How Inventory Works

The Inventory page is where you track the stock you keep on hand, such as granite, vases, and the services you offer, so you always know what you have and what to reorder. Open Inventory from the main navigation.

This article covers the everyday inventory experience for a shop with a single office. If your company runs more than one location, see If you run more than one office near the end.

Categories and tabs

Your items are organized into tabs. Out of the box you'll see Granite, Vases, Other, and Services, with a Photos tab that exists but stays hidden until you turn it on. Each tab has its own search and filters, so you can narrow a long list quickly, for example granite by type or color. The search understands SKUs and sizes: a number is matched against the real number in a SKU such as GRN-00448, not its zero padding, and a size search such as 1x1 finds the stock in that size. A Clear filters button appears once a filter is active.

The tab bar is fully customizable. Click Customize tabs (the gear button next to the tabs) to drag your tabs into a new order, show or hide any tab, and add quick-access tabs for individual granite types, like just Slant or just Bevel. At least one tab must stay visible. Your layout is saved to your own account, so reordering or hiding a tab only changes what you see, not your teammates. Reset tabs restores the default Granite, Vases, Other, and Services bar.

Alongside these categories, a Granite Tiles inventory type is available for shops that stock granite tile, so you can track tiles as their own items separate from monument granite.

Sorting the table

Click any column header to sort the table by that column: size, finish, color, price, quantity, or name. The first click sorts ascending, the second descending, and the third returns to the default order. Sorting applies within the tab you are on, and each tab keeps its own sort, so you can scan granite by size while your vases stay sorted by price.

Adding and editing items

Use Quick Add at the top of a tab to add an item inline, or click an item to edit it in a popup. For most items you record a Cost, what you pay your vendor, and a Retail price, what you charge the customer. Both are optional. Services are a little different: they use a required Retail price and have no quantity.

Granite size is stored as a single size value rather than as separate width, height, and thickness columns. You enter the Width, Height, and Thickness, and MonuDesk combines them into one size that shows as W×H×T in the table, for example 24×12×4.

Slant granite takes a dual height. The Height field is free text for slants, so you can type a height such as 10/2, and it shows in the height position of the item's size. The dual height is kept everywhere that stone turns up: the inventory grid, Smart Prefill, the order overview, the shop ticket, and the purchase order.

For Bevel granite the Thickness field is free text, so you can enter a bevel ratio in X/Y form such as 6/4, and the size displays that ratio in place of a plain thickness. Bevels work exactly as they always have.

Finish codes. Two trade codes, PFT BRP and STL BRP, can be picked in inventory as well as on the base finish slider and the flat-marker finish slider, and they print as those codes on your documents. Flat markers have their own finish slider, covering the top and edges only.

To remove an item, hover its row and click the trash icon on the right, then confirm. You can also delete from inside the edit popup. Either way the row disappears the moment you confirm and you stay exactly where you were, on the same page and at the same spot in the list, so clearing out a long list of discontinued stock is one pass down the page instead of dozens of trips through a popup. Deleting archives the item rather than wiping it, so it drops out of every inventory list while your past orders keep their history.

SKU numbers are unique within your own company rather than across all of MonuDesk, so you can run your own numbering even if another company already uses the same SKU.

Reusing a SKU. An item you delete no longer holds on to its SKU, so you can add a new item under the same SKU straight away. Only items still in your list reserve a SKU. If an archived item is ever brought back, MonuDesk checks its SKU again, because it may have been given to a new item in the meantime.

Reorder alerts

Set a reorder point on an item and MonuDesk warns you when stock runs low. An orange Reorder tag appears on the row when the quantity drops to that point, and a red Out of stock tag shows when it reaches zero. A small dot also appears on the Inventory icon in the navigation whenever any item needs reordering, so you can spot it from anywhere.

The summary bar

Three cards at the top of each tab summarize that category: the total number of items, the total value, and how many are needing reorder. They update as you add, edit, and remove items.

The Needing Reorder card is also a filter. Click it and the list narrows to items at or below their reorder point; click it again to clear it. It works on every tab and combines with that tab's search and filters, so you can hold a color or type filter and still see only what needs reordering. Items that never had a reorder point set are not counted by the card and do not appear when you filter with it.

QuickBooks-linked items

If your QuickBooks is connected, every item linked to a QuickBooks product carries a small green qb badge in a narrow column at the front of the row. Hover it to see that the item is synced to QuickBooks for this location, when it last synced, and its QuickBooks item ID. Unlinked rows show nothing, and the column disappears altogether when nothing on the page is linked.

The link itself is yours to set: an item's edit popup carries a QuickBooks link field with a picker of your QuickBooks items, so each product is tied to the exact QuickBooks item it syncs to.

When the item is linked but that location's inventory sync is switched off, the badge is grayed out with a line through it and warns that changes you make now will not be sent to QuickBooks, and will not be applied retroactively when sync is switched back on. In the All Locations view the wording becomes a count, for example Synced to QuickBooks in 2 of 3 locations.

Wholesale pricing

If your shop sells wholesale, go to Settings → Inventory and turn on Enable wholesale pricing. Your inventory then shows a wholesale price column alongside retail. It is off by default, so retail only shops never see columns they do not need.

