How Tos

NOTE: If editing items, do so during a non-transaction period to ensure that quantities and values are not reset to the moment in time you captured the download. If executing the bulk edit during a transaction period, please see Step 7.

  1. Export the data type you desire to edit. If you are a new SOS customer with no data in the system, the exported file will be blank. Use the blank file as the template for adding your data.

    1. On the Task Bar, go to Company Menu > Export Data and select the data type you wish to export. The system will take you to the export page for that data type.

    2. Specify your desired Filters and Options.

    3. Under Columns, select the Add All Columns Required For Import button.

    4. In the Actions block:

      1. Select the desired file format, either Excel (.xlsx or .xls) or CSV. The CSV file format allows the fastest downloads.

      2. Select Save as Excel/CSV to download the file or Send Via Email with the exported file as an attachment. (If you have a large amount of data to process, the system will tell you to use the Send via Email option.)

  2. Make a backup copy of the data file before editing.

  3. Edit the data as needed, observing the following rules:

    1. Do NOT change the numbers in the Id column (ItemIdCustomerId, or VendorId) on existing data. Leave the Id field blank when inserting a new row of data, as the system will assign an Id when the data is imported.

    2. Do NOT 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.

    3. Make sure that data in Column A (ItemIdCustomerId, or VendorId) stays matched to the proper row. (See 3.1. above for reason.)

    4. Delete a row from the spreadsheet if no changes are being made to it.

    5. The names of items, vendors, and customers must be unique. Names have a 100-character limit.

    6. Additional rules for items:

      1. Use the format a@b.com for email addresses.

      2. Use the format https://a.b.com/ for websites.

      3. If the QuantityOnHand figure is changed, change the ValueOnHand also.

      4. Enter all applicable accounts (income, asset, COGS, and expense) for items.

      5. Review Item Field Definitions for Data Export/Import in the user guide for descriptions of the data fields.

    7. Break long files into multiple sheets. The upload will be faster if you limit the number of rows to under 1,000 per sheet. The system will prompt you to indicate which workbook sheet should be imported. This is also important if an adjustment is created by the import.

    8. Do NOT leave any special features active in the file (filters, formulas, freeze panes, hidden columns or rows, etc.). You may use these while editing the file but remove or turn them off before saving.

    9. If you sorted the sheet by anything other than the Id (Column A), make sure that you perform an ascending re-sort by Column A and move all new rows without an Id to the end of the spreadsheet before saving.

  4. Import the edited Excel or CSV file back into SOS Inventory. Go to Company Menu > Import Data.

    1. Select the type of data you want to upload in the Importing field. If importing items, select the appropriate Location.

    2. In the File field, choose the Excel or CSV file containing your data, then select Preview.

  5. The first 10 rows of data will appear for your review. If everything looks correct, Import. The system will begin to process the data.

  6. SOS will send a notification that lets you know whether the import was successful. If you receive an error message while attempting to import or edit items, the cause is almost always a missing or incorrectly titled column.

  7. IMPORTANT:  When uploading items, if the system detects changes in quantity and value for items, it will create an adjustment with “Bulk Edit” in the Notes column on the list. It will have an eight character, randomly generated number in the Ref # column. If those changes to quantity and value were intentional, then use the Add to Sync option to send to QuickBooks Online on next sync cycle. If the changes were not intentional, delete the adjustment.

  1. Go to Company Menu > User Administration.

  2. Select Add New.

  3. Enter appropriate information for Name (displayed on User Menu), Email AddressConfirm Email.

  4. If the user is to be a local administrator, enable Administrator checkbox.

  5. If the user is not an administrator, enable/disable Privileges as needed for required access.

  6. Select Save and Close.

  7. New user will be emailed an invitation to join the account with a link to the login page.

Note: This can be accomplished only by your account’s master administrator.

  1. Go to Settings Menu (gear icon) > QuickBooks Setup. This will take you to the QuickBooks Sync Settings page.

  2. In the Disconnect option, select Remove Connection to QuickBooks.

  3. Select Confirm Disconnect.

  4. Click on the Company Menu.

  5. Select Account Info.

  6. Click on link to Remove Payment Information.

  7. If desired, provide the reason for cancellation.

  8. Select Cancel Subscription.

Note: Can only be accomplished by your accounts master administrator.​

  1. Go to Company Menu (your company name) > Account Info.

  2. On the Plan entry, click on Change Plans.

  3. Click on the button at the button of the pop up window to change to the plan desired.

  4. If you want to change to an annual billing plan, click on the button that says “Switch to Annual and Get two Months Free!”. If you choose to go with annual, you will have until your current subscription expiration date to go back to monthly.

  1. Go to Company Menu > Company Settings.

  2. In the Logo field, select Choose File.

  3. Locate and select your new logo file. Be sure to check the properties on your logo to see what the size is. Use the Logo Width and Logo Height options to ensure the logo will fit on the page as desired. Then Save and Close the settings.

