go to Company Menu ->
Miscellaneous -> Terms. The payment terms are the same as your sales terms, and they will also
synchronize with QuickBooks Online.
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5.2.6 Drop Shipping
SOS Inventory supports drop-shipping items directly from a vendor to a customer. To issue a
drop-ship PO, simply check the Drop-Shipping checkbox on the PO and then select the intended
customer. Drop-ship POs are not included in the “On PO” calculation, as they are not incoming
inventory. When you receive confirmation from the vendor that the items have shipped, update
the PO with tracking information (if so desired) and then close the PO. As long as you have set up
your items correctly (where the expense account in QuickBooks Online is the COGS account),
then you could do a copy to bill in QuickBooks Online as that bill will affect A/P and COGS directly
In Purchasing Settings, there is an option called "Automate Drop Ship Purchase Orders". This
option closes a Drop Ship PO automatically and sends a journal entries (JE) to QuickBooks
Online to post against Accounts Payable (A/P) and COGS.
Typically, when someone uses this option, they go through the following steps:
1. Create an invoice for the customer. This affects the Income and Accounts Receivable
(A/R) in QuickBooks Online.
2. Ensure the “Automate Drop Ship Purchase Orders" option in Purchasing Settings is
turned on.
3. Create the Drop Ship PO from the invoice. This generates A/P to vendor and COGS JE
in QuickBooks Online. PO also closes automatically.
4. Send invoice to customer as needed (either immediately or when product ships).
Some do not like this method as the JE that affects A/P and COGS does not have a due date on
it like a bill would.
Another method of completing a drop ship PO is as follows:
1. Disable "Automate Drop Ship Purchase Orders".
2. Create a Sales Order. Mark it as Drop Ship.
3. Create the PO from the sales order. As the Sales Order is marked as Drop Ship, the PO
will automatically be marked as Drop Ship. The PO will sync to QuickBooks Online. This
PO will be open.
4. Once you have received confirmation that the item has shipped, you must:
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a. Receive the PO,
b. create the shipment from the sales order, and,
c. create the invoice from the sales order.
The receiving will create the bill in QuickBooks Online (affects A/P and Asset accounts). The
shipment will create a JE in QuickBooks Online (affects Asset and COGS accounts). The invoice
will sync to QuickBooks Online (affects A/R and Income accounts).
5.3 Item Receipts
Items are received into inventory by creating an Item Receipt. To create an item receipt, you can
access the Operations Menu -> Purchasing -> Item Receipts page. Also, you can use the Add a
New Transaction menu (+) on the Task Bar under Purchasing -> Item Receipt. Or, if you have a PO
that you wish to receive, go to the Purchase Order list and click on the actions menu then select
Receive.
When adding/editing an item receipt, the form fields available are very similar to those on a. The key
difference is that an item receipt actually puts items into inventory.
Some new fields are:

Receipt #: Reference number for this item receipt. You can set autonumbering in the
purchasing settings for this.

Location: Location at which the items will be received.

Auto Serial/Lot Numbers: Check this box to generate serial/lot numbers automatically when
receiving serial/lot items set according to your settings.

Payment: Method you used to pay for the items. You can set the default payment in the
purchasing settings. Note: If you choose 'None,' no transaction will be sent to QuickBooks.

Add PO: Item receipts can be used to receive goods from the same vendor from multiple
POs. If there are other open POs with this vendor it will show them in this list. Selecting a PO
will add the unreceived items from that PO. This can only be done when creating the PO the
first time. After that you will need to start another item receipt to receive the goods in.

Overhead: You can enter a percentage here to apply a fixed percentage of overhead to
each item. This is sometimes useful in GAAP compliance.
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There are 2 possible list areas on the item receipt. The first one is common to all plans and that is
the item list area. The second one is for other costs and is available only on the Pro Plan.

Line Items:
o
The first column is multi-functional. The Right Arrow top left corner
allows you to insert a blank line. The 3 bars allow you to Click, Hold,
and Drag the lines to reorder them. The Down Arrow bottom right
corner allows you to copy that line and insert it below the line you are currently on.
) – Click the trash can to remove a line from the item receipt.
o
Remove (
o
Item – Enter/select the item to be received. You can enter new items here. If the
location you are receiving in from is bin tracked, then a bin list will be added below
the name. It will display the default bin in the items definition if one was entered.
Upon saving the receipt, the bin is added to the description block.
o
Description – This block also becomes multifunctional. It contains:

Purchase description for the item. If no purchase description exists in the
items definition it will use the sales description.

Lot entry blank. To allow you to enter a lot ID for a lot tracked item. This
number can be auto-generated based on your purchasing settings.

Expiration. This is a date field to allow you to set an expiration date for the lot
entered in a lot tracked item.

S/N blank. This is a blank to allow entry of serial numbers for serial tracked
items. You will get the number of blanks to correspond to the quantity
entered on that line. These can be auto-generated based on your purchasing
settings. If you have a lot of serial numbers to enter, you can use the
“Upload” button to select a .CSV file that just lists all the serial numbers
needed for that one item on the list.
o
Part # - Vendor part number for the item.
o
Quantity – How many of this item you are receiving. You can lower the number if you
were only sent partial quantities (partial receiving). At the bottom of this column is the
total number of items received.
o
UOM – If Units of Measure are turned on in Plus plan and above you will see the list
of possible measures. If coming from a PO, that UOM will be selected by default.
o
WGT – This is the weight as defined in the item. At the bottom of this column is the
total weight for the received goods.
o
VOL – This is the volume as defined in the item. At the bottom of this column is the
total volume of the received goods.
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o
Unit Price – Price of each item.
o
Amount – Extended (line) total. The total amount is displayed at the bottom of that
column.
o
Applied To – This field will list the PO reference number and the line on the PO that
will be updated for the quantity received. If there is only 1 item on the PO then it
defaults to a 0. If more than one item is on the listed PO, then it will be the line
number of that item on that PO.
o
Class – QuickBooks Online class for this line item. This field is enabled only if class
tracking is enabled in QuickBooks Online.
o
Customer – This field allows you to select a customer that this item is being received
for. You can have multiple customers listed on the item receipt.
o
Job – Job to which this line item belongs. This box is only available if Job Tracking is
enabled in SOS Inventory on the Inventory Settings page.

o
Add Lines – Click this link to add additional lines to the item receipt.
o
Clear Lines – Click this button to clear the items form completely.
Other Costs: Enter here any additional costs that apply to the items received. These costs
will be totaled and distributed across all received items for the calculation of cost-of-goodssold. This is helpful in determining your "landed" cost for the items received.
o
Amount – Cost of item such as freight.
o
Vendor – Vendor to be paid if different from the vendor your receiving goods from.
o
Class – Class the item is assigned to for reporting in QuickBooks Online.
o
Bill – Check this box if you desire a separate bill to go to the vendor listed in this line.
5.3.1 Partial Receiving
All the items on a purchase order do not have to be received at the same time. If you receive only
some of the items on a PO, create an item receipt for only those items. SOS Inventory is smart
enough to keep track of the number of items received relative to the number ordered by updating
the received column on the PO automatically. Once a PO is fully received it will automatically
close out. When generating a second item receipt for a PO you will need to modify the reference
number to show that it is a follow-on receipt by adding a suffix for example of a “-2”.
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5.3.2 Landed Costs
The landed cost of an item is the complete amount that it costs you to get the item into inventory.
The landed cost feature of SOS Inventory allows you to include costs other than the raw cost of
the item. For example, you might wish to include shipping charges, customs charges, duties, and
so on. The landed cost feature of SOS Inventory is only available on the Pro Plan.
To enter landed costs, there are two options. The simplest is to specify an overhead percentage
to apply to the items on the receipt. This allows you to reconcile the estimated overhead costs
with your actual overhead costs at a later time. This approach is often useful in GAAP
compliance.
The other, more common, option is to specify the exact costs in the “Other Costs” section on the
Item Receipt. These are expense type items pointing to the Inventory Asset account as their
expense account. Any costs entered into the Other Costs section will be distributed across the
line items on the item receipt. The Other Costs are allocated proportionally according to the cost
of each line item on the receipt. For true landed costs to work correctly, the inventory asset
account must match the inventory asset account of the items listed in the items section of the
receipt. It could get complicated if more than one asset account is used to define your items.
5.3.3 Generating Bills
SOS Inventory helps you to avoid duplicate data entry. When you enter an item receipt, you have
an option for how you want that item to appear in QuickBooks Online. In the “Payment” option on
the item receipt, you have options to create a bill, credit card charge, check, or cash purchase in
QuickBooks Online. You also have the option to create no transaction in QuickBooks Online, if
you prefer to do everything manually. Bill is the default option.
You can generate bills in QuickBooks Online if you selected None for payment, but be careful
doing this. QuickBooks Online uses the expense account when generating bills and for inventory
items that is the COGS account. If you desire to generate bills in QuickBooks Online, ensure that
the items listed on the bill have an expense account pointing to the inventory asset account for
that item.
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5.3.4 Variances
A variance in SOS Inventory is the difference between the actual cost of an item and the
expected (standard) cost of an item. For example, let’s say that your standard purchase cost for a
Widget is $100. Now, let’s say that this week you found them on sale and bought 5 widgets at $95
each. Your variance is $95 - $100, which equals -$5 per unit, or -$25 total. That means that you
paid $25 less for those 5 widgets than would normally be expected. A positive variance would
indicate that you paid more than expected. You can find variances in SOS Inventory on the
Purchase Variances report and on the items Transaction History.
5.4 Returns to Vendors
When returning items to a vendor, enter a Return To Vendor (RTV) transaction. You would use this
transaction for goods that were sent erroneously or damaged in delivery and entered into SOS on an
item receipt. These transactions are found on the Operations Menu -> Purchasing -> Returns to
Vendors. Note: RTVs are only available with the Plus and Pro plans.
5.5 Reordering
SOS Inventory provides multiple options for reordering products. The most common approach is to
use the Reorder Report to determine exactly what you need at any given point. Then you can enter
POs directly or have the system generate them. You can also set up email alerts to notify you when
you are getting low on items. You can find more on alerts later in this guide.
5.5.1 Reorder Points
A reorder point is the level at which the system thinks you are “low” on an item. You can set the
reorder point when you add or edit an item. The reorder point is used for reorder reports as well
as email alerts. An item will appear on the reorder report if it is at or lower than the reorder point
based on many factors used to calculate current stock level.
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5.5.2 Automatic Reorder Points
The Pro plan of SOS Inventory supports the ability to calculate reorder points automatically based
on up to the last 6 months of historical data. It considers historical lead times for purchases as
well as historical sales volumes. To turn on the “Calculate Reorder Points” option, go to the
Inventory Settings page.
5.5.3 Max Stock Level
SOS Inventory allows you to set a maximum stock level for each item. A helpful way to
understand this setting is to think of it as your restock level. This is the number of items that you
want to have when you get done restocking. You can find this setting on the item’s edit page.
5.5.4 Reorder Report & PO generation
To view your reorder report, go to Operations Menu -> Reports -> Purchasing -> Reorder Report.
This report shows all items for which the Available for Sale quantity is below the reorder point. It
also calculates the quantity needed to bring the item to its max stock level. The reorder report
also contains a button that will generate all POs necessary for the items on the reorder report.
Note that it will only generate POs for items that have a default vendor.
With this version of the software, it also takes into account work orders for the calculation of
available stock. This setting can be found in the purchasing settings.
If there are items that you don’t want to be placed on the reorder report, just set the reorder point
to a negative number and use the inventory setting to not let items go into negative stock levels.
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6 Sales
SOS Inventory can support almost any sales process. SOS is extremely flexible in that regard. If you
want to enter sales transactions primarily in SOS and sync them to QuickBooks Online, that will
work. If you want to enter them first in QuickBooks Online and sync them to SOS, that will work too.
If you want to use SOS only and not use QuickBooks Online at all, that will also work. Also, you can
use any combination of estimates, sales orders, invoices, sales receipts, and so on. There are a few
guidelines that you must follow, as outlined in the following sections, but for the most part you are
limited only by your imagination.
6.1 Customer Management
Customers in SOS Inventory will synchronize with customers from QuickBooks Online. Changes
made to your Customer List in one will synchronize to the other. To add/edit/delete customers in
SOS Inventory, go to Operations Menu -> Sales -> Customers. You can also create customers on
the fly as you are entering sales orders, invoices, or other sales transactions.
When defining a customer, you can provide the company name, address, and contact information,
as well as quite a few details such as price group they could be assigned to, default terms, tax rate,
currency (if multicurrency enabled), and payment method to appear on sales forms they are listed
on. A sales rep can also be assigned to their account. There are other business specific fields that
do not sync with QuickBooks Online such as the resale number, contractor number, and business
license. Finally, there is a Notes field that can be filled in for internal information on the customer.
You will see it on the edit page for a sales order or invoice, but it will not show on forms sent to the
customer.
When completing your customer profiles, if you find that the Name and Contact are the same for that
customer, leave the Contact field blank. This will avoid the name from printing twice on your forms
such as your Sales Order and Invoices. If the Name and Contact are different then complete each
field accordingly.
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With this version of SOS, you can now create sub-customers under a parent customer to allow for
multiple shipping addresses. You can also enable the “Bill with Parent” option to allow the billing to
be shown for the parent company and the ship to address of the sub-customer.
From the customer list in SOS, you can use the actions menu to View Customer History to see all
products ever sold to this customer and on what orders. You can also do the following items:
Delete a customer profile, create a PDF of the customer record, etc.
6.2 Relieving Inventory
In SOS Inventory, sales do not automatically relieve inventory. Or to put it another way, sales and
shipping are separate processes. This is one of the most popular features of SOS Inventory, yet it is
also probably the #1 most misunderstood feature as well. This is different than the way QuickBooks
does it, so why does SOS do it differently?
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While having a sales transaction relieve inventory automatically is easy and convenient, it is overly
simplistic and not realistic for many businesses. For example, many companies ship products to
customers every few days and then invoice them at the end of the month. In that model, removing
inventory only when invoicing would mean that their inventory would be correct only once per month
(when the invoice went out). Every other time that a shipment went out, it would be wrong. Also, a
furniture store might sell a couch and generate a sales receipt to a customer. However, they might
not deliver the couch for 2 weeks or more. It is problematic to remove it from inventory at the time it
is sold, as it is in fact still in inventory (even though not available for sale).
The answer to the problem above is to separate sales and shipping, which is what SOS Inventory
does. You have a sales transaction (sales receipt, invoice, etc.) to process the sale and a shipment
to relieve inventory. SOS automates the process of creating shipments from sales transactions, so it
usually only takes 1-2 extra clicks, which is well worth the additional flexibility that it provides.
6.3 Using Sales Forms
All sales forms (sales orders, invoices, estimates, etc.) have both an Add/Edit mode and many
additional actions that can be taken on the transaction. The Add/Edit mode is used to enter data on
the form and to save changes. For example, to add a new sales order, you can go on the Task Bar
under Add Menu -> Sales -> Sales Order. You may also add new sales orders from the sales orders
list page under Operations Menu -> Sales -> Sales Orders and click on “Add New” in the upper right
corner of the list. Or to edit an existing sales order, open the Sales Order (SO) list and find the sales
order you need. Then click Edit in the action menu to open the sales order in Edit mode. All sales
forms work similarly.
6.4 Available for Sale
The “Available for Sale” quantity on the Item List and other places in the system represents the
number of units that can be sold and shipped immediately to customers. To be specific, SOS
Inventory uses the following formula to calculate the quantity available for sale:
Available for Sale = Quantity On Hand – Quantity On Sales Order – Quantity Non-Nettable
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So, the system takes whatever stock is on hand, subtracts the quantity on open orders, and
subtracts the quantity in non-nettable locations. That is the quantity available for sale. Note that the
“On PO” number and the “On RMA” number are not included in the available for sale calculation.
Note also that if the item is a component of an assembly, its available for sale number might be
affected by the available for sale status of the assembly item, as changes in the available for sale
quantity of an assembly item can generate demand for its components.
In Sales Orders or Invoices, you can see the Available for Sale quantity if you float the mouse over
the Quantity cell for an item listed on the form.
6.5 Estimates
An estimate is a quotation to a customer, or an offer to provide products or services at a specified
price. The terms of an estimate (binding, non-binding, etc.) are set by your company policies.
Estimates in SOS Inventory are very similar to estimates in QuickBooks Online. You can enter an
estimate in SOS and it will synchronize to QuickBooks Online, and vice-versa. You can also send
the estimate to a customer (print, email, etc.) from either place. If you convert an estimate into a
sales order in SOS, the estimate will be marked as “Accepted.”
6.6 Sales Orders
A sales order is an order from a customer to buy products or services at a specified price. Sales
orders are non-posting transactions, meaning that they do not impact your financials until they are
converted into shipments and/or invoices. Also, note that sales orders do not synchronize with
QuickBooks Online, because QuickBooks Online does not have a sales order transaction.
QuickBooks Online has estimates, invoices, and sales receipts, but not sales orders. Thus, there is
no process for synchronizing sales orders with QuickBooks Online, because they don’t exist in
QuickBooks Online.
When adding or editing a SO, the following form fields are available:

Date/Time: Transaction date and timestamp (PO date).
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
Customer: Customer from whom you are selling the items on the SO. Once you select a
customer it fills in the address blocks, notes, and default terms.

