# Peasy

> Peasy is an inventory management, purchasing, production tracking, and sales platform for small businesses. It helps food makers, wholesalers, and manufacturers manage purchase orders, invoices, recipes, work orders, customers, and stock across multiple locations.

## Help Articles

- [What Is Peasy?](https://peasyos.com/help/what-is-peasy)
  Summary: Peasy is an all-in-one platform for small businesses that buy, make, and sell physical products. It connects your inventory, purchasing, production, sales, and payments into a single system — so you always know what you have, what you need, and what you owe.
- [Peasy for Food Makers and Manufacturers](https://peasyos.com/help/peasy-for-food-makers)
  Summary: If you make food or beverages — whether you're a bakery, a hot sauce producer, a brewery, or a commercial kitchen — you deal with challenges that generic inventory tools don't handle well. Ingredients come in bulk units but get used in different measurements. Recipes need to scale up and down. Batches need lot numbers and expiry dates. And you need to know your true cost of goods before you can price your products.
- [Peasy for Wholesalers and Distributors](https://peasyos.com/help/peasy-for-wholesalers)
  Summary: If you buy products in bulk from vendors and sell them to other businesses, you need more than a basic inventory tracker. You need to manage dozens of vendors, track stock across multiple warehouses, set different prices for different customers, fulfill orders accurately, and get paid on time.
- [Peasy vs. Spreadsheets](https://peasyos.com/help/peasy-vs-spreadsheets)
  Summary: Most small businesses start tracking inventory in a spreadsheet. It makes sense — you already know how to use Excel or Google Sheets, and when you're small, a simple list of products and quantities gets the job done.
- [Peasy Onboarding Guide](https://peasyos.com/help/peasy-onboarding-guide)
  Summary: This guide walks you through setting up Peasy from scratch. Follow it at your own pace — there's no deadline, and you can skip steps that don't apply to your business. By the end, you'll have your inventory loaded, your vendors and customers set up, and your daily workflow running.
- [How Peasy Makes Money](https://peasyos.com/help/how-peasy-makes-money)
  Summary: Peasy is free to use, and we make money when you opt in to process payments through the platform. You do not have to process payments with Peasy, but we believe if we make the best product on the market, you will choose Peasy over others. Our payment processing rates are the same standard rates you're currently paying if you use other platforms like Quickbooks, Bill.com, Square, or others.
- [Cart & Purchase Order Workflow](https://peasyos.com/help/cart-workflow-tour)
  Summary: The cart in Peasy lets you build orders for multiple vendors at once and submit them all together. Each step below has a Show me button that lights up the compass on the matching control so you can see exactly where it lives.
- [Managing Items](https://peasyos.com/help/items-overview-tour)
  Summary: The Items page is your central hub for the products your business buys, sells, or makes. Each step below has a Show me button that lights up the compass on the matching control so you can see exactly where it lives.
- [Purchase Orders Management](https://peasyos.com/help/purchase-orders-overview-tour)
  Summary: The Purchase Orders page is your command center for tracking POs from creation through delivery. Each step below has a Show me button that lights up the compass on the matching control so you can see exactly where it lives.
- [Buying Overview](https://peasyos.com/help/buying-overview)
  Summary: The Buy section is where you manage everything about purchasing — the items you buy, the vendors you buy from, your purchase orders, and the bills you receive. It's the starting point for getting inventory into Peasy.
- [Add Your Items](https://peasyos.com/help/add-your-items)
  Summary: Before Peasy can help you manage purchasing and inventory, it needs to know what you buy. This step walks you through getting your items into the system — either by adding them from a spreadsheet or creating them one at a time.
- [Managing Buy Items](https://peasyos.com/help/managing-buy-items)
  Summary: The Items to buy page shows everything you purchase. This is where you manage your buy catalog — item names, costs, units, vendors, and inventory levels. It's also where you start the ordering process by adding items to your cart.
- [Managing Vendors](https://peasyos.com/help/managing-vendors)
  Summary: Vendors (also called suppliers) are the companies you buy from. The Vendors page is where you add them, fill in the details your team needs for ordering and receiving, and keep those records up to date over time.
- [Creating Purchase Orders](https://peasyos.com/help/creating-purchase-orders)
  Summary: Purchase orders (POs) are how you tell your vendors what you need. Peasy helps you build orders in the cart, submit or create them, send them to vendors, and receive the items when they arrive.
- [Managing Bills](https://peasyos.com/help/managing-bills)
  Summary: Bills are invoices you receive from your vendors. The Bills page helps you track what you owe, match bills to purchase orders, and keep your payables organized. You can upload bill documents (like PDFs) and Peasy will help extract the details.
- [Restock Points](https://peasyos.com/help/restock-points)
  Summary: Restock Points tell Peasy the minimum quantity you want to keep on hand for each item. Once set, the Items page shows you exactly what's running low, what needs to be ordered, and where alerts appear across the app.
- [Importing Items from a CSV File](https://peasyos.com/help/importing-items-from-csv)
  Summary: If you have a list of buy items in a spreadsheet or CSV file, you can upload it directly into Peasy instead of typing each item by hand. This article covers the item-catalog CSV flow. To import bills or sales orders from recurring spreadsheet exports, use spreadsheet data imports.
- [Comparing Vendor Quotes (RFQs)](https://peasyos.com/help/comparing-vendor-quotes-rfqs)
  Summary: Before you commit to a purchase order, you can ask multiple vendors what they'd charge for the same items and compare their answers side by side. Peasy calls this a Quote, or RFQ (request for quote/quotation). Once you've seen everyone's pricing, you convert the winning vendor's quote straight into a purchase order.
- [Business Settings](https://peasyos.com/help/business-settings)
  Summary: Business settings control your company profile in Peasy — your company name, logo, email preferences, and appearance. These settings affect what your team sees and how your documents (invoices, purchase orders) look.
- [Inviting Your Team](https://peasyos.com/help/team-management)
  Summary: You can invite anyone on your team to Peasy so they can help manage inventory, place orders, and handle day-to-day tasks. There's no limit on how many people you can add.
- [Categories](https://peasyos.com/help/categories)
  Summary: Categories help you organize your items into logical groups like "Dry Goods," "Dairy," "Packaging," or "Electronics." They make it easier to find items, filter lists, and run reports.
- [Catalogs](https://peasyos.com/help/catalogs)
  Summary: Catalogs let you create different pricing and different item availability for different customers. For example, you might have a "Wholesale" catalog with lower prices and a "Retail" catalog that hides certain items. This page covers creating and managing your catalogs — for setting up pricing and availability within a catalog, see Catalogs: Custom Pricing and Availability.
- [Custom Fields](https://peasyos.com/help/custom-fields)
  Summary: Custom fields let you add your own data fields to items, customers, or other records. If Peasy's built-in fields don't cover everything you need to track, custom fields fill the gap.
- [Locations](https://peasyos.com/help/locations)
  Summary: Locations in Peasy represent the physical places where you store inventory — warehouses, kitchens, retail stores, storage rooms, or any other spot. Setting up locations lets you track exactly how much stock is at each one.
- [Audit Log](https://peasyos.com/help/audit-log)
  Summary: The Audit Log tracks important actions taken in your Peasy account. It shows who did what and when, giving you a record of changes for accountability and troubleshooting.
- [Data Management](https://peasyos.com/help/data-management)
  Summary: Peasy gives you control over your data with options to explore using demo data or completely reset your account when needed.
- [Default Emails](https://peasyos.com/help/default-emails)
  Summary: Default Emails are the starting body Peasy uses every time you send an invoice, purchase order, or RFQ. Set them once and every send dialog opens with that body pre-filled — you can still edit on a per-send basis before clicking send.
- [Use Landed Cost as Work Order Input Cost](https://peasyos.com/help/work-order-input-cost-setting)
  Summary: This setting decides whether recorded freight is included when Peasy saves the cost of an ingredient used in a work order. It is on by default.
- [Home Dashboard](https://peasyos.com/help/home-dashboard)
  Summary: The Home page is your daily starting point in Peasy. It gives you a quick overview of what needs attention and a place to ask Peasy a question.
- [Using the Inbox](https://peasyos.com/help/using-the-inbox)
  Summary: The Inbox collects incoming items that need your attention — emails, uploaded documents, vendor bills, and customer orders that haven't been processed yet. Think of it as your to-process queue.
- [Tasks and Notes](https://peasyos.com/help/tasks-and-notes)
  Summary: Tasks and Notes help you track your to-do list right inside Peasy. Create tasks with due dates, add notes for your team, and stay organized without leaving the app.
- [Search and Command Palette](https://peasyos.com/help/search-and-command-palette)
  Summary: The command palette is Peasy's universal search bar. Press Cmd+K (or Ctrl+K on Windows) to open it from anywhere in the app. It's the fastest way to find items, navigate pages, and take quick actions.
- [To-Dos](https://peasyos.com/help/alerts-and-notifications)
  Summary: To-Dos bring together the work that needs your attention across Peasy. Instead of checking every page, open To-Dos to see tasks, notes, low-stock items, production needs, pending inbound items, count reminders, and integration issues in one place.
- [Using Beacon for Confirmed Edits](https://peasyos.com/help/using-beacon-for-confirmed-edits)
  Summary: Beacon can help with item cleanup, customer names, addresses, payment terms, notes, catalogs, ship-from locations and emails, vendor contact details and ordering settings, item details such as SKU and sale price, location details, purchase order details and status, sales order details such as the PO number, dates and addresses, invoice notes and dates, bill details such as the bill number, dates, shipping and tax, catalog names and descriptions, flagging an item to restock, archiving or reactivating customers, vendors and items, your Count badge threshold, restock points at a location, adding items to your purchase cart, duplicating a sales order, and creating personal To-dos with reminders. It shows you the exact proposed changes before anything is saved.
- [Reviewing and Sending Outbox Emails](https://peasyos.com/help/reviewing-and-sending-outbox-emails)
  Summary: The Outbox holds email drafts and the history of emails sent through it. Drafts are never sent automatically—you can edit each message and decide when to send it. Some messages, such as brand and customer storefront invitations, can be reviewed and sent from another screen and still appear here.
- [Sharing a Help Conversation](https://peasyos.com/help/sharing-help-conversations)
  Summary: Send someone a link to a copy of your Help conversation. They can read what was said and continue from that point in a conversation of their own.
- [Documents](https://peasyos.com/help/documents)
  Summary: Documents brings your filed attachments and completed file imports together in one place. Find a file, open its details, and follow its related records or transactions without remembering where it was originally filed.
- [Tutorials and the Tutorial Library](https://peasyos.com/help/tutorials)
  Summary: When Tutorials appears on Home, you can find something to learn, continue a tutorial, or revisit one you finished. The tutorial library gives you the same categories with full lists and search.
- [Sidebar Tour](https://peasyos.com/help/welcome-tour)
  Summary: Welcome! This lay-of-the-land tour walks you through the parts of the Peasy interface you'll use every day. Each step below has a Show me button that lights up the compass on the matching element so you can see exactly where it lives.
- [Peasy Overview](https://peasyos.com/help/welcome-to-peasy)
  Summary: Peasy is a simple, all-in-one platform that helps you manage your inventory, purchasing, production, and sales — all in one place. Whether you're running a food business, a retail shop, or a small manufacturer, Peasy keeps everything organized so you can focus on what matters.
- [Creating Your Account](https://peasyos.com/help/creating-your-account)
  Summary: Signing up for Peasy takes about a minute. You'll set up your profile and company name, then choose whether to begin with one workflow, the complete workspace, or demo data.
- [Navigating Peasy](https://peasyos.com/help/navigating-peasy)
  Summary: Peasy is organized around the way you work — buying, receiving, making, and selling. Everything you need is in the sidebar on the left side of your screen.
- [Getting Started Checklist](https://peasyos.com/help/getting-started-checklist)
  Summary: When you first sign in, Peasy asks how you would like to start. You can open the full workspace, explore with demo data, or focus on one workflow and follow a step-by-step checklist.
- [On-Hand Quantity](https://peasyos.com/help/on-hand-quantity)
  Summary: On-hand quantity is the total number of units of an item physically present at a location. In Peasy, on-hand quantity reflects what you actually have in stock right now, regardless of whether some of it is promised to customers.
- [Available Quantity](https://peasyos.com/help/available-quantity)
  Summary: Available quantity is the amount of an item that is free to sell or use, calculated as on-hand quantity minus what's still pending — the not-yet-shipped remainder of open sales orders, plus outbound transfers and work-order inputs. In Peasy, this number helps you avoid overselling.
- [Inventory Unit](https://peasyos.com/help/inventory-unit)
  Summary: An inventory unit is the base unit of measure used to track an item's stock levels. In Peasy, every parent item has exactly one inventory unit that serves as the common denominator for all buying, selling, and production activities.
- [Parent Item](https://peasyos.com/help/parent-item)
  Summary: A parent item is the top-level record for a product in Peasy. It holds the item's name, category, and inventory unit, and acts as the container for one or more child items (buy items and sell items).
- [Child Item](https://peasyos.com/help/child-item)
  Summary: A child item is a buy item or sell item that belongs to a parent item. In Peasy, child items define the specific units and contexts in which you purchase or sell a product, while the parent item tracks overall inventory.
- [Lot](https://peasyos.com/help/lot)
  Summary: A lot is a specific batch of an item identified by a lot number. In Peasy, lots let you trace a batch from receiving or production through to the sale or work order it went into.
- [Lot Tracking](https://peasyos.com/help/lot-tracking-glossary)
  Summary: Lot tracking in Peasy is how you capture batch-level traceability for the items you receive and produce. There's no setting to turn on — receiving a purchase order or completing a work order with positive output creates a lot record for that batch. A zero-output work order creates no finished lot.
- [COGS (Cost of Goods Sold)](https://peasyos.com/help/cogs)
  Summary: COGS (cost of goods sold) is the total cost of the inventory you've sold during a period. In Peasy, that cost comes from the purchase, lot, and production data already captured in the app.
- [FIFO](https://peasyos.com/help/fifo)
  Summary: FIFO (first in, first out) is an inventory costing method where the oldest stock is assumed to be sold or used first. In Peasy, FIFO applies to lot-aware costing. Inventory reports have their own valuation methods: Inventory Valuation Detail uses recorded transaction costs and a period-average estimate, while Current Inventory, Inventory as of date, and Compare Periods use current costs. See Inventory History for the workbook's method and assumptions.
- [Inventory Count](https://peasyos.com/help/inventory-count)
  Summary: An inventory count is the process of physically counting your stock and reconciling it with what Peasy shows. In Peasy, inventory counts let you verify on-hand quantities and create adjustments for any discrepancies.
- [Inventory Adjustment](https://peasyos.com/help/inventory-adjustment)
  Summary: An inventory adjustment is a manual change to an item's on-hand quantity that isn't tied to a purchase order, sales order, or production. In Peasy, adjustments handle corrections like shrinkage, spoilage, damage, or data entry fixes.
- [Inventory History](https://peasyos.com/help/inventory-history-explained)
  Summary: Inventory history is the complete log of every quantity change for an item. In Peasy, inventory history shows every receive, sale, adjustment, transfer, and production event with timestamps and details. Sales movements are recorded by the shipment and dated on its ship date.
- [Min Level (Reorder Point)](https://peasyos.com/help/min-level)
  Summary: A min level (also called reorder point) is the inventory threshold below which Peasy alerts you to reorder. In Peasy, you set a min level per item per location, and the system generates reorder alerts when stock drops to or below that number.
- [Location](https://peasyos.com/help/location)
  Summary: A location is a physical place where you store inventory. In Peasy, locations are the foundation of multi-site inventory tracking — every stock quantity, lot, and movement is tied to a specific location.
- [Transfer Order](https://peasyos.com/help/transfer-order)
  Summary: A transfer order is a document that moves inventory from one location to another. In Peasy, transfer orders let you track stock movements between your warehouses, stores, or production facilities.
- [Unit Conversion](https://peasyos.com/help/unit-conversion)
  Summary: A unit conversion defines how a buy item or sell item's unit relates to the parent item's inventory unit. In Peasy, unit conversions let you buy in bulk units and sell in smaller units while keeping inventory in a single base unit.
- [Bundle](https://peasyos.com/help/bundle)
  Summary: A bundle is a sell item that is made up of multiple other items sold together as a single unit. In Peasy, bundles let you create combo packs, gift sets, or variety boxes without manufacturing a new product.
- [Purchase Order](https://peasyos.com/help/purchase-order)
  Summary: A purchase order (PO) is a formal document you send to a vendor to request goods. In Peasy, POs track what you've ordered, from whom, at what price, and whether it's been received.
- [Vendor](https://peasyos.com/help/vendor)
  Summary: A vendor is a company or person you buy goods from. In Peasy, vendor records store contact information, payment terms, and are linked to the buy items they supply and the purchase orders you send them.
- [Buy Item](https://peasyos.com/help/buy-item)
  Summary: A buy item is a child item that represents a specific way you purchase a product from a vendor. In Peasy, buy items define the vendor, unit, cost, and pack size for purchasing.
- [Buy Cart](https://peasyos.com/help/buy-cart)
  Summary: The buy cart is a staging area where you collect items you need to order before converting them into purchase orders. In Peasy, the buy cart streamlines the process of building POs by letting you add items from multiple places and then batch them by vendor.
- [Reorder Alert](https://peasyos.com/help/reorder-alert)
  Summary: A reorder alert is a notification that an item's stock has dropped to or below its restock point and needs to be reordered. In Peasy, reorder alerts appear in To-Dos and can be sent directly to the buy cart.
- [Bill](https://peasyos.com/help/bill)
  Summary: A bill is a record of money you owe to a vendor for goods received. In Peasy, bills are created automatically when you receive a purchase order and track what you need to pay.
- [Receiving](https://peasyos.com/help/receiving)
  Summary: Receiving is the process of recording that ordered goods have arrived at your location. In Peasy, receiving updates inventory quantities, establishes item costs, and creates bills for the vendor.
- [Partial Receive](https://peasyos.com/help/partial-receive)
  Summary: A partial receive occurs when you receive only some of the items on a purchase order. In Peasy, partial receives let you record what actually arrived while keeping the PO open for the remaining items.
- [ETA](https://peasyos.com/help/eta)
  Summary: ETA (estimated time of arrival) is the expected delivery date for a purchase order. In Peasy, the ETA helps you plan receiving schedules and communicate delivery expectations to your team.
- [Lead Time](https://peasyos.com/help/lead-time)
  Summary: Lead time is the number of days between placing a purchase order and receiving the goods. In Peasy, lead time helps you plan when to reorder so items arrive before you run out.
- [Sales Order](https://peasyos.com/help/sales-order)
  Summary: A sales order (SO) is a document that records a customer's request to purchase goods from you. In Peasy, sales orders track what was ordered, the price, and whether it's been shipped and invoiced.
- [Customer](https://peasyos.com/help/customer)
  Summary: A customer is a person or business that buys goods from you. In Peasy, customer records store contact information, pricing, and order history, and are linked to every sales order and invoice.
- [Sell Item](https://peasyos.com/help/sell-item)
  Summary: A sell item is a child item that represents a specific way you sell a product to customers. In Peasy, sell items define the selling unit, price, and how that unit converts back to inventory.
- [Price List](https://peasyos.com/help/price-list)
  Summary: A price list is a set of custom prices for sell items that can be assigned to specific customers. In Peasy, price lists let you offer different pricing tiers — such as wholesale vs. retail — without changing your default prices.
- [Catalog](https://peasyos.com/help/catalog)
  Summary: A catalog is a curated list of sell items that you share with customers. In Peasy, catalogs can be published to your storefront or shared directly, letting customers browse and place orders.
- [Invoice](https://peasyos.com/help/invoice)
  Summary: An invoice is a document requesting payment from a customer for goods sold. In Peasy, invoices are standalone entities that track what customers owe you.
- [Packing Slip](https://peasyos.com/help/packing-slip)
  Summary: A packing slip is a document included with a shipment that lists the items and quantities being sent. In Peasy, packing slips are generated from sales orders and help your warehouse team pick and pack correctly.
- [Fulfillment](https://peasyos.com/help/fulfillment)
  Summary: Fulfillment is the process of picking, packing, and shipping goods to complete a sales order. In Peasy, fulfilling an order creates a shipment — and the shipment is the record that actually deducts inventory.
- [Discount](https://peasyos.com/help/discount)
  Summary: A discount is a reduction in price applied to a sales order, a vendor bill, or individual line items. In Peasy, discounts can be applied as a percentage or fixed amount.
- [Storefront](https://peasyos.com/help/storefront-explained)
  Summary: The storefront is Peasy's built-in online ordering portal where your customers can browse catalogs and place orders. It provides a self-service B2B ordering experience without needing a separate e-commerce platform.
- [Work Order](https://peasyos.com/help/work-order)
  Summary: A work order is a document that instructs your production team to manufacture a specific quantity of a product. In Peasy, completing a work order records the ingredients used and, when Qty Made is positive, the finished goods produced from a recipe or template.
- [Recipe](https://peasyos.com/help/recipe)
  Summary: A recipe (also called a bill of materials or BOM) is the list of ingredients and their quantities needed to produce one batch of a finished product. In Peasy, recipes are stored as production templates and used to generate work orders.
- [BOM (Bill of Materials)](https://peasyos.com/help/bom)
  Summary: A BOM (bill of materials) is a structured list of all the raw materials, components, and sub-assemblies needed to make a finished product. In Peasy, the BOM is defined within a production template and drives ingredient calculations for work orders.
- [Production Template](https://peasyos.com/help/production-template)
  Summary: A production template is a reusable blueprint for manufacturing a product. In Peasy, templates store the recipe (BOM), yield, and instructions that are used every time you create a work order for that product.
- [Yield](https://peasyos.com/help/yield)
  Summary: Yield is the quantity of finished product produced from one batch of a recipe. In Peasy, yield is defined on the production template and determines how many units of the output item a single production run creates.
- [Batch](https://peasyos.com/help/batch)
  Summary: A batch is a single production run of a recipe that produces a defined quantity of finished goods. In Peasy, batches are tracked through work orders and can be assigned lot numbers for traceability.
- [Production Run](https://peasyos.com/help/production-run)
  Summary: A production run is the execution of a work order — the actual process of manufacturing a product from its ingredients. In Peasy, a production run starts when a work order moves to "In Progress" and ends when it's completed.
- [Ingredient](https://peasyos.com/help/ingredient)
  Summary: An ingredient is a raw material or component item that is consumed during production to make a finished product. In Peasy, ingredients are listed in production templates and their inventory is deducted when work orders are completed.
- [Bill Pay](https://peasyos.com/help/bill-pay)
  Summary: Bill pay is Peasy's feature for sending payments to vendors directly from the platform. Instead of switching to your bank to pay bills, you can pay vendors within Peasy and keep your payment records in one place.
- [Payment](https://peasyos.com/help/payment)
