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How To Use Airtable For Inventory (Full Tutorial)
5K views
May 25, 2024
### How To Use Airtable For Inventory (Full Tutorial) In this comprehensive tutorial, you'll learn how to effectively use Airtable for managing your inventory. We'll guide you through the process of setting up Airtable, creating a database for your inventory, and organizing your items with fields and categories. You'll discover how to track stock levels, manage orders, and generate reports using Airtable's powerful features. Whether you're a small business owner or managing a larger operation, this video will equip you with the knowledge and skills to streamline your inventory management using Airtable. Perfect for anyone looking to optimize their inventory processes and increase efficiency.
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How to use Airtable for inventory full tutorial. Hey guys welcome back to the YouTube channel
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Today we'll be taking a look at the different templates that are available plus how you can
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build your own inventory tracking using Airtable. So let's get into it. Now there are a bunch of
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different templates available. This is a sample template that I just want to show you guys
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This is a inventory tracking template that has been created by Airtable. You can get it on their
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free version. You have product inventory, the type, the price, you have colors, you also have the style
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location, you also have barcodes, you also have inventory, how many you have, ordered units
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units that have been supplied, manufacturers, manufacturer prices. Now this can be a little
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complex or overwhelming for some people to handle especially with you know a basic business that is
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just starting out. This kind of template can be a little overwhelming. So I actually do recommend
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this template because I really like it and you can actually just go on ahead and duplicate this
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So I have this product inventory template from Airtable and I can just click on duplicate table
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and I'm not going to duplicate the inventory, you know inventory records. I just like to duplicate
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the table. Once I have the table ready you can see I have this new table. I can fill in my own
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information. I can delete this one from here and I'm just going to delete this and now I can set my
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own product inventory. I can do the same with the sales order, with the purchase orders, with the
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manufacturers. Just duplicate this and I will have an empty version of this and I can fill it out
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myself. If I have any of these columns that are irrelevant, so let's say for my product inventory
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categorization, I don't need to input the location. I can just click on that column on the top over
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here and I can click on delete field. I can click on delete field over here and then that will be
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moved. Now this is pretty simple and it's very basic. You guys can just enter your field information
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but now we're going to move on back to our Airtable dashboard. We're going to create a new base and
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we're going to start creating our own product inventory. So to get started we have our first
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table and on our first table what I'm going to start with today is actually going to be for
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product or inventory tracking. I'm going to start with the product section. So first off I want to
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name my product. So it's going to be product name. I'm going to click that edit field. I have the
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product name over here. It's going to be a single line text. Then the next text could be and you can
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just remove the pre-existing fields just so it's easier. You don't have to edit all those like so
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Now after I have the product name let's say the second item will be the category and this is also
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going to be so this is a single line text. You can also offer you know multi-select. So this can be
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multiple select or single select whatever you might want to do. So I have single select obviously
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and I'm just going to add options. So let's say I only have two categories of products which might
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be clothing. The first category could be clothing. The second category could be jewels like so
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Now whenever someone enters a product name they can choose two of the following. So they can find
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you know all the options and they can select either or. So there's no you know complications
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The next field I like to add whenever I'm measuring you know managing product inventory
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is after the category you can have your name, color, all product information that you need to
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display. For different businesses this is going to be different. For clothing let's say I have something
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along the lines of price or you can do this for the price that you're selling at. Price and you
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can enter that. I don't really need this field because I'm going to be making a separate table
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for that. But after that for my product information I'm going to add another single line text and this
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could be product code. Now you can actually create your own codes via you know adding two formulas
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So you can actually go on ahead when you're creating a field type. You can click on formula
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over here and in your formula you can just add. So you're just going to add product name plus
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01. So like so you can create you know codes or product. So now you guys can see I have the product
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name plus the product category. You can display that. That is totally up to you how you want to
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you know sort them. But so on and so forth you're going to add all the product information. Once I
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have you know built my product section I can just click on over here and create a new
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table. Now the second table is actually more important. The first one is just for you know
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managing your products but the second one is to manage your received and sold. So wherever I'm
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going to get my products from I need to monitor how I'm receiving and selling them. So I like to
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make a received table. Now in this table the first thing I like to do is have edit this and change
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the product name. Now this is going to input data. You want to select the field type. You're not going
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to manually enter all that. You're actually just going to select this option in your find a field
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type and in your field type you're going to select and we are just going to link it. So as this is a
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primary field I cannot enter information directly from another board. Although that would be a lot
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helpful because I did do it previously. I think it was in a second section but we will have to
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make do with this over here because I can't directly link it to my other field but what I'm
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going to do is I'm just going to minimize this and I can actually you know edit this and make it
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different. I can hide this as well but now I'm going to take the second field and I'm just going
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to have a select or gather data from. So due to the fact that I was not able to edit this, I was
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not able to import data in the first field. I'm just labeling it as xyz and we're gonna hide it
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We can also click on hide field and hide that specific field as well. Now what I'm gonna do is
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I'm gonna just remove these extra ones from here and I'm going to add my own one and I'm going to
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name this as product name then I'm going to link this to another record and I'm going to link it
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to table one and I'm going to click on create field and I want to import the product name
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and category. Let's say I want to do that. If you want to do that you can choose that. I just want
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to add the singular field of the product name to be added from that specific item. So whenever I
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pull this up I can you know import things from a pre-existing record. So I'm going to just hide
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this field as well. Now after that I like to go on ahead create my second column in my received
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section which usually is the quantity of the item. So the quantity is going to be a numbered data
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You can just add single line text, it's pretty simple. You can also add count and just click on
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create field and people can enter quantities. Now the next thing I like to add is adding the price
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per unit. Now after I've added the price per unit I'm just going to add the number and quantity
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I'm just going to change the quantity one, edit the field, change it from count to not count, I want to
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make it numbered. Numbers and then after that I'm going to make our second field which is price per
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unit and we are going to just, the price per unit is obviously going to be variable, we're just going
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to add a number, create the field. Then we have our next information which is going to be the total
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order price. Now from here we're just going to select numbers or you can just select the formula
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that you want to apply as well. It's totally up to you but what you want to do if you can't apply
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formulas you can just click on link to another table but that's not going to allow you to add
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formulas. So I like this single line text and I'm just going to select formula from over here
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and in my formula section I want to multiply the price by the quantity. So quantity multiplied by
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price per unit and I'm just going to save this from over here. So let's say I put in the price
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per unit as $12 for each of my selection for my t-shirt and I have maybe ordered 50 t-shirts
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So it's automatically adding the price like so. If I had added more sample data I could display
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more data for you guys. Now after that you are going to, you can add a summation box at the bottom
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so on the bottom you can just take and you know you already have the summation box at the bottom
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so we can monitor the total price from there as well. You can also take a singular cell and you
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can insert the record above if you want but after that I like to add the total order price and the
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date received. Now the date received helps me monitor when I'm receiving new products in inventory
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so I'm just going to add a specific date one. Once I have added the date received people can enter
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the date that they received this inventory. Now once you have created the received section all you
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have to do is click on it and you're going to duplicate this table. You're not going to duplicate
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the records but just duplicate the table and in the last section instead of adding date received
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you're just going to add date sold and that is all you have to do so you have your date sold as well
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and then after that you can go into your products table. You can import or link to another record
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received, link to received, link to another record, link to your received section, create the field
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and import the total price from the received section and then you can also import the total
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sold that you have and then apply the formula for minusing and calculating profits. So I hope you
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guys found this video helpful, make sure to leave a like and subscribe to our youtube channel
10:39
and I will catch you guys in the next video
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