Cust Notes: This is the internal notes from the vendor definition.

Order Number: Reference number used to identify the SO. This field is searchable. The
system will attempt to number the SO automatically depending on your settings on the Sales
Settings page.

Billing Address: The customers billing address for placing an order for goods.

Shipping Address: Address to which the goods will be shipped.

Currency: Currency for this transaction. This field is only visible if the multi-currency feature
is enabled.

Exchange Rate: The exchange rate for this transaction. The system will automatically
provide the most recent exchange rate for the chosen currency, or you can override it
manually. This field is only visible if the multi-currency feature is enabled.

Price Tier: This drop-down list allows you to select a price tier that you will apply to the items
that have been added to the item list. Go to the section on price tiers for more information.

Line Items:
o
The first column is multi-functional. The Right Arrow top left corner
allows you to insert a blank line. The 3 bars allow you to Click, Hold,
and Drag the lines to reorder them. The Down Arrow bottom right
corner allows you to copy that line and insert it below the line you are currently on.
) – Click the trash can to remove a line from the PO.
o
Remove (
o
Item – Enter/select the item to be purchased. You can enter new items here.
o
Description – Purchase description for the item.
o
Quantity – How many of this item you are purchasing.
o
UOM – If Units of Measure are turned on in Plus plan and above.
o
WGT – This is the weight as defined in the item.
o
VOL – This is the volume as defined in the item.
o
Unit Price – Price of each item.
o
Amount – Extended (line) total.
o
Picked – Number of units of this item picked. In normal use, you would not edit this
field manually. The system should keep it up-to-date. However, you can override it if
necessary. You should NOT edit this field when picking items. Use a pick ticket for
that.
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o
Shipped – Number of units of this item shipped. In normal use, you would not edit
this field manually. The system should keep it up-to-date. However, you can override
it if necessary. You should NOT edit this field when shipping items. Use a shipment
for that.
o
Invoiced – Number of units of this item invoiced. In normal use, you would not edit
this field manually. The system should keep it up-to-date. However, you can override
it if necessary. You should NOT edit this field when invoicing items. Use an invice for
that.
o
Due Date – Set the date that the item is due to be shipped out to the customer or
desired by. This will be used for back ordering.
o
Class – QuickBooks Online class for this line item. This field is enabled only if class
tracking is enabled in QuickBooks Online.
o
Tax – Check this box if you want tax applied to the item .
o
Job – Job to which this line item belongs. This box is only available if Job Tracking is
enabled in SOS Inventory on the Inventory Settings page.

Add Lines – Click this link to add additional lines to the PO. On the Company Settings page,
you can specify the number of lines added by default.

Clear Lines – Click this button to clear the items form completely.

Discount: Allows you to apply a discount to the order as a flat rate or percentage of the subtotal. You can also mark it to be taxable or not.

Tax: Tax rate to be applied to the sale.

Terms: Payment terms.

Sales Rep: Sales rep assigned to this sales transaction.

Channel: Sales channel this sale was initiated from (such as Web Order).

Drop Ship: Mark this block if the sales order is to be dropped shipped. Available for sale is
not affected.

Customer PO: The customer PO number. Syncs to QuickBooks Online if CustomerPO is
field name.

Deposit: Deposit paid by customer as a fixed expense or percentage of the SO. Does not
sync to QuickBooks Online.

Department: Department for this transaction.

Customer Message: This message will be displayed on the sales order. This field can be
expanded to become as large as you need it.
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
Comment: Internal comment about this SO. The comment is not displayed on the sales
order when printed or emailed.
There could also be other custom fields on the forms depending on what was defined.
The Action menu for a sales form lets you view, print, email, and otherwise manipulate the sales
form. All sales forms share the following actions, which can be accessed by clicking the appropriate
menu option:

Edit – Opens the form in Edit mode.

Quick View / PDF – Allows you to create a PDF version of the form that you can view, print,
or save.

Email – Emails the form as a PDF attachment to the recipient(s) specified in the To box.
Separate multiple recipients with a comma.

Create Purchase Order – Creates a purchase order to your vendors to replenish your
inventory items such as a good or service

Create Job –Creates a job to organize groups of transactions

Create a Work Order – Creates a work order to provide detailed instructions about how to
make each item.

Create Pick Ticket – Creates a pick ticket that will provide instructions to pull certain items,
serial numbers, quantities, lot numbers, etc.

Create Shipment – Creates a shipment and removes those items from the inventory

View Profit/Loss – Allow you to view the profit/ loss for each item purchased and sold

Create Invoice – Creates a bill to your customer to be paid by a certain date

Use as Template – Generates a cloned version of the form that can then be edited and
saved.

Create RMA – Creates a Return Merchandise Authorization that authorizes a customer to
return a product.

Create Return - Creates a record that you received an item back from a customer on a
certain date.

Archive / Unarchive – Allows you to set if an item is to appear on forms or not.

Open or Close – Manually closes or opens the form.

Delete – Deletes the transaction.