  Summary: A payment is a transfer of money between you and a customer or vendor. In Peasy, payments are tracked for both sides — money received from customers (against invoices) and money sent to vendors (against bills).
- [ACH](https://peasyos.com/help/ach)
  Summary: ACH (Automated Clearing House) is an electronic bank-to-bank payment method. ACH is one way to receive customer payments through Peasy Payments and is the current rail for vendor bill payments sent through Peasy.
- [Invoice Payment](https://peasyos.com/help/invoice-payment)
  Summary: An invoice payment is money received from a customer against an outstanding invoice. In Peasy, invoice payments can be collected online through a magic link or recorded manually when paid outside the platform.
- [Payment Status](https://peasyos.com/help/payment-status)
  Summary: Payment status indicates where a payment is in its lifecycle. In Peasy, payment statuses help you track whether money has actually moved or if action is needed.
- [Shopify Sync](https://peasyos.com/help/shopify-sync)
  Summary: Shopify sync is Peasy's integration that imports products and orders from your Shopify store. It connects your e-commerce catalog to the same system where you manage inventory, purchasing, and production.
- [QuickBooks Sync](https://peasyos.com/help/quickbooks-sync-explained)
  Summary: QuickBooks sync is Peasy's integration that pushes financial data to QuickBooks Online. In Peasy, this sync keeps your accounting software up to date with invoices, payments, customers, vendors, and items without manual journal entries.
- [Import](https://peasyos.com/help/import)
  Summary: An import is the process of bringing data into Peasy from an external source — typically a CSV file, spreadsheet, or connected platform like Shopify. In Peasy, imports use a staging-and-review flow to ensure data quality before it enters your system.
- [CSV Import](https://peasyos.com/help/csv-import-explained)
  Summary: CSV import is the process of uploading a CSV (comma-separated values) file to bring data into Peasy. Peasy can also read spreadsheet files such as Excel files in some import flows.
- [Staging](https://peasyos.com/help/staging)
  Summary: Staging is the review step between importing raw data and creating records in Peasy. In Peasy, all imports — whether from CSV, Shopify, or other sources — pass through staging so you can review, correct, and approve data before it enters your system.
- [Entity](https://peasyos.com/help/entity)
  Summary: An entity is a business or organization in Peasy. In Peasy, each entity has its own items, vendors, customers, locations, orders, and settings — it's the top-level container for all your business data.
- [Category](https://peasyos.com/help/category)
  Summary: A category is a label used to group and organize items. In Peasy, categories help you filter, search, and report on items by product type, department, or any grouping that makes sense for your business.
- [Custom Field](https://peasyos.com/help/custom-field)
  Summary: A custom field is a user-defined data field that you add to items, customers, sales orders, categories, or receiving records. In Peasy, custom fields let you track information that isn't covered by the standard built-in fields.
- [Status](https://peasyos.com/help/status)
  Summary: A status indicates where a record is in its lifecycle. In Peasy, statuses are used across purchase orders, sales orders, work orders, bills, invoices, and other records to track progress from creation to completion.
- [Dashboard](https://peasyos.com/help/dashboard)
  Summary: The dashboard is Peasy's home page that shows an overview of what needs your attention. In Peasy, the dashboard displays your onboarding progress, replenishment status, To-Dos, tasks, and inbox items.
- [KPI](https://peasyos.com/help/kpi)
  Summary: A KPI (key performance indicator) is a measurable value that shows how effectively your business is performing. In Peasy, KPIs are displayed on the dashboard and track metrics like inventory value, sales volume, and order fulfillment.
- [Alert](https://peasyos.com/help/alert)
  Summary: An alert is a notification that something needs your attention. In Peasy, alerts appear in To-Dos in the sidebar and cover reorder alerts, template gap warnings, tasks, notes, inventory count reminders, and other actionable items.
- [Shipment](https://peasyos.com/help/shipment)
  Summary: A shipment is a record of goods physically leaving your warehouse for a customer. In Peasy, a shipment is created when you fulfill a sales order, and it's the record that deducts inventory.
- [RFQ (Request for Quote)](https://peasyos.com/help/rfq)
  Summary: An RFQ, called a Quote in the Peasy sidebar, is a request you send to one or more vendors asking what they'd charge for a list of items, before you commit to a purchase order.
- [Integrations Overview](https://peasyos.com/help/integrations-overview)
  Summary: Peasy connects with other tools you already use, so your data stays in sync and you don't have to enter things twice. Here's what's available.
- [Connecting Shopify](https://peasyos.com/help/connecting-shopify)
  Summary: If you sell on Shopify, you can connect your store to Peasy to import products, sync inventory, and keep everything in one place.
- [Importing from Shopify](https://peasyos.com/help/importing-from-shopify)
  Summary: After connecting your Shopify store, the next step is importing your products into Peasy. You don't have to import everything at once — pick and choose what you need, and come back for more later.
- [Shopify Sync and Webhooks](https://peasyos.com/help/shopify-sync-and-webhooks)
  Summary: After you've imported products from Shopify, Peasy can keep Shopify orders and linked inventory items connected. Peasy remains the place where your real inventory is managed; Shopify sends orders into Peasy and can receive updated counts from Peasy depending on your sync settings.
- [Connecting QuickBooks](https://peasyos.com/help/connecting-quickbooks)
  Summary: Peasy integrates with QuickBooks Online to keep your accounting records in sync. Once connected, you can sync customers, vendors, and invoices between the two systems.
- [QuickBooks Setup Wizard](https://peasyos.com/help/quickbooks-setup-wizard)
  Summary: The Setup Wizard gets a new QuickBooks connection ready to sync. It opens automatically right after you connect. It walks you through three steps: bringing in your QuickBooks customers, bringing in your vendors, and matching your categories to QuickBooks accounts.
- [QuickBooks Sync](https://peasyos.com/help/quickbooks-sync)
  Summary: Once connected and configured, QuickBooks sync keeps your data flowing between Peasy and QuickBooks automatically. Here's how day-to-day sync works.
- [Google Sheets Integration](https://peasyos.com/help/google-sheets)
  Summary: Peasy uses Google Sheets in three ways: as a template for bulk item entry, as a template for bulk Work Orders, and as an automatically updated inventory export.
- [Amazon and Other Marketplaces](https://peasyos.com/help/amazon-and-other-marketplaces)
  Summary: Peasy doesn't have a native Amazon integration today. If you sell on Amazon (FBA or FBM), Walmart, Etsy, or another marketplace, you can still keep your inventory accurate in Peasy with a few manual workflows.
- [Reusable Spreadsheet Data Imports](https://peasyos.com/help/importing-spreadsheet-sources)
  Summary: Use a data import when you regularly receive the same CSV or Excel export and want Peasy to remember how it maps into bills, sales orders, or work orders. Each data import keeps the saved mapping, import activity, and item links from past runs, so the next file goes through faster.
- [Using Beacon for Data Imports](https://peasyos.com/help/using-beacon-for-data-imports)
  Summary: Beacon can analyze a spreadsheet and stage it as a data import without making you walk through the full wizard. Drag a CSV onto a Beacon chat, ask Beacon to take a look, and it tells you what it sees before anything is saved.
- [Matching External Items to Peasy Items](https://peasyos.com/help/matching-external-items)
  Summary: When Peasy imports products or line items from another system, it needs to know whether each external item should become a new Peasy item or connect to something that already exists. Matching prevents duplicates and keeps inventory, sales, purchases, and sync links tied to the right item family.
- [Connecting ChatGPT and Claude](https://peasyos.com/help/connecting-ai-agents)
  Summary: You can connect Peasy to AI assistants like ChatGPT and Claude so they can answer questions about your business — inventory, orders, bills, payments, vendors, and more — using your live Peasy data. They can also stage spreadsheet imports for you to review inside Peasy and, if you allow it, make changes you approve, such as new customer payment terms. This is an optional power-user feature; you don't need it for everyday work in Peasy.
- [Connecting Faire](https://peasyos.com/help/connecting-faire)
  Summary: Peasy has two Faire workflows in preview. You can export orders from Faire and upload the CSV through a guided import, or use the separate Faire beta connection for catalog and order testing.
- [Peasy and Shopify](https://peasyos.com/help/peasy-and-shopify)
  Summary: Shopify is great for running your online store — but when it comes to purchasing, production, multi-location inventory, and vendor management, you need something more. Peasy fills that gap, giving you a complete operations platform that syncs with your Shopify store.
- [Peasy and QuickBooks](https://peasyos.com/help/peasy-and-quickbooks)
  Summary: If your bookkeeper lives in QuickBooks and your operations team works in Peasy, you don't want to enter data twice. Peasy's QuickBooks Online integration syncs customers, vendors, invoices, bills, and items between the two systems — so your accounting stays up to date without manual data entry.
- [Inventory Management](https://peasyos.com/help/inventory-overview-tour)
  Summary: The inventory page is built around fast counting: pick a location, scan the cards, type counts, and submit. Each step below has a Show me button that lights up the compass on the matching control so you can see exactly where it lives.
- [Item Detail Panel](https://peasyos.com/help/item-detail-tour)
  Summary: The item detail panel groups everything you need to know about a single item — its inventory unit, its category, on-hand stock per location, and a full history of every change. Each step below has a Show me button that lights up the compass on the matching control so you can see exactly where it lives.
- [Transfer Orders](https://peasyos.com/help/transfer-orders-tour)
  Summary: This guide walks through moving inventory between locations, from choosing a source and destination to receiving the completed transfer order. Each step has a Show me button that points to the matching control in Peasy.
- [Inventory Overview](https://peasyos.com/help/inventory-overview)
  Summary: Peasy keeps track of everything you have in inventory — how much, where it is, and when it changed. The Inventory section in the sidebar is where you go to browse your catalog, count inventory, review logs, and move items between locations.
- [Understanding Items and Units](https://peasyos.com/help/understanding-items-and-units)
  Summary: In Peasy, every product lives inside an item family. A family shares one inventory pool — a single running count of what you have — and contains one or more variants that represent the different ways you buy, sell, make, or convert that product. Peasy handles the conversion math so all your numbers stay in sync.
- [Counting Inventory](https://peasyos.com/help/counting-inventory)
  Summary: The Count page is where you do physical inventory counts. Choose Reset, Add, or Subtract mode depending on how you want your entries applied, then enter card-by-card counts — or use the Import / Export menu to update many counts at once and run current or historical inventory reports.
- [Inventory History](https://peasyos.com/help/inventory-history)
  Summary: The History page shows a complete ledger of inventory movements and related audit entries — past and in-flight. Receives, sales, manual adjustments, transfers, production, open purchase orders, open sales orders, and work orders in progress all show up here. It's your audit trail for "what happened" and your forward-looking view of "what's about to happen."
- [Transferring Inventory](https://peasyos.com/help/transferring-inventory)
  Summary: If you have multiple locations, you'll sometimes need to move inventory from one place to another. Peasy has two tools for this:
- [Transfer Orders](https://peasyos.com/help/transfer-orders)
  Summary: Transfer Orders are how Peasy tracks inventory moving between locations. The Transfer page is the fast way to stage them; the Transfer Orders page is where you review and manage the orders after they are created.
- [Understanding Availability](https://peasyos.com/help/understanding-availability)
  Summary: Peasy tracks more than just what's on the shelf. It also knows what's committed to orders, what's in transit, and what's being used in production. This helps you understand what's truly available.
- [Understanding Item Types](https://peasyos.com/help/understanding-item-types)
  Summary: Peasy is built on four concepts: items, families, variants, and units. Nail these and everything else clicks — what shows up in your catalog, how inventory moves, why some items appear on purchase orders and others don't.
- [Editing Units and Conversions](https://peasyos.com/help/editing-units-and-conversions)
  Summary: After you create an item, you might need to update a unit name, change a conversion factor, or add a new size. Here's how to make those changes — and one important thing to watch out for.
- [Working with Fractional Quantities](https://peasyos.com/help/fractional-quantities)
  Summary: Peasy supports decimal quantities everywhere — inventory counts, purchase orders, sales orders, work orders, and transfers. If your business deals with partial cases, bulk ingredients, or anything measured by weight, you can enter exactly what you have.
- [Adjusting Inventory](https://peasyos.com/help/adjusting-inventory)
  Summary: An inventory adjustment is when you change your inventory count outside of the normal workflows like receiving a purchase order, shipping an order, or finishing a work order. It's a quick way to correct a discrepancy or account for something unexpected — like damaged product, missing inventory, or items you're setting up for the first time.
- [Set Your Count Badge Threshold](https://peasyos.com/help/count-badge-threshold)
  Summary: Inventory numbers drift over time — items get used, miscounted, or moved without being logged. The count badge threshold tells Peasy how many days can pass before an item should be recounted. Items that haven't been counted within that window get flagged so you know what needs attention.
- [Lot Tracking](https://peasyos.com/help/lot-tracking)
  Summary: Lot tracking is how Peasy captures batch-level traceability for the items you receive and produce. Receiving a purchase order or completing a work order with positive output creates a lot — a record of that specific batch, its quantity, and where it came from. Lots let you trace a batch from the vendor all the way through to the sales order it went out on.
- [Bulk Edit Lot Assignments](https://peasyos.com/help/bulk-edit-lot-assignments)
  Summary: Use bulk lot editing when several Inventory History rows need their lot assignment corrected at the same time. The bulk editor lets you review selected transactions, choose or type a new lot, and apply the updates together. Each lot you enter is checked automatically as you go, so you can see right away whether a row is ready.
- [Dating Inventory Movements](https://peasyos.com/help/dating-inventory-movements)
  Summary: Every inventory change in Peasy has a date that decides when it counts against your stock. For a sale it's the ship date on its shipment; for a delivery it's the Receive Date. Setting these dates correctly is what keeps your on-hand numbers lined up with your physical counts.
- [Creating Templates](https://peasyos.com/help/template-creation-tour)
  Summary: Templates let you define recipes, formulas, BOMs, and assemblies. Each step below has a Show me button that lights up the compass on the matching control so you can see exactly where it lives.
- [Work Orders Management](https://peasyos.com/help/work-orders-overview-tour)
  Summary: Work orders track your manufacturing and assembly tasks from planning through completion. Each step below has a Show me button that lights up the compass on the matching control so you can see exactly where it lives.
- [Making Overview](https://peasyos.com/help/making-overview)
  Summary: The Make section is for businesses that produce, assemble, or prepare products — whether that's cooking recipes, assembling kits, or manufacturing goods. You define what goes into your products (templates), then schedule when to make them (work orders).
- [Creating Templates](https://peasyos.com/help/creating-templates)
  Summary: A template is your recipe, formula, or assembly instructions. It defines what you're making, what ingredients or materials go into it, and how much of each you need. Once set up, you can use it over and over to schedule production.
- [Managing Work Orders](https://peasyos.com/help/managing-work-orders)
  Summary: Work orders are how you schedule and track production. Each work order says "make X units of this template at this location by this date." When you complete a work order, Peasy records the run and deducts its ingredients. A positive Qty Made also adds the finished product to inventory; a zero-output completion does not.
- [Template Gap Alerts](https://peasyos.com/help/template-gap-alerts)
  Summary: Gap alerts tell you when you don't have enough ingredients or materials to complete a production run. They help you plan ahead so you can order what you need before it's time to produce.
- [Building Blocks and Sub-Assemblies](https://peasyos.com/help/building-blocks)
  Summary: A building block is a template for an intermediate product — something you make as a step in your production process, then use as an ingredient in a finished good. Think of it like a sub-recipe: you make a batch of sauce, then use that sauce when assembling your final product.
- [Co-Packer Workflows](https://peasyos.com/help/co-packer-workflows)
  Summary: A co-packer (or co-manufacturer) is a third-party that produces finished goods for you. Peasy supports the two most common arrangements: you ship raw materials to the co-packer, or the co-packer sources everything themselves. The setup is similar in both cases — the difference is whether your raw materials are tracked through the production run.
- [Payments Overview](https://peasyos.com/help/payments-overview)
  Summary: Peasy helps you track money coming in from customers and money going out to vendors. You can accept online invoice payments, record offline payments, and pay vendor bills by ACH without leaving the bill workflow.
- [Setting Up Payments](https://peasyos.com/help/setting-up-payments)
  Summary: Before your customers can pay invoices online, or before you can pay vendor bills by ACH from Peasy, you need to set up Peasy Payments. This verifies your business and connects the bank accounts Peasy can use for payment activity.
- [Payment Methods](https://peasyos.com/help/payment-methods)
  Summary: When your customers receive an invoice from Peasy, they can choose how to pay online. Peasy also lets your team record offline payments and pay vendor bills by ACH.
- [Payment History and Ledger](https://peasyos.com/help/payment-history-and-ledger)
  Summary: Once you start using Peasy Payments, you'll want to see what's come in from customers, what's gone out to vendors, what's pending, and where your money is. The payment settings area gives you a view of that activity.
- [How Customers Pay](https://peasyos.com/help/how-customers-pay)
  Summary: When you send an invoice from Peasy, your customer gets a simple, secure way to pay online. Here's what the experience looks like from their side.
- [Recording a Payment](https://peasyos.com/help/recording-a-payment)
  Summary: Use Record an external payment when money moves outside Peasy Payments — for example, a check in the mail, a bank transfer, or a manual ACH. Request payment with Peasy and Pay with Peasy are payment actions; check, cash, ACH, wire, and card describe how the money moved.
- [Receiving Pending Items](https://peasyos.com/help/receive-pending-tour)
  Summary: The Receive page tracks every PO line item that's still waiting to come in. Each step below has a Show me button that lights up the compass on the matching control so you can see exactly where it lives.
- [Receiving Overview](https://peasyos.com/help/receiving-overview)
  Summary: The Receive section is where you check in deliveries. When orders arrive from your vendors, you mark them as received here — and Peasy updates your inventory automatically. No manual counting needed.
- [Receiving Pending Orders](https://peasyos.com/help/receiving-pending-orders)
  Summary: When a delivery arrives, head to the Receive page to check it in. This is the moment your inventory actually increases. Creating a purchase order alone does not add stock. You can receive everything on a purchase order at once, or just the items that actually showed up.
- [Viewing Receive History](https://peasyos.com/help/viewing-receive-history)
  Summary: The Received view shows a log of everything you've already checked in. Use it to look back at past deliveries, verify what was received, correct mistakes, and review costs including freight.
- [Receiving Items Without a Purchase Order](https://peasyos.com/help/receiving-without-a-po)
  Summary: Sometimes items show up without a formal purchase order — walk-in deliveries, vendor samples, emergency restocks, or petty cash purchases. Peasy lets you receive these directly and still keeps your inventory accurate.
- [Bulk Receiving](https://peasyos.com/help/bulk-receiving)
  Summary: When a single delivery has lots of items on it, you can receive them all at once instead of one at a time. Bulk Receive opens a spreadsheet-style grid where you fill in quantity, cost, supplier lot, and Peasy Lot across every row in the same view.
- [Catalog Overview](https://peasyos.com/help/catalog-overview-tour)
  Summary: The Catalog is a read-only browse of your sellable products with customer-specific pricing. Each step below has a Show me button that lights up the compass on the matching control so you can see exactly where it lives.
- [Selling Overview](https://peasyos.com/help/selling-overview)
  Summary: The Sell section is where you manage your customers, create sales orders, send invoices, and set up your product catalog. Whether you sell to businesses, retail customers, or both, this is where the money-making side of Peasy lives.
- [Managing Customers](https://peasyos.com/help/managing-customers)
  Summary: The Customers page is your contact book for everyone you sell to. Add customer details, assign price lists, track order history, and keep everything organized.
- [Creating Sales Orders](https://peasyos.com/help/creating-sales-orders)
  Summary: Sales orders track what your customers are buying. You can create an order, add line items, choose lots for fulfillment, send an invoice, and accept payment from the customer order page.
- [Managing Your Catalog](https://peasyos.com/help/managing-your-catalog)
  Summary: The Catalog page shows the products you sell to customers. Here you can set prices, control which items are visible, and manage your product offerings. This is also what powers your Storefront if you have one set up.
- [Storefront](https://peasyos.com/help/storefront)
  Summary: The Storefront is your built-in B2B ordering portal. Wholesale customers log in, see their negotiated pricing, place orders directly, and you receive those orders right in Sell > Sales Orders. It replaces the back-and-forth of email orders and removes the need for a separate B2B tool like BlueCart or Wholesale Guerilla.
- [Invoice Reminders](https://peasyos.com/help/invoice-reminders)
  Summary: Invoice reminders automatically follow up with customers who haven't paid. Instead of manually tracking who owes what and sending reminder emails, Peasy does it for you.
- [Catalogs: Custom Pricing and Availability](https://peasyos.com/help/price-lists)
  Summary: The Catalog page is where you configure what each catalog actually contains — which items are available and at what price. To create and manage catalogs themselves, see Catalogs.
- [Reviewing Accounts Receivable](https://peasyos.com/help/reviewing-accounts-receivable)
  Summary: The Invoices page is where you track what customers owe you. Use it to spot overdue invoices, see what is coming due soon, and follow up before balances slip.
- [Managing Invoices](https://peasyos.com/help/managing-invoices)
  Summary: The Invoices page is your central view for all customer billing. From here you can see what's been sent, what's been paid, what's overdue, and take action on any invoice without leaving the list.
- [Creating an Invoice](https://peasyos.com/help/creating-an-invoice)
  Summary: Invoices in Peasy are created from sales orders. When you are ready to bill a customer, open their order, go to its Invoice tab, and send an invoice — Peasy takes care of the invoice number and links everything together automatically.
- [Wholesale vs. Shopify Orders](https://peasyos.com/help/wholesale-vs-shopify-orders)
  Summary: If you sell through Shopify and also take wholesale or distributor orders, the question comes up often: where should each one go? The short answer — Shopify is for direct-to-consumer (DTC) only. Wholesale and distributor orders belong in Peasy directly.
- [Saving Views for Orders and Invoices](https://peasyos.com/help/saving-views-for-orders-and-invoices)
  Summary: Saved views let you keep a filtered table setup you use often on Sell > Sales Orders or Sell > Invoices. A saved view remembers the filters you choose from the Filter button and your table column preferences, so you can return to that setup from the top of the page.
- [Fulfilling and Shipping Orders](https://peasyos.com/help/fulfilling-and-shipping-orders)
  Summary: Fulfilling an order in Peasy means recording a shipment — what physically left your warehouse. The shipment is what deducts inventory, and it's dated by the day the goods shipped, so your stock counts stay accurate. You can ship a whole order at once or in pieces over time.
- [Managing Standing Orders](https://peasyos.com/help/standing-orders)
  Summary: A standing order repeats a customer's products and quantities on selected weekdays. Manage it from Sell > Sales Orders using the same order panel you use for ordinary orders.
- [Repeating Orders in a Storefront](https://peasyos.com/help/storefront-repeating-orders)
  Summary: Create and manage repeating orders in the seller's storefront cart. Use the storefront's Orders tab to find saved standing orders and view dated orders.