To change:

  1. Go to User Menu > User Profile.

  2. Your current password will be in the Old Password field but masked.

  3. Enter your new password in the New Password field. Password rules can be seen by clicking on the “?” next to the entry field.

  4. Enter your new password again in the Confirm New Password field.

  5. Select Save in lower right corner.

To reset:

  1. Go to the SOS Inventory Login Page (https://live.sosinventory.com/).

  2. Select I forgot my password.

  3. Enter the email address you use to log in.

  4. Select Submit.

  5. If you have set a security question, provide the answer you established in your profile and then select Submit.

    1. If you have not previously established a security question:

      1. The system will give a message telling you that SOS will send you an email with your login information. Select OK.

      2. In the email from SOS, select Proceed to Login Page, then login using the system-provided password. SOS will then take you to your User Profile page.

  6. On your User Profile page, enter your desired password in the New Password field and again in the Confirm Password field. If you have not previously set a security question and answer, the system will require that you do so.

  7. Select Save in lower right corner.

Note: This feature is available on Plus and Pro plans only.

  1. On the Task Bar, go to Company Menu (your company name) > Price Tiers.

  2. Select the Add New button to create a new price tier or Edit on the Actions Menu to change an existing tier. This will take you to the Price Tier page.

  3. For a new price tier:

    1. In the Name field, enter a name for your price tier.

    2. Determine whether this price tier will have an overall percentage discount assigned to the entire order, an overall flat discount assigned to the entire order, or a volume discount based on the quantity of units sold (known as quantity buys). If both an overall percentage and flat discount are assigned to the price tier, the total discount will be a sum of both. Volume discounts, which are specified in the Prices table, cannot be used with overall percentage or flat discounts.

      1. If this tier is to give a customer an overall discount, then enter a whole number (for example, enter 30 for 30%) in the Percent Discount field.

      2. If this tier is to give a customer a flat monetary discount, enter the amount (for example, 5.00 for $5.00) in the Flat Discount field.

    3. If adding a different unit price for an item, then select the item to which you want the new price to apply in the Item field. Enter a quantity of 1 and the new unit price.

    4. For volume discounts (quantity buys), enter quantity breaks and their corresponding unit prices in the Prices table. (Example: for a quantity of 5, a unit price of $5.00.) Do not enter anything to represent the default price, as it will be assumed if the customer buys less than the first quantity break.

  4. If editing discount pricing for a specific item in this tier, select the item and click on Retrieve Prices, then make the appropriate changes in Prices table.

  5. Select Save when finished.

  6. Go to the Customers list (Operations Menu > Sales > Customers). Edit the customer definition of each customer to whom you wish to apply that price tier. Then save the changes. Price tiers can also be assigned using the bulk edit procedure.

Note: This feature is available on Plus and Pro plans only.

  1. Go to Company Menu (your company name) > Sales Reps.

  2. Select the Add New button to add a new sales representative.

  3. Enter the sales rep’s name in the First Name and Last Name fields.

  4. Enter the commission rate in the Percent Commission and/or Per Transaction Commission fields. If commission rates are entered in both fields, the sales rep will receive a percentage of each sale as well as a per-transaction commission.

  5. If you are using individual email logins for your reps, select the rep’s email address from the User dropdown.

  6. If you want to restrict the sales rep’s access to his or her customers only, check Restrict Customers.

  7. Save the sales rep definition.

  8. If desired, go to the Customers list and add the sales rep to his or her customers by editing each customer definition. Adding the name of the sales rep to the customer definition allows the rep’s name to appear automatically on sales transactions involving that customer. Sales reps can also be added via a bulk edit of customers.

Note: This feature is available on Plus and Pro plans only.

  1. Go to Settings Menu (gear icon) > Inventory Settings.

  2. Scroll down and select the Use Units of Measure checkbox, then select Save and Close.

  3. Go to Company Menu (your company name) > Units of Measure.

  4. Select the Add New button to add a new unit of measure. Complete the Name and Abbreviation fields for the unit of measure, then select Save and Close. An abbreviation is limited to five characters.

  5. Repeat Step 4 as many times as needed to define all desired units of measure.

  6. Assign units of measure to items.

    1. Go to Operations Menu > Inventory > Items.

    2. On the Items list, locate an item to which you want to assign units of measure, then select Units of Measure on the item’s Actions Menu.

    3. In the Base Unit field, select the unit of measure for the item. The base unit is typically the smallest unit you would use.

    4. In the Conversions table, enter the Unit (unit of measure), Ratio, Sales Price, and Purchase Cost fields for each additional unit of measure. The ratio is the number of base units in the specified unit. (Example: If the base unit is each, and the case unit has 50 base units, the ratio for the case is 50.) If needed, use the green plus sign or the More Lines link to add additional lines in the Conversions table. When finished, Save and Close.