Show History – Shows a history of each time the form was modified.
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In addition, each form will have a unique set of actions that accomplish specific tasks related to that
form. For example, most forms will have one or more actions that allow you to turn that form into
another form. An estimate can be converted to a sales order. A sales order can be used to generate
a PO or an invoice. All forms can be used to create shipments. And so on. The idea is that there
should never be any duplicate data entry. If you feel like you are entering data twice, check to see if
you can generate that form from the previous one in your workflow.
6.6.1 Due Dates
The due date for each line item on a sales order is the date that the item has been promised to
the customer. The due date is important because reports such as the Ready to Ship report can
be sorted by due date, to let the warehouse know which orders should be fulfilled first.
6.6.2 Items on Sales Order
On the Item List, click on the number in the “On SO” column for a given item to see a list of all
open sales orders that contain the item. If an item is a component of an item that is on sales
order, it will show in the list as well, as demand has been generated for that component.
6.6.3 Backorders
Backorder tracking in SOS Inventory is accomplished by using Sales Orders. Each line item on a
sales order tracks the quantity ordered as well as the quantity shipped. By definition, any items
ordered but not shipped constitute a backorder.
To track backorders, use the Operations Menu  Reports  Fulfillment  Backorder Report.
You can also see this information on another report as well under Reports Sales  Open
Sales Order Detail. Also, if you receive goods from a supplier and need to see which orders can
now be filled, go to Operations Menu  Reports  Fulfillment  Ready to Pick/Ship, and you
can see all the orders that you now have enough stock on hand to ship. These report are also
described in the Reports section later in this guide.
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6.7 Invoices
An invoice is a bill to a customer requesting that they pay you a certain amount of money by a
certain date. Invoices in SOS Inventory are very similar to invoices in QuickBooks Online. You can
enter an invoice in SOS and it will synchronize to QuickBooks Online, and vice-versa. You can also
send the invoice to a customer (print, email, etc.) from either place. Many customers prefer to
generate the invoice in SOS and then actually send it from QuickBooks Online. That works perfectly
fine, if that is your preference.
6.7.1 Creating Invoices
To create an invoice from a sales order, open the sales order list and find the sales order you
want to process. Under the action menu for that invoice, click the Create Invoice action. Note that
this will create an invoice only for items on the sales order that have been shipped but not
invoiced. This means that you have to ship the items on the sales order before you can invoice for
them. Thus, you would normally use the Create Shipment action on the sales order before using
the Create Invoice action.
6.7.2 Ready to Invoice Report
The Ready to Invoice report (Operations Menu -> Reports -> Sales -> Ready to Invoice) shows all
orders that have been shipped and are waiting to be invoiced. This report helps your accounting
department be sure that no orders have been missed and all customers have been invoiced.
6.8 Sales Receipts
A sales receipt is a record of a completed sales transaction. Think of this as the receipt you get
when you go to a grocery store. You pay for the merchandise, and they give you a receipt. Sales
receipts in SOS Inventory work almost identically to sales receipts in QuickBooks Online. The one
exception is that SOS does not process payments (checks, credit cards, etc.) so you would still need
to record those in QuickBooks Online or via some other payment processing system.
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Note that a sales receipt by itself does not relieve inventory. The reason is that shipping and sales
are different processes. Consider a furniture store where you walk in and buy a couch for them to
deliver to you. You pay them, and they give you a sales receipt. However, the couch is still in their
warehouse. It is still in their inventory. Thus, their “on-hand” quantity has not changed, as they would
still have the same number of units if they walked out to their warehouse. Only when it is entered on
a shipment will it come out of inventory.
For your convenience, a pre-populated shipment will automatically pop-up when you enter a new
sales receipt in SOS Inventory. This allows you to easily remove the merchandise from inventory
with only one click in the situation where the sale and delivery takes place at exactly the same time.
If the shipment takes place later, simply return to the sales receipt and click the Create Shipment
action.
6.9 Payments
SOS Inventory does not process payments of any kind. Any payment that you take from your
customer must be recorded in QuickBooks Online. The only exception to this rule is that sales orders
and invoices can accept a record of a deposit, or pre-payment. See the section on deposits for more
information.
6.10 Price Tiers
SOS Inventory supports price tiers, or price levels, where you can have different pricing structures
for different customers, as well as quantity-based pricing. For example, you might wish to have
wholesale pricing and retail pricing. Price tiers in SOS are based on what we call Price Groups.
To set up a price group in SOS, go to Company Menu -> Miscellaneous -> Price Tiers and then click
on the green (+). You can specify an across-the-board percentage discount for the price group, or
you can specify the prices on an item-by-item basis. When entering a price group, you can retrieve
the prices for existing items in the group by selecting the item and clicking the Retrieve Prices
button. Then add/edit the prices as needed. Note that you can enter different prices at different
quantity levels.
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If you do not wish to have quantity breaks, simply enter one price per item, with a quantity of 1. To
enter the pricing for another item in the group, save the first item. Then change to another item and
enter pricing for it. Then save and repeat until you have entered all of them. Note that any items not
in the group will use the default pricing as specified with the item.
In this version, you can now use the bulk edit tool to edit your price tiers, but this method does not
work for quantity buys at this time.
Once you have set up your price groups, you can assign customers to a default price group. Edit a
customer and select the price group that applies to the customer. You can override this price tier on
a sales transaction. To view your price groups, and in fact to view all pricing by item and/or
customer, go to Operations Menu -> Reports -> Sales -> Price Book. Select the item(s), customer(s),
and print/export as needed.
6.11 Sales Reps and Commissions
SOS Inventory can track sales reps and commissions. To add a sales rep, go to Company Menu -> > Miscellaneous -> Sales Reps and click on the green (+) on the Manage Sale Reps page. On any
sales transaction, select the proper sales rep. To see commissions for a given time period, go to
Operations Menu -> Reports -> Sales -> Commission Report.
Sales reps can only have 1 commission rate applied to them per definition. You would need to define
that rep more than once to provide varying rates.
Commission reports considers any sales transaction that the sales rep is listed on, as well as any
returns to ensure the proper commission is paid.
6.12 Discounts
SOS Inventory supports discounts on sales transactions. To record a discount, simply enter it in the
discount box on the sales form. If syncing with QuickBooks Online, you must have discounts
enabled in QuickBooks Online, or the discount will not sync properly.
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6.13 Deposits
Sales orders and invoices in SOS Inventory can track customer deposits, or advance payments.
When included on an invoice, the deposit will flow to QuickBooks Online as a payment on the
invoice. Note that you still need to record the actual payment (check, credit card, etc.) in QuickBooks
Online, as SOS does not process the actual payment. SOS merely records the deposit for tracking
purposes.
6.14 Comments
When you enter an internal comment (memo) on a sales transaction, SOS stores the comment
along with a record of who made the comment and when. The comment history is displayed on the
transaction when viewed internally. This allows your customer service staff and/or sales reps to have
a record of all notes on the order – for example, keeping a record of when the customer called. The
comment feature is very open-ended, and we have customers using it in a variety of ways. The best
use will depend on the specific needs of your company.
6.15 Terms
To add/edit/delete sales terms that are available for sales transactions, go to Company Menu ->
Miscellaneous -> Terms. The sales terms will synchronize with QuickBooks Online.
6.16 Sales Tax
All sales forms in SOS Inventory support sales tax. The way tax is handled depends on whether or
not your company is linked to QuickBooks Online.
If your company is linked to QuickBooks Online, SOS retrieves all your sales tax rates from the
Sales Tax Center in QuickBooks Online. Those rates cannot be edited directly in SOS. If you need
to change them, you must change them in QuickBooks Online and then synchronize them to SOS.
If your company is not linked to QuickBooks Online, you can set a default tax rate on the Sales
Settings page. In addition, you can set a different default tax rate for each location by using the
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Location List to edit each location. Finally, you can override the tax rate on any given sales form if
you wish.
6.17 Taxes for International (Non-US) Accounts
For our international customers, your QuickBooks Online Tax center allows you to define separate
purchasing and sales taxes, as well as, combined taxes and more such as VAT tax codes. When
adding your items, you can define default purchase and sales tax codes. On transactions, you must
provide a tax code for each line item on the transaction. When you add items onto transactions, it
will use the appropriate tax code base on the transaction type.
If your SOS account was not connected to a QuickBooks Online account or was connected to one
that does not have a tax center defined, then you will be able to leave the tax blocks blank.
6.18 Customer Messages
You can send customer messages on sales transactions to describe exact details of a sale, make
shipping arrangements, or really to include any additional information that you wish. Previous
customer messages are stored for later use. To manage your list of saved customer messages, go
to Sales -> Customers -> Customer Messages.
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7 Fulfillment
SOS Inventory has a fulfillment system made up of Pick Tickets and Shipments that make
warehouse processing easier.
7.1 Pick Tickets
Pick tickets in SOS Inventory are optional. You should use pick tickets ONLY if you need them in
addition to the packing slips that are generated with shipments. A pick ticket in SOS is used to give
instructions to your warehouse to pull certain items, quantities, serial numbers, lot numbers, etc. Pick
tickets do NOT remove items from inventory. They are simply a set of instructions that might or might
not be completed. Once the items are pulled and sent to the customer, they should be recorded on a
shipment so that they come out of inventory.
7.2 Shipments
Shipping in SOS Inventory is defined as inventory going from your company to the customer. It does
not necessarily mean that you actually shipped it. For example, if a customer comes to your location
and picks up the items, you still need to create a shipment to indicate that the items were removed
from inventory.
7.2.1 Creating Shipments
To create a shipment, normally the easiest approach is to go to a sales transaction list (sales
orders, invoices, etc.) and select Create Shipment from the Action menu for the desired
transaction. That will pre-populate a shipment with all the relevant information that you can then
edit and save as appropriate. If you have a need to create a shipment without an accompanying
sales transaction, go to you can go to Add Menu -> Fulfillment -> Shipment. You may also add
new shipments from the shipments page under Operations Menu -> Fulfillment -> Shipments and
click on “Add New” in the upper right corner of the content area. Note that all shipments are
treated as “end of day” transactions, so that they happen after any receiving done during the
same day.
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7.2.2 Ready to Pick/Ship
The Ready to Pick/Ship report (Operations Menu -> Reports -> Fulfillment -> Ready to Pick/Ship)
shows all orders that can be picked or shipped based on the inventory on hand or the available
for sale depending on options that you choose when generating the report. As you receive new
inventory, use this report to fill your backorders. For many of our customers, the Ready to
Pick/Ship report becomes a “To-Do” list for their warehouse workers each day.
7.2.3 Packing Slip
When you create a shipment, the system automatically generates a packing slip. You can use the
Print button to print it from your browser, or to generate a PDF version of the packing slip, simply
click PDF action on a shipment. You can customize headers, footers, and other details of the
packing slip via the Sales Settings page.
7.2.4 Automatic Shipments from QuickBooks Online transactions
SOS Inventory can create shipments (and thus relieve inventory) automatically from new invoices
and sales receipts entered in to QuickBooks Online. This feature is not enabled by default. To
enable this capability, go to Settings Menu -> Sales Settings. Then look in the General section
and you will see options called Auto-Ship Invoices and Auto-Ship Sales Receipts. Turn on the
one that you need and save then changes. Now, inventory will be relieved when you enter new
invoices or sales receipts in QuickBooks Online.
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8 Manufacturing (Production)
SOS Inventory supports both discrete manufacturing and process manufacturing. In both cases, raw
materials (inputs) are turned into finished goods (outputs). Where possible, SOS Inventory tries to
match the terminology used in the desktop editions of QuickBooks, to lessen the learning curve for
existing QuickBooks users and ProAdvisors.
8.1 Assemblies vs. Processes
In SOS Inventory, an assembly is the output of discrete manufacturing, where raw materials are
turned into one or more units of a finished good, based on a bill of materials (BOM). SOS also
supports process manufacturing, whereby outputs are produced based on a recipe or formula. In
SOS, processes are used to describe a more general type of manufacturing that can produce an
unlimited number of outputs based on an unlimited number of inputs. As a general rule, first see if
your manufacturing workflow can fit the assembly/build model described below, as it is the simplest
approach. If it does not, then you should use the process approach in SOS, as it will support virtually
any manufacturing configuration.
8.2 Assemblies
An assembly in SOS Inventory is very similar to an assembly in QuickBooks Pro, Premier, or
Enterprise. You can enter a bill of materials (BOM) that specifies the components of the assembly,
and then you can create transactions to record that you built a given number of the assemblies on a
certain date.
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8.2.1 Assemblies vs. Kits
A kit is a collection of inventory items that are bundled together at the time of purchase or sale.
The individual items that make up a kit are still separate items and could be sold individually if
needed. In contrast, an assembly is an item that is manufactured (built) from component items.
When you record a build transaction into the system, the inventory of the assembly item
increases and the inventory of the component items decreases, as they are used to build the
assembly. For more information on configuring and using kits, see the section on kits under the
inventory section of this guide.
8.2.2 BOMs
A bill of materials (BOM) is the specification of the number and type of components that are used
in making an assembly. The BOM is specified using the quantity required to make one unit of the
finished good. To create a BOM, first create your finished good item and set its type to
“Assembly.” Once that is complete, return to the Item List and find the assembly item. Click the
down arrow to the right of Edit button for that assembly and from the menu displayed choose Edit
Bill of Materials. On the page that comes up, you will be able to enter the components of your
BOM. You must enter the component items and the quantities to complete the BOM for use in
building assemblies.
Assemblies can have component items that are also assemblies (sub-assemblies). SOS
Inventory supports multi-level BOMs, and there is no limit to the number of levels. To view the
entire BOM for an assembly to include any sub-assemblies, go to the Operations Menu under
Reports -> Miscellaneous -> Expanded BOM Report.
8.3 Builds
To remove inventory of raw materials and increase inventory of finished assemblies, you must
record a “build” transaction. This transaction tells the system that on a certain date you used raw
materials to make a finished good. You can add a new build by going to the Task Bar and click on
Add Menu -> Production -> Build. You may also add new builds from the Build List under Operations
Menu -> Production -> Builds and click on the green (+). The Build List is also where you can
view/edit existing builds.
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When creating a build in SOS Inventory, first select the type of assembly that you want to build and
then enter the desired quantity to build. Those steps define your output. For the input components,
you can enter them manually in the “Components” section of the build transaction, or you can click
the “Retrieve Components” button to retrieve the proper components based on the BOM. Once
retrieved, you can adjust the quantities and/or items as needed – for example if you are using a
substitute product.
SOS Inventory does have the ability to create a build automatically when you ship an item. To turn
on this capability, turn on the “Auto-Build Assemblies” option on the Inventory Settings page.
8.4 Processes
Processes in SOS Inventory can have an unlimited number of inputs and outputs. This gives you the
flexibility to handle not only simple manufacturing (multiple inputs into one output) but also
disassembly (where one input turns into many outputs) and processes with by-products (multiple
inputs into multiple outputs).
8.4.1 Templates
A process template in SOS Inventory is like a BOM for a process. It describes the inputs and
outputs to be recalled for use later. A template does not remove items from inventory. The
inventory is removed/created when you enter a process (discussed next). To create a process
template for later use, go on the Task Bar under Company Menu -> Miscellaneous -> Process
Templates, then click on the green (+). Enter each input and output, as well as the quantity for
each. You may also specify whether any output is considered a “Waste” item, as defined in
section 5.4.3.
8.4.2 Transactions
A process transaction in SOS Inventory is a record showing that a specific process took place on
a specific date. This transaction is what tells the system that something actually happened. To
enter a process transaction, go on the Task Bar under Add Menu -> Production -> Process. You
may also add new process transactions from the Process Transaction list under Operations Menu
-> Production -> Processes and click on the green (+).
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To recall a saved process template (optional), choose the process from the list in the “Process”
box and click the Update button.
When you save a process transaction, inventory of the input items goes down and inventory of
the output items goes up. The cost of the input items is distributed proportionally across the
output items, according to the standard cost of the output items. For this reason, you will
sometimes get an error message on a process transaction saying that the system is unable to
allocate costs. To avoid this message, make sure that each of your output items has a purchase
cost entered. Note that if the output item has its type set to “Assembly,” then you will need to
enter a BOM for the assembly, as the standard cost is calculated from the BOM.
8.4.3 Waste
For any output of a process, you can specify the output item as waste. Based on the percentage
of waste items and non-waste items, the system will calculate a yield for your process. This helps
you to evaluate materials from different suppliers, for example, to determine which gives you the
best outputs in your manufacturing. Waste items go into inventory like any other inventory item,
so that they can be tracked and used later as needed.
8.5 Jobs
Jobs, available in the Pro plan of SOS Inventory, allow a convenient way of organizing groups of
transactions. Each job, and even each stage of a job, can have its own profit-and-loss statement to
show you precisely how much money you made or lost on a given set of transactions. To enable job
tracking in SOS Inventory, go to Settings Menu -> Inventory Settings and turn on the Job Tracking
setting.
To add a job, go on the Task Bar under Add Menu -> Production -> Job. You may also add new jobs
from the Manage Jobs page under Operations Menu -> Production -> Jobs and click on the green
(+). When adding/editing a job, you can specify one or more work centers for the job and the order in
which they occur. You must have at least one work center (Finished Goods). For more information
on work centers, see section 5.7.
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Once job tracking is enabled, transactions in SOS Inventory will include the option to specify the job
to which the transaction, or the line item on the transaction, will be attached. The list will include all
open jobs in the system and their associated work centers.
8.5.1 Job Dashboard
To view the dashboard for a job, go to Operations Menu -> Production -> Jobs and click the
“View” option next to the job you want. The dashboard will allow you to quickly access each
transaction associated with the job. In addition, you can close the job or view the profit and loss
for each job.
8.5.2 Job Costing
To view the profit / loss for a given job, go to the job dashboard (see section 5.5.1) and click the
“View Profit / Loss” button. On the Profit / Loss page for the job, you can view the profit / loss for
the job as a whole or for each work center. The line items included on the P&L include all
transactions for which that job was selected.
8.6 Work Orders
A work order in SOS Inventory is an order to produce a given number of items. On a work order, you
can provide detailed instructions about how to make each item. A work order is similar to a purchase
order in that it is a non-posting transaction. Work orders do not affect your inventory until the
manufacturing is actually recorded using a Build Transaction or Process Transaction. A work order is
simply a set of instructions that you send to your foreman, plant, factory, etc. It might or might not be
fulfilled. When and if it is fulfilled, you can return to the work order and select the “Record” button on
a line item to record the transaction associated with the work. To add a work order, go on the Task
Bar under Add Menu -> Production -> Work Order. You may also add new work orders from the
Work Orders page under Operations Menu -> Production -> Work Orders and click on the green (+).
8.7 Work In Progress / Work Centers
For many companies, the process of turning raw materials into finished goods can take days, weeks,
months, and in some cases years. As the length of time involved in manufacturing increases, so
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does the importance of tracking work-in-progress (WIP). Tracking WIP allows you to remove raw
materials from inventory that are no longer available because they have been used in
manufacturing. However, the finished good might not yet be available. There are two methods of
tracking WIP in SOS Inventory. These two methods are not mutually exclusive. You can use one or
both, depending on your tracking needs.

Method 1: Work centers – Work centers allow you to organize your manufacturing into
stages. For example, suppose you start with sheets of metal and end with a water tank. To
get to that end result, you must cut the metal, weld it, paint it, and assemble any remaining
add-on parts. That process might take several weeks. On any manufacturing transaction
(Build or Process Transaction), you can select a Work Center. The system comes predefined
with a work center called Finished Goods. The manufacturing outputs are not recorded until
the work center is changed to Finished Goods. You can specify additional work centers by
going to under Company Menu -> Miscellaneous -> Work Centers. Work center tracking is
most useful when used in conjunction with Jobs, as you can specify work centers for a given
job and even run a profit/loss statement on each work center within a job.

Method 2: Items – It is often useful to set up special items to represent WIP items in SOS
Inventory. This allows you to track exactly how many units of each “sub-product” that you
have at any given time. For example, suppose that you start with a Widget which must first
be welded and then painted to make the finished good. You might want to know how many
items have been welded and are waiting to be painted. A simple approach is to create an
item called “Widget - Raw” to represent the original raw material. Then create an item called
“Widget – Welded” to represent the welded version and then an item called “Widget –
Painted” or “Widget – Finished” to represent the finished good that will eventually be sold to
customers.
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8.8 Labor
SOS Inventory allows for the tracking of labor that goes into assemblies and/or processes. To track
labor, create an item and set its type to “Labor.” You can then specify the cost per hour and the
number of hours that went into a manufacturing run. If you have different types of labor with different
rates, simply create a separate labor item for each.
If you want to track specific worker hours (i.e., John Smith, Jane Doe, etc.), turn on the “Track
Workers” option on the Settings Menu -> Inventory Settings page. After doing so, you will have the
option to manage/add workers. Then, when you include a labor item on a build or process, the
system will prompt you to select the appropriate worker. Note: Worker tracking is available only in
the Pro plan of SOS Inventory.
8.9 Contract Manufacturing
Many companies outsource some or all of their manufacturing to 3rd-parties, often called contract
manufacturers. SOS Inventory supports this configuration. There are many complex situations in
complex manufacturing. We’ll provide a general overview here. For specific questions on your
situation, please email support@sosinventory.com.
The first step in configuring contract manufacturing is to set up an additional location in the system to
represent the 3rd-party. Under the Inventory section of this document is more information about
managing locations in SOS Inventory.
Once the additional location is set up, you need to get your raw materials to that location. The way
that happens in the system should match what happens in your actual process. If you receive the
goods at your facility and then send them to the 3rd-party, then enter an item receipt to receive the
goods at your location, and then record an inventory transfer to move them to the 3rd-party location.
On the other hand, if your supplier ships them directly to the manufacturer, when you receive the
goods, select the location as the manufacturer.
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Now that your raw materials are in the right place, you would record your manufacturing as you
normally would. Record a build or process transaction as appropriate for each manufacturing run.
Then, the finished goods (or WIP) will be at the manufacturer’s location. From there, you can
transfer it to your location, ship it to a customer, or use it in the next stage of the manufacturing
process.
8.10 Overhead
Many companies track overhead as part of their manufacturing and/or inventory management. In
doing so, the costs of utilities and other overhead costs become part of costs-of-goods-sold as
opposed to expense items on your profit-and-loss statement. SOS Inventory supports two
approaches to tracking overhead. Both methods are available only on the Pro plan.

Overhead items – When creating a new item, one of the options for type of item is
“Overhead.” These items are special types of expense items. You would typically set up the
overhead item with the expense account set to a current liability account in QuickBooks
Online. As you enter builds and process transactions, you enter the overhead items as inputs
to the transactions. The cost allocated to overhead is posted to the liability account. When
the actual bills come in and are paid via QuickBooks Online, the bill is posted to the liability
account, which will ultimately relieve the balance in that account. The net result overall is that
your overhead costs become part of the cost of the output items in the manufacturing runs in
SOS, when then turns into cost-of-goods-sold upon sale.