---

# What Is Peasy?

Category: About Peasy
URL: https://peasyos.com/help/what-is-peasy
Keywords: what is Peasy, Peasy overview, inventory management software, small business operations, Peasy platform, about Peasy, business management tool, buy make sell, how does peasy make money, pricing, free, is Peasy really free, no subscription, no trial, CPG, consumer packaged goods, who is Peasy for, target customer, $1M to $50M brands, growing brands, scaling brands

What Is Peasy?

Peasy is an all-in-one platform for small businesses that buy, make, and sell physical products. It connects your inventory, purchasing, production, sales, and payments into a single system — so you always know what you have, what you need, and what you owe.

Whether you run a bakery, a wholesale distribution company, or a multi-location retail operation, Peasy replaces the patchwork of spreadsheets, disconnected tools, and manual processes that slow your business down.

What Peasy Does

Peasy covers every stage of your product workflow:

Inventory Management — Track stock levels across multiple locations in real time. Know exactly what you have on hand, what's committed to orders, and what's available to sell. Set up restock points (https://peasyos.com/help/restock-points) so you never run out of critical items. Learn more in our Inventory Overview (https://peasyos.com/help/inventory-overview).

Purchasing (Buy) — Create purchase orders (https://peasyos.com/help/creating-purchase-orders), manage vendors (https://peasyos.com/help/managing-vendors), and track costs. Add items to your buy cart as you spot low stock, then convert the cart into purchase orders with a few clicks. See the Buying Overview (https://peasyos.com/help/buying-overview).

Receiving — When deliveries arrive, receive against your purchase orders (https://peasyos.com/help/receiving-pending-orders) to automatically update inventory. Handle partial receives, inspect incoming goods, and keep a complete receive history (https://peasyos.com/help/viewing-receive-history). See the Receiving Overview (https://peasyos.com/help/receiving-overview).

Production (Make) — Build recipes and templates (https://peasyos.com/help/creating-templates) with ingredient lists and expected yields. Schedule work orders (https://peasyos.com/help/managing-work-orders) to track batches — ingredients are automatically deducted and finished products are added to inventory. See the Making Overview (https://peasyos.com/help/making-overview).

Sales (Sell) — Manage customers (https://peasyos.com/help/managing-customers), create sales orders (https://peasyos.com/help/creating-sales-orders), generate invoices, and build price lists (https://peasyos.com/help/price-lists) for different customer tiers. Set up a storefront (https://peasyos.com/help/storefront) so customers can browse your catalog and place orders online. See the Selling Overview (https://peasyos.com/help/selling-overview).

Payments — Collect customer payments and pay vendor bills (https://peasyos.com/help/payments-overview) directly through Peasy. Customers can pay invoices online (https://peasyos.com/help/how-customers-pay) by ACH or card where enabled, and your team can manage bills (https://peasyos.com/help/managing-bills), record offline payments, and send ACH bill payments from the bill workflow.

Integrations — Connect Peasy to tools you already use. Sync products and inventory with Shopify (https://peasyos.com/help/peasy-and-shopify), push invoices and customers to QuickBooks (https://peasyos.com/help/peasy-and-quickbooks), or import items from Google Sheets (https://peasyos.com/help/google-sheets). See all available connections in our Integrations Overview (https://peasyos.com/help/integrations-overview).

Who Is Peasy For?

Peasy is built for small and growing businesses that work with physical products — especially CPG (consumer packaged goods) brands in the $1M–$50M revenue range that have outgrown spreadsheets but aren't ready for an enterprise ERP. We work equally well with brands that manufacture in-house and brands that work with co-packers.

Common use cases include:

- Food makers and manufacturers — bakeries, breweries, sauce makers, snack producers, and commercial kitchens that need recipe management, batch tracking, and ingredient purchasing. See Peasy for Food Makers (https://peasyos.com/help/peasy-for-food-makers).
- Wholesalers and distributors — businesses that buy in bulk from vendors, warehouse products across locations, and sell to other businesses with custom pricing. See Peasy for Wholesalers (https://peasyos.com/help/peasy-for-wholesalers).
- Multi-location retailers — shops that track inventory across stores, transfer stock between locations, and need real-time visibility into what's available where.
- Makers and craftspeople — anyone who converts raw materials into finished products and needs to track the full lifecycle from purchase through production to sale.

How Everything Connects

The power of Peasy is that every action updates the whole system. When you receive a delivery, your inventory goes up. When you complete a production run, ingredients go down and finished goods go up. Creating a sales order (https://peasyos.com/help/creating-sales-orders) commits the sale but doesn't move inventory yet; shipping the order (https://peasyos.com/help/fulfilling-and-shipping-orders) deducts stock on the shipment's ship date; and invoicing and payment update your payment ledger automatically — so billing and shipping stay independent.

This connected workflow means you spend less time entering data and more time running your business. Dashboards, alerts (https://peasyos.com/help/alerts-and-notifications), and the home dashboard (https://peasyos.com/help/home-dashboard) give you a real-time picture of your operations.

Getting Started

Ready to try Peasy? Here's how to get up and running:

1. Create your account (https://peasyos.com/help/creating-your-account) — it takes less than two minutes
2. Follow the Getting Started Checklist (https://peasyos.com/help/getting-started-checklist) to configure your business
3. Walk through the Peasy Onboarding Guide (https://peasyos.com/help/peasy-onboarding-guide) for a step-by-step path from setup to daily operations

Common Questions

Is Peasy really free?
Yes — Peasy is free, with no subscription, no trial countdown, and no credit card required to sign up. The full product is yours to use. We only make money when you opt in to process payments through Peasy. See How Peasy Makes Money (https://peasyos.com/help/how-peasy-makes-money) for the full breakdown.

How does Peasy make money?
Peasy is free to use, and we make money when your business chooses to process payments through the platform. Your business pays the processing fee — currently 2.99% for card payments and 1% for ACH — while invoice customers and vendors see the invoice or bill amount they are paying or receiving. Payments are always optional. See How Peasy Makes Money (https://peasyos.com/help/how-peasy-makes-money) for the full breakdown.

What size business is Peasy for?
Peasy is designed for small to mid-sized businesses — typically teams of 1 to 50 people, and most often CPG brands in the $1M–$50M annual revenue range that have outgrown spreadsheets but don't need a full ERP. Whether you manufacture in-house or work with co-packers, Peasy scales with your needs.

Does Peasy work on mobile?
Yes. Peasy runs in your mobile browser, so you can check inventory, receive deliveries, and review orders from your phone or tablet.

How is Peasy different from spreadsheets?
Spreadsheets require manual updates for every transaction and can't connect purchasing to receiving to selling. Peasy automates those connections so your data stays accurate across your entire workflow. See our full comparison in Peasy vs. Spreadsheets (https://peasyos.com/help/peasy-vs-spreadsheets).

Can I connect Peasy to tools I already use?
Yes. Peasy integrates with Shopify (https://peasyos.com/help/peasy-and-shopify) for e-commerce, QuickBooks (https://peasyos.com/help/peasy-and-quickbooks) for accounting, and Google Sheets (https://peasyos.com/help/google-sheets) for data import.

Related

- Peasy for Food Makers (https://peasyos.com/help/peasy-for-food-makers) — how Peasy helps food and beverage producers
- Peasy for Wholesalers (https://peasyos.com/help/peasy-for-wholesalers) — how Peasy helps wholesalers and distributors
- Peasy vs. Spreadsheets (https://peasyos.com/help/peasy-vs-spreadsheets) — when to switch from spreadsheets to Peasy
- Peasy Onboarding Guide (https://peasyos.com/help/peasy-onboarding-guide) — a step-by-step path from signup to daily operations
- How Peasy Makes Money (https://peasyos.com/help/how-peasy-makes-money) — pricing, fees, and what's free
- Welcome to Peasy (https://peasyos.com/help/welcome-to-peasy) — getting oriented in the app

---

# Peasy for Food Makers and Manufacturers

Category: About Peasy
URL: https://peasyos.com/help/peasy-for-food-makers
Keywords: food manufacturing software, bakery inventory, food production management, recipe management, batch tracking, food maker, food business software, commercial kitchen, brewery inventory, CPG, ingredient tracking, food manufacturer, Shopify inventory sync

Peasy for Food Makers and Manufacturers

If you make food or beverages — whether you're a bakery, a hot sauce producer, a brewery, or a commercial kitchen — you deal with challenges that generic inventory tools don't handle well. Ingredients come in bulk units but get used in different measurements. Recipes need to scale up and down. Batches need lot numbers and expiry dates. And you need to know your true cost of goods before you can price your products.

Peasy is built for exactly this workflow: buy ingredients, receive deliveries, build recipes, schedule production, sell finished goods, and track payments — all in one connected system.

Managing Ingredients and Raw Materials

Every food business starts with ingredients. In Peasy, you set up your raw materials as buy items (https://peasyos.com/help/add-your-items) and track them across your storage locations. Each item can have multiple units and conversions (https://peasyos.com/help/editing-units-and-conversions) — so you can purchase flour by the 50 lb bag, store it in pounds, and use it in recipes by the ounce.

Peasy handles fractional quantities (https://peasyos.com/help/fractional-quantities) natively, so there's no rounding weirdness when you use 2.5 cups of vanilla extract or receive 0.75 cases of berries.

