Inventory Data Sharing enables multi-location parts managers to provide and manage a central data set, which allows technicians, service advisors, and single-location parts managers to all pull from standardized data

HQ Inventory Catalog vs. Shop Inventory

The HQ inventory catalog does not put any inventory physically in the shop. It simply creates a detailed index of what the local shop could stock. The shop inventory refers to the physical parts, supplies, and materials that are physically present in the storage areas of a specific shop location.

When Inventory Data Sharing is enabled, Inventory items created in HQ will be shared across all locations. Locations can create and manage local inventory, separate from the company catalog.

Aspects of the inventory data are managed either at the HQ level or the individual location.

HQ managed items are managed in HQ and are view-only at the location level. These items include:

• Name
• Part #
• SKU
• Tire Size
• Tech Specs
• Brand
• Tire Model
• Vendor
• Line Item Category

Location managed items are managed by and unique to each location. These items include:

• Quantity on hand (including min & max)
• Bin/Physical Location
• Order Level Settings: Tax on parts and specifications on what part information is visible on orders

Inventory Data Sharing Settings

Select the Settings icon on the left-side navigation bar. Select Inventory in the Data Sharing section.

Define the inventory and vendor fields that you would like to manage in HQ.

Inventory Field Settings

Toggle on the following Inventory fields to have them managed in HQ:

• URL: Reference additional info from an external site
• Note
• Pricing: Select between the following options:
  • Pricing Matrix, Cost, and Retail: HQ manages all inventory data and this setting cannot be changed at the location level
  • Pricing Matrix Only: Pricing matrices on inventory will be managed at the HQ level
  • Cost Only: Only the cost (not retail) will be controlled at the HQ level
    • The default retail price is populated for the location based on the cost and any pricing matrix. However, the location can change the retail price.
  • None

When looking at the inventory in a sub-location, the location will be able to see which parts are managed by HQ by looking at the Owned By column. Parts owned by Company are those created and managed in HQ.

In addition to general part information, when HQ has toggled on to manage the URL and Note for inventory items, sub-locations will not be able to edit those items.

When HQ has toggled on to manage Pricing Matrix, Cost, and Retail for inventory items, sublocations will not be able to edit the pricing information. When HQ has toggled on to manage either Pricing Matrix Only, Cost Only, or None, their ability to edit specific pricing information will change accordingly.

In the example below, the HQ shop has selected to manage Pricing Matrix Only. Notice that the sublocation is able to change the Cost of the inventory item. Because HQ manages the Pricing Matrix, the Retail price will be automatically calculated based on the cost inputted by the location.

Vendor Field Settings

Toggle on the following Vendor fields to have them managed in HQ:

• URL: Reference additional info from an external site
• Account Number
• Address
• Contacts

Manage HQ Inventory Catalog

Select the Data icon on the left-side navigation bar.

Add, view, and edit parts, tires, vendors, and line item categories in the Inventory section.

The Inventory Catalog in HQ shows part information managed at the HQ level.

Once inventory data is in HQ, it will automatically be transferred to all sublocations under HQ.

The inventory at a sublocation will include part information, as well as information about quantities and whether the part is shop- or company- owned.

Considerations

• Once inventory sharing is enabled, vendors and line item categories are controlled by HQ and no longer at the location level
• Locations will not be notified of individual inventory changes made by HQ
  • Changes made by HQ are visible in the HQ instance of the part in the activity
  • Changes made to an HQ inventory part, as allowed at the location level, are shown in the activity of that part at the location level
• HQ can archive a part that may be referenced in an order or purchase order for a location

• Locations will receive a notification, and the archive will not affect the part on the order or PO level. The part listing will be removed from the local shop.
  • Example: At Location A, there are 10 units on the shelf of a part managed by HQ. If HQ archives that part, the listing disappears from Location A. Location A will need to account for that part and inventory dollars
• Locations will not be able to restore an HQ created part
• HQ can restore the HQ created parts

Enable Inventory Data Sharing

Enabling Shared Inventory in your shop requires that you be fully educated on the feature and its functions. Please reach out to your account manager to discuss implementing this feature.

Still have questions? Feel free to reach out to us through the chat icon. Thanks for reading!