Item receipts – When receiving goods (assuming you are on the Pro plan), you can enter a
percentage cost for overhead. This tells SOS Inventory to add that percentage to each item
in the item receipt.
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9 More Transactions
SOS Inventory provides a robust process to handle customer returns. You can issue RMAs to
customers, process the goods on a Return when they come in, and issue credit memos to
customers. SOS Inventory also provides a capability to handle inventory items as rental items.
9.1 RMAs
An RMA (Return Merchandise Authorization) is a form you provide to a customer authorizing them to
return an item or items. An RMA is very similar to a PO. It is a non-posting transaction, so it does not
affect your inventory directly. However, it does provide a record of inbound inventory, and you can
track that number via the “On RMA” number on the Item List. RMAs are optional. You do not need
an RMA to process returned merchandise from a customer.
9.2 Returns
A Return transaction is to an RMA what an item receipt is to a PO. It is a record that you actually
received the goods back from a customer. You can enter a Return without an RMA, or you can
generate one from the RMA if needed. You must enter the quantities for the items being restocked.
9.2.1 Customer credit
When adding a return, if you want to issue a credit memo to the customer in QuickBooks Online,
simply check the Credit Memo box on the return and SOS will generate one for you. The amount
used is the Credit Amount on each line item of the return.
9.2.2 Restocking
When adding a return, the items go back into inventory. Accordingly, they should have a value, or
cost basis. The system uses the Restock Value on each line item as the cost basis for all future
calculations and MUST be entered before saving the transactions. You can adjust the restock
value to account for damages, etc. This value is filled in for you if the return is generated from the
shipment the item was sent to the customer on.
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9.3 Rentals and Rental Returns
To use the rental / consignment features of SOS Inventory, go to Settings Menu  Inventory
Settings and turn on the Rental Inventory option. Once done, you will see a Rentals menu on the
More Transactions menu of the Operations Menu, and you will also have an additional location
called “Out for Rental,” which will contain all items that are currently rented. This location is nonnettable.
When a customer rents an item from you, enter a Rental transaction via the More Transactions 
Rentals menu. This tells the system that the item is rented with a specific due date. When the
customer returns the item, enter a Rental Return transaction from the Rental. Note that you still need
to bill the customer using Invoices, Sales Receipts, or the appropriate sales transaction.
To view all items that are out for rental or available for rental, use the Operations Menu  Reports
 Miscellaneous  Rental Calendar feature. Note that your rental items must be serialized to view
item-level detail on the Rental Calendar. You can also use the Calendar from the Operations Menu
to see when rental are due as well.
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10 Custom Fields
SOS Inventory has the ability to use custom fields. Custom fields allow you to add new fields for your
use to almost any object in SOS such as an item or a sale transaction. Values in custom fields are
passable between forms and objects and if the same field is defined in QuickBooks Online the data
even syncs between the systems.
To add a new custom field, go to Company Menu  Custom Fields and select Add New. You will
see an edit page that looks like this:
Provide a name (cannot be a data type or existing field on a form) and a description. Select the
appropriate data type:

Text – Short text such as a VIN number for cars

Multi-Line Text – Used for additional address blocks or other text with line returns

Number – number up to 13 digits with up to 5 decimal places

Money – Additional currency field

Date – Additional data formatted field

Check Box (yes/no) – Clickable box to check or uncheck

List – You supply values that you can choose from during edit of the object or transaction
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Rules on using custom fields are:
1. Name cannot be the same as any other existing form field
2. Number of custom fields used based on plan level
a. Companion – 1
b. Plus – 3
c. Pro – Unlimited
3. Limit of 3 custom fields added to any PDF form template
Custom fields will show on edit pages to the objects they are assigned and are also selectable
columns in the list from the column chooser. If attached to transactions, you can add them to the
appropriate form template as a merge field. The merge field name is the name of the custom field.
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11 Automated Order Processing (AOP)
The capability for Automated Order Processing, or AOPs, allow a user to set rules to establish new
workflows within SOS. Rules can be defined and enabled/disabled as necessary to provide the
operational workflow as desired by the user. The rule takes effect as the transaction is saved.
To create new rules, go to the Company Menu  AOP Rules to see the list of currently defined
rules. Click on Add New to create a new rule. Within the edit page for the rule you can provide the
following:
1. Name – The name for the rule such as “Auto-Ship Sales Orders”. Rule names must be
unique.
2. Description – The description explaining what the rule will accomplish.
3. Enabled – This checkbox allows you to enable/disable the rule.
4. When a/an – This is the transaction type that the rule will key on. The types are Estimate,
Invoice, Pick Ticket, Sales Order, Sales Receipt, or Shipment.
5. Is – This is the state of the transaction. Either Created or Edited.
6. With Channel – You can list a channel the transaction is marked as passing through.
7. With Priority – You can select transactions with a certain priority.
8. At Location – You can select the location that the transaction is set to pull items from.
9. For Customer – You can set the rule to only affect transactions for a particular customer.
10. Do This – If a transaction meets the above conditions as defined, you can assign any
number of actions to take, the target of the action, and in what order they are to be taken.
Current Do This actions available:
ACTION
TARGET
Assign to a User
User
Create a New Transaction
Type (Invoice, Sales Order, Sales Receipt
Move to Stage
Stage
Notify a User
User – based on their notification options set by them
Send an Email
Address (Enter an email address or leave blank to send to form
default)
Template (The template you wish to use based on the
transaction listed in the When a/an field)
Set the Priority
Priority
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This is example of a rule to take action when a sales order is created:
For transactions, you can stack transaction creates. An example of this is if you set the When to a
sales order, you can enter a New Transaction in the Do This section to create a shipment the sales
order. You can then invoice the sales order in a following step in Do This. If you start with a
shipment, the invoice cannot go back and edit the original sales order.
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12 Customer Portal
With this version of SOS Inventory, you can now define a customer portal so that your customers
can access information on their orders posted in SOS. Available only on Pro plans.
12.1 Customer Portal Setup
To setup the customer portal within SOS, go to Settings Menu (gear icon)  Customer Portal Setup.
There are very few options, but you are defining the web site that they can enter a URL for in their
browser and access their orders to see the status of the orders.
Options to setup your portal:
1. Enabled – Checking this box enables the portal for your customers. You can disable access
if you decide it is being misused or want to reconfigure the settings.
2. Web Address – This is the web address (URL) that your customers use to get to your portal.
It is usually your company name followed by “.orderfacts.com” so this is particular to just your
customers. You cannot use “SOS” anywhere in your web address. This web address will be
part of the link that shows on Sales Orders and Sales Receipts and is defined in your
Tracking Email feature seen next in this guide.
3. Company Name – This is the company name displayed to your company on the order site. If
not filled in, it uses the company name on your SOS account as seen in the Company Menu.
4. Footer – This is the footer that will show at the bottom of all portal pages for your customers.
This is typically used for disclaimers, contact information, etc.
5. Require Password – If activated, a customer is required to provide a password to enter the
site. The password is a randomly generated 8 character password that you can see in the
customers definition under the option Portal Password only when activated. You can set this
password to anything you like if you don’t want to use the generated ones. You can also
generate a new random password if needed or the user can use the “I forgot my password”
option to let SOS generate a new one in their record and send it to them in an email to their
email address on file.
6. Show Assigned User – Checking this option shows your customers the person assigned to
the order.
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The customer portal setup works in conjunction with the Tracking Email Config settings to automate
customer notification processing as part of their orders.
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13 Tracking Email Config
This functionality allows you to use special message bodies for Sales Orders, Shipments, and Sales
Receipts when using the Email action to send customers the transactions. The email message
bodies contain information unique the transaction, such as the login to the Customer Portal or
tracking information for the shipment. This is only used if the Customer Portal is enabled.
Here is a look at the Tracking Email Config settings page where you can customize what the
message body will be.
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What you see is dependent on your SOS account level. If you are on the Pro Plan you will see
everything as in the graphic above. If you are in Companion or Plus, you will only see the Shipments
section for notification of tracking information. This works hand in hand with the ShipStation
integration.
The field codes you see on the graphic above can be used on form templates if you want to create a
custom transaction form with those fields on them.
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14 Reports
Within SOS Inventory, all available reports in the application can be found under a single Reports
page under Operations Menu  Reports. Most reports are quite extensive in information and can be
customized to view by date ranges, filters, and other factors such as location. This is what the
Reports page looks like.
14.1 Report Descriptions
The available reports by the areas that they relate to are described below to give you an idea what
you can use each one for.
Purchasing

Open Purchase Order Detail – Shows all open purchase orders with full details on what has
already been received and costs per item. You can filter by dates and by a single vendor.

Purchase Variances – Shows the purchase variances for all items on item receipts that have a
different standard cost and actual cost.
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
Reorder Report – This report shows all items for which the Available for Sale quantity is below
the reorder point and calculates the quantity needed to bring the item to its max stock level. You
can generate reports based on vendor as well as, see a purchase history of the item (Pro plan
only).
Inventory

Inventory Aging – Shows the asset value of items within a time period.

Inventory Stock Status – Shows the stock quantities for either all items or select items. Can
be limited by location and can also show bins and lots for each item.

Inventory Valuation – Shows the stock values for either all items or select items. Can also be
limited by location.

Item Analysis – Provides an analysis of each item to include the cost per unit, sales price,
margin, and return rate.

Item Movement – Shows the how the item has flowed through the system through receipts,
builds, shipments, adjustments, and returns to provide the net available in system.

Physical Inventory Worksheet – Provides a form that can be used in a warehouse or stock
room to take physical counts of all items in inventory.
Sales

Commission Report – Shows all transactions assigned to a sales rep and the commission
made on each transaction with total commissions also shown.

Inventory Available for Sale – Shows the available numbers for future forecasting
considering existing future dated orders.

Open Sales Order Detail – Shows all open sales orders grouped by customer and what
items are included in those orders.

Price Book – Formatted list of all pricing by item and/or customer for items in inventory.

Profit /Loss by Item – Shows the net margin of items using either standard or actual values.

Ready to Invoice – Shows all sales orders that have been shipped and are ready to invoice.
Fulfillment

Backorder Report – Shows all sales orders and the items from them that cannot be fulfilled
yet.

Ready to Pick/Ship – Shows all sales orders or sales receipts that can be fulfilled due to all
items currently in stock or available in inventory whether it can be shipped partially or fully.
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Production
 Expanded BOM Report – Allows you to view the entire BOM for an assembly to include any
sub-assemblies.

Where Used – Allows you to find all assemblies and kits that a component falls under.
Miscellaneous

Deleted Items – Allows you to recover items that have been deleted.

Items in Bins – Allows you to see what items have been allocated to bins in a bin tracked
location.

Lot History – Tracks history of a lot from creation to sale allowing easy processing of recalls.

Reconcile Journal Entries – Helps users with reconciling journal entries created in SOS and
synced to QuickBooks Online are correct or can be corrected for matching values in
QuickBooks Online and SOS.

Rental Calendar – Allows you to track the rental of serialized inventory.

Serial Item History – Show the history of a serial item to include receipt or build, shipped, and
return.

Transactions Assigned – Shows transactions assigned to a user within the account and what
the priority is for completing the transaction.
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15 Data Import / Export
SOS Inventory provides tools for importing data, exporting data, and editing data in bulk. All
functionality is found on the Task Bar under the Company Menu in the Data Tools section of the
menu. These functions are all performed via files, specifically Excel or CSV files. Exporting in
particular is a critical tool, as it allows you to customize additional reports via Excel or other reporting
tool.
15.1 Importing / Bulk Editing
Importing data from an Excel/CSV file and editing data in bulk are both accomplished via the same
process in SOS Inventory. You navigate to the Import or Bulk Edit page and select the type of data
that you want to import. Currently supported data for importing or bulk edits are:
Items
Customers
Vendors
BOMs
Price Tiers
Sales Orders
Sales Receipts
Once on the import / bulk edit page, follow the 3-step process to import / edit the data. You will
download a template from SOS Inventory that contains the proper format for your import. If you have
existing data, it will contain the existing data. Then you can edit the file and add additional rows as
needed. See the section on import/bulk edit for information on the columns for the item bulk edit.
Once complete, save the file and upload it back into the system. SOS Inventory will process the
changes.
Here are a few guidelines to follow when doing imports / bulk edits:

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
DO make sure that the Id column (ItemId, CustomerId, or VendorId) stays matched to the
proper row. As an example, let’s say that you upload an item file containing some new items
and some old items. The system will first attempt to match the ItemId to an existing ItemId. If
it cannot find a match, it attempts to match the Name. If it can’t find a match, then it creates a
new item. If you accidentally jumble the Id columns across rows, SOS will find a match, but it
might match to the wrong row, which can cause a big jumble in your data, both in SOS and
in QuickBooks Online.

DON’T change any of the column headings. The format of the template is fixed, and it is very
important. If you change or delete column headings, your import will likely fail.

DON’T leave any special features in the file (filters, formulas, freeze pains).
15.1.1
Bulk Edit of Items
If you are bulk editing items, upon upload if there are any changes to the QuantityOnHand or
ValueOnHand columns, the system creates an Inventory Adjustment to accommodate those
changes.
In certain circumstances, you may want to back date this adjustment to show starting values at a
certain date. This works if there are no transactions in SOS yet (new account). If there are
transactions in the system, you need to use an inventory adjustment and build it an item at a time.
There is a capability in the legacy version of SOS available from the welcome page that allows you
to upload a bulk edit and back date the inventory adjustment created, but you have to place your
cursor in the first item name field and then tab through the entire transaction careful to not accidently
change anything by accident. This will recalculate the quantities and values based on the date you
chose. The direct ink is https://legacy.sosinventory.com/inventory/manageadjustments.aspx, but the
inventory adjustment is still the best option.
15.2 Import of Sales Orders and Sales Receipts
You can now upload sales orders and sales receipts into SOS en masse. This process is a very fast
upload. The one thing to take note of is if you are using AOP rules on either of these transaction
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types. AOP rules activate automatically when the transactions are uploaded into your system. If the
AOP rules include emailing a contact, this will slow down the process considerably so be patient.
When you download the appropriate spreadsheet for the available format, there are notes
embedded within the spreadsheet to help you understand what to enter. Supported is the basic
sales order format, but we will support EDI formatted data upon request.
15.3 Exporting
To export data from SOS Inventory, go to the Export page and select the data to export. Then
choose the file type and click the Download File button. The following types of data are available for
export:

BOMS

Process Transactions

Builds

Purchase Orders

Customers

Rentals

Estimates

Returns

Inventory Adjustments

Sales Orders

Inventory Transfers

Sales Receipts

Invoices

Serial Inventory

Item Receipts

Shipments

Items

Vendors

Lots

Work Orders

Price Tiers
For all transaction exports, you can specify start and end dates to see a window of data, such as
Sales Orders for the month of July.
Note: Exports are informational only. Do not attempt to use these for bulk edit uploads.
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16 More on QuickBooks
This section covers data transfer between applications and other functionality to ensure there are no
issues encountered that can’t be resolved.
16.1 Syncing
SOS Inventory and QuickBooks Online synchronize via a two-way server-to-server data sync. You
do not need to be logged into both programs (or even to either program) for them to sync properly.
Synchronizations normally take less than 30 seconds to complete. Synchronization does not happen
immediately when you enter a transaction. Synchronization happens when you initiate a sync
manually by clicking the sync button or when SOS triggers an automatic sync based on your
specified schedule. Be sure that you only enter data into one program. Use the sync function to send
it to the other program. Entering it in both places will create duplicates.
16.1.1
Automatic Sync
In addition to syncing manually using the sync button at any time, you can configure SOS to sync
with QuickBooks Online every hour, every day, or every week. To set up automatic
synchronizations, in SOS, go to Settings Menu  QuickBooks Settings and set the desired sync
frequency. Setting this option to “Never” means that you always want to sync manually (if at all).
16.1.2
Data Exchange
In general, all data relevant to inventory synchronizes from QuickBooks Online to SOS as a oneto-one match with the appropriate transaction. However, since QuickBooks Online does not
support some transactions that SOS supports, SOS cannot always send a one-to-one match. The
key to understanding the sync is to understand what transactions trigger data to be sent from
SOS to QuickBooks Online. The following two tables show the core data that are exchanged.
Other ancillary data are exchanged as well, and a description of those follows later.
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16.1.2.1
QuickBooks Online to SOS
The following QuickBooks Online data are sent to SOS when added or edited in QuickBooks
Online. They can then be accessed fully and added/edited/deleted in SOS.
QuickBooks
Online Data
Purchase Order
Vendor
Payment Method
Terms
Product / Service
Customer
Estimate
Invoice
Sales Receipt
16.1.2.2
Sent to
SOS as
Purchase Order
Vendor
Payment Method
Sales / Payment Terms
Item
Customer
Estimate
Invoice
Sales Receipt
SOS to QuickBooks Online
SOS Data
Purchase Order
Sent to
QuickBooks Online as
Purchase Order AND
Journal Entry (drop ship)
Vendor
Payment Method
Sales / Payment
Terms
Vendor
Payment Method
Item
Product / Service
Customer
Estimate
Invoice
Sales Receipt
Customer
Estimate
Invoice
Sales Receipt
Bill OR
Check OR
Credit Card Charge
OR Cash Purchase
OR None
Item Receipt
Drop ship POs generate a credit to Accounts
Payable and a debit to cost-of-goods-sold. You
can turn this setting off.
Terms
Return to Vendor
n/a
Shipping Methods
n/a
Builds
Journal Entry
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Notes
Inventory quantities do not update from SOS to
QuickBooks Online.
User has the option on the item receipt page to
specify how the transaction will show in
QuickBooks Online.
QuickBooks Online does not support adding
Vendor Credits in an automated manner.
QuickBooks Online does not support shipping
methods.
The journal entry credits the asset account of the
component items and debits the asset account of
the finished goods.
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Process
Transactions
Journal Entry
Work Orders
n/a
Adjustments
Journal Entry
Transfers
n/a
Sales Orders
n/a
Pick Tickets
n/a
Shipments
Journal Entry
RMAs
Returns
n/a
The journal entry credits the asset account of the
inputs and debits the asset account of the
outputs.
QuickBooks Online does not support work orders.
Work orders are non-posting transactions, so
they do not affect financials.
The journal entry credits the asset account of the
adjusted items and debits the selected
adjustment account.
QuickBooks Online does not support sales
orders. Sales orders are non-posting
transactions, so they do not affect financials.
The journal entry credits the asset account of the
items and debits the cost-of-goods-sold account
of the items.
Journal Entry & optional
Credit Memo
Price Groups
n/a
Sales Reps
Users
n/a
n/a
The journal entry debits the asset account of the
items and credits the cost-of-goods-sold account
of the items. A Credit Memo is posted to the
customer’s account if the user selects that option
when entering the Return.
QuickBooks Online does not support price
groups.
QuickBooks Online does not support sales reps.
The SOS user list and QuickBooks Online user
list are independent.
16.2 Troubleshooting Sync Errors
This section will provide insight as to the basics of trouble shooting sync errors.
16.2.1
Preview Sync
To see what will be sent to QuickBooks Online the next time you sync, go to the Sync Menu 
Preview Sync. The transactions are listed in the order that they will be sent.
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16.2.2
Sync Errors
Sometimes the synchronization with QuickBooks Online will fail. This can be due to a data error,
or it could be as simple as a temporary server outage. Whenever the sync fails, the sync button
will display an X instead of the checkmark. Go to Sync Menu  Sync Errors to see the error
message associated with the sync failure. Usually it will tell you how to resolve the error. You can
also use the Preview Sync option as described above to see exactly which transaction is causing
the problem. The message pertains to the top row of the Preview Sync. Float your mouse over
the link in the 4th column to see exactly what is in error.
The SOS sync algorithm is very sophisticated. On a sync error, it waits a few minutes to give the
user a chance to resolve the error. If the error persists, the system will attempt to correct the error
automatically. Sometimes it takes longer than others, depending on system load and the nature of
the error. If you are unable to resolve a sync error and the problem persists, please contact
support@sosinventory.com.
16.2.3
Sync Column on Lists
Sometimes the synchronization with QuickBooks Online will fail but you do not get an error in the
Sync Errors list. For example, you may have an invoice that does not sync over to QuickBooks
Online due to something wrong with the invoice that caused QuickBooks Online to reject the
invoice without providing a direct reason. In this instance, you simply go to the invoice list and use
the column chooser (gear icon at top of list) to select the Sync column and Apply the change to
the list. Now you can sort by the sync column and you will see if there are errors on the invoices
so you can correct why they did not sync over to QuickBooks Online successfully.
16.3 Class Tracking
If you use class tracking in QuickBooks Online, SOS Inventory will automatically retrieve your
classes and enable class tracking in SOS. If you select the class on a line item of a transaction, SOS
will send the transaction to QuickBooks Online with the class info, so that it shows properly in
QuickBooks Online. Class tracking in SOS is item line based and does not have the capability to
have a class for the entire transaction which is an option in QuickBooks Online.
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16.4 Department Tracking
Department tracking in QuickBooks Online can be used to track different divisions, properties, or
other sub-units of your business. SOS supports department tracking and will read your departments
from QuickBooks Online and enable department tracking as appropriate.
Departments can be used in conjunction with the auto-ship options in the sales settings to automate
shipping from specific locations. You just build your locations (departments) list in QuickBooks
Online to match the locations exactly in the SOS locations list. Go to your Sales Settings and turn
the Auto-Ship Invoices and Auto-Ship Sales Receipts on. Now it is just simply creating your invoices
and sales receipts in QuickBooks Online, ensuring they have the appropriate location (department)
listed on the transaction, saving the transaction, and letting it sync to SOS on the next cycle or
manually. Once the transaction is received, the auto-ship creates the shipment for the respective
transaction, and as long as the physical location in SOS matches the department listed on the
transaction, it will pull the stock from that location automatically. As a reminder, if you track items
using serial or lot tracking, or have a bin tracked location, you cannot use the Auto-Ship options and
this would not work for your situation.
16.5 Reconciling Journal Entries
When a transaction is created in SOS Inventory that affects valuation, SOS Inventory creates a
journal entry to sync to QuickBooks Online that affects the appropriate accounts as seen in the Data
Exchange section discussed earlier in this guide.
To help users with reconciling these transactions and making sure that their accounts are correct in
QuickBooks Online, go to Operations Menu  Reports  Reconcile Journal Entries report page. On
that page, you can set a date range for the journal entries you wish to work on, select the types of
transactions you want to see on the report, and then just click the Run Report button.
You should notice that there is a notes section that is very important in interpreting the resulting
report. It lets you know it could take a while to generate the report based on the amount of data the
system has to compile and display to you. The most important notes are the ones discussing the
color codes:
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
Yellow - means that no journal entry was created in SOS (could have been a $0.00
entry)

Blue - means that the journal entry could not be sent to QuickBooks

Green - means that SOS could not find the journal entry in QuickBooks when trying to
reconcile (could have been due to an item name being changed)

Red - means that the cost in SOS does not match the cost in QuickBook
As you can see from this sample report output, you know the transaction type, the ref number so you
can make corrections to the transaction if needed, the values of the JE on each side, the difference
between the two values if here is one, and the color code to help lead you to an answer. For most of
the transactions it is just simply re-syncing the transaction. To do this, just click on the Add to Queue
link at the end of the line and it is ready to sync.
At the top of the report you will notice that you have the common options to save the report to a
.CSV file for editing in Excel, or saving the report to a PDF file.
16.6 Other QuickBooks Online Data
In addition to the QuickBooks Online data described in previous sections, SOS Inventory also
retrieves the following data for viewing in SOS. These lists can be found under the Sync Menu on
the top bar. The following data are retrieved and available for use as needed, but only classes and
departments can be edited in SOS.

Accounts

Bill Payments

Bills

Cash Purchases
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
Checks

Credit Memos

Classes

Departments

Credit Card Charges

Employees

Journal Entries

Payments Received

Tax Codes
To view any of these areas listed above, the user has to have the appropriate permission settings.
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17 3rd Party Integration
17.1 PayPal Integration
SOS Inventory helps you integrate PayPal with QuickBooks Online. Now when you receive
payments via PayPal (via an eBay auction for example), you can automatically have a
corresponding accounting transaction sent to QuickBooks Online. So, there is no need to go back
and enter all the transactions manually!
You must first configure SOS Inventory and your PayPal account. To do this, go on the top Task Bar
to Settings Menu  PayPal Settings. Once configured, each time you receive a payment via PayPal,
PayPal will send a notification (IPN record) to SOS Inventory. Upon receiving notification, SOS
Inventory will create a sales receipt and send it to QuickBooks Online. Customers are matched by
first name / last name or by email address. If there is no match, SOS Inventory will automatically add
a new customer.
Note: As part of the configuration you must make sure that you use the same item names and/or
numbers in PayPal as in SOS.
A shipment does not get automatically created so you would need to still create a shipment. You
could create an AOP rule to do this for you based on a channel called PayPal.
If you use SOS Inventory for inventory management, you can also configure your PayPal
transactions to send the item numbers so that we can automatically update your inventory counts.
For more information on enabling that feature, please contact support@sosinventory.com.
If on the Companion Plan and using PayPal, you cannot add the Shopify integration. You have to
choose one or the other.
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17.2 Shopify Integration
SOS allows you to import your sales orders and sales receipts from Shopify directly into SOS
Inventory. SOS Inventory will also update Shopify with your available inventory quantities. You will
need to complete the setup under the Settings Menu (gear icon)  Shopify Setup. Follow the
instructions to make sure Shopify is connected successfully with SOS Inventory.
Item Matching
17.2.1
SOS Inventory takes a very detailed approach to matching items in Shopify to your items in
QuickBooks Online. The following logic is applied:

SKU to SKU Matching: If your products and variants of products in Shopify have a SKU
and the Item in SOS has a matching SKU, the items will be linked by SKU.

Title/Variant Matching: If your products in Shopify do not have a SKU, or if the SKU in
Shopify does not match to an item's SKU in SOS Inventory, SOS Inventory will match on
item Title/variant.
o
Items without variants in Shopify: The item title in Shopify will be used to match to
the item name in SOS Inventory. If a match is found, those items will be linked by
Shopify title to SOS Inventory item name.
o
Items with variants in Shopify: A combination of the item title and variant in Shopify
will be used to match to the item name in SOS Inventory. If a match is found, those
items will be linked by Shopify title/variant to SOS Inventory item name.
o
Example: Item in Shopify: Title = "Shirt", Variant = "Small", The title/variant
combination that will be used to match to an SOS Inventory item name is "Shirt Small". Note that the combination is title name, space, dash, space, variant name.

No Match: If no matches can be made, per the above logic, a new item will be created in
SOS Inventory.
17.2.2
Updating Inventory Levels
SOS Inventory will not send inventory information to Shopify until the item has synced into SOS
Inventory and been matched. In order for SOS Inventory to update inventory quantities in Shopify,
you must use SKU/SKU matching...setting the SKU in Shopify to be the same as the SKU in SOS
and change the "Fulfillment service" in Shopify to "SOS Inventory". You must also set "SOS
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Inventory tracks this variant's inventory" as the default in Shopify. This can be done via an export
and import in Shopify (similar to a bulk edit in SOS Inventory)...only after your items in Shopify have
been matched to your items in SOS Inventory. If you are not sure, please
contact support@sosinventory.com.
SOS Inventory will update Shopify with the Available Quantity from SOS Inventory. NOTE: The
available amount is the available amount across all locations (excluding locations set as nonnettable), not just a single location.
17.2.3
Order of Steps to make connection (with SKU/SKU
matching to support updating of inventory levels):
1. Edit your items in either SOS Inventory or Shopify (or both) to ensure that the SKU of an
item(variant) in Shopify matches the SKU of the matching item in SOS Inventory.
2. In SOS, click on the company name tile and choose "Channels". Create a channel named
"Shopify".
3. Connect SOS Inventory to Shopify following the steps found on The Shopify Settings page in
SOS Inventory. Choose the "Shopify" channel.
4. Import your items from Shopify to SOS Inventory to create the matching.
5. Edit the items in Shopify to select "SOS Inventory" as the Fulfillment Service and "SOS
Inventory tracks this variant's inventory" as the Inventory policy.
Once connected, your sales from Shopify will sync into SOS and your inventory levels will be
updated by SOS Inventory in Shopify.
Note: Cancelling an order does not update SOS, you would need to manually delete the
complimentary transaction in SOS.
If on the Companion Plan and using Shopify, you cannot add the PayPal integration. You have to
choose one or the other.
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17.3 United Parcel Service (UPS) Integration
SOS Inventory supports direct shipping via UPS. At this time, UPS shipping functionality is available
only within the United States. To enable UPS shipping functionality, go to the Settings menu and
choose the UPS Settings option. Then follow the instructions on the page to agree to the UPS terms.
You will then have the opportunity to add a UPS account if you wish, so that you can pay for
shipping via UPS account as well as via credit card.
All users that will need to create UPS shipments must be temporarily given local administrator
permissions so they can complete the UPS settings process to add the account for their use as well.
17.4 ShipStation Integration
SOS Inventory connects to the ShipStation app to provide you an easy way to ship your products
using a number of vendors. To use this integration, go to Settings Menu (gear icon)  ShipStation
Setup and follow the directions to configure ShipStation for use with SOS Inventory.
Once set up, any shipments created in SOS can by synced to ShipStation for further processing with
a carrier of choice. In the ShipStation app, you would click the option to Update Stores and that
starts the retrieval of shipments from SOS. Once a shipment is processed through a carrier and the
label is created, you simply Update Stores again and that will send the tracking information back to
SOS and update the shipment transaction.
Shipping methods must be created and mapped in their definitions to the carriers in ShipStation so
that tracking information can sync back from ShipStation for the shipments to update. This means
UPS method in SOS to UPS method in Shipstation for example.
Notes:
1. Voiding a shipment in Shipstation does not remove the tracking information in SOS, you
would manually have to update the shipment transaction.
2. Only shipments with a 2 digit country codes will sync to ShipStation. If you don’t want a
transaction to go over during the update, then use a country name instead.
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17.5 EDI Integration
SOS Inventory offers connections to EDI (Enhanced Data Interchange) integration with companies
that provide you the ability to send transactions in a secure common environment.
EDI connections are enabled on an individual basis to connect your account to an EDI trading
partner. We can exchange almost any SOS transaction via EDI.
There is a one-time set-up fee for each EDI connection. The fee varies depending on your specific
needs -- for example, whether you already have an EDI provider or whether you use ours, whether
your provider conforms to our standard document formats, etc. Set-up time varies from a few days to
a few weeks, also depending on the complexity of the data exchange.
For more information, contact support@sosinventory.com.
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18 Administration
Administrative functions of SOS Inventory can be found under Company Menu for managing your
SOS Inventory account. This menu is accessible only to users who have been designated as SOS
administrators.
18.1 User Management
Users in SOS Inventory are different than users in QuickBooks Online. You can have 2 users in
QuickBooks Online and 10 users in SOS, or vice-versa. The user lists are independent. Thus, you
need to manage your users in SOS Inventory to control who has access to your SOS Inventory
account, and to which information they have access. To add/edit/delete users, you can access the
Manage Users page by going to Company Menu  User Administration.
18.1.1
Adding Users
To add a user, go to Company Menu User Administration and click on Add New. Complete the
form and select the permissions for the user. See the following section for more information on
user permissions. Please note that an additional fee applies if you go beyond the number of users
included with your pricing plan.
18.1.2
User Permissions
User permissions in SOS Inventory are much more granular than those in QuickBooks Online.
You can select from 49 different security settings to turn on/off for your users. To grant/deny
permissions to a user, specify the permissions you want them to have. You would enter this
information when adding or editing the user. Note that anyone designated as an administrator will
have access to all areas of the system.
As with QuickBooks Online, one of the administrators on your account must be designated the
Master Administrator. The master administrator has ultimate control over the account. The master
administrator can only be changed by contacting the SOS Inventory support team at
support@sosinventory.com.
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18.1.3
Restoring Inactive Users
On the User Administration page, you can view a list of all active and inactive users. To restore
an inactive user, find the user in the inactive list and user the Actions Menu to reactivate the user.
18.1.4
Unlocking Users
On the User Administration page, you can see when user has been locked out of his account due
to too many failed login attempts. You may need to use the column chooser to select the Locked
column. Once you find the user that is locked out on the list, use the actions menu to select
“Unlock”. The user should clear his SOS cookies to remove the flag so he can try to login again.
18.2 Account Management
Account management functions are found under Company Menu  Account Info. On the Your
Account page, you will find the key administrative information related to your account. On that page,
you may add/edit payment information, change your plan level, and you may also cancel your
account. You will also see a list of all subscription billing receipts for your records and the expiration
date of your current subscription so you know when the next charge will be made on your card.
18.3 Activity Log
SOS Inventory provides an activity log that is very similar to the one provided by QuickBooks Online.
The activity log allows you to track the history of actions taken by users in SOS Inventory. To view
the activity log, go to Company Menu  Activity Log. You can filter the log to see exactly what you
want so you can track down suspicious activity or just find out who performed a certain action. Once
you found the entry you are looking for, you can even go directly to the transaction or item from the
log.
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18.4 Changing Plans
To change from one subscription plan to another, go to Company Menu  Account Info and click on
Change Plans. There you can select the plan that you want. You can change plans at any time.
There is also a link to allow you to select an annual plan saving approximately 2 months each year.
There are restrictions on this so make sure you are familiar with the Terms of Service listed on the
About page under the Help menu.
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19 Form Templates
With SOS Inventory, the feature of customizable forms is included. In case you don’t like the look of
the default system templates or you just want to modify them to have a certain look, this feature
allows you to make additional versions of the forms. SOS uses Microsoft Word .docx file formats that
take advantage of using Word’s form building techniques and fields.
You can see the list of available form templates under Company Menu  Form Templates. If the list
is blank when it comes up you can get the list back by going to the Batch Actions menu and
choosing Restore System Templates. You can add a new form template by clicking on the Add New
button in the upper right corner of the content area. You can give the form a name and description,
but must choose the appropriate form type so it knows which transactions the system may use it
with. Then you simply browse for the .docx file you want to add and click on the Save button in the
bottom right corner.
19.1 Editing a Form Template
To edit a form template, go to the desired templates Action menu and choose the Download option.
You’ll see a dialog box asking if you want to open or save the file. Once you have the file edited you
simply add it as a new form. Using an existing template name and matching type will overwrite the
previous version. If you have more than 1 version of a form, such as an invoice, the .docx file names
must be unique.
When editing a form template there are some rules that you need to follow.
1. The form definition must stay between the «TableStart:Main» and «TableEnd:Main»
delimiters.
2. The repeating row in the items list must have a «TableStart:Lines» at the start of the first
cell in the row and a «TableEnd:Lines» as the last field in the last cell of the row.
3. You may rearrange the tables that make up the form.
4. You may add background graphics.
5. Company logo is pulled from SOS or you can add it to the form
6. You may modify the fonts used within the form on mergefields (type and size).
7. Form Fields available are dependent on the type of form you are editing, such as an invoice.
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8. Instead of inserting brackets manually around field names, use the MS Word built-in
capabilities to edit fields, and it will insert all the brackets for you.
19.2 Form Fields
To see the form fields available on each template, download the sample template (system template).
If there are fields not on the template that you need, email support@sosinventory.com for a list of
additional fields that can be placed on forms. If using custom fields, then the mergefield is simply the
name of the custom field.
19.3 Using a Form Template
In any object or transaction list, go to the Action menu and choose the PDF or Email option for the
object. You will be presented with a drop-down menu allowing you to choose the form template you
want to complete the process.
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20 Miscellaneous
SOS Inventory provides a number of ancillary features that make using other aspects of the system
easier. While these are not necessarily core features, they make the user experience better and add
significant value to the product.
20.1 Quick Links
A Quick Link is an easy way to navigate to a specific page in SOS Inventory. Quick Links show up in
the Quick Links bar at the bottom of the Operations Menu in SOS Inventory. To add a Quick Link to
any page, first navigate to that page and then click the “Add This Page” option in the Quick Links
sub-menu in the Operations Menu.
You can manage your Quick Links by going to Operations Menu  Quick Links. All links will have a
trash can icon in the Quick Links Menu that you can click on to delete the link.
20.2 Files (Documents)
SOS Inventory provides a document management and storage capability that allows you to upload
documents and attach them to objects and transactions in SOS Inventory. For example, you could
upload a picture of an item and attach it to that item. You could upload a customer contract and
attach it to the customer. You could upload a customer purchase order and attach it to a sales order.
You are limited only by your imagination.
Files uploaded by a user default to only be accessible by that user. You can use the sharing option
to allow all users to see that document.
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To add a document, go to the Quick Links menu on the Operations Menu and choose the
Documents quick link. You can also go to Company Menu  Files. You will see the list of all
documents that you have already uploaded. Click Add New to begin the process of adding a
document. Select the file to upload, and give it a description if you wish. Then choose the object or
transaction to which you want to link the document by selecting the type of object and then the name
from the list to the right. Note that when adding a link, you must click the disk icon to the left of the
row after entering the link info, but before clicking the Upload button at the bottom of the page. Once
a file/document is attached to a transaction, you can go to the List page (Item list, Customer List,
etc.) to retrieve the document.
Note: Once a document is added, you cannot go back and attach a link later.
20.3 Alerts
To set automated alerts, go to Company Menu  Miscellaneous  Alerts. Click on Add New at the
top right corner of the list to add an alert.
Alerts are not enabled by default. They must be configured before they will begin to work. When
adding/editing an alert, the type of alert you are setting changes the options to be entered.
Common fields:

Name: Name that you will use to remember this alert.

Type of Alert: SOS Inventory supports the follow types of alerts:
o
Bill Due – indicates that a bill to a vendor is coming due soon.
o
Custom Field – indicates that a custom field has met certain defined conditions.
o
Invoice Due – indicates that a customer invoice is past due.
o
Lot Expiration – shows all conditions of an expiring lot.
o
Low Inventory – indicates that one or more items are below the reorder point and need to
be restocked.

o
Sales Order Due – indicates that a sales order to a customer is coming due soon.
o
Sales Receipt Due – indicates that a sales receipt to a customer is coming due soon.
o
Task Due – indicates that a task is coming due soon.
Alert Method: Allows you to select how the alert will be sent in the notifications system.
Currently, they are Notify a user, Send an email, or Send a text
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
Enabled: Check this box to begin receiving alerts.

Repeat Alert: Specifies whether or not (and how often) you want to be notified if the alert
condition still persists. For example, if you select Never, you will get only one alert and then it
will stop running. Daily will send you one alert each day until the condition goes away.

Interval: Specifies how often you want the system to check to see if the alert has been
triggered.
Options for the Alert Types
Bill Due

Days Before Due Date – can be a number from -30 to 30.
Custom Field

Field – the name of the custom field.

Alert On – the object the custom field is on (transaction, customer, vendor, item, etc).

Comparison Value – any value to be compared against based on the type of custom
field.
Invoice Due

Days Past Due – can be a number from 0 to 90.
Lot Expiration

Location – the location the lot is to be tracked at.

Category – indicates lot items under a certain category.

Calculation – what case to key on (In Stock or Available for Sale).

Item Name Contains – allows you to alert on lots of multiple similar item names.

Days Prior to Expiration – can be a number from -30 to 30.
Low Inventory
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
Location – the location the item is to be tracked at.

Category – indicates items under a certain category.

Calculation – what case to key on (In Stock or Available for Sale).

Item Name Contains – allows you to alert on items of multiple similar item names.
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Sales Order Due

Days Before Due Date – can be a number from -30 to 30.
Sales Receipt Due

Days Before Due Date – can be a number from -30 to 30.
Task Due

Days Before Due Date – can be a number from -30 to 30.
If you would like to suggest additional alerts, please email support@sosinventory.com.
20.4 Notification System
SOS Inventory has a full in-app notification system similar to what you see in other web based
products like FaceBook and even Google Mail. It allows you to see notifications generated from
different actions taken in the system from alerts, AOPs, or even transactions when you have been
assigned one. The notifications appear as a number on the notification icon.
Then you can click on the icon to see a short title for each notification and delete them from the list
by clicking on the trash can. You can also go to the Notifications page to manage then by clicking on
the “See all notifications ” link at the bottom of the list.
In the User Menu  User Settings page, you can set how you want to be notified when the system is
sending something to you. They are:
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1. Don’t Email or Text me
2. Email me
3. Text me
4. Email and Text me
The notification system will use your login email address and the mobile phone provide in your User
Profile. Regardless, all notifications will appear in the notification icon at the least.
20.5 Order Stages
Order stages allow you to designate on a sales order or sales receipt the stage that the order is in.
They can be seen on the Customer Portal discussed later in this guide.
By default, there are no stages defined in your account so you have control over what you name
them. This could be anything such as “Quoted”, “Created”, Shipped”, “In Transit”, etc., to represent
to your customers on the customer portal where their order is within your system.
To define your order stages, go to the Company Menu  Order Stages and select Add New on the
list. When defining a stage, you can assign a sort order starting with “1”. This will allow the stages to
appear in that order on the drop-down list on a sales order or sales receipt. Stages must be set
manually, but you can use AOPs to automate this if desired. Once in your sales transactions, you
can select those columns in either the Sales Order List or Sales Receipt List and even sort by those
columns.
20.6 Priorities
Priorities allow you to show how critical the sales order is so you can govern your work day by taken
care of orders with a higher precedence first.
Be default in your account you will have 3 priorities defined (“High”, “Medium”, and “Low”) but you
can define more if needed and set the sort order for the drop-down list. To define priorities, go to the
Company Menu  Priorities and select Add New on the list.
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The priorities can now be added to transactions from a drop-down menu on the edit page. Priorities
must be set manually, but you can use AOPs to automate this if desired.
20.7 Task List (To-Do List)
Users in SOS Inventory can set reminders or To-Dos by going to the Quick Links menu and
choosing the To-Do List quick link. You can also go to User Menu  Tasks.
To add to the list, click the Add New button on that page. You simply add a title, description, set a
complete by date so it will appear on the Calendar, and you can assign a task to a specific user. To
remove items, use the actions menu to select Delete. You can also mark tasks as Completed under
the actions menu for a task.
Sometimes, but very rarely, there will be a system message from SOS Inventory in the Task List.
20.8 Multi-Currency
To access the multi-currency features of SOS Inventory, go to Company Menu  Company
Settings. There you can turn on (or off) the multi-currency feature. When this feature is enabled,
purchase orders and item receipts, as well as sales forms, will include an option to select the
currency and the exchange rate for the transaction.
To change your home currency, go to Company Menu  Company Settings and choose the proper
home currency. The following currencies are supported:

AUD (Australian Dollar)

CZK (Czech Koruna)

CAD (Canadian Dollar)

DKK (Danish Krone)

BGN (Bulgarian Lev)

EEK (Estonian Kroon)

BRL (Brazilian Real)

EUR (Euro)

CAD (Canadian Dollar)

GBP (British Pound)

CHF (Swiss Franc)

HKD (Hong Kong Dollar)

CNY (Chinese Yuan)

HRK (Croatian Kuna)

CYP (Cyprus Pound)

HUF (Hungarian Forint)
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
IDR (Indonesian Rupiah)

PLN (Polish Zloty)

ILS (Israeli New Shekel)

ROL (Romanian Leu)

INR (Indian Rupee)

RON (Romanian Leu)

ISK (Icelandic Króna)

RUB (Russian Ruble)

JPY (Japanese Yen)

SEK (Swedish Krona)

KRW (Korean Won)

SGD (Singapore Dollar)

LTL (Lithuanian Litas)

SIT (Slovenian Tolar)

LVL (Latvian Lats)

SKK (Slovak Koruna)

MTL (Maltese Lira)

THB (Thai Baht)

MXN (Mexican Peso)

TRL (Turkish Lira)

MYR (Malaysian Ringgit)

TRY (Turkish Lira)

NOK (Norwegian Krone)

TWD (New Taiwan Dollar)

NZD (New Zealand Dollar)

USD (US Dollar)

PHP (Philippine Peso)

ZAR (South African Rand)
To handle the multi-currency processing in transactions, you can take advantage of the Vendor Item
Catalog and Price Tiers. When setting a currency in a transaction SOS shows you the exchange rate
for that currency, but the costs and prices are still in your base currency. On the purchasing side you
can use the vendor item catalog to establish the costs in the vendors currency. For the sales side, a
price tier that has the prices in a customer’s currency would be able to change prices quickly on a
sales order, estimate, invoice, or sales receipt.
We only support currency updates that are in the European Central Bank (ECB) currency feed. See
https://www.ecb.europa.eu/stats/policy_and_exchange_rates/euro_reference_exchange_rates/html/i
ndex.en.html
The support team can add additional currencies to the list for your use, but for these other
currencies, it's up to you to enter the desired exchange rate, as the data in our system is fixed and
not updated regularly like the supported currencies. You can however, use QuickBooks Online to
enter transactions to sync to SOS since they use a different currency feed than SOS does.
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20.9 Templating
SOS Inventory provides the ability to use an existing form as a template to create a new form. To
use a form as a template, go to the desired form list and under the Action Menu select “Use as
Template”.
For example, to use an existing PO as a template for a new PO, perform the following steps. Go to
the PO List (Operations Menu  Purchasing  Purchase Orders). Then find the PO you want to
use for the template and on its action list choose “Use as Template.” A pre-filled PO will be
generated, and you can modify and save as needed.
20.10
Channels
Channels allow you to track sales which come in via different methods. For example, some sales
might come in via walk-in sales, and some might be online sales. You could set up a channel for
each type of sale so that you can track them differently. You can set up channels to represent
anything you want. It is simply a way to segment your sales. To define your channels, go to the
Company Menu  Channels and select Add New on the list.
20.11
Archive/Unarchive
Archiving allows you to remove items, orders, etc. from active reports, but the archived entities still
remain in the system. This is useful, for example, when you want to discontinue a product line so
that they are no longer available for active use, but you still want them in the system so that you can
run reports on them.
20.12
Beta Features
At certain places in SOS Inventory, you will see a feature with the “Beta” label. When we release
new features into SOS Inventory, we always release the feature as a Beta feature first. That signifies
that the feature is new and has not been in operation as long as the other features. It means that the
feature has been tested internally and meets all of our test criteria. However, as a new feature, it has
not run through millions of transactions like the rest of the software.
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Beta features are safe and fully usable. However, you might run into some odd bugs and/or strange
results that you would not see with our more established features. We typically keep a feature in a
Beta state for at least 30 days and no more than 6 months. The amount of time depends entirely on
what issues arise during normal use of the feature.
20.13
Mobile Use
SOS Inventory is optimized for use on mobile devices. You do not need a specialized app to run
SOS Inventory on your mobile device. Simply open the web browser (e.g., Safari, Chrome, etc.) on
your mobile device and use the site as you normally would. The menus and screens adapt
automatically to simplify navigation and data entry on your mobile device.
The development team does have true mobile apps for Apple and Android devices on our
development roadmap for a future release.
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21 Steps to Successfully Setup of QuickBooks
Online and SOS
This section will provide you a step by step process for successfully setting up a new SOS trial
account and integrating it to a new QuickBooks Online. There are some steps to take care of in
QuickBooks Online as well and they are detailed here as well.
21.1 New QuickBooks Online and SOS Accounts
1. Start a new QuickBooks Online account
2. If QuickBooks Online Plus used, in QuickBooks Online go to Settings (Gear Icon)  Account
and Settings, Sales tab to turn off ‘Quantity on Hand Tracking” to eliminate possible duplicate
entries in your journals
3. Complete the Chart of Accounts. Account numbers are optional, but names must be unique
4. Complete the sales tax center (if needed)
5. Start SOS account using one of these 2 methods
a. From Apps tab in QuickBooks Online, find SOS Inventory and select “Get App Now”.
i. This will present you with the page stating to pick a plan, select one by
clicking the button under the plan you desire
ii. It will give you a message to please wait while creating account
iii. It also starts the initial sync to send a copy of the chart of accounts, sales tax
center, and sales terms to SOS for use in settings and functionality.
b. From SOS website, www.sosinventory.com, click on “Start A Free Trial” to create a
new SOS Inventory account selecting whatever level you would like to start at.
i. Once created, you can go in SOS to the Settings Menu (Gear Icon) 
QuickBooks Setup page and click on the button “Connect to QuickBooks”.
Then follow the steps to authorize the connection.
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ii. This starts the initial sync and retrieves a copy of the chart of accounts, sales
tax center, and sales terms for use in SOS settings and functionality.
c. Whether you followed a or b above, wait for an email from SOS stating that the sync
is complete before proceeding. This shouldn’t be very long.
6. Logout of SOS and then log back in to make sure your company name from your
QuickBooks Online account is shown in the Company Menu in SOS.
7. In SOS, go to the Settings Menu and walk through the Inventory Settings, Purchasing
Settings, and Sales Settings pages to ensure all appropriate defaults and other settings are
completed before loading any data.
8. Go to the Users Menu (your login name) and go to User Settings to set your time zone, then
go to User Profile to update your password and security question.
9. Go to the Company menu (your company name) and complete the following as needed:
a. Company Settings – Change the Automated Time Zone to your time zone. Add
company address and logo if desired.
b. User administration – Define more users here. The users will get an email from SOS
asking them to login and complete their profile.
c. Account Info – Check to make sure the account is at the plan level you desire. This
should at least be done it starting SOS from the App center in QuickBooks Online.
d. Locations – Update the default location to have your company information for
Purchase Orders and other transactions. Add any additional locations you may
desire for your inventory management if you are in Plus or Pro.
10. Now you can begin loading your data.
a. Go to the Company Menu  Bulk Edit and complete step 1 to download the Items
Spreadsheet.
b. Complete this spreadsheet with all information that you know for each item.
i. At minimum, you should enter:
1. Name
2. Sales Description
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3. Sales Price
4. Purchase Description
5. Cost
6. Item Type (ex: Inventory Item, Service, Assembly, etc., see guide)
7. Quantity on Hand
8. Value on Hand (total value of stock)
9. Income, inventory, COGS, and expense accounts as appropriate to
item type
ii. See more information on the Bulk Edit/Import spreadsheet in section 4.1.5 of
this Users Guide which follows the columns on the spreadsheet. Also, make
sure you are following the rules listed for completing the process.
c. Go back to the bulk edit page and complete step 3 to upload your items into SOS.
i. This should have created an inventory adjustment if you added Quantity in
Hand and Value on Hand data for your items in the sheet.
ii. Go to the left side menu, Inventory  Inventory Adjustments to find the
adjustment created by the bulk edit. Click on Edit to load the transaction.
Change the account at the bottom to Opening Balance Equity and Save the
adjustment. This will send journal entries to QuickBooks Online to load the
values in Inventory Asset and the offset in Opening Balance Equity.
11. Go to the Sync Menu (green checkmark) and click on Sync Now to send all new items and
the journal entries from the adjustment to QuickBooks Online to update your account.
12. Now you can load any other data you need, such as, vendors, customers, and BOMs if you
created Assembly type items in step 10.b.
There may be other options that you would like to use in your setup:

Discounts, shipping, and deposits. They need to be enabled in QuickBooks Online for
SOS to be able to see and use them. A manual sync should be done in SOS to complete
the process.