Set restock points (https://peasyos.com/help/restock-points) on your key ingredients so Peasy alerts you when stock drops below your threshold. You'll see what needs reordering at a glance — before you run out mid-production.

For a full look at how Peasy tracks inventory, see the Inventory Overview (https://peasyos.com/help/inventory-overview).

Recipes and Production Templates

Define your recipes as templates (https://peasyos.com/help/creating-templates) in Peasy. Each template lists the ingredients and quantities needed, plus the expected yield of finished product. When you make a batch of 100 muffins, Peasy knows exactly how much flour, sugar, and eggs to deduct from your inventory.

If your recipes share sub-components (like a base sauce or a dough), you can use building blocks (https://peasyos.com/help/building-blocks) to create reusable recipe components. Change the base recipe once and every template that uses it stays up to date.

Peasy also watches for template gap alerts (https://peasyos.com/help/template-gap-alerts) — if you don't have enough of an ingredient to complete a production run, you'll know before you start.

Scheduling and Tracking Production

When it's time to produce, create a work order (https://peasyos.com/help/managing-work-orders) from any template. Work orders track the batch from start to finish: ingredients are deducted when you begin, and finished goods are added to inventory when the batch is complete.

You can run multiple work orders in parallel, track yields versus expected output, and see your full production history. For an overview of the entire production workflow, see the Making Overview (https://peasyos.com/help/making-overview).

Purchasing Ingredients

As your business grows, purchasing becomes more complex. Peasy helps you manage vendors (https://peasyos.com/help/managing-vendors) — tracking who supplies what, at what price, and with what lead times. Create purchase orders (https://peasyos.com/help/creating-purchase-orders) directly from low-stock alerts or build them manually.

When deliveries arrive, receive against the PO (https://peasyos.com/help/receiving-pending-orders) to update your inventory automatically. Partial deliveries? No problem — Peasy tracks what's been received and what's still outstanding.

Selling Your Finished Products

Once your products are ready, you can sell them through multiple channels:

- Create sales orders (https://peasyos.com/help/creating-sales-orders) for wholesale and retail customers
- Set up price lists (https://peasyos.com/help/price-lists) for different customer tiers (wholesale vs. retail pricing)
- Open a storefront (https://peasyos.com/help/storefront) so customers can browse your catalog and place orders online
- Send invoices and let customers pay online (https://peasyos.com/help/how-customers-pay) via a secure payment link

Manage your customer accounts (https://peasyos.com/help/managing-customers) and track accounts receivable (https://peasyos.com/help/reviewing-accounts-receivable) so you always know who owes you and how much.

Connecting Your Online Store

If you sell directly to consumers through Shopify, Peasy's Shopify integration (https://peasyos.com/help/peasy-and-shopify) can connect your products and inventory between the two systems. When you complete a production run and add finished goods to inventory, Peasy can update Shopify quantities automatically if Peasy-to-Shopify sync is enabled.

For accounting, connect QuickBooks (https://peasyos.com/help/peasy-and-quickbooks) to sync customers, vendors, and invoices — so your bookkeeper stays up to date without manual data entry.

Common Questions

Can Peasy handle unit conversions for ingredients?
Yes. You can set up multiple units per item with conversion ratios — for example, purchase flour in 50 lb bags, track it in pounds, and use it in recipes in ounces. Peasy converts automatically. See Editing Units and Conversions (https://peasyos.com/help/editing-units-and-conversions).

Does Peasy track lot numbers?
Yes. Peasy creates a lot record every time you receive a purchase order or complete a work order — no per-item setting to turn on. Each lot has a lot number (auto-generated on receive, editable before submit) and an optional Supplier Lot ID. You can view every lot for an item on the Lots tab of the item detail page, pick specific lots when fulfilling sales orders, and turn on auto-FIFO lot assignment for Shopify orders. Peasy doesn't currently track manufacturing or expiry dates on the lot itself — capture those in notes or a custom field if you need them. See Lot Tracking (https://peasyos.com/help/lot-tracking) for the full walkthrough.

Can I track cost of goods for my finished products?
Yes. When you define a recipe template with ingredient costs and create work orders, Peasy calculates the cost of production based on the actual ingredients consumed.

How does Peasy handle multiple production locations?
Each location has its own inventory levels. You can produce at one location and transfer finished goods (https://peasyos.com/help/transferring-inventory) to another for sale or storage. Transfer orders (https://peasyos.com/help/transfer-orders) track the movement between locations.

Can I scale my recipes up or down?
Yes. When you create a work order from a template, you set the batch size and Peasy scales the ingredient quantities accordingly.

Related

- What Is Peasy? (https://peasyos.com/help/what-is-peasy) — an overview of the full platform
- Making Overview (https://peasyos.com/help/making-overview) — how production works in Peasy
- Creating Templates (https://peasyos.com/help/creating-templates) — building recipes and BOMs
- Inventory Overview (https://peasyos.com/help/inventory-overview) — tracking stock across locations
- Peasy Onboarding Guide (https://peasyos.com/help/peasy-onboarding-guide) — getting started step by step

---

# Peasy for Wholesalers and Distributors

Category: About Peasy
URL: https://peasyos.com/help/peasy-for-wholesalers
Keywords: wholesale inventory management, wholesale software, distributor software, wholesale ordering, B2B inventory, wholesale business, distribution management, bulk inventory, wholesaler, multi-warehouse

Peasy for Wholesalers and Distributors

If you buy products in bulk from vendors and sell them to other businesses, you need more than a basic inventory tracker. You need to manage dozens of vendors, track stock across multiple warehouses, set different prices for different customers, fulfill orders accurately, and get paid on time.

Peasy connects your entire wholesale workflow — purchasing, warehousing, selling, invoicing, and payments — into one system. No more juggling spreadsheets, email threads, and disconnected tools.

Managing Your Product Catalog

In Peasy, every product has a parent item (https://peasyos.com/help/understanding-item-types) that acts as the product concept. Under each parent, you set up buy items (what you purchase from vendors) and sell items (what you sell to customers). This structure lets you buy a case of 24 units from your vendor while selling individual units to your customers — with automatic inventory tracking at every level.

Learn more about how items and units work in Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units).

Purchasing at Scale

Wholesale businesses live and die by purchasing. Peasy helps you:

- Manage vendors — Track who supplies what, at what price, with what terms and lead times. See Managing Vendors (https://peasyos.com/help/managing-vendors).
- Create purchase orders — Build POs from your buy cart, from low-stock alerts, or manually. Send them to vendors directly from Peasy. See Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders).
- Set restock points — Define minimum stock levels per item so Peasy alerts you before you run out. See Restock Points (https://peasyos.com/help/restock-points).
- Track bills — When vendor invoices arrive, match them to POs and track what you owe. See Managing Bills (https://peasyos.com/help/managing-bills).

For an overview of the full purchasing workflow, see the Buying Overview (https://peasyos.com/help/buying-overview).

Receiving and Warehousing

When deliveries arrive, receive against your purchase orders (https://peasyos.com/help/receiving-pending-orders) to update inventory automatically. Peasy handles partial receives — if only half your order shows up, it tracks what's arrived and what's still outstanding.

For a complete view of the receiving workflow, see the Receiving Overview (https://peasyos.com/help/receiving-overview).

Inventory Across Multiple Locations

Most wholesalers operate across multiple warehouses or storage areas. Peasy tracks inventory at each location (https://peasyos.com/help/locations) independently, so you know exactly what's available where.

Need to move stock between warehouses? Use inventory transfers (https://peasyos.com/help/transferring-inventory) or create transfer orders (https://peasyos.com/help/transfer-orders) to track shipments between locations. Run regular inventory counts (https://peasyos.com/help/counting-inventory) to keep your numbers accurate.

For the full picture, see the Inventory Overview (https://peasyos.com/help/inventory-overview).

Selling to Your Customers

Peasy gives you the tools to manage B2B sales from quote to payment:

- Customer accounts — Track contact details, addresses, payment terms, and order history. See Managing Customers (https://peasyos.com/help/managing-customers).
- Price lists — Set different prices for different customer tiers — wholesale, retail, VIP, or custom pricing per customer. See Price Lists (https://peasyos.com/help/price-lists).
- Sales orders — Create orders, pick and fulfill from inventory, and generate invoices. See Creating Sales Orders (https://peasyos.com/help/creating-sales-orders).
- Catalog and storefront — Build a product catalog (https://peasyos.com/help/managing-your-catalog) and set up a storefront (https://peasyos.com/help/storefront) so customers can browse and place orders online.
- Invoice reminders — Automate follow-ups on outstanding invoices. See Invoice Reminders (https://peasyos.com/help/invoice-reminders).

For a full view of sales tools, see the Selling Overview (https://peasyos.com/help/selling-overview).

Getting Paid

Peasy's built-in payment processing (https://peasyos.com/help/payments-overview) lets you accept ACH and card payments directly where enabled. Send invoices with a secure payment link so customers can pay online (https://peasyos.com/help/how-customers-pay) without calling or mailing checks. On the purchasing side, use Pay Bill (https://peasyos.com/help/managing-bills#paying-a-bill) to record outside payments or pay vendors by ACH from Peasy.

Track payment history (https://peasyos.com/help/payment-history-and-ledger) and review accounts receivable (https://peasyos.com/help/reviewing-accounts-receivable) to see who owes you and how much.

Syncing with Your Accounting Software

If you use QuickBooks for bookkeeping, Peasy's QuickBooks integration (https://peasyos.com/help/peasy-and-quickbooks) keeps your accounting in sync. Customers, vendors, and invoices can flow between the two systems according to your sync settings — so your operations team works in Peasy and your bookkeeper works in QuickBooks, without duplicating data. Peasy attempts to create or link a new active customer automatically only while QuickBooks is connected, the customer direction allows outbound sync, and Auto-sync new customers is enabled. If the attempt does not complete, link or create the customer during invoice sync or from the customer's QuickBooks controls.

If you also sell online through Shopify, the Shopify integration (https://peasyos.com/help/peasy-and-shopify) syncs products and inventory between your store and Peasy.

Common Questions

Can I set different prices for different customers?
Yes. Price lists (https://peasyos.com/help/price-lists) let you define pricing tiers — wholesale, retail, preferred, or custom — and assign them to individual customers. When you create a sales order for that customer, Peasy automatically applies the right prices.

Does Peasy handle partial shipments?
Yes. You can partially fulfill a sales order, shipping some items now and the rest later. Peasy tracks what's been shipped and what's still pending.

Can my customers place orders online?
Yes. Set up a storefront (https://peasyos.com/help/storefront) with your product catalog (https://peasyos.com/help/managing-your-catalog) so customers can browse products, see their pricing, and submit orders directly.

How do I track what customers owe me?
Use the Accounts Receivable (https://peasyos.com/help/reviewing-accounts-receivable) view to see all outstanding invoices, aging buckets, and payment status across your customer base.

Can I manage multiple warehouses?
Yes. Set up each warehouse as a location (https://peasyos.com/help/locations) in Peasy. Inventory is tracked per location, and you can transfer stock (https://peasyos.com/help/transferring-inventory) between warehouses as needed.

Related

- What Is Peasy? (https://peasyos.com/help/what-is-peasy) — an overview of the full platform
- Buying Overview (https://peasyos.com/help/buying-overview) — the complete purchasing workflow
- Selling Overview (https://peasyos.com/help/selling-overview) — sales orders, invoicing, and fulfillment
- Inventory Overview (https://peasyos.com/help/inventory-overview) — tracking stock across locations
- Peasy Onboarding Guide (https://peasyos.com/help/peasy-onboarding-guide) — getting started step by step

---

# Peasy vs. Spreadsheets

Category: About Peasy
URL: https://peasyos.com/help/peasy-vs-spreadsheets
Keywords: inventory spreadsheet alternative, replace spreadsheet inventory, spreadsheet vs inventory software, Excel inventory, Google Sheets inventory, stop using spreadsheets, outgrown spreadsheets, manual inventory tracking

Peasy vs. Spreadsheets

Most small businesses start tracking inventory in a spreadsheet. It makes sense — you already know how to use Excel or Google Sheets, and when you're small, a simple list of products and quantities gets the job done.

But as your business grows, spreadsheets start to crack. This page helps you understand when it's time to switch and what you gain when you do.

When Spreadsheets Work

Spreadsheets are a reasonable starting point when:

- You have fewer than 50 products
- One person manages all inventory
- You buy from one or two vendors
- You don't need to track production or recipes
- You sell through a single channel

There's nothing wrong with starting here. Many successful Peasy customers began with a spreadsheet and switched when their business outgrew it.

Signs You've Outgrown Spreadsheets

If any of these sound familiar, it may be time to switch:

Your stock numbers are never quite right. Spreadsheets only update when someone remembers to update them. A sale happens, a delivery arrives, you use ingredients for production — and the spreadsheet is already out of date. In Peasy, every transaction updates inventory automatically.

Multiple people need access. When two people edit the same spreadsheet, data gets overwritten. Peasy lets your whole team work simultaneously — each action is tracked with a full audit log (https://peasyos.com/help/audit-log).

You can't connect buying to selling. In a spreadsheet, your purchase orders, receiving records, and sales orders live in separate tabs (or separate files). There's no automatic link between a PO, the delivery, and the inventory update. In Peasy, receiving against a PO (https://peasyos.com/help/receiving-pending-orders) automatically updates stock levels.

You miss reorder deadlines. Without automated alerts (https://peasyos.com/help/alerts-and-notifications) and restock points (https://peasyos.com/help/restock-points), you don't know you're running low until you physically check. Peasy notifies you before you run out.

You can't track production costs. If you make products from raw materials, calculating true cost of goods in a spreadsheet means manual formulas that break when recipes change. In Peasy, templates (https://peasyos.com/help/creating-templates) calculate costs automatically based on current ingredient prices.

You manage multiple locations. Tracking inventory across two or more warehouses, stores, or kitchens in a spreadsheet is error-prone. Peasy tracks each location (https://peasyos.com/help/locations) independently with transfer orders (https://peasyos.com/help/transfer-orders) between them.

What You Get with Peasy

| Capability          | Spreadsheets                              | Peasy                                                                                                                                                                                     |
| ------------------- | ----------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Real-time inventory | Manual update after every transaction     | Automatic on receive, sell, produce, and adjust                                                                                                                                           |
| Purchase orders     | Copy-paste into emails                    | One-click PO creation (https://peasyos.com/help/creating-purchase-orders), send directly to vendors                                                                                               |
| Receiving           | Log deliveries by hand                    | Receive against POs (https://peasyos.com/help/receiving-pending-orders), auto-update inventory                                                                                                |
| Multi-location      | Separate tabs per location                | Per-location tracking (https://peasyos.com/help/inventory-overview) with transfers                                                                                                          |
| Production tracking | Manual formulas for ingredient deductions | Work orders (https://peasyos.com/help/managing-work-orders) auto-deduct ingredients, add finished goods                                                                                          |
| Customer invoicing  | Create invoices in another tool           | Sales orders and invoices (https://peasyos.com/help/creating-sales-orders) built in                                                                                                              |
| Low-stock alerts    | Check manually or build complex formulas  | Automatic restock alerts (https://peasyos.com/help/restock-points)                                                                                                                                |
| Integrations        | Manual data entry into each tool          | Shopify (https://peasyos.com/help/peasy-and-shopify), QuickBooks (https://peasyos.com/help/peasy-and-quickbooks), Google Sheets (https://peasyos.com/help/google-sheets) |
| Audit trail         | Hope nobody deleted a row                 | Full inventory history (https://peasyos.com/help/inventory-history) and audit log (https://peasyos.com/help/audit-log)                                                                        |

How to Switch

Switching from a spreadsheet to Peasy doesn't mean starting from scratch. Here's the typical path:

1. Create your account — Sign up (https://peasyos.com/help/creating-your-account) and explore with demo data, or jump straight into your own setup.

2. Import your items — Upload your product list from a CSV file or Google Sheets (https://peasyos.com/help/google-sheets). Peasy maps your columns and creates items automatically. See Add Your Items (https://peasyos.com/help/add-your-items).

3. Set your starting inventory — Run an inventory count (https://peasyos.com/help/counting-inventory) to establish your baseline quantities. This takes minutes, not hours.

4. Set up vendors and customers — Add your vendors (https://peasyos.com/help/managing-vendors) and customers (https://peasyos.com/help/managing-customers) so you can start creating purchase orders and sales orders.

5. Start using Peasy for your next transaction — Create your first purchase order (https://peasyos.com/help/creating-purchase-orders) or sales order (https://peasyos.com/help/creating-sales-orders) in Peasy. From here, your inventory updates automatically.

For a detailed walkthrough, see the Peasy Onboarding Guide (https://peasyos.com/help/peasy-onboarding-guide).

Common Questions

Can I import my spreadsheet data into Peasy?
Yes. Peasy supports CSV import for items, and you can also import directly from Google Sheets (https://peasyos.com/help/google-sheets). Your existing product names, SKUs, and quantities transfer over. See Add Your Items (https://peasyos.com/help/add-your-items).

How long does it take to switch?
Most businesses are set up and running in a day. Importing items takes minutes. The biggest time investment is your first inventory count to set accurate starting quantities.

Can I use Peasy alongside my spreadsheet while I transition?
Yes. There's no requirement to switch all at once. Many businesses run both in parallel for a week or two until they're comfortable, then retire the spreadsheet.

What if I only need inventory tracking?
Peasy is modular — use the parts you need. If you only want inventory tracking and purchasing, you can skip sales orders and production entirely. You're not paying for features you don't use.

Is Peasy harder to learn than a spreadsheet?
Peasy is designed for business owners, not developers. If you can use a spreadsheet, you can use Peasy. The interface is straightforward, and the Getting Started Checklist (https://peasyos.com/help/getting-started-checklist) walks you through setup step by step.

Related

- What Is Peasy? (https://peasyos.com/help/what-is-peasy) — an overview of the full platform
- Peasy Onboarding Guide (https://peasyos.com/help/peasy-onboarding-guide) — step-by-step setup walkthrough
- Add Your Items (https://peasyos.com/help/add-your-items) — importing items from CSV or Google Sheets
- Inventory Overview (https://peasyos.com/help/inventory-overview) — how inventory tracking works in Peasy
- Getting Started Checklist (https://peasyos.com/help/getting-started-checklist) — the fastest path to getting set up

---

# Peasy Onboarding Guide

Category: About Peasy
URL: https://peasyos.com/help/peasy-onboarding-guide
Keywords: getting started with Peasy, Peasy setup, onboarding, first steps, new user guide, Peasy tutorial, setup guide, beginner guide, how to start, new account

Peasy Onboarding Guide

This guide walks you through setting up Peasy from scratch. Follow it at your own pace — there's no deadline, and you can skip steps that don't apply to your business. By the end, you'll have your inventory loaded, your vendors and customers set up, and your daily workflow running.

