Add a Retail Item in Inventory

Tracking retail in AR will allow you to set stock amounts for your skincare, wellness, and other counter-based products. As patients and customers purchase these items through checkout, AR will track the cost-to-company and stock changes in your reports.

1. Navigate to https://app.aestheticrecord.com/login

Click on the Inventory tab at the top of your browser

2. If you are adding a new product line, you will need to first create a Category so you can also apply any sales tax if applicable.

Click on Add/View Categories from here

3. Next, locate and click Create Category and navigate to this screen below.

We highly recommend making your categories as detailed as possible so your Business Insights reports stay accurate. (ex: Retail: Fresh Line)

If you need to allocate Sales Tax for the overall category, toggle on Custom Tax Rule. From here, you can add sales tax per clinic.

**Important! Be sure you toggle on Product Category Active before saving so this category shows up to use. You can manage active and inactive categories from the Add/View Categories button on the main inventory list.

4. When you are finished creating categories, click Add Product in the upper right hand corner.

5. The Information tab is first. You only need to pay attention to the required* fields for now; however, feel free to add more details on your own!

In the Product Name field, be sure you give the full name of the product.

For example, if you carry different shades of a product, each shade will need to be its own inventory item for tracking purposes.

Aim for something like "Lip Balm - Rose", "Lip Balm - Peony", etc.

6. Choose Retail for the Inventory Type field.

7. Locate and choose the Product Category you have created to associate this product to the right group.

*Categories are used in many places throughout the system, so be sure you have them set up in a detailed manner

8. In the Cost to Company field, put the generic cost you pay for each item of this product.

You will see where you can record and track your cost to company fluctuations, should they happen, in the following steps.

9. Non-required fields:

You can fill these in, however they are just internal and will not affect usability of the system either way at this time.

10. Next, click on the Regular Pricing tab at the top.

This is where you will put the standard retail price for this item.

If you plan on adding membership pricing or tiered pricing for products, we will look at those steps below.

11. Begin filling in the retail price for your product. If you have multiple clinic locations in the account, you can associate pricing for each specific location.

12. Additionally, if you want to have one set price across all locations you can click Same for All Clinics over to the right.

This will give you one field to populate a single price for the overall account instead.

13. When you are finished, head to the Traceability tab next.

Toggle on Stock and Inventory.

14. Turning on stock and inventory will allow you to record your Available Stock and a Low Stock Alert.

You can also set up stock alert emails to be notified when you have hit low stock on items. There is a separate Stock Alert Emails tab on the main inventory page where this is managed.

If you need to track stock for this inventory item across multiple locations, toggle on Stock per Clinic as well.

15. From here, you can enter a separate cost to company, stock amount on hand, and low stock alert for each location needed.

After you fill in the information for the first clinic, you can click Same for all clinics if each location will have the same criteria amounts.

16. If you did not set up a Category Sales Tax, and instead need to set Tax Settings for just this product, click Tax Settings at the top and input the sales tax as needed.

Otherwise, you can leave this tab alone.

*Important note: Product level tax settings will override category tax settings, so only do one or the other; do not have sales tax set for both sections! This will screw with sales tax at checkout and could affect your reports.*

17. Be sure you always click Save before exiting out so you don't lose your work!

18. Upon saving a newly added product to inventory, you will have the option to also set up Membership Pricing before exiting out of the inventory item completely.

If you choose to set up member pricing later, you can always click back into an inventory item and look for the Member Pricing tab to update.

19. This Membership Pricing section allows you to create additional, tiered pricing for each inventory item based on your membership structures.

There are some important things to note here, as you can set up membership pricing in a few different ways:

For a thorough walkthrough and explanation on membership pricing, please refer to this article: https://learn.aestheticrecord.com/en/articles/11045079-dynamic-pricing-configuring-membership-pricing-for-inventory

Check out the related articles below for additional ways to manage and track your inventory in AR!