Class and locations. In QuickBooks Online, enable the options and define them from the
lists.
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
In SOS, go to the Company Menu and complete any options you want to use by walking
through the Miscellaneous section of the menu. These options are discussed throughout
this users guide.
If you have any questions as you are going through this, please contact SOS Inventory Support via
email at support@sosinventory.com or via phone (Mon-Fri, 9am-5pm Central) 888-545-4146.
21.2 Adding a New SOS Account to an Existing QuickBooks
Online Account
This is a very common occurrence since most customers already have an existing QuickBooks
Online Essentials or Plus account that they have been using for a while. This section will show the
steps required to successfully connect to an existing account and outline unique support practices.
Note: This is best accomplished in the FireFox browser.
1. Make following changes in QuickBooks Online (if not setup yet in QuickBooks Online):
a. Company settings
i. If Plus Edition, turn “Quantity On Hand Tracking” off under Sales section. If
this option was turned on and you have inventory items in your Product
and Services list in QuickBooks Online, please contact SOS Inventory
at support@sosinventory.com before doing this step or proceeding.
ii. If plan on using shipping/discounts/deposits enable those
b. Validate Sales Tax Center if taxes are being used
c. Validate Chart of Accounts
i. If essentials, create Inventory Asset and COGS accounts if they don’t exist
d. Go to the company menu and select all lists
i. If using, build locations and classes if not already there
2. Go to Apps at left side menu in QuickBooks Online
3. Search for SOS Inventory and select it
4. Click on “Get App Now” on the SOS Inventory information page
a. This will present you with the page stating to pick a plan, select one by clicking the
button under the plan you desire
b. It will give you a message to please wait while creating account
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c. You will be now placed into SOS at the dashboard and the accounts will be
performing the initial sync (SOS retrieves copy of chart of accounts, sales tax center,
and anything else you may have defined such as departments and classes, as well
as any historical transactions, vendors, customers, and items)
d. This will also add a new My Apps list in QuickBooks Online under the Apps tab for
entry into SOS Inventory from QuickBooks Online (this is only for the person
connecting the 2 accounts)
5. In SOS, go to the User Menu and select User Profile to change the password and add a
security question/answer in case of password recovery
6. Go to the User menu again and select User Settings and change the time zone to yours
7. By now you should have received at least an email Welcoming you to SOS Inventory with a
login link you can use later on if needed. You may have also received the email stating that
the initial sync is completed and you are ready to go. If not, wait until you get it to move on.
8. Go to the gear icon and select QuickBooks Settings to ensure automated sync is set to
desired level (most customers choose hourly)
9. Complete company settings under the Company Menu
a. Company Settings – If needed, modify company header, enable multi-currency
(make sure QuickBooks Online is set up for multi-currency as well) and set home
currency, and add your company logo (make sure the log file meets requirements in
the note)
b. User Administration – add any other users you want to have access to SOS.
c. Account Info – check the plan setting to make sure it is the one you selected when
creating the account
d. If SOS Plus or Pro, setup your locations if you are multiple warehouses, delivery
vehicles, contract manufacturing, or other reason for additional location)
10. Complete operational settings under the Gear Icon
a. Inventory
i. If you don’t want to let stock levels go negative, uncheck the first option
ii. Select all default accounts needed for new items, inventory changes, and
item receiving
iii. Enable advanced search options if desired
iv. Select desired valuation method
v. Review all other inventory options and enable/disable as desired
b. Purchasing
i. Set your default location to receive goods into
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ii. Enable advanced search option
iii. Set default expense account for items that do not have one in their definition
iv. If using QuickBooks Online Essentials, uncheck Synchronize POs
v. Review all other purchasing options and set as desired
c. Sales (General tab)
i. Set default tax code
ii. Enable the Show Available for Sale on Forms (shows available stock while
adding items to the sales forms)
iii. Set default payment method
iv. Set default terms for sales
v. Enable advanced search option
vi. Review all other sales options and set as desired
11. Validate vendors and customers that synced from QuickBooks Online (you can use the Bulk
Edit tool under the company menu to edit and make any necessary changes to the customer
list.
12. Finally, your items should have synced over from QuickBooks Online as an initial inventory
list. Use the bulk edit tool to make sure your data synced correctly and add any missing
essential information such as the account for asset and COGS. See section 4.1.5 in this
guide for more information on the data columns and process.
a. Columns to make sure you have
i. Name
ii. Sales Description
iii. Sales Price
iv. Purchase Description
v. Cost
vi. Item Type (ex: Inventory Item, Service, Assembly, etc., see guide)
vii. Quantity on Hand
viii. Value on Hand (total value of stock)
ix. Income, inventory, COGS, and expense accounts as appropriate to item type
b. Do not change column A. If you are adding new items, leave column A blank so SOS
knows it is a new item
c. If you have any specific questions on data before loading this spreadsheet, contact
SOS technical support at 888-545-4146 x2 or via email at
support@sosinventory.com. This includes use of bins, multiple locations, serial
inventory, or lot inventory.
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13. Perform any other changes you may need that are discovered during this process. Setting up
BOMs for assembly items, form templates, process templates, additional locations, etc.
These setup instructions may change based on unique scenarios for your company. IF you have any
questions contact SOS inventory Support for assistance.
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22 API
SOS Inventory has a standard REST API structure available to customers providing you the
capability to access your accounts data thru web requests. This is a pull functionality not a push,
which means that you request data as needed. There is no current method for automating data to be
sent to targets outside of SOS Inventory.
To start your API project, you first need to go to https://live.sosinventory.com/API and follow the
steps to get your authorization token and token secret. Once you have that, there is also the
commands needed to build your web request to test out your access. This can be done in any web
development language or in most browsers you can get an add on app that makes it relatively easy
to establish your access.
When you submit your web request, the response that you get will be in the format you desire
(JSON or XML data format). The tags that you see correspond to the data you are pulling from the
tables.
Currently, the objects that you can process thru web requests are:
GET (to retrieve data from SOS, use same spelling and case as seen below for key words)
items
salesorders
shipments
customers
POST (to send data to SOS)
salesorders
shipments
22.1 Connecting to the API
Looking at our web link noted above, you would follow the steps to gain access.
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22.1.1
Step 1 - Keys
The first step is to just email support@sosinventory.com requesting your API key and secret
(password). This is a one-time process even if you are connected to more than 1 company. For the
remainder of the steps you will need to use an app to submit the web request strings to allow you to
retrieve the other information such as your request tokens and your access tokens.
22.1.2
Step 2 – Request Tokens
After you have your API keys from the support team, you can use any add-on application that your
browser has to submit your requests for further information or you can use your favorite web
programming language to do the same. One such browser add on is HTTP Resource Test in the
FireFox browser.
In the second step, you use your API keys to get a request token from the SOS Inventory server.
The options you need to submit your request are:
Method: GET
URL: https://live.sosinventory.com/api/v1/oauth/request_token
Headers:
“Authorization” with option string
OAuth oauth_version="1.0",
oauth_signature_method="PLAINTEXT",
oauth_consumer_key="[your key here between the quotes]",
oauth_signature="[your secret here between the quotes]&"
Note: Remember to remove the “[“ and “]” characters and leave the “&” at the end of the
secret.
Expected server response is your request tokens for the next step. The URL-encoded string
will look like this:
oauth_token=[request-token]&oauth_token_secret=[request-token-secret]
Example:
oauth_token=150a19df4d684b19b878d31879709d25&oauth_token_secret=75928d9
a3a364871a2df76151d808d3f
22.1.3
Step 3 – Authorize App
In this step you will be placing the desires URL string directly into the URL address line of your
browser to authorize your app (SOS Inventory account). You do this by providing your login
information for the account (suggest using the master administrator login information).
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On the URL line of your browser, enter the following:
https://live.sosinventory.com/api/authorize.aspx?oauth_token=[requesttoken]&oauth_callback=[callback_url]
Using the information from Step 2 it would look like this for example just
using the string from the oauth_token returned:
https://live.sosinventory.com/api/authorize.aspx?oauth_token=150a19df4d
684b19b878d31879709d25&oauth_callback=http://www.google.com
I used a callback to Google as my return point to display the response.
You should now see the authorization page.
Enter your SOS Inventory login email and password and click on the “Authorize” button. Using this
information, the SOS server will validate your user email to establish the connection to the account
your log into with SOS. If you have multiple accounts under the same email, make sure the last
account you logged into is the one you are establishing the API connection for.
After completing the authorization process, SOS will redirect the user to the callback URL with a
querystring containing the request token, so that you can match the user and verify that he/she has
authorized the app. As stated above, I would now see the Google page and in the URL address line
is the response to the authorization request and looks like this”
https://www.google.com/?oauth_token=150a19df4d684b19b878d31879709d25
22.1.4
Step 4 – Convert Request Tokens to Access Tokens
In this step, you will submit your request tokens to allow the server to convert them to access tokens
and return those to you.
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The options you need to submit your request are:
Method: GET
URL: https://live.sosinventory.com/api/v1/oauth/access_token
Headers:
“Authorization” with option string
OAuth oauth_version="1.0",
oauth_signature_method="PLAINTEXT",
oauth_consumer_key="[your original app key here between the
quotes]",
oauth_token="[your request token here between the quotes]",
oauth_signature="[your original app secret here between the
quotes]&[your request token secret here between the quotes]"
Note: Remember to remove the “[“ and “]” characters and leave the “&” between the
signature options.
Expected server response is your access tokens use in data retrieval. The URL-encoded
string will look like this:
oauth_token=[access-token]&oauth_token_secret=[access-token-secret]
Example:
oauth_token=cdd47dee31c04475b0c0a637daa33e99&oauth_token_secret=e3cc05f
c71bb474bac250c2b478d23d6
22.1.5
Step 5 – Test API Call
Now that you have all your keys and tokens acquired, you will be using them to use web requests to
make your API calls to retrieve information as listed at the start of this section. Let’s retrieve all items
from your account.
The options you need to submit your request are:
Method: GET
URL: https://live.sosinventory.com/api/v1/items
Headers:
“Authorization” with option string
OAuth oauth_version="1.0",
oauth_signature_method="PLAINTEXT",
oauth_consumer_key="[your original app key here between the
quotes]",
oauth_token="[your access token here between the quotes]",
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oauth_signature="[your original app secret here between the
quotes]&[your access token secret here between the quotes]"
Note: Remember to remove the “[“ and “]” characters and leave the “&” between the
signature options.
Expected server response is your items listed in a JSON data stream. You can add more header
options to get the information back in XML format.
22.2 Using the API
With the information you’ve gained in the previous steps, you can now make web request (API Calls)
to retrieve data that you need from your SOS Inventory account or submit data to your SOS account,
such as sales orders.
There are multiple methods when deciding what to accomplish with the API.
1. Retrieve all data of the type needed, such as items, sales orders, etc
a. https://live.sosinventory.com/api/v1/items
b. https://live.sosinventory.com/api/v1/salesorders
c. https://live.sosinventory.com/api/v1/shipments
d. https://live.sosinventory.com/api/v1/customers
2. Retrieve a specific piece of data if you know the ID
a. https://live.sosinventory.com/api/v1/item/5 (will return the item with ItemID 5)
b. https://live.sosinventory.com/api/v1/salesorder/501 (will return the sales order
with SalesOrderID 501)
c. https://live.sosinventory.com/api/v1/shipment/10 (will return the shipment with
ShipmentID 10)
3. Use filters to get a range of data. Current filters are;
a. Items
i. modifiedbefore/2017-07-31
ii. modifiedafter/2017-07-01
iii. location/default
b. Transactions
i. after/2017-07-01
ii. before/2017-07-31
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23 Frequently Asked Questions
My quantity (or cost basis) for item X is wrong in the system. What happened?
Pull up the Item History page for the item, and review the transactions. That will allow you to
determine exactly where the quantity or cost became different than what you expected.
I sent an email for support and have not received a response. How long does it usually take?
We respond to the majority of support emails within 1 hour; however, depending on the volume of
emails at the time and the complexity of the issue, it can take up to 24 hours. If you have not
received a response within 24 hours, please send your email again. It is possible that it was not
delivered for some reason.
How do I set the default shipping address for purchase orders?
Go to the Settings Menu (gear icon in upper right) and select Purchasing Settings. Look for the
option to select the default location for POs. Then, go to the Location List under the Company Menu
(your company name), select Locations, and edit the location to specify the proper address.
How do I issue a packing slip for a partial shipment?
When you generate a packing slip for a sales order, it will automatically be generated for the
difference between the quantity shipped and the quantity invoiced. Thus you can issue a packing slip
for a partial shipment by making sure that the shipped and invoiced amounts are correct on the sales
order.
I'm getting a message that says SOS Inventory automatically detected a problem. What
happened?
This means that an unexpected situation occurred. There are a variety of causes, ranging from a
temporary QuickBooks Online outage to a bug in SOS Inventory. If the problem is on our side, we
usually have it fixed within 24 hours. You can always contact us and we will let you know the status
of the problem.
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Do you support XYZ feature? If not, can you implement it?
Go to the Help Menu (? icon) and select the Feature Requests page and tell us about a new feature
or vote for an existing one. Also, you can email us at support@sosinventory.com if you have a
question about a specific feature that is not listed anywhere else. We log every feature request that
we get. The ones that are requested the most often are the ones that we prioritize. We are not a
custom development shop. We do not build specific features for specific customers. We try our best
to implement the features that will provide the most benefit to the most people.
Why do some of my vendors / items / customers have "(deleted)" in their name?
When you see a vendor, customer, employee, etc. with (deleted) in the name, which means that you
deleted the object but that it was linked to something else. For example, let's say you delete a
customer that has made purchases from you in the past. QuickBooks Online (and SOS Inventory)
need to keep your invoices and sales receipts for that customer. So the customer isn't really deleted.
It's just hidden most of the time. If you go to view an invoice with that deleted customer, it will show
the customer's name with (deleted) after it, to remind you that you deleted that customer.
Why do some of my vendors / items / customers) have "(2)" or another number in their
names?
When you add a new vendor, customer, or item in SOS Inventory, it attempts to send the item to
QuickBooks. If an item with that same name already exists in QuickBooks, it will add a (2) to
differentiate the second version of the item from the original. You can correct the duplicates by
seeing which one has the history you want to keep and then deleting the other version. If you keep
the (2) version, just rename it to get rid of the (2).
What does it mean when a menu option is listed as "beta?"
Beta features are new features that we have introduced recently. We introduce major new features
first in the beta stage, so that people who really want the feature can try it out. Beta features have
been tested internally and are believed to work correctly, but given that they are new it is possible
that you will experience more issues with those than with the core SOS Inventory software. After a
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period of live field testing, we remove the beta label to signify that we believe the stability is on par
with other features.
I want to add Categories to my items but only have "None" as an option for Categories.
To add a category, click on the Blue Plus at the top of the page and choose "Item." Add the category
name. The type should be "Category". Save. Then, you can edit your other items and place them in
this category.
Why do Sales Tax and Shipping not show in my sales transactions?
For sales tax it is due to the sales tax center not being established in QuickBooks Online. For
shipping, you need to enable this option in you QuickBooks Online Company Settings to have it
appear on the transactions in SOS.
What type of barcode scanner works with SOS?
Any linear barcode scanner will work with SOS. You can use warehouse scanners like the Wasp as
long as you keep it in linear mode. Either USB connectable or bluetooth formats will work as long as
they can be attached as an input device. Currently SOS does not have the capability to use cellular
phone barcode scanning apps.
How do you enable shipping in SOS Inventory?
To enable shipping in SOS Inventory, you have to enable it in QuickBooks Online. To do that:
Log in to QuickBooks Online.
Click on Gear -> Account and Settings
Click on Sales on the left
Click on Sales Form Content.
Check the box next to 'Shipping'
Save
Sync SOS Inventory to QuickBooks Online.
Once the above is done, you will have a shipping field in Sales Orders and Invoices in SOS
Inventory.
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When processing a sales order to shipment to invoice, the customer purchase order number
does not come across from SOS to QuickBooks Online. I am currently having to enter it
separately in QuickBooks Online. What might be causing that?
To fix this situation, do the following:
1. Log in to QuickBooks Online.
2. Click on Gear -> Account and Settings.
3. On the left hand side, click on Sales
4. Click in the Sales Form Content area
5. Under Custom Fields, ensure that your customer po field is labeled exactly
Customer PO
NOTE: You must have a capital C, a space between Customer and PO, a capital
P & O, and no characters after the O
6. Sync SOS Inventory to QuickBooks Online.
Now, any future invoices created or edited in SOS Inventory will sync to QuickBooks Online
with the Customer PO included.
I have entered a discount in my SOS invoice but it won't sync to QuickBooks Online?
You need to enable discounts in QuickBooks Online to use them in SOS Inventory. To do that:
Log in to QuickBooks Online.
Click on Gear -> Account and Settings
Click on Sales on the left
Click on Sales Form Content.
Check the box next to 'Discounts'
Save
Sync SOS Inventory to QuickBooks Online.
Once the above is done, you can use discounts in Sales Orders and Invoices in SOS Inventory.
I’m entering sales in QuickBooks and my inventory in SOS is not changing after
synchronization. Why not?
By default, SOS Inventory does not remove inventory for new transactions in QuickBooks. To
change this behavior, go to the Settings menu and choose Sales Settings. In the “General” section,
you’ll see options called “Auto-Ship Invoices” and “Auto-Ship Sales Receipts.” Turn those options
on, as appropriate, and then try your transactions again.
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Note: If you have items with either serial tracking or lot tracking on in SOS or if you are blocking
negative inventory, then you should not enable the Auto-Ship Invoices or Auto-Ship Sales Receipts,
but can still use the Auto-Sales Order Invoices.
I enter shipping charges on an invoice, but they disappear when I sync with QuickBooks
Online. How do I fix this?
Be sure that the shipping feature is enabled in your QuickBooks Online preferences.
When I send an invoice to QuickBooks Online, why are the addresses sometimes formatted
in a strange way?
There are certain rules that we must follow when exchanging data with QuickBooks Online.
Sometimes those rules don’t support all of the features that SOS can support. So we sometimes
have to squeeze things down or otherwise make them fit into the format available to us, which might
or might not be the optimal way to view the data.
All my items downloaded from QuickBooks Online are showing as inventory items. Why?
The default item type for items downloaded from QuickBooks Online is "Inventory Item." You can
edit this value individually for each item or do a Bulk Edit to be able to correct them all at one. As a
reference the bulk edit sheet contains a column that shows the type of item on QuickBooks Online
so you can correct the ones in SOS accordingly.
The inventory quantities in SOS aren’t syncing with the inventory quantities in QuickBooks
Online. Why not?
QuickBooks Online does not yet allow 3rd party tools to update inventory counts. With that said, think
of SOS Inventory as a replacement for the inventory functionality in QuickBooks Online. If you are
using SOS, you don’t need the inventory tracking in QuickBooks Online, because you are using SOS
to track inventory. Most of our customers do not have inventory tracking even turned on in
QuickBooks Online. In fact, if the inventory tracking in QuickBooks Online is sufficient for your
needs, then you probably don’t need SOS Inventory at all.
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If you do have inventory tracking on in QuickBooks Online, please send an email to
support@sosinventory.com for more information or call 888-545-4146 to let us know.
I'm getting an error message when trying to synchronize with QuickBooks. What do I do?
Sometimes the synchronization with QuickBooks Online will fail. This can be due to a data error, or it
could be as simple as a temporary server outage. Whenever the sync fails, an X will appear instead
of the checkmark when the sync completes. Click on the Sync Menu (green icon at top) and then
Sync Errors to see the error message associated with the sync failure. Usually it will tell you how to
resolve the error. You can also use the Preview Sync option as described above to see exactly
which transaction is causing the problem.
The SOS sync algorithm is very sophisticated. On a sync error, it waits a few minutes to give the
user a chance to resolve the error. If the error persists, the system will attempt to correct the error
automatically. Sometimes it takes longer than others, depending on system load and the nature of
the error. If you are unable to resolve a sync error and the problem persists, please contact
support@sosinventory.com.
I was testing SOS with fake data, and now I want to enter my real data. How do I clear all the
test data and start fresh?
The easiest way is to set up a new SOS account. Just make sure you disconnect your old SOS
account from your QuickBooks Online account before attempting to connect the new SOS account.
You can use your same email address for the new account.
How do I change my password?
From the User Menu (where it shows your name), select "User Profile."
I am getting an error that states "Do not have authorization to complete action". How do I fix
this?
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The error message tells you what to do. In short, you need to have your master administrator on the
account disconnect and reconnect the account in SOS to authorize your connection again to your
QuickBooks Online account.
I am getting an "Unknown error from QuickBooks Online". What does that mean?
This error usually happens due to communication issues during the sync such a timeout condition if
you are syncing a lot of data. If you have automatic sync on, SOS will resume when it is time to sync
again, otherwise, do a manual sync to resume.
I am getting an error that states "Invalid Number" with a long ID after it such as "df1210abe227-492b-8b70-07ae74468b90". What does this mean?
This means that something on the transaction doesn't exist in QuickBooks Online. Usually this is an
item that does not have the Sync option enabled. Editing the item and syncing it to QuickBooks
Online, then resaving and syncing the transaction will fix this error. Other things to check for could
be a non-existent vendor, customer, or sales term.
I changed my email address and can no longer sign on using the via Intuit option. Why?
To use the single sign on function, the email address must match in QuickBooks Online and SOS.
I am getting a "Stale Object" error. How do I fix it?
This means that an item was edited and saved on both systems between syncs. Note the
information on the SOS side for the item. Resave the item on QuickBooks Online and sync to SOS.
Edit the item on SOS to once again have the changes you intended for the object and sync back to
QuickBooks Online.
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24 Glossary
The following are definitions of many common terms used in this document and in the SOS
Inventory software. If there are other definitions that you’d like to see added, please email
support@sosinventory.com.
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AOP – Automated Order Processing is a rule based processing method to allow you to
automate different workflows to maximize your efficiency
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Assembly – A special type of inventory item that consists of other items (components).
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Available for Sale – Quantity on hand minus quantity on sales order minus quantity at nonnettable locations.
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Bill of Lading – A document used in shipping/transporting goods. It is often required for
certain types of shipments, particularly freight.
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Bill of Materials – The list of components and quantities that makes up an assembly.
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Blanket PO – An open-ended PO, without specific quantities.
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BOM – Bill of materials.
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Channels – Methods of sales such as web, store, or any other sales path that may be used.
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COGS – Cost-Of-Goods-Sold.
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Cost-Of-Goods-Sold – The inventory costs (what you paid) for the goods sold during a
given period. The calculation may vary depending on your chosen inventory valuation
method.
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Credit Hold – A conditional switch stopping a new sales to be accomplished for a customer
due to unpaid invoices for previous sales.
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Credit Memo – A document issued to a customer to show proof of a deposit or refund.
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Customer – Someone who buys things from you.
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Drop-Shipping – An arrangement in which your vendor (supplier) ships the items directly to
the end customer instead of to you.