Phase 1: Set Up Your Account (Day 1)

Create your account

Start by creating your Peasy account (https://peasyos.com/help/creating-your-account). You'll enter your business name, email, and a few basic details. No credit card required.

Once you're in, you can explore with demo data to see how everything works, or start adding your own data right away.

Learn the basics

Take a few minutes to get oriented:

- Welcome to Peasy (https://peasyos.com/help/welcome-to-peasy) — a quick introduction to the platform
- Navigating Peasy (https://peasyos.com/help/navigating-peasy) — the sidebar, command palette, and how to find things
- Getting Started Checklist (https://peasyos.com/help/getting-started-checklist) — the in-app checklist that tracks your setup progress

Phase 2: Configure Your Business (Day 1-2)

Ask a question during a tutorial

When a tutorial is available, choose Start tutorial. In the Tutorial
tab, type in Ask about this step… or choose ask Beacon on a step.
The conversation opens below the steps so you can keep your place. Beacon
receives the step's help article and the information your tutorial remembers.

Tutorial conversations are answered by Beacon's AI, including when you reopen
them from chat history. You can mark answers helpful or unhelpful; human
support and scheduled calls aren't offered in tutorial conversations.

Drag the line between the steps and the conversation to give either one more
room; Peasy remembers where you leave it. Use Hide conversation to give
the steps the whole tab, and Show conversation to return to your answers. Your conversation follows the same
tutorial attempt across pages and also appears in chat history. Start again
starts a fresh tutorial and conversation.

Before adding items, set up the foundations:

Business settings

Go to Configure > Business to set your business name, logo, and theme. Email defaults live under Configure > Sell > Default Emails and Configure > Buy > Default Emails. (Your Company ID isn't self-service — contact support to change it.) See Business Settings (https://peasyos.com/help/business-settings).

Locations

If you operate from more than one location (warehouse, store, kitchen), add each one in Configure > Locations. Inventory is tracked per location. See Locations (https://peasyos.com/help/locations).

Categories

Set up categories to organize your items — for example, "Raw Materials," "Finished Goods," "Packaging." See Categories (https://peasyos.com/help/categories).

Invite your team

If other people will use Peasy, invite them under Configure > Team. You can assign roles to control what each team member can access. See Team Management (https://peasyos.com/help/team-management).

Phase 3: Add Your Items (Day 2-3)

This is the most important step. Get your products into Peasy so you can start tracking them.

Import from a spreadsheet

If you have a product list in CSV or Google Sheets, you can import it directly. Peasy maps your columns (name, SKU, cost, price) and creates items automatically.

- Add Your Items (https://peasyos.com/help/add-your-items) — the complete guide to adding items
- Google Sheets (https://peasyos.com/help/google-sheets) — importing directly from a Google Sheet

Import from Shopify

If you sell on Shopify, connect your store and import your products with their variants, prices, and images. See Connecting Shopify (https://peasyos.com/help/connecting-shopify) and Importing from Shopify (https://peasyos.com/help/importing-from-shopify).

Set up units and conversions

If you buy and sell in different units (e.g., buy flour by the bag, use it by the pound), configure your conversions now. See Editing Units and Conversions (https://peasyos.com/help/editing-units-and-conversions) and Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units).

Phase 4: Set Your Starting Inventory (Day 3)

Once your items exist in Peasy, you need to tell Peasy how much you have on hand. Run an inventory count (https://peasyos.com/help/counting-inventory) to set your baseline quantities.

This is a one-time step. After this, every purchase, sale, and production run will update your quantities automatically.

Phase 5: Set Up Vendors and Customers (Day 3-4)

Add your vendors

Add the companies you buy from. Include their contact information, payment terms, and the items they supply. See Managing Vendors (https://peasyos.com/help/managing-vendors).

Add your customers

Add the people or businesses you sell to. Include contact details, billing addresses, and any custom pricing. See Managing Customers (https://peasyos.com/help/managing-customers).

Phase 6: Start Your Core Workflow (Week 1)

Now that your data is in Peasy, start using it for real transactions:

Create your first purchase order

When you need to reorder from a vendor, create a purchase order (https://peasyos.com/help/creating-purchase-orders). You can build POs from low-stock items, from your buy cart, or manually.

Receive your first delivery

When the order arrives, receive against the PO (https://peasyos.com/help/receiving-pending-orders). Peasy updates your inventory automatically — no spreadsheet formulas needed.

Create your first sales order

When a customer places an order, create a sales order (https://peasyos.com/help/creating-sales-orders). Fulfill it (https://peasyos.com/help/fulfilling-and-shipping-orders) by recording a shipment — that's what deducts inventory — then generate an invoice and send a payment link.

Set up restock points

For your most important items, set restock points (https://peasyos.com/help/restock-points) so Peasy alerts you when stock runs low. This prevents stockouts and makes reordering proactive instead of reactive.

Phase 7: Production (If Applicable) (Week 1-2)

If you make products from raw materials, set up your production workflow:

1. Create templates (https://peasyos.com/help/creating-templates) for your recipes or assembly processes — list the ingredients and expected yield
2. Use building blocks (https://peasyos.com/help/building-blocks) for shared sub-components (like a base sauce or dough)
3. Create work orders (https://peasyos.com/help/managing-work-orders) when it's time to produce — ingredients deduct automatically, finished goods get added

See the Making Overview (https://peasyos.com/help/making-overview) for the full production workflow.

Phase 8: Connect Integrations (Week 2)

Connect Peasy to the tools you already use:

- Shopify — Sync products and inventory with your online store. See Peasy and Shopify (https://peasyos.com/help/peasy-and-shopify).
- QuickBooks — Sync customers, vendors, and invoices to your accounting. See Peasy and QuickBooks (https://peasyos.com/help/peasy-and-quickbooks).

For all available integrations, see the Integrations Overview (https://peasyos.com/help/integrations-overview).

Phase 9: Set Up Payments (Week 2)

If you want to accept payments through Peasy (ACH or card), follow the Setting Up Payments (https://peasyos.com/help/setting-up-payments) guide. Once configured, your customers can pay online (https://peasyos.com/help/how-customers-pay) via a secure link on their invoices.

See the Payments Overview (https://peasyos.com/help/payments-overview) for how the payment system works.

Phase 10: Learn Your Daily Workflow (Ongoing)

Once you're up and running, these tools help you manage day-to-day operations:

- Home dashboard — Your daily summary of KPIs, recent activity, and items needing attention. See Home Dashboard (https://peasyos.com/help/home-dashboard).
- Alerts and notifications — Stay on top of low stock, overdue POs, and outstanding invoices. See Alerts and Notifications (https://peasyos.com/help/alerts-and-notifications).
- Command palette — Press Cmd+K (or Ctrl+K) to quickly navigate, search, or take action from anywhere. See Search and Command Palette (https://peasyos.com/help/search-and-command-palette).
- Tasks and notes — Track to-dos and attach notes to orders, items, or customers. See Tasks and Notes (https://peasyos.com/help/tasks-and-notes).

Common Questions

Do I have to follow these phases in order?
No. The phases are a suggested path, but you can skip ahead or go back as needed. For example, if you don't make products, skip Phase 7 entirely.

How long does the full setup take?
Most businesses complete Phases 1-6 in 2-3 days. Production setup (Phase 7) and integrations (Phase 8) add another day or two depending on complexity.

Can I try Peasy with demo data before adding my own?
Yes. When you first sign in, you can explore with pre-loaded demo data to see how everything works. You can clear the demo data when you're ready to switch to real data. See Data Management (https://peasyos.com/help/data-management) for details on adding and removing demo data.

Can I get help during setup?
Yes. Click the Beacon pill anchored to the bottom of the screen (or press Cmd+K) to ask questions, search help articles, or start a chat with human support at any time. You can also schedule a call with the Peasy team for hands-on setup assistance.

What if I make a mistake during setup?
Most actions in Peasy are reversible. You can edit items, adjust inventory counts, and modify orders. If something goes wrong, use an inventory adjustment (https://peasyos.com/help/adjusting-inventory) to correct quantities.

Related

- What Is Peasy? (https://peasyos.com/help/what-is-peasy) — an overview of the full platform
- Getting Started Checklist (https://peasyos.com/help/getting-started-checklist) — the in-app setup checklist
- Peasy for Food Makers (https://peasyos.com/help/peasy-for-food-makers) — food-specific workflow guide
- Peasy for Wholesalers (https://peasyos.com/help/peasy-for-wholesalers) — wholesale-specific workflow guide
- Peasy vs. Spreadsheets (https://peasyos.com/help/peasy-vs-spreadsheets) — switching from spreadsheets

---

# How Peasy Makes Money

Category: About Peasy
URL: https://peasyos.com/help/how-peasy-makes-money
Keywords: how does peasy make money, pricing, cost, fees, free, subscription, business model, revenue, payment processing fees, ACH fees, card fees, no monthly fee, no credit card, free inventory software, peasy pricing, what does peasy cost, is peasy really free, catch, hidden fees, why is peasy free, why is my deposit less than the invoice, deposit smaller than invoice, separate fee after paying a bill, extra charge after bill payment, net deposit, PEASYPAY charge, fee collected separately, how is the fee charged

How Peasy Makes Money

Peasy is free to use, and we make money when you opt in to process payments through the platform. You do not have to process payments with Peasy, but we believe if we make the best product on the market, you will choose Peasy over others. Our payment processing rates are the same standard rates you're currently paying if you use other platforms like Quickbooks, Bill.com, Square, or others.

Peasy Is Free

Peasy is free. There is no subscription, no trial countdown, and no credit card required to sign up. The core inventory workflows — inventory counting, purchasing, production, sales, invoices — is yours to use.

The free version is the full product, not a stripped-down preview.

How We Make Money

We make money on payment activity when your business chooses to move money through Peasy. These processing fees are paid by the Peasy user/merchant, not by the invoice customer or the vendor receiving a bill payment.

For invoice payments, your customer pays the invoice amount. Your business incurs the processing fee based on how the customer pays, such as ACH or card. The customer payment page, confirmation, and receipt do not add a separate Peasy fee line.

For vendor bill payments, your business is the payer. Before you send an ACH bill payment from Peasy, Peasy shows the bill amount going to the vendor, the Peasy service fee, and the total cost to your business. The vendor receives the full bill amount; the fee is paid by your business and is not shown to the vendor as part of their payment.

If you keep handling payments outside of Peasy, we don't earn anything on those transactions, and that's fine. You can still issue invoices, record payments, and sync to QuickBooks without incurring any fees.

How the Fee Is Collected

The fee is the same either way — what can differ is _when_ and _how_ you see it. Fees are generally taken out of the money moving through your Peasy account, so most of the time you won't see a separate charge:

- Invoice payments (money coming in): The fee is usually taken out before the funds reach your bank, so your deposit is typically the invoice amount minus the fee.
- Vendor bill payments (money going out): Your vendor always receives the full bill amount. The fee may simply reduce your next deposit if you're also collecting payments around the same time, or — if there's nothing to offset it — it may be collected as a separate small entry on your bank statement, usually a little after the bill payment.

Either way, the total you pay matches what's shown before you confirm. Keeping your connected bank account active helps fees be collected smoothly; if a fee can't be collected, payouts may pause until it's resolved.

What You'll Pay

When your business uses Peasy for payments, our current payment processing rates are:

- 2.99% for card invoice payments
- 1% for ACH invoice payments and ACH vendor bill payments
- Vendor bill payment fees shown before submitting the payment
- Invoice collection fees charged to your business based on the customer's payment method
- No monthly minimums or maintenance fees
- No setup fees

It's Always Optional

Payments are an opt-in part of Peasy. Where you collect from customers and pay suppliers is up to you.

Related

- What Is Peasy? (https://peasyos.com/help/what-is-peasy) — Platform overview
- Peasy vs. Spreadsheets (https://peasyos.com/help/peasy-vs-spreadsheets) — Why switch from spreadsheets to Peasy
- Payments Overview (https://peasyos.com/help/payments-overview) — How payments work in Peasy

---

# Cart & Purchase Order Workflow

Category: Buy
URL: https://peasyos.com/help/cart-workflow-tour
Keywords: cart, cart panel, purchase orders, add to cart, submit cart, cart tour, build cart, vendor email, unit cost, update item cost, save cart cost to item

Cart & Purchase Order Workflow

The cart in Peasy lets you build orders for multiple vendors at once and submit them all together. Each step below has a Show me button that lights up the compass on the matching control so you can see exactly where it lives.

The compasses appear on the Items page and inside the cart panel — open the cart from the top right of the Items page to see the panel-level steps.

The tour

1. Go to the Items page

The cart workflow lives on the Items page — that's where you add products to your cart before submitting a purchase order.

[goto:/items|Open the Items page]

2. Open the cart panel

The Cart button lives in the top right of the Items page. Click it (or its icon) to open the cart panel — the badge shows how many items are in your cart.

[guidance:cart_open]

3. Add an item to the cart

Hover any item row and click the shopping-cart icon to add it to your cart with a quantity of 1. Click again on the same row to bump the quantity. On mobile the cart icon is always visible.

[guidance:cart_add_item]

4. Edit quantities

Inside the cart panel, edit the quantity directly with the +/- buttons or by typing a new value. Set the quantity to 0 to remove the line. You can also edit the cart quantity from the Cart Qty column on the Items table.

[guidance:cart_quantity]

5. Edit unit cost

Click the unit-cost field on any cart line to change the cost for this order. When that cost differs from the item, Update item appears next to Unit Cost. Click it to save the cart cost to the item too, so future orders start with the new cost. Leave it alone if the different cost applies only to this order.

[guidance:cart_unit_cost]

6. Per-supplier email toggle

Each supplier group has an Email on / Email off badge in its button bar. Click it to flip whether Peasy emails the PO to that supplier when you submit. The submit dialog also has a Send all emails checkbox that overrides every per-supplier toggle in one click — handy for draft orders and internal review.

[guidance:cart_email_toggle]

7. Review & submit

Click Review & Submit in the cart footer to open the review dialog. From there you can confirm one purchase order per supplier × location, tweak email recipients and subjects, and submit the batch. Pinned "Later" orders are not included. The cart clears automatically on success.

[guidance:cart_submit]

---

Tips

- Each cart line is grouped by supplier and receiving location, so you can build orders for several locations at once.
- Use the per-supplier email toggles to keep some orders as drafts while emailing others.
- Pinned (Later) orders stay in the cart but are excluded from the next submit.

---

Related

- Buying overview (https://peasyos.com/help/buying-overview)
- Creating purchase orders (https://peasyos.com/help/creating-purchase-orders)
- Receiving pending orders (https://peasyos.com/help/receiving-pending-orders)
- Co-packer workflows (https://peasyos.com/help/co-packer-workflows) — Ordering co-manufactured items from Buy > Items, including entering quantities by the batch

---

# Managing Items

Category: Buy
URL: https://peasyos.com/help/items-overview-tour
Keywords: items page, items overview, items tour, search items, filter items, restock point column, inventory column, cart qty column, new item, items management

Managing Items

The Items page is your central hub for the products your business buys, sells, or makes. Each step below has a Show me button that lights up the compass on the matching control so you can see exactly where it lives.

Compasses live on the Items page toolbar and column headers, so you can run through the tour from any entity route — the compasses route you to the Items page if you aren't already there.

The tour

1. Go to the Items page

This tour walks through the Items page. The compasses live in the page toolbar and on the column headers.

[goto:/items|Open the Items page]

2. Create new items

Click New Item to add an item to your catalog. The icon button next to it opens Bulk add, where you can paste rows from a spreadsheet to create many items at once.

[guidance:items_new_button]

3. Search items

Search by name, description, or category. Results filter as you type. Combine search with filters to narrow further.

[guidance:items_search]

4. Filter items

Open Filters to narrow the list by Category, Supplier, or Area. Combine multiple filters to focus on what you need — open the popover again to change or clear selections.

[guidance:items_filter]

5. Inventory column

The Inventory column shows current on-hand stock. Items with stock at or below their restock point get a red Order badge; items below the low threshold get a yellow Low badge. Healthy items show just the quantity. When grouped by family, the same status reads off the family's inventory progress bar.

[guidance:items_inventory_column]

6. Restock Point column

The Restock Point column shows the reorder threshold for the currently selected receiving location. When on-hand stock drops to or below it, the item picks up a red Order badge in the Inventory column. When grouped by family, the restock point appears as a marker line on the family's progress bar. On multi-location entities a second Global Restock Pt column shows the entity-wide threshold — but only when Group by family is off; when grouped by family that column is hidden, and you set the global value from the Total card in an item's Inventory by Location section instead.

[guidance:items_restock_column]

---

Tips

- The Cart Qty column on each item row shows what's currently in your cart — handy for double-checking before you submit.
- Click an item's name to open its detail page.
- Use the Group by family toggle in the toolbar to roll variants up under their parent and read inventory off the progress bar.

---

Related

- Buying overview (https://peasyos.com/help/buying-overview)
- Cart & purchase orders (https://peasyos.com/help/cart-workflow-tour)
- Adding items (https://peasyos.com/help/add-your-items)

---

# Purchase Orders Management

Category: Buy
URL: https://peasyos.com/help/purchase-orders-overview-tour
Keywords: purchase orders tour, PO management, PO status, PO ETA, PO location filter, PO detail panel, receive all, manage purchase orders, created PO, sent PO, confirmed PO, partially received, draft PO, pinned PO, mark PO received, received status opens receiving

Purchase Orders Management

The Purchase Orders page is your command center for tracking POs from creation through delivery. Each step below has a Show me button that lights up the compass on the matching control so you can see exactly where it lives.

Most compasses live on the PO list. The detail panel compasses appear once you click a PO number to open it.

The tour

1. Go to the Purchase Orders page

Submitted and directly created purchase orders, their statuses, and delivery info live on the Purchase Orders page. Orders that are still in Cart or Later stay in the cart instead.

[goto:/purchase-orders|Open the Purchase Orders page]

2. The Purchase Orders table

All submitted and directly created purchase orders in one place. Track status, delivery dates, and shipping info — click any row to open the detail panel.