    5. Repeat Steps 6.1.-6.4. for each item to which you want to assign units of measure.

1.  Go to Company Menu > Form Templates.

2.  Select the template that you want to modify from the Form Templates list.

3.  If you do not see a template in the Form Templates list, you can select the Template Library link (located above the Add New button) for additional template options.

4.  Select Download on the Actions Menu. After the template has downloaded, save it to the location where you want it stored on your computer. The template will be in the form of a Microsoft Word .docx file.

Note: If you intend to overwrite the default template, you may keep the same file name. If this is to be a new version of the template, create a different name because no more than one instance of that form template can be stored in your SOS Inventory database.

5.  Open the template file in Microsoft Word, make any changes that you want (add your logo, add/delete merge fields, change the fonts, rearrange the tables, etc.), and save the changes. A tutorial video and a customer training course explain the details of this process as well.

6.  Upload the modified template to the Form Templates list in SOS Inventory.

1.  Go to Company Menu > Form Templates.

2.  If this is to be a new file:

1.  Click on Add New.

2.  Enter the name of your new template in the Name field.

3.  If desired, explain when the template should be used in the Description field.

4.  In the Form Type drop-down list, select the type of form with which the template will be used.

5.  On the File field, select the Choose button to browse for your form template file.

6.  Select Save and Close.

3.  If this is to replace a default template in the Form Templates list:

1.  Find the appropriate form template and select Edit on the Actions Menu.

2.  In the File field, select the Choose button and browse for your modified form template file.

3.  Select Save and Close.

Only the account’s master administrator can reauthorize the connection.

  1. Go to Settings Menu (gear icon) > QuickBooks Setup. This will take you to the QuickBooks Sync Settings page.

  2. Under Disconnect, select Remove Connection to QuickBooks.

  3. Select Confirm Disconnect.

  4. Log out of SOS (User Menu > Logout).

  5. Clear the browser’s cookies (search the internet for instructions on how to clear your browser’s cookies if you don’t know how).

  6. Log in to SOS.

  7. Select Settings Menu > QuickBooks Setup. This will take you to the QuickBooks Sync Settings page.

  8. Select Connect to QuickBooks button.

  9. If you are not currently logged into QuickBooks Online, you will be prompted to enter your QuickBooks login credentials.

  10. If you have multiple QuickBooks Online accounts, select the same QuickBooks account to which SOS was connected previously.

  11. Select the Authorize button.

  12. If needed, make changes to your QuickBooks Settings (for example, the automatic sync).

  1. Go to Company Menu > Alerts.

  2. Select the Add New button.

  3. In the Name field, provide a unique title for your alert.

  4. In the Alert Type field, select Low Inventory.

    1. In the Location field, select the location for which the low inventory alert pertains (if applicable).

    2. In the Category field, select the category to which the low inventory alert pertains (if applicable).

    3. In the Calculation field, indicate whether the alert should be based on inventory that is in stock or that which is available for sale.

    4. In the Item Name Contains field, enter all or part of the name of the item. If this field is left blank, SOS will issue an alert on all inventory items and assemblies.

  5. In the Alert Method field, select whether the alert should be sent via a notification in SOS Inventory, email, or text message.

    1. If Notify a user is selected, in the User field choose the person to whom the notification should be sent.

    2. If Send an email is selected, type the address in the Email Address field.

    3. If Send a text is selected, choose the phone provider from the Carrier drop-down list and enter the phone number in the Number field.

  6. Check the Enabled box to receive the alerts.

  7. In the Repeat Alert field, select the period frequency with which you want the alert to repeat after the initial notification.

  8. In the Interval field, select the period frequency with which you would like SOS to check for the condition.

  9. Save the alert.

  10. If you want to test the alert you just created, locate the alert on the Alerts list and then select Test Now on the Actions Menu.

  1. Go to Company Menu > Locations.

  2. Select the Add New button.

  3. In the Name field, provide a name for your location.

  4. In the Address sub-fields, provide the company and contact information, as well as the shipping address, contact email, and phone for the location.

  5. If this location is to be the default location, enable the Default checkbox.

  6. In the Sales Tax Rate field, set the default tax rate for the location if not using the Sales Tax center in QuickBooks.

  7. If this location is to be bin tracked, enable the Bin Tracking option. (This can be set only when adding a new location).

  8. If this location is to be used to set stock aside so that it doesn’t appear in the Available for Sale numbers, then enable the Non-Nettable option (used for promotional items, items returned for repair, etc.).

  9. Select Save and Close.

Note: Ensure you have edited the original Default Location to have an appropriate name, address, and options.