EDI – Electronic Data Interchange is the electronic interchange of business information using
a standardized format; a process which allows one company to send information to another
company electronically rather than with paper.
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Estimate – A quotation for goods or services.
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Invoice – A bill to your customer to be paid by a certain date.
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
Item – Something that you want to track in SOS Inventory, which could be a product you sell,
a service you provide, raw materials for manufacturing, overhead expenses, and so on.

Item Receipt – A record that you received goods from a vendor on a specified date.

Job – A way to group transactions for reporting purposes.

Kit – A collection of individual inventory items that are sold as a group.

Landed Cost – The total amount that you paid to bring an item in house from a vendor. This
could include shipping charges, fuel charges, labor, customs, duty, etc., in addition to the
price of the item itself.

Lot – A batch of an item that are tracked together as they are received, shipped, built, or
otherwise used in the system.
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Max Stock Level – The maximum amount an item that you want to have on hand. Also it is
used as the restock level for an item.

Non-posting transaction – A transaction that does not post to your general ledger, meaning
that it does not affect your financial reports.

OE Companion – An older version of SOS Inventory. Version 1 of the current software was
called OE Companion, as it was a companion tool for QuickBooks Online Edition.

On PO – The quantity of an item on open purchase orders.

On SO – The quantity of an item on open sales orders.

Overhead – Additional costs of producing goods and services that a company wishes to
include in the costs of goods sold of the items.

Packing Slip – A document typically enclosed in a shipment to a customer that shows the
items shipped and other shipping information. It usually does not include prices.

Pick Ticket – A document providing instructions on which items to pull and from where (bins,
etc.) to pull them.

Priority – Allows a user to know the importance of an object to determine the order tasks are
completed in.

Purchase Order (PO) - A purchase order is a form/document used to request a vendor to
provide a good or service to you in exchange for payment. The purchase order will typically
define terms of payment, delivery, and so on. Purchase orders are non-posting transactions.

QuickBooks Online – A hosted, SaaS, cloud-based version of QuickBooks. QuickBooks
Online is a distinct product. It is not merely a hosted version of QuickBooks Pro, Premier,
Enterprise, etc.

QuickBooks Online Edition – This was the name used to refer to QuickBooks Online many
years ago.
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
Reorder Point – The point at which inventory of an item is considered “low.”

Return – A record that you received merchandise back from your customer on a given date.

RMA – Return Merchandise Authorization. A document authorizing a customer to return a
product.

SaaS – Software as a Service. This refers to a software that is hosted by the developer, and
the user pays a monthly fee to access the software / service. This is often referred to as
cloud computing.

Sales Order – A document showing quantities and prices of an order from your customer.
This is a non-posting transaction.

Sales Receipt – A document describing a completed sale, similar to the receipt you would
get from a retail store.

Serial Inventory – Items that are tracked individually by a unique number.

Stage – Shows the state that goods are in during a sales process.

Variance – In SOS Inventory, a variance is the difference between the actual cost of an item
and the expected (standard) cost of an item.

Vendor – Someone from whom you buy products or services. Also called a supplier.

WIP – Work-in-progress.

Work Center – A stage or step in a manufacturing process.

Work-In-Progress – Materials on which production has started but that have not yet been
turned into finished goods.
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25 What’s New – Release Notes
Version 7.0 – October 7, 2017
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Introduced AOP -- Automated Order Processing.
Streamlined SOS workflow.
Added support for customized workflow rules.
Added customer portal -- your customers can now view their order status online, etc.
Orders can now have stages and priorities.
Orders can now be assigned to users.
Sales orders can now be locked for editing.
Made it easier to send emails to customers with tracking and order status information.
Tasks can be assigned to users.
Significant improvements to the "Ready to Ship" report.
Added new report - "Profit / Loss by Item."
Added order import tool.
Added Shopify integration.
Added Shipstation integration.
Enhanced and expanded tools to reconcile transactions sent to QuickBooks.
Overhauled and significantly expanded the alert system.
Added option to send alerts via text message.
Added an in-app notification system.
Miscellaneous bug fixes and enhancements.
Version 6.5 – May 16, 2017
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Updated build form to v6 format.
Updated process transaction form to v6 format.
Miscellaneous bug fixes and enhancements.
Version 6.4 - April 17, 2017
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Updated RMA and customer return forms to v6 format.
Updated rental and rental return forms to v6 format.
Updated adjustment and transfer forms to v6 format.
Updated job and work order forms to v6 format.
Updated RTV form to v6 format.
Miscellaneous bug fixes and enhancements.
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Version 6.3 - March 25, 2017
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Updated shipment and pick ticket forms to v6 format.
Added support for credit holds on customers.
Improved behavior of price tiers on sales forms.
Miscellaneous bug fixes and enhancements.
Version 6.2 - February 25, 2017
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Custom fields are available (v6 forms only).
Improved support for pictures of serial items.
Updated customer and vendor edit forms to v6 format.
Updated serial inventory and lot edit forms to v6 format.
Updated estimate and sales receipt forms to v6 format.
Improved UOM support on sales forms.
Miscellaneous bug fixes and enhancements.
Version 6.1 - February 4, 2017
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Updated purchase order and item receipt forms to the v6 format.
Much easier to enter serial numbers, lots, and bins on item receipts.
Option to show weight and volume on v6 forms.
Users can upload serial numbers from a spreadsheet when receiving inventory.
Ability to insert new lines at any place in a form (v6 forms only).
Ability to copy lines on a form (v6 forms only).
Added more customization options for auto-generated serial and lot numbers.
Line items on v6 forms can be sorted alphabetically.
Improved unit-of-measure (UOM) functionality.
Improved behavior of dropdown lists for items, customers, and vendors.
EDI integration is now available.
Added support for more barcode formats.
Added tutorial videos and how-to guides to the help menu.
Miscellaneous bug fixes and enhancements.
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Version 6.0 - January 14, 2017
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Significant ease of use enhancements - streamlined navigation, etc.
All list pages updated to the new format (v5+).
Ability to flag/star transactions.
Calendar overview for orders due, lot expirations, etc.
Ability to open/close rentals.
Improved rental calendar.
Ability to sort sales order list by 'Ready To Ship' orders.
Added 'Quick View' of many more transactions.
Users can now import BOMs via Excel with no assistance from SOS support.
Much easier to find, sort, and manage serial numbers and lots.
Ability to restrict sales reps to transactions with only their customers.
Improved document and task permissions.
Tasks now have due dates and will show on the new calendar feature.
Upgrades to common reports based on user feedback.
Many new templates.
Easier viewing on mobile devices and smaller screens.
Miscellaneous bug fixes.
Improved performance (speed).
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