[guidance:po_table]

3. Location column

The warehouse or facility where each PO will be received. You can also filter the whole list to a single location at the top right.

[guidance:po_location_column]

4. Status column

Track each order's progress: Created, Sent, Confirmed, Partially Received, Received, or Cancelled. Draft and Pinned orders stay in Cart and Later. Receiving items automatically advances the status, and you can also click the status to change it manually. If you pick Received while items are still pending, Peasy asks what you want to do. Choose Receive items to record what arrived, Change status only to mark the order Received without recording quantities, or Cancel to keep the current status.

[guidance:po_status_column]

5. Order Date & ETA

Order Date shows when the PO was placed, and ETA shows when you expect delivery. Click either one to edit it inline from the table.

[guidance:po_dates_column]

6. Filter by location

If you have multiple locations, use the dropdown at the top right to view orders for a specific warehouse or facility.

[guidance:po_location_filter]

7. The PO detail panel

Click any PO number to open its detail panel. View and edit items, quantities, costs, and receiving status. Your hub for managing one purchase order.

[guidance:po_detail_panel]

8. Receive all items

Click Receive Order in the detail panel to jump to the receiving page pre-filtered to this PO. The fastest way to receive an entire shipment in one go.

[guidance:po_receive_all]

---

Tips

- ETA changes propagate to the receive page's "Due" view.
- You can receive partial quantities — the PO stays open until all items are received.
- Use Receive when a shipment arrives. Changing the Status field does not record received quantities or increase inventory. If items are still pending when you pick Received, choose Receive items in the prompt to record what arrived.
- Use saved views to switch between common filter combinations (open POs, this week's deliveries, etc).

---

Related

- Creating purchase orders (https://peasyos.com/help/creating-purchase-orders)
- Receiving pending orders (https://peasyos.com/help/receiving-pending-orders)
- Cart & purchase orders (https://peasyos.com/help/cart-workflow-tour)

---

# Buying Overview

Category: Buy
URL: https://peasyos.com/help/buying-overview
Keywords: purchasing, procurement, ordering, buy from vendors, supplier management, buying process, how to order, purchasing workflow

Buying Overview

The Buy section is where you manage everything about purchasing — the items you buy, the vendors you buy from, your purchase orders, and the bills you receive. It's the starting point for getting inventory into Peasy.

Buy section in sidebar showing Items to buy, Purchase Orders, Quotes, Bills, and Vendors

How Buying Works in Peasy

Here's the typical flow:

1. Set up your items — Add the things you buy (ingredients (https://peasyos.com/help/ingredient), supplies, products to resell)
2. Add your vendors — The suppliers you purchase from
3. Create purchase orders — Tell your vendors what you need
4. Receive the delivery — When items arrive, mark them as received (this updates your inventory automatically)
5. Track bills — Keep tabs on what you owe

You don't have to follow every step — some businesses skip purchase orders and just track what they receive. Use what works for you.

What's in the Buy Section

- Items — Your full catalog (https://peasyos.com/help/catalog) of buy items, with costs, units, vendors, and current inventory levels. This is also where you can add items to a cart and create purchase orders.
- Vendors — Your supplier list with contact details and the items they sell you.
- Purchase Orders — Orders you've sent (or plan to send) to vendors. Track status from draft to received.
- Quotes — Request and receive quotes from vendors before committing to a purchase order. See Comparing Vendor Quotes (RFQs) (https://peasyos.com/help/comparing-vendor-quotes-rfqs).
- Bills — Invoices (https://peasyos.com/help/invoice) from vendors. Upload them as PDFs or enter them manually.

Red Badges

You'll see red badges on the Buy section when items need attention:

- Items badge — Items that have dropped below their Restock Point (time to reorder)
- Bills badge — New bills that haven't been reviewed yet

Related

- Add Your Items (https://peasyos.com/help/add-your-items) — First-time setup for your buy catalog
- Managing Buy Items (https://peasyos.com/help/managing-buy-items) — Ongoing management for Buy > Items to buy
- Managing Vendors (https://peasyos.com/help/managing-vendors) — Setting up suppliers
- Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders) — Ordering from vendors
- Managing Bills (https://peasyos.com/help/managing-bills) — Tracking vendor invoices
- Comparing Vendor Quotes (RFQs) (https://peasyos.com/help/comparing-vendor-quotes-rfqs) — Comparing vendor pricing before you order

---

# Add Your Items

Category: Buy
URL: https://peasyos.com/help/add-your-items
Keywords: add items, import items, buy items, CSV import, bulk add, create item, new item, first item, set up items, vendor pricing, ingredients, raw materials, supplies, spreadsheet, paste items, buy journey step 1, sub-unit, subunit, include sub-unit, price per sub-unit, add variant, add a variant, add sell variant, add a sell variant to an existing item, + Add Variant, variants tab, new variant, variant type, unit you sell, sell variant, add buy variant, add conversion variant, create item with Beacon, Beacon new item, Show me, Do it for me, undo this item

Add Your Items

Before Peasy can help you manage purchasing and inventory, it needs to know what you buy. This step walks you through getting your items into the system — either by adding them from a spreadsheet or creating them one at a time.

How to Get There

Go to Buy > Items to buy in the sidebar.

Option A: Bulk Add from a Spreadsheet

If you already have a list of what you buy in a spreadsheet, this is the fastest way to get started.

1. Go to Buy > Items to buy.
2. Click the table icon (right next to the blue New Item button) — this is the Bulk add button.
3. A spreadsheet grid opens that works just like Excel or Google Sheets.
4. Paste your data directly from your spreadsheet, or click Upload CSV to load a file, or click Open in Google Sheets to work from a connected sheet.
5. Review the rows in the grid — you can edit cells, add rows, or remove rows before submitting.
6. Click Submit to create all the items at once.

You can also Download CSV Template to get a blank template with the right column headers, fill it out in your own spreadsheet app, and upload it back in Peasy.

Option B: Add Items One at a Time

If you only have a handful of items, or you want to start small:

1. Go to Buy > Items to buy.
2. Click the blue New Item button.
3. A modal opens to Step 1 — enter the item name (e.g., "All-Purpose Flour") and optionally pick a category (e.g., "Dry Goods"). You can create a new category right from the dropdown if you don't have one yet.
4. Click Continue to variants.
5. In Step 2, choose Buy as the variant type (it should already be selected).
6. Pick the unit you buy in (e.g., "50-lb bag"). You can create a new unit from the dropdown if needed.
7. Optional — Include sub-unit. Check the Include sub-unit box next to the Unit field if you want inventory tracked in a smaller unit than the one you buy in (e.g., buy by the case, track by the bottle). A Sub-unit dropdown and a conversion field appear so you can specify how many sub-units make one main unit (e.g., 1 case = 12 bottles), and the Unit Cost field gets a per-main / per-sub toggle so you can enter cost in whichever unit is easier.
8. Optionally fill in the supplier, supplier item number, and unit cost.
9. Click Save to create the item.

You can choose to add another variant to the same item family, create a brand new item, or close the modal.

With Beacon

Ask Beacon to add an item and say what unit it comes in, such as "Create a new item: Oat Milk, sold by the case, SKU OM-12, $4.50." Beacon replies that you can create it in the New Item modal on the Items page, or that it can do it now, and shows two buttons:

- Show me opens New Item on All Items with those details filled in on both steps. If New Item is already open for a new item, Beacon fills it in where you are instead, replacing what those fields hold. If you are on the second step and Beacon has a new name, New Item goes back to the first step with that name, so check it and click Continue to variants again; the other details stay filled in. Each field Beacon filled has a soft glow until you change it, and Save & Close is highlighted. Check the details and save it yourself.
- Do it for me shows the item's name, unit, type, SKU, and price. Click Create item to create it, or Cancel. Beacon creates it the same way New Item does. After it is created, Undo this item makes it inactive, as long as nobody has changed it, added a variant, or started using it.

Use one or the other: once the item is created either way, the other button no longer creates a second one. If you close New Item without saving, Do it for me still works. Items start as Buy unless you say otherwise, and a Make item has no price. If an item already has that name, even with different capitals, Beacon tells you before offering anything.

If you don't give a unit, or you'd rather fill the item in yourself, Beacon opens New Item with the details you gave instead. These buttons work in Peasy on the web.

Adding a Variant to an Existing Item

You don't have to add every variant when you first create an item — you can add one to an existing item family at any time. This is how you make an existing item sellable by adding a Sell variant.

1. Open the item's detail page and go to the Variants tab.
2. Click Add Variant. The Add Item Variant window opens with the item family already filled in.
3. Choose the Variant Type — Buy, Sell, or Conversion. Pick Sell to make the item sellable. (You can't add a Make variant here; those are created automatically when you set up a template.)
4. Pick the Unit you sell (e.g., "case" or "each"). You can create a new unit right from the dropdown.
5. If the unit is new to this family, set the Inventory Conversion — how the new unit relates to the family's Inventory Unit (e.g., 1 case = 12 each). If the unit already exists in the family, Peasy reuses its conversion and this step is skipped.
6. Enter a Variant Name. Optionally add a SKU (it must be unique across your business), a Unit Price, and an Order Min (MOQ). There's also a "Fulfilled or sold by a vendor (e.g. a 3PL)" toggle that reveals vendor fields if a third party ships it.
7. Click Save & Close (or Save & Add Variant to add another).

Adding a Sell variant is what makes an item show up in your catalog and available on sales orders.

What to Include

For each item, try to fill in:

- Item name — What you call it internally
- Category — How you group similar items (optional but helpful for filtering later)
- Buy unit — The unit your vendor sells in (e.g., case, bag, gallon)
- Supplier — The vendor you buy from
- Unit cost — What you pay per buy unit

You don't need every field right away. The only required field is the item name and unit — everything else can be added or edited later directly in the table.

Good to Know

- Start with 5–10 items if you're not sure. You can always add more once you're comfortable with the flow.
- Vendors and units get created inline — when filling out the New Item modal, you can create new vendors, units, and categories right from the dropdowns without leaving the form.
- You can edit anything later — item names, costs, units, vendors, and categories are all editable directly in the table. Just click on a cell.
- If an item already exists, Peasy detects it when you type the name and offers to add a variant to the existing item instead of creating a duplicate.

What's Next

Once your items are in, move on to Managing Vendors (https://peasyos.com/help/managing-vendors) to make sure your vendor details are complete.

Related

- Importing Items from a CSV File (https://peasyos.com/help/importing-items-from-csv) — Detailed walkthrough of the CSV upload flow with column mapping
- Managing Buy Items (https://peasyos.com/help/managing-buy-items) — Full reference for the Items page
- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units) — How families, variants, and Inventory Units fit together
- Importing from Shopify (https://peasyos.com/help/importing-from-shopify) — Pull products in from Shopify

---

# Managing Buy Items

Category: Buy
URL: https://peasyos.com/help/managing-buy-items
Keywords: buy variant, vendor item, purchase item, supplier product, buy price, cost, cost per lb, change unit cost, $ per inventory unit, vendor catalog, what can I order, vendor pricing, item document, upload document, COA, certificate of analysis, specification sheet, free items, bonus stock, $0 cost, zero cost, complimentary, samples from vendor, extra stock, supplier bonus, freebie, ordering method, order method, vendor settings, where is order method, column not showing, fulfillment method, lead time, payment terms, vendor type, supplier type, deactivate item, delete item, remove item, erase item, archive item, mark inactive, hide item, retire item, reactivate item, how do i erase an item to buy, mark family inactive, open item detail page, open item page, item detail page, expand family, collapse family, click item name

Managing Buy Items

The Items to buy page shows everything you purchase. This is where you manage your buy catalog — item names, costs, units, vendors, and inventory levels. It's also where you start the ordering process by adding items to your cart.

How to Get There

Go to Buy > Items to buy in the sidebar.

What You'll See

The items table shows one row per item with columns like:

- Item Name — What the product is called
- Category — How it's grouped (e.g., "Dry Goods," "Packaging")
- SKU — Your internal code for the item
- Unit — The unit you buy in (e.g., "case," "50-lb bag")
- Cost — How much you pay per unit
- Inventory — Available inventory
- Restock Point — The threshold that triggers low and order alerts
- Area — Where the item is stored inside the selected location
- Cart — Quantity in your cart for the next purchase order

You can customize which columns are visible using the column preferences button.

> Looking for Vendor Type, Ordering Method, Fulfillment, Lead Time, or Payment Terms?
> Those are vendor-level settings, not item-level — they live on the vendor record, not the Items to buy table. Set them on Buy > Vendors. Once set, the Ordering Method also shows as a badge in the cart panel and on the purchase order review screen so your team can see at a glance how to place the order. See Managing Vendors (https://peasyos.com/help/managing-vendors).

Adding Items to Your Cart

The cart is how you build purchase orders. When you notice you're running low on something:

1. Find the item in the list.
2. Enter a quantity in the Cart column.
3. Repeat for other items you need to order.
4. When ready, submit the cart to create a purchase order.

You can also add items from the item detail page. Open Variants, hover a purchasable variant's name, and click its cart icon. The Gap column's + button adds the remaining shortage and opens Cart. Use Cart in the page toolbar to reopen the panel, or Item details to switch back to the detail panel without leaving the page.

Peasy groups cart items by vendor automatically, so if you're ordering from three different vendors, you'll get three separate purchase orders.

Adding Buy Items

For the first-time setup workflow, see Add Your Items (https://peasyos.com/help/add-your-items).

That guide covers:

- Bulk add from a spreadsheet
- Adding items one at a time
- The minimum fields to fill in on day one
- When to start small vs. import a full list

If you use Shopify, you can also pull in products automatically. See Importing from Shopify (https://peasyos.com/help/importing-from-shopify) for details.

Editing Items

To edit a buy variant's name or other details, hover over its name and click the pencil button, Edit item variant. The full Edit Item Variant form opens in both regular and family-grouped lists. Make your changes, then click Save & Close. See Editing an Existing Variant (https://peasyos.com/help/understanding-items-and-units#editing-an-existing-variant) for the steps and unsaved-change confirmation.

Other fields are editable right in the table — click on a cell to change it. Changes save automatically. You can update:

- SKU, category
- Cost per unit
- Restock point
- Vendor assignment
- Storage area

To change a cost such as cost per lb, edit the item's price in the table. $ per Inv. Unit shows the price converted to the family's inventory unit so you can compare differently sized variants. On the item's Variants tab, edit the specific Buy variant when you need to change the stored cost for the unit you purchase.

Vendor-level fields such as Vendor Type, Ordering Method, and Fulfillment are edited from Buy > Vendors, not from the item row.

For step-by-step instructions on setting restock points, see Restock Points (https://peasyos.com/help/restock-points). That guide covers how to choose a number and how restock points trigger alerts when it's time to reorder.

Grouping by Family

If you have items with multiple variants (like the same product in different sizes), you can group them by family. This shows the parent item with its variants nested underneath, making it easier to see related items together. Click a family's name — or anywhere on its row — to expand or collapse the group.

Opening the Item Detail Page

The full item detail page is where you'll find the Variants tab, Restock Point settings, and family-level actions. You can open it:

- From a variant row — Click the variant's name, in either a regular list or an expanded family group.
- From a family row — Hover over the row and click the Open item page arrow (the up-and-right arrow that appears on the right side of the row).
- From the detail panel — Open an item's side panel (it shows inventory by location and quick adjustments), then click the Open item page arrow in the panel header.

Clicking a family's name no longer opens the item page — it just expands or collapses the family, so use one of the arrows above instead.

Storing Item Documents

Keep product-specific files such as certificates of analysis (COAs), specification sheets, and supplier documents on the item family:

1. Open the item's side panel or full item page.
2. Select the Documents tab.
3. Click Upload to choose files with No type. To classify them, click its chevron and choose COA, BOL, Spec Sheet, or Other; the file picker opens immediately. PDFs, images, text, CSV, Excel, and Word .docx files are supported, up to 50 MB each.

You can also choose View Documents from the item's three-dot row menu to open the full item page with its Documents tab selected. The tab shows files attached directly to the family and files attached while receiving any of its variants. Click the filter button on the left and select a type to find all COAs or BOLs for the family.

Filtering and Searching

- Search — Type in the search bar to find items by name, description, or category
- Status filter — Show active items, inactive items, or all
- Location filter — See items at a specific location
- Category filter — Narrow down by category

Deactivating Items

Peasy doesn't permanently delete items — instead, you mark them inactive so they stop appearing in dropdowns and lists, while your historical orders, bills, and inventory records stay intact.

To deactivate a buy item:

1. Find the item on Buy > Items to buy (or Sell > Items to sell for sell items).
2. Click the three-dot menu (⋮) on the right end of the row.
3. Select Mark Inactive.

The item hides from the default view. To see inactive items again, change the Status filter at the top of the page to Inactive or All. To reactivate, repeat the steps and choose Mark Active.

If you have a parent item with multiple variants and you want to retire the whole family at once, open the item detail page and use Mark Family Inactive from the header actions menu. That hides every variant in the family in one shot.

Tracking Free or Bonus Items from Suppliers

Sometimes a supplier sends you extra product you didn't pay for — bonus samples, overruns from a production batch, or replacement items. The best way to track these is with a $0 buy variant on a purchase order, so you have a clear record of who sent the items, when, and how many.

1. Go to the item and open the Variants tab.
2. Click Add Variant and select Buy as the type.
3. Set the cost to $0.
4. Select the supplier as the vendor.
5. Create a purchase order (https://peasyos.com/help/creating-purchase-orders) with this item at $0.
6. When the items arrive, receive the PO — inventory updates automatically with a record of where the items came from.

A manual inventory adjustment would also add items to your count, but you'd lose the connection to the vendor. Six months later, you wouldn't know why inventory went up by 20 units on that date.

Examples:

- Supplier sends extra beans after a roasting batch — add as a $0 buy variant on the PO
- Co-packer includes bonus samples with a production run — $0 buy variant, add to the PO
- Vendor sends replacement items for a quality issue — create a new PO at $0 with a note

Good to Know

- Items with red badges have dropped below their Restock Point — time to reorder.
- You can select multiple items using checkboxes for bulk actions.
- Inactive items are hidden by default but not deleted. You can always reactivate them.
- The cart persists between visits, so you can build an order over time.