  1. Create your bins at a bin-tracked location.

    1. Go to the Bins list (Company Menu > Bins).

    2. Select the Add New button.

      1. Enter the Bin Number. If you have multiple locations that use bin tracking, establish a naming convention (such as a prefix on the bin number) to distinguish a bin at one location from a bin at another.

      2. The Barcode field is used for display purposes only. The barcode appears only after the bin Id is assigned and the bin definition is saved. It allows you to see what the bin barcode would look like if you used a form template to produce bin tags.

      3. Enter a description for this bin in the Description field.

      4. Select the location of the bin from the Location field drop-down list.

      5. Enter a number between 0 and 9999 in the Sequence Number field to indicate the order of this bin.

      6. Select Save and Close.

  2. Execute a bulk edit to assign the bins to your items. (See the How-To Guide Accomplish a Bulk Edit as a supplement to the instructions listed below.)

    1. Go to Company Menu > Export Data.

    2. Select Items under the Standard section.

    3. On the Item Export page, go to Filters and select the location to which you want to assign bins to items. Under Columns, select the Add All Columns Required for Import button.

    4. Under the Item Export page’s Actions block:

      1. Select from the Format drop-down the file format you want for the export. (If you have many items to export, the fastest option is to have SOS send the file in a CSV format.

      2. Select either Save as Excel/CSV or Send Via Email. If you have many items, SOS will instruct you to use the Send Via Email option.

    5. Edit the spreadsheet.

      1. Enter the appropriate bin number under the Bin column (Column O) for each physical item in your inventory that can be stored in bins at this location.

      2. If you wish to add stock into the bins during the bulk edit, you will need to do that as a second bulk edit. The first upload will add only the default bins to the definition. The second upload would need to contain the quantities and values.

    6. Go to Company Menu > Import Data and upload the modified spreadsheet back into SOS Inventory. The system will place your item counts into the bins listed for each item.

  1. Go to User Menu > User Settings.

  2. In the Time Zone drop-down list, select your current time.

  3. Select Save in the lower right corner.

  1. Go to the SOS Inventory login page (https://live.sosinventory.com/).

  2. Select I need an account.

  3. Choose the plan you wish to use for the trial.

  4. Enter your contact information.

    1. Enter the email you want to use to login to SOS, your display name, the name of your company, and phone number.

    2. If you are a QuickBooks ProAdvisor and belong to the Affiliates program, enter your promo code.

    3. If you used an email address already registered, SOS will detect that you have an account by that login and ask you to enter your password to confirm that you want to create another trial account. After entering your password, select Confirm.

  5. SOS will give a message letting you know the account is being created, and once complete, you will be at your new account’s dashboard.

  1. Select Help Menu > Feature Requests. This will take you to the Feature Suggestions page.

  2. In the Enter your idea field, provide a phrase that states your idea/suggestion.

  3. In Describe your idea, provide details to explain what this feature is and how it is supposed to function for user interaction.

  4. You may opt to enter your email address, allowing SOS to update you as to the status of your suggestion.

  5. Select Post idea.

  1. Select Sync Menu (green checkmark) > Sync Errors.

  2. Note the most recent error as stated in the QuickBooks Message column at the top of the list.

  3. Select Sync Menu > Preview Sync. This will take you to the Sync Queue page.

  4. The top entry in the list is the one in error. It shows the type of object in error and the object name or reference.

  5. You can select GO to go directly to that item or transaction to correct the error and save.

  6. Select Sync Menu > Sync Now to see if the error has been corrected.

  7. If you have a lot in the sync queue and something further down in the queue is needed on QuickBooks Online now, you can also go to the item or transaction’s Actions Menu and select Move to Bottom. Then try to sync manually again.

Note:  If you know an error is keeping an item or transaction from syncing, you can also go to the appropriate list page and use the Column Chooser (gear icon next to Quick Search) and enable the Sync column.

  1. Go to the Items list (Operations Menu > Inventory > Items).

  2. Locate the item to which you want to add a preferred vendor and select Edit on the Actions Menu.

  3. Choose your primary (default) vendor from the Preferred Vendor drop-down list and complete the Vendor Part Number field (if required). Save the definition.

  4. Go to Company Menu (your company name) > Vendor-Item Catalog.

  5. Select the Add New button.

  6. In the Item drop-down list, choose the item to which you wish to add an additional vendor.

  7. Select the additional vendor for this item and enter the purchase cost in the Price field, vendor part number, and the expected lead time for this item from this vendor.

  8. Select Save and Close.

  9. Repeat Steps 5-8 as many times as needed for this item.

  10. Repeat entire process for other items with multiple vendors.

Note: When a vendor and item are specified on a purchase order transaction, SOS will check the Vendor-Item Catalog if the vendor is different from the default vendor listed in the item definition. The system will pull the catalog information and automatically populate the transaction with the item’s purchase cost and the vendor part number.

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