When you build a quote for a wholesale contact (any contact category other than Retail), the stone configuration shows a Wholesale Price field instead of the retail price, and it fills automatically from the matching inventory item when there is one. Quotes for retail contacts keep using the retail price. The same stone can carry both a retail and a wholesale price on one inventory row, and Auto sync saves the wholesale price from wholesale orders the same way it saves retail. You set each contact's category on the contact record. See How to Manage Contacts.

Using inventory in a new quote

When you build a quote, inventory helps you fill in Step 3. After you choose a Monument Type and Color, a Smart Prefill dropdown lists matching items from your inventory and from past orders, each with its retail price. There is also a search bar above the Monument Type cards where you can search your inventory and past orders by SKU, color, or size. Picking a result fills in everything MonuDesk knows from that stone's last configuration: the colors, sizes, finishes, lettering, and the stone price. It never fills the form on its own, so you always click the row you want, and every field stays editable afterward. When you pick an item from inventory, a small pill confirms the order is linked to that inventory item. The stone's QuickBooks link travels with it, so when that item is tied to a QuickBooks product, the exact product you picked is the one that reaches the QuickBooks invoice.

That link holds only while the stone still describes the item you picked. Retype the size, switch to a different color, change the monument type, or set the top shape to Custom, and MonuDesk drops the link: the price you enter stops writing back to the original item, and that item is no longer the one pulled from stock when you confirm the order.

Adding stock automatically

MonuDesk can keep your inventory in step with your orders so you do not have to add every stone by hand. With Auto sync on, saving a confirmed order adds the stones on that order to your inventory, one row per stone, and skips anything that already matches so you do not get duplicates. Auto sync is on by default and can be turned off in your inventory settings.

Overriding a stone's price on a quote now updates the matching inventory item instead of creating a duplicate SKU, so adjusting a price on an order will not spawn a second row for the same stone.

Bevel and slant stones are matched properly now too. Because their size carries a slash value, a slant's dual height such as 10/2 or a bevel's 6/4 thickness, Auto sync used to miss the row that was already there and add a second, near-identical one. It now finds the existing row and updates its price. Duplicates created before this are still in your list, so delete the extras by hand.

An item added this way starts at a quantity of 0, since MonuDesk does not know how many you actually keep on hand. Open the item and set the real number you have in your yard.

To capture stock from work you did before, go to Settings → Inventory and click Backfill inventory from past orders. It scans your past orders and adds any missing granite and vases, updates prices that changed, and skips anything already in your inventory. You will see a summary of what was added, updated, and skipped.

Reusing a stone you already stock

When a stone you configure matches an item in your inventory, the Review & Create step of the New Quote window shows a blue heads-up: You're reusing 1 inventory stone, listing each item by name and SKU.

• Save as Confirmed Order pulls the stock. The matched item's on-hand count drops by one for each stone that reused it, and you get a Pulled 1 stone from inventory message.

• Save as Quote leaves your counts alone unless you tick Deduct 1 from inventory even though this is a quote in that same panel.

• An item already at 0 on hand is flagged out of stock and nothing is deducted from it.

• Stock is pulled once per quote, so holding a quote and confirming it later never deducts twice.

When the order leaves the Quote stage. Moving an order out of Quote is the other moment stock comes off. If the stone was linked to an inventory item when the quote was built, MonuDesk shows a compact confirm naming that exact stone: its name, SKU, color, dimensions, and what is on hand, with Deduct and Skip. An order with more than one stone lists one row per stone or base slot. Stock that has already come off the shelf shows an already deducted note instead of asking you a second time. If the linked stone is not the one you are pulling, a choose a different stone… link opens the full inventory picker, and an order with no linked stone still gets that full picker as before.

Matching is deliberately strict, so the stone you sell is the stone that leaves the yard:

• A stone with Top Shape set to Custom is never treated as stock. It is being cut fresh, so it is never named as reused and never reduces a count, even when its three dimensions happen to line up with a slab on your shelf. It can still update the price of a stock item with the same type, color, finish and exact size.

• Sizes have to match exactly, and the width has to be the width. A 24×12×4 die is no longer treated as your 4×12×24 stock die just because it is the same three numbers in a different order.

All of this needs Auto sync switched on. With it off, nothing is added, repriced or deducted automatically.

If you run more than one office

Everything above describes a shop with a single office. If your company runs more than one location, MonuDesk adds multi-location inventory on top of the same catalog. You keep one shared list of stones, but you can set these per office:

• Retail price

• Wholesale price

• Quantity

• Reorder point

You can also disable an item at specific offices so it never appears on their quotes.

Use the office switcher in the top header to choose which location you are viewing. Pick a specific office to see and edit that office's values, or choose All Locations to see the catalog with a varies marker wherever a price or quantity differs between offices. For the full walkthrough of per-location pricing, the All Locations view, and the per-item Locations editor, see the dedicated Inventory across multiple locations and Customize your inventory tabs articles.

Related articles:

• How to Configure the Monument Type, Color, Size and Finishes

• How the Pricing Panel Works

• Understanding the Order Board