Related

- Add Your Items (https://peasyos.com/help/add-your-items) — First-time setup for your buy catalog
- Managing Vendors (https://peasyos.com/help/managing-vendors) — Set up the suppliers you buy from
- Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders) — Turn your cart into orders
- Restock Points (https://peasyos.com/help/restock-points) — Set thresholds, Low and Order views, and where alerts appear
- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units) — How items and unit conversions work

---

# Managing Vendors

Category: Buy
URL: https://peasyos.com/help/managing-vendors
Keywords: supplier, vendor list, add vendor, bulk add vendor, bulk vendor upload, vendor CSV, vendor template, Google Sheets vendor template, vendor details, contact vendor, supplier management, vendor info, who do I buy from, vendor contact, configure vendors, supplier details, vendor email, multiple vendor emails, comma separated emails, additional recipients, ordering method, fulfillment method, vendor website, lead time, payment terms, order minimum, vendor type, supplier type, co-manufacturer, 3PL, logistics, vendor address, address line 2, suite, unit, floor, vendor purchase orders, edit vendor PO, vendor PO status, vendor PO tracking

Managing Vendors

Vendors (also called suppliers) are the companies you buy from. The Vendors page is where you add them, fill in the details your team needs for ordering and receiving, and keep those records up to date over time.

How to Get There

Go to Buy > Vendors in the sidebar.

Vendor Documents

Open a vendor and select Documents in its detail panel to see files attached directly to the vendor and files attached to its received logs. Click Upload to choose files with No type, or click its chevron and choose COA, BOL, Spec Sheet, or Other to open the file picker with that type. Click the filter button on the left to narrow the list. A receipt file follows the receipt's current vendor if that relationship is corrected.

Add Vendors

One at a Time

1. Click the New Vendor button.
2. Fill in the details you have:
   - Vendor Name (required)
   - Vendor Type if you want to classify the supplier
   - Email, phone, website, and address
   - Ordering method, fulfillment, and lead time
   - Notes for anything you want to remember
3. Click Create.

You can also check Create more to keep the form open while you add several vendors in a row.

Create Vendor form with name, email, and contact fields

In Bulk

Click the Bulk upload icon (next to New Vendor) to open a spreadsheet-style grid where you can add many vendors at once. You have three ways to fill it in:

- Type or paste directly into the grid.
- Upload a CSV — click Upload CSV, download the template, fill it in, and upload it back. The template's header row must stay exactly as provided.
- Open in Google Sheets — creates a pre-formatted "Peasy Vendor Import Template" sheet in your connected Google account. If Google Sheets isn't connected yet, the button starts the connection flow and brings you right back to the template.

Only Vendor Name is required. Duplicate names are caught both within the grid and against your existing vendors before submit. Your in-progress draft is saved in the browser, so you can close the modal and come back without losing what you typed.

From Item Setup

Vendors can also be created inline while you add items. If you typed a new vendor name during item setup, it already exists here and just needs more details filled in.

Configure Vendors

Once your vendors are in Peasy, fill in the details your team needs when it is time to order.

What You Can Configure

The Vendors page shows one row per vendor. Many fields are editable right in the table. The most important ones are:

- Vendor Name — The supplier's name
- Vendor Type — A simple category for the supplier, such as Supplier, Co-Manufacturer, 3PL, or Logistics
- Customer ID — Your account number with this vendor
- Email — Where purchase orders get sent; supports multiple emails separated by commas
- Phone — Vendor's phone number
- Website — Their website or online ordering portal
- Lead Time (Days) — How long orders usually take to arrive
- Order Min ($) — Their minimum order amount
- Terms — Payment terms such as Net 30
- Ordering Method — Email, Phone Call, Text Message, Shop in Store, or Online
- Fulfillment — Delivery, Will Call, or In-Store
- Address — Street, an optional Address Line 2 (suite/unit/floor), city, state, and ZIP

Edit in the Table

1. Click any editable cell in the table.
2. Type the new value and press Enter or click away.
3. For Vendor Type, Ordering Method, and Fulfillment, select the right option from the dropdown.
4. For Address, use the address editor to fill in the structured fields.

Changes save automatically.

Edit on the Vendor Detail Page

1. Click a vendor's name to open the detail page.
2. Review the sections for Basic Information, Address, and Notes.
3. Update any field you need.

Text fields autosave after you stop typing, and dropdowns save immediately.

Update Purchase Orders for a Vendor

1. Click a vendor's name to open the detail page.
2. Stay on the Overview tab and find the Purchase Orders table.
3. Click Status, Order Date, ETA, Carrier, or Tracking to update it in the table.
4. Click the PO Number when you want to open the full purchase order.

Status and date selections save immediately. For Carrier and Tracking, press Enter or click away to save. Draft and Pinned orders stay in Cart and Later, so this table shows submitted and directly created POs only.

Which Fields Matter Most

At a minimum, fill in:

- Email — Required if you want to send purchase orders from Peasy
- Ordering Method — Helps your team know how to place orders
- Fulfillment — Shows whether the order will be delivered or picked up
- Vendor Type — Helps sort and filter suppliers by how they fit into your purchasing process

These are also useful:

- Lead Time — Helps set expectations for when orders should arrive
- Order Min — Reminds you of the vendor's minimum order amount
- Website — Gives your team a quick link to online ordering

Manage Vendors

The Vendors page is also the long-term record for your suppliers.

Edit Vendor Details

Click on any field in the vendor table to update it. You can change names, contact details, payment terms, and operational details anytime.

Filter by Vendor Details

Click Filter on the Vendors page to narrow the table by Ordering Method, Fulfillment, or Vendor Type. Use this when you only want to see a certain kind of supplier, such as co-manufacturers or logistics partners.

Link Items to Vendors

When you create a buy item, you can assign it to a vendor. This tells Peasy who supplies that item, which helps when creating purchase orders because Peasy groups items by vendor automatically.

QuickBooks Sync

If you've connected QuickBooks, you can sync your vendors:

- A Sync to QuickBooks button appears when QuickBooks is connected
- Select vendors and sync them to keep both systems in alignment
- See Connecting QuickBooks (https://peasyos.com/help/connecting-quickbooks) for setup details

Make a Vendor Inactive

If you stop working with a vendor:

1. Select the vendor using the checkboxes.
2. Use the bulk action to deactivate them.

Inactive vendors no longer appear in dropdowns for new items or purchase orders, but their history stays intact. You can reactivate them later.

Good to Know

- Vendor names must be unique.
- Vendor Type is a vendor-level label. It does not change item types, buy variants, pricing, inventory, or purchase order grouping.
- Each buy item can be assigned to one vendor. If you buy the same product from multiple vendors, create separate items for each source.
- Multiple emails on a vendor — The Email field accepts more than one address; separate them with commas (e.g. orders@acme.com, accounting@acme.com). Every address listed receives the PO email and PDF, which is useful when ops, accounting, and a sales rep all need to see the order. To copy someone on every PO across all vendors, use Configure > Buy > Default Emails > Purchase orders CC instead — see Default Emails (https://peasyos.com/help/default-emails).
- Payment Terms can be set in the vendor table or on the vendor detail page. When you create a bill for that vendor, Peasy uses these terms to fill in the payment terms and calculate the due date automatically.
- Customer ID can only be edited in the table, not on the detail page.
- Notes can only be edited on the detail page, not in the table.
- The vendor table shows how many items are linked to each vendor, giving you a quick sense of how much you rely on each supplier.

Related

- Add Your Items (https://peasyos.com/help/add-your-items) — Add items and create vendors inline during setup
- Managing Buy Items (https://peasyos.com/help/managing-buy-items) — The items you buy from vendors
- Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders) — Ordering from vendors
- Buying Overview (https://peasyos.com/help/buying-overview) — How the Buy section works

---

# Creating Purchase Orders

Category: Buy
URL: https://peasyos.com/help/creating-purchase-orders
Keywords: PO, create PO, new purchase order, order from vendor, buy from supplier, restock, reorder, procurement, sourcing, place order, submit order, vendor order, send PO, email PO, email limit, too many emails, order supplies, add freight to PO, shipping cost on PO, freight on purchase order, PO note, vendor note, internal notes, Tasks and Notes, payment terms on PO, receive from PO list, truck button, inline receive, purchase orders CC, multiple recipients on PO, comma separated emails, split PO, split purchase order, separate items, partial deliveries, partial backorder, backorder, move items to new PO, change cart location, cart receiving location, co-manufactured cart, work order schedule, ship to address, ship-to, shipping address on PO, co-packer ship to, third-party ship to, drop ship address, send PO to different address, ship PO to co-packer, cancel PO, cancel purchase order with work order, cancel both, delete PO, delete purchase order, remove purchase order, remove PO line, delete PO with work order, purchase order linked to work order, delete both, keep work order, unlink work order, order from a different vendor, order item from another supplier, buy same item from multiple vendors, change vendor on PO, switch vendor on purchase order, buy from another vendor without a variant, multiple suppliers per item, order without creating a variant, change PO order date, edit purchase order date, purchase order date, duplicate PO number, PO number already in use, edit PO number, PO number error, change PO location, edit PO location, is the PO location editable, change receiving location on purchase order, PO location editable after creation, edit receiving location, draft PO, pinned PO, Later cart, created PO, partially received, received status

Creating Purchase Orders

Purchase orders (POs) are how you tell your vendors what you need. Peasy helps you build orders in the cart, submit or create them, send them to vendors, and receive the items when they arrive.

How to Get There

Go to Buy > Purchase Orders in the sidebar.

Your First PO

If you're creating your first purchase order, the easiest path is to build it from the cart on the Items page. Peasy groups items by vendor and creates one PO per vendor automatically.

Option A: Build a PO from Your Cart

This is the recommended workflow, especially if you've been working from the Low or Order views.

1. Add Items to Your Cart

1. Go to Buy > Items to buy.
2. Switch to the Order tab to see what needs ordering.
3. Enter a quantity in the Cart Qty column for each item you want to order.
4. Click the cart icon in the top-right toolbar to open the cart panel.

2. Review the Cart Panel

The cart panel shows your items grouped by vendor. For each vendor group you'll see:

- The vendor name and total cost
- Each item with its quantity and unit cost
- An email toggle showing whether that vendor's PO will be emailed
- An ETA button to set the expected delivery date
- A pin icon to move a vendor's order to the Later tab if you're not ready to submit it
- A location pin in the header (multi-location accounts) to change the receiving location for that vendor without leaving the cart — the supplier card moves to the new location group instantly
- A Work Order card if any item in the group is co-manufactured (made by the vendor for you), with fields for production date and manufacturing location. See Co-Packer Workflows (https://peasyos.com/help/co-packer-workflows) for details.

If you have multiple locations, items are also grouped by receiving location.

3. Review and Submit

1. Click Review & Submit at the bottom of the cart panel.
2. The review dialog opens, showing each vendor's order with:
   - A PO number you can edit
   - An email preview with editable To and CC fields (both accept multiple addresses separated by commas)
   - A PDF preview of the PO document
   - ETA and receiving location settings
3. If you have multiple vendors, move between them using the chevron arrows.
4. Choose whether to send emails during submission:
   - Send emails on → create the POs and email them to vendors
   - Send emails off → create the POs without emailing yet
5. Finalize the submission.

Peasy creates the POs, sends any selected emails, and shows a confirmation toast. Successfully created POs are removed from your cart.

What if an email fails to send? If an email can't be delivered (for example, the address is invalid), the affected PO stays in your cart as a draft. The cart panel reopens automatically and shows a warning banner on the vendor's group explaining what went wrong. You can fix the email address and try again — your order is not lost.

Option B: Create a PO Manually

If you want to build a PO from scratch without using the cart:

1. Go to Buy > Purchase Orders.
2. Click New PO.
3. Select the items you want, enter quantities, and assign vendors. Each item's Vendor column defaults to the supplier it's usually bought from, but you can change it from the dropdown on that row — so you can order an item from a different vendor without setting up a separate buy variant. The item list includes both buy items and make items that have a supplier (co-manufacturer templates), so you can order from co-manufacturers the same way you order from vendors.
4. At the bottom of the dialog, choose one of three actions:
   - Add to Cart — adds the selected items to your cart on the Items to buy page instead of creating a PO right away. Useful when you want to combine items from multiple sources before submitting.
   - Review & Send — move to the review step where you can edit PO numbers, ETAs, email recipients, and preview the email or PDF, then submit.
   - Create — create the PO without sending.

> Duplicate PO numbers are caught before you submit. In the Review & Send step, if you type a PO number that's already used by another order — or that matches another PO in the same batch — Peasy shows a small red note under the PO # field ("PO number … is already in use. Please edit.") and a summary in the footer, so you can fix it before submitting rather than after.

What You'll See on the PO Page

Each purchase order shows:

| Column        | What it means                                                                                          |
| ------------- | ------------------------------------------------------------------------------------------------------ |
| PO Number     | A reference number (editable — use your own numbering)                                                 |
| Vendor        | Who you're ordering from                                                                               |
| Status        | Where the order is in the process (see below)                                                          |
| Total         | The dollar total for the order                                                                         |
| Order Date    | When the PO was placed; editable inline, and useful for sorting and filtering                          |
| ETA           | Expected delivery date                                                                                 |
| Location      | Which location the order is for                                                                        |
| Tasks & Notes | Internal tasks and notes linked to the PO, shown as a count like 1 note or task or 3 tasks & notes |

Purchase Order Statuses

Cart States

Draft and Pinned describe orders that have not been submitted yet:

- Draft — the vendor's order is still in Cart.
- Pinned — the vendor's order was moved to the Later tab.

These orders stay in the cart and do not appear on the Purchase Orders page or in its Status dropdown. If an email fails during submission, that vendor's order returns to the cart as a draft so you can correct the address and try again.

Statuses on the Purchase Orders Page

| Status             | What it means                                             |
| ------------------ | --------------------------------------------------------- |
| Created            | The PO was created without being sent                     |
| Sent               | The PO was sent to the vendor                             |
| Confirmed          | The vendor confirmed the order                            |
| Partially Received | Some items were recorded through Receive, but not all |
| Received           | All remaining items were recorded through Receive     |
| Cancelled          | The order was cancelled                                   |

You can update the status directly in the table by clicking the status dropdown.

Receiving items through Receive automatically moves the PO to Partially Received or Received based on the quantities recorded. Manually selecting one of those statuses changes the PO's tracking label only—it does not record received quantities or increase inventory. Always use Receive when a physical shipment arrives.

Cancelling a Purchase Order

Change the PO's Order Status to Cancelled. Peasy opens a confirmation and checks whether the PO has any linked open work orders. While that check finishes, the confirmation button reads Checking… and cannot be clicked.

If there are no linked open work orders, choose Cancel purchase order to cancel the PO and its unreceived lines. If there are linked open work orders, Peasy asks what should happen to them:

- Go back — leaves the PO and work orders unchanged.
- Keep work order — cancels the PO and its unreceived lines, but keeps the work order as independent work with its PO links removed.
- Cancel work order — cancels the PO, its unreceived lines, and the linked work orders together.

(The Keep and Cancel buttons read "work orders" when more than one is linked.) Anything already received and any completed work orders stay unchanged and linked — only unreceived lines are cancelled. The choice is saved as one change, so Peasy does not leave the PO and work orders in different states if something fails.

Each row also has a truck icon on the PO Number column. Click it to open the receive panel for that order without leaving the page — useful when a delivery just arrived and you want to check it in straight from the PO list.

Viewing PO Details

Click on any PO to open the detail panel on the right. Here you can see:

- The full list of items on the order with quantities and costs
- Edit line items, quantities, and prices
- Add or remove items from the order
- See the total cost
- A Receive Order button at the top of the items list, plus a per-line Receive button on each item — both open the same receive panel inline so you can check the delivery in without leaving the Purchase Orders page

Send the PO

If you created a PO without sending the email during the review step, or if you want to send it again later, you can email it directly from the PO detail panel.

Step by Step

1. Go to Buy > Purchase Orders.
2. Click the PO you want to send. The detail panel opens on the right.
3. In the panel header, click the mail icon to open the send dialog.
4. Review the two tabs:
   - Email — preview and edit what will be sent
   - PDF — preview the attached purchase order PDF
5. On the Email tab, review and edit:
   - To — pre-filled from the vendor record. The vendor's email field can hold multiple addresses (separated by commas), and every address listed receives the PO. You can also add or change addresses here for this one send.
   - CC — optional additional recipients for this send (also accepts multiple addresses separated by commas). If your business has Purchase orders CC addresses configured in Business Settings (https://peasyos.com/help/business-settings), Peasy also copies those addresses automatically.
   - Subject — editable, with a suggested default
   - Email body — fully editable message
6. Click Send PO to send the email.

The PO status updates automatically when appropriate. If the PO is already in a later status, sending it again does not move it backward.

The Action Buttons on a PO

In the PO detail panel header, you’ll see:

| Icon    | What it does                          |
| ------- | ------------------------------------- |
| Mail    | Opens the send dialog                 |
| Printer | Downloads a PDF you can print or save |
| Trash   | Deletes the PO after confirmation     |

If You Don’t Send by Email

Not every vendor accepts emailed purchase orders. You can also:

- Print the PO and hand it off, save it, or attach it to your own email
- Call it in and use the PO detail panel as your reference
- Order online using the vendor website saved on the vendor record

If you place the order outside Peasy, update the PO status manually so your team knows it has been placed.

Editing a Purchase Order

Most fields on POs are editable right in the table or in the detail panel:

- PO number, order date, and ETA — edit these inline in the table
- The vendor-facing Purchase order note
- Status
- Line items (quantities, prices)
- The Location (receiving location) — if you have more than one location, change it from the dropdown (map-pin icon) in the PO detail panel. It's editable at any status. Single-location businesses don't see this field.

Changes save automatically.

Changing a PO's location moves any lines that haven't been received yet (or are only partly received) to the new location. Lines you've already fully received stay at the location they were received at, so your receiving history stays accurate.

Notes on Purchase Orders

Purchase orders have two different note areas:

- Purchase order note — vendor-facing. Open a PO and edit the Purchase order note field in the detail panel. Use it for instructions or messages the vendor should see. It is saved on the PO itself and appears on vendor-facing PO surfaces, including the PDF.
- Tasks & Notes — internal-only. Open a PO and switch to the Tasks & Notes tab to add private team notes, tasks, reminders, and follow-ups for that PO. Vendors cannot see these collaboration threads.

