Reducing Inventory

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The platform enables you to reduce quantities and any other numeric properties that you may designate such as weight.


Before reducing inventory, they first need to exist under the Inventory section. See the guide on setting up inventory.

You then need to customize the Reduce Inventory Data Capture fields so that you can gather the details you need about them.

Location is a recommended field to have. If it does not exist, create one custom field named “Location”, with the Answer Type set to “Select”. In the “Options” column, enter comma-separated location details.

Note, if using “Select” Answer Type, the location options should match what you have under the Record Inventory Data Capture.

If the location has a barcode or NFC tag, then an appropriate Answer Type would be “Barcode Scan/ NFC Tag”.

There are several ways to reduce inventory.

Reducing inventory from the web app

Option 1 – From the Inventory page

Go to Manage InventoryInventory. On the table, select the inventory, then click on the Manage Stock button. Follow the prompts after that, then fill out the form.

Option 2 – From the Reduced Inventory page

Go to Manage InventoryReduced Inventory page. Click on Add Manually. Alternatively, if there are previously decremented inventories on the table, you can select them and click on Reduce Selected.

Reducing inventory from the smartphone app

If you have barcodes or NFC tags, you can scan them using our iOS & Android apps, then fill in the form with your inventory details.

On the smartphone app, go to Reduce Inventory.

By default, when entering the barcode or NFC tag value for the inventory, the app will retrieve the current inventory’s record. This will include the current Quantity, weight, etc, record.

If you want the app to show a default value instead for example “1” for Quantity, in your data capture setting, enter “1” in the Options column in the Quantity row.

Example with default value

On the smartphone app swipe left, then go to Settings. Under the “Retrieve data from last scan” > “Set Exception“, choose Reduce Inventory, then save your preferences.

Reducing inventory via automated workflows

Using Zapier

Using Zapier, you can automate how inventory deductions are recorded in your account. For example, you could edit a Google Sheet or Excel spreadsheet row, and have the data on that row automatically used to create a reduced inventory record.

You first need to set up a Zap trigger.

After that, choose the app Ventipix Asset & Inventory Manager, and the action Create Inventory Reduction.

Click on Continue, then authenticate your account.

In the step that follows, map data from your Zap trigger on to the fields that you want to populate automatically.

Proceed to then test the integration, and turn the Zap on.

Using Microsoft Power Automate

Using Microsoft Power Automate, you can also automate how assets are added to your account from other platforms (flows). For example, you could set up a trigger or schedule whereby data from the source platform is automatically used to create an asset in your account.

In your Power Automate account, set up a new flow, for example, “Automated – from blank” or “Scheduled – from blank“.

After that, choose the connector with the data source, and its appropriate action. If using Excel, you would choose, “list rows present in a table“. For example:

If using Google Sheets, you would choose, “Get rows“. For example:

Once the connector has been set up with all its authentication requirements, and file location details, proceed to add a new step.

In this new step, search for “Ventipix Asset and Inventory” connector. Then, under its Action menu, select, “Create an asset or inventory record“.

In the new prompt, under the Services dropdown, select “Inventory Deduction”.

In the input fields that will then be displayed, select the dynamic content that should go on to them.

On the “Apply to each” prompt, click on the “Create an asset or inventory record” title to expand it.

After that, continue to populate the necessary or required fields with more dynamic content. For example:

Once that’s done, save the entire flow set up, then let it run.

If needed, you can of course add further steps in the workflow.