Payment terms are not set on purchase orders. Track payment terms on bills (and vendor/customer records) instead, because bills are where payment due dates and payables are managed.

Splitting a Purchase Order

If a vendor can only fill part of an order on time and the remaining items are owed later — or you simply want to track a subset of items separately — you can split the remaining items off into their own new purchase order without re-entering anything.

Step by Step

1. Go to Buy > Purchase Orders and click the PO you want to split. The detail panel opens on the right.
2. In the items list, tick the checkbox on each item you want to move to a new PO.
3. A Split button appears at the bottom of the panel. Click it.
4. Confirm in the dialog that asks "Create a new purchase order for [#] item[s]?".

Peasy creates a new purchase order containing the selected items and removes them from the original PO. The original PO keeps everything you didn't select.

What the New PO Inherits

The new PO copies the vendor, receiving location, and order type from the original. It gets a fresh PO number and starts in Created status so you can review or send it on its own.

Good to Know

- The split happens all-or-nothing — if anything goes wrong, no items move and no new PO is created.
- Selections are cleared automatically when you switch to a different PO.
- Already-received items can still be moved, but you generally want to split the items that are still pending so the new PO reflects the remaining items the vendor still owes.

Deleting a Purchase Order

If a PO was created by mistake or is no longer needed, you can delete it. There are two ways to start:

- From the table — open the three-dot menu at the end of the PO's row and choose Delete PO.
- From the detail panel — click the PO to open it, then click the trash icon in the panel header.

Either way, Peasy asks you to confirm before the PO is removed.

If the PO has an actual Receive History entry, Peasy keeps the receipt and blocks deleting the PO. Changing a tracking status manually or using Close remainder as short does not create a receipt, so either action still leaves an otherwise unused PO available to delete.

If the PO Has a Linked Work Order

Co-manufactured items create a work order automatically when the PO is made. If you try to delete a PO that still has a linked work order, Peasy shows a dialog listing the affected work order number(s) and asks what you want to do:

- Cancel — nothing is deleted.
- No, keep work order — deletes only the purchase order and keeps the work order in place. The work order is simply no longer linked to a PO.
- Delete Both — deletes the purchase order and the work order(s) together. This also permanently removes any inputs and outputs that were logged against those work orders.

Choose Delete Both only when you're sure you no longer need the work order's production history — deleted logged inputs and outputs cannot be recovered.

Removing One Linked Line

Use Delete item on a PO line when you want to remove only that item. If the line has a linked work order, deleting it is staged like any other edit. When you Review and save the PO changes, the Review Changes dialog lists that work order as its own selectable row: leaving it checked (the default) cancels the work order along with the line, and unchecking it keeps the work order as independent work with its PO link removed. Your choice is applied together with the line change when you save.

Filtering Purchase Orders

- Search — Find POs by number, vendor name, or item
- Location filter — Show POs for a specific location
- Status filter — Show only Created, Sent, Confirmed, Partially Received, Received, or Cancelled POs. Draft and Pinned orders remain in the cart.

Common Questions

Can I create a PO without using the cart?
Yes. Go to Buy > Purchase Orders and click New PO to build a purchase order from scratch. You can select items, enter quantities, and assign vendors manually. You can also use the Add to Cart button to send items to your cart instead of creating a PO immediately.

Can I order the same item from a different vendor?
Yes — you don't need a separate buy variant just to source an item from another supplier. On the Buy > Purchase Orders > New PO screen, add the item and a quantity, then use the Vendor dropdown on that item's row to pick the supplier you want to order from. It defaults to the item's usual vendor, but you can change it to any active vendor. Peasy groups the order by the vendor you choose, so the same item can go on different vendors' POs over time. (Buy variants are still worth setting up when a vendor has its own SKU, pack size, or price you want kept on file — see Managing Buy Items (https://peasyos.com/help/managing-buy-items).)

Can I change a PO's order date?
Yes. On the Buy > Purchase Orders page, click the Order Date cell for that PO and pick a new date — it saves right away. The order date can't be left blank. Use ETA for the expected delivery date, which is a separate field.

Can I add items to a PO after submitting it?
Yes. Open the PO from the list and use the detail panel to add new line items, change quantities, or adjust prices. Changes save automatically.

What happens when I receive against a PO?
The PO status updates to Partially Received if some items are received, or Received once everything arrives. Your on-hand inventory increases at the receiving location. See Receiving Pending Orders (https://peasyos.com/help/receiving-pending-orders) for the full process.

Can I create a PO for multiple locations?
Each purchase order is tied to one receiving location. If you need to order the same items for different locations, create a separate PO for each one.

Can I customize the ship-to address on a PO (e.g., my co-packer's address)?
Yes — the ship-to on the generated PO PDF is the receiving location's address. To ship a PO directly to a co-packer, 3PL, or another off-site destination, go to Configure > Locations, add a location named for that destination with its full address, then select that location as the receiving location when building the PO. The PDF will then show that location's address as the ship-to. See Co-Packer Workflows (https://peasyos.com/help/co-packer-workflows) for the broader co-packer setup.

How do I duplicate a PO?
Right-click a PO row (or use the three-dot menu) and select Duplicate PO. Peasy opens the New PO flow with the vendor and line items filled in. You can then add it to the cart, review and send it, or create it without sending.

Can I add payment terms to a purchase order?
Payment terms belong on bills, not purchase orders. Create or link a bill for the PO and set the bill's payment terms there. Vendor and customer records can also store default payment terms.

How do I add freight or shipping costs to a purchase order?
Freight is captured on bills, not on purchase orders. Purchase orders track what you ordered and at what unit price. Freight and shipping costs go on the vendor's bill, where Peasy distributes them across your received items for landed cost and COGS. See Managing Bills — Freight Cost (https://peasyos.com/help/managing-bills#freight-cost) for the full walkthrough. You can also create a bill with freight right from the receive panel when checking in a delivery — see Creating a Bill While Receiving (https://peasyos.com/help/receiving-pending-orders#creating-a-bill-while-receiving).

What's the difference between Draft, Created, and Sent?
A Draft is still in the cart and has not been submitted. Created means the PO was saved without being sent. Sent means it was sent to the vendor. You can still edit a sent PO, but the vendor has already received the earlier version.

Good to Know

- PO numbers are editable — use whatever numbering system works for your business.
- You can delete a PO if it was created by mistake — use the Delete PO option in the row's three-dot menu, or the trash icon in the detail panel. See Deleting a Purchase Order (https://peasyos.com/help/creating-purchase-orders#deleting-a-purchase-order).
- When a PO is fully received, it automatically updates to "Received" status.
- POs are linked to the Receive (https://peasyos.com/help/receiving-overview) workflow — once items arrive, you mark them as received there.
- The cart persists between visits, so you can add items over time and submit when ready.
- The Later tab in the cart panel lets you save vendor orders you are not ready to submit yet.
- If a vendor has a minimum order amount and your order is below it, the review step shows a warning.
- If a vendor has no email address on file, the review step shows a Missing email badge. Click the badge and select Set vendor's email to add one without leaving the review screen. You can also set vendor emails ahead of time in Managing Vendors (https://peasyos.com/help/managing-vendors).
- Email addresses are validated before sending — the review dialog shows inline errors if an address is missing or invalid, and won't let you submit until they're fixed.
- Multiple recipients on a single PO email — Both the To and CC fields accept comma-separated addresses, and every address receives the email and PDF attachment. Set permanent multi-recipient addresses on the vendor record itself (see Managing Vendors (https://peasyos.com/help/managing-vendors)) so you don't have to retype them every time.
- Use Configure > Buy > Default Emails > Purchase orders CC for people who should be copied on every purchase order email. Use the send dialog's CC field for one-off recipients.
- The default email body comes from Configure > Buy > Default Emails > Purchase order template. You can edit it for one send in the send dialog, or change the saved default on that page. Templates support placeholders like {vendor_name}, {purchase_order_number}, and {entity_name} — see Default Emails (https://peasyos.com/help/default-emails).
- Email sending limits — One PO can be emailed up to 5 times in a rolling 24-hour period. New accounts start with an account-wide limit of 3 or 30 customer-facing emails per rolling 24 hours, based on automated signup checks. Established accounts can send up to 100, and accounts verified for Peasy Payments can send up to 1,000.
- A single email can include up to 3 unique recipients at the lowest new-account level, 10 after that, or 20 after Peasy Payments verification. Your own automatic CC copy does not count. At the lowest level, every recipient must already be saved on a customer or vendor.
- Until Peasy Payments is verified, Peasy removes links typed into the subject or message before sending. Links Peasy creates for the email, such as secure payment or portal links, are kept.
- If you reach a limit, wait for earlier sends to fall outside the rolling 24-hour window, verify Peasy Payments, or contact support to ask about a higher limit.
- The email includes a formatted summary of line items, quantities, costs, totals, and the PDF attachment.

Related

- Managing Buy Items (https://peasyos.com/help/managing-buy-items) — The items that go on your POs
- Managing Vendors (https://peasyos.com/help/managing-vendors) — Set up vendor email and ordering details
- Receiving Overview (https://peasyos.com/help/receiving-overview) — What happens when orders arrive
- Managing Bills (https://peasyos.com/help/managing-bills) — Track vendor invoices for your orders
- Comparing Vendor Quotes (RFQs) (https://peasyos.com/help/comparing-vendor-quotes-rfqs) — Compare vendor pricing before creating a PO

---

# Managing Bills

Category: Buy
URL: https://peasyos.com/help/managing-bills
Keywords: bill number too long, 21 character bill number, vendor invoice, bill from vendor, payables, accounts payable, AP, vendor bill, supplier invoice, bill reconciliation, match bills to POs, PO billing complete, fully billed purchase order, billed quantities, custom bill line, bill line on another PO, edit bill from purchase order, email to bill, inbox bill, bill CSV upload, spreadsheet bill import, bill attachment, upload bill file, add file to bill, bill documents, what do I owe, outstanding bills, overdue bills, bill payment, pay bill, pay vendor, ready to pay, awaiting vendor bank, awaiting bank, bank request sent, waiting on vendor bank, payment filter, pay bill via ACH, ACH credit, vendor bank, email vendor, vendor portal, freight, tax, shipping cost, landed cost, freight cost, add freight to PO, freight on purchase order, send bill to QuickBooks, sync bill QuickBooks, bulk send bills to QuickBooks, bill number required, bill

Managing Bills

Bills are invoices (https://peasyos.com/help/invoice) you receive from your vendors (https://peasyos.com/help/vendor). The Bills page helps you track what you owe, match bills to purchase orders (https://peasyos.com/help/purchase-order), and keep your payables organized. You can upload bill documents (like PDFs) and Peasy will help extract the details.

How to Get There

Go to Buy > Bills in the sidebar.

Adding a Bill

There are a few ways to add bills:

Process an Inbox Email

If a vendor emails or forwards an invoice to your Peasy address, open it from Inbox. Peasy shows the original email and any attachments, extracts the vendor and line items, and lets you review the bill before saving.

If Peasy finds no items, choose Bills, then use Add item to enter them yourself. Compare the fields and total with the original invoice before saving. See When Peasy Finds No Items (https://peasyos.com/help/using-the-inbox#when-peasy-finds-no-items) for the manual-entry and Retry options.

Select the matching Purchase Order before clicking Create Bill. When the bill is created, it is saved as Open, the inbox email is marked processed, and the original email remains linked so you can reopen the bill later and see the source email preview.

If you close before creating the bill, choose Save draft in the unsaved-changes prompt to keep the partially reviewed bill as a draft.

Upload a Document

1. Click the + New button.
2. Upload a PDF or image of the vendor invoice.
3. Peasy processes the file and extracts vendor name, amounts, line items, and dates.
4. Review the extracted data and make any corrections.
5. Save the bill.

After you save, Peasy links the uploaded file to the bill and removes it from the pending inbox. If you delete the bill later, Peasy also retires the linked file so it does not appear as a new pending bill again.

Upload a CSV or Spreadsheet

CSV, TSV, XLS, and XLSX files do not attach to bills directly — they always go through Data Imports so the column mapping can be saved and reused. Drop a spreadsheet on the Bills page upload area (or paste tabular text) and Peasy hands it off to the Data Imports wizard inside the same flow. Map the columns once, finalize, and the staged bills land in your Inbox for review. See Reusable Spreadsheet Data Imports (https://peasyos.com/help/importing-spreadsheet-sources).

Attaching a CSV or spreadsheet to an existing bill is also blocked for the same reason — Peasy returns a clear error and points you to Data Imports.

Create Manually

1. Click + New and enter the details by hand.
2. Fill in the vendor, amount, date, and line items.

Bill # is required — Peasy uses it to match against QuickBooks (https://peasyos.com/help/quickbooks-sync), avoid duplicates, and keep received logs (https://peasyos.com/help/viewing-receive-history) tied to the right invoice. The field is marked with a red asterisk and you'll see an inline validation error if you try to save without it.

If the bill number already exists for the selected vendor, Peasy blocks the new bill and shows the existing bill number and vendor beneath the field. Choose Open the bill to update it to open that bill's editor in a new tab, or enter a different Bill # to continue. A different vendor may use the same Bill # without triggering this warning.

If the vendor is not in your list yet, type the new vendor name in the Vendor field and choose Create vendor. Peasy creates the vendor and selects it on the bill so you can keep working without leaving the form.

Payment terms and due date — If the vendor has payment terms (https://peasyos.com/help/managing-vendors) saved (such as Net 30), Peasy fills them in and calculates the due date from the bill date automatically. You can still change the terms or due date by hand, and Peasy keeps your manual due date even if you change the bill date afterward. If a due date falls earlier than the terms allow — meaning the vendor is asking for payment sooner than your terms entitle you to — Peasy shows a warning so you can double-check it. It never blocks you from saving.

Purchase orders — When you link a bill to a purchase order, Peasy compares the bill's linked line quantities with the PO quantities. Once every PO line is fully billed, that PO stops appearing in the Purchase Order picker for new bill links. If the PO is already linked to the bill you're editing, it stays available so you can review or correct that bill.

Receive into Inventory After Saving

When a bill is linked to a purchase order (https://peasyos.com/help/purchase-order), you can receive its line items into inventory in the same step. Tick the Receive into inventory checkbox at the bottom of the bill form before clicking save. The bill is created as usual, and Bulk Receive opens straight away with one row per matching line item — qty, location, and unit cost prefilled from the PO.

The Bulk Receive grid shows a Status column for each row:

- Ready to receive — nothing has been received against this PO line yet.
- Partially received — some quantity has already been received; the remaining qty is still editable.
- Already received — the PO line is fully received; the row is read-only.

Receive Items submits the editable rows; the bill reference (number and ID) is carried through onto every received log so the history view shows which bill the receipts belong to. If every line is already fully received, the modal opens in confirmation mode with a Close button instead of Receive Items.

Bill Statuses

| Status | What it means                                       |
| ------ | --------------------------------------------------- |
| New    | Just uploaded or created — hasn't been reviewed yet |
| Draft  | Being worked on but not finalized                   |
| Open   | Reviewed and confirmed — payment is due             |
| Paid   | Bill has been paid                                  |

The New badge in the sidebar tells you how many bills haven't been reviewed yet.

Filtering Bills

- Status filter — Show only new, draft, open, or paid bills
- Vendor filter — See bills from a specific vendor
- Payment filter — Under Payment, choose Awaiting vendor bank to show only the open bills whose vendor still needs to add their bank after you sent a request
- Date range — Filter by bill date
- Quick filter — Click "New" to see only unreviewed bills, or "All" to see everything

Exporting Bills

To download your bills as a CSV:

1. Apply any status, vendor, or date filters so the table shows the bills you want.
2. Open the ⋮ (more actions) menu at the top right of the Bills page and choose Export.
3. A CSV file downloads with the date in the filename (e.g. bills-export-2026-06-10.csv).

The export includes every bill currently shown in the table and these columns: Vendor, Bill Number, Order Number, Status, Bill Date, Due Date, Terms, Subtotal, Tax, Shipping, Total, and Notes. Because it follows your active filters, you can narrow the list first to export just the bills you need. Export is greyed out in the menu when no bills are showing. (The same ⋮ menu also has View Settings for choosing which columns appear in the table.)

A single export covers up to 1,000 bills. If more than 1,000 bills match your current filters, Peasy exports the first 1,000 and shows a notice — narrow your filters (by status, vendor, or date range) and export again to reach the rest.

This is handy for analyzing shipping and cost data in a spreadsheet, sharing payables with an accountant, or keeping a snapshot for your records.

Reviewing and Editing Bills

Click on a bill to open the detail view. From there you can:

- Review and correct extracted data
- Match line items to your buy items (https://peasyos.com/help/buy-item)
- Link the bill to a purchase order
- Update the status
- Add notes

Fields are editable inline — changes save automatically.

Review a Bill from Its Purchase Order

Open a purchase order and expand Bills to compare its order lines with the bills linked to it. Each bill shows every charge from the vendor, including custom lines that are not in your item catalog. You can correct quantities and prices or use Add item to add another catalog item or custom line, then choose Review changes to confirm everything together.

Sometimes a bill is linked to more than one purchase order. If a line belongs to a different PO, Peasy shows that PO number beside the line and keeps the line read-only here. Hover over the PO number for an explanation, or select it to open the purchase order where the line can be reviewed.

Adding Files to an Existing Bill

You can keep more than one source file on a bill. This is useful when a vendor sends a corrected invoice, a separate packing slip, a receipt, or another document you want to keep with the bill.

From the Bills table:

1. Open the ... menu on the bill row.
2. Choose Upload file.
3. Select one or more supported files.

Peasy opens the bill right away while the upload finishes. When the upload is done, the new file appears in the bill preview.

From an open bill, use Add in the file preview header to attach another file. If a bill has more than one file, use the previous and next arrow buttons in the same header to move between them.

Only PDFs and images can be attached to a bill. CSV, TSV, and spreadsheet files are rejected with a Data Imports message — use Inbox & Imports for those.

Freight Cost

Peasy captures freight costs on bills, not on purchase orders. This is by design — freight is a cost you pay when the bill arrives, and it often covers multiple items on a single shipment. Associating freight with the bill keeps your purchase order clean (what you ordered) and your bill accurate (what you owe, including shipping).

We recommend linking every purchase order to a bill so freight and other costs are tracked together.

How to Add Freight to a Bill

The Shipping column is visible on the Bills table. Click the cell and enter the total freight cost for that shipment. Changes save automatically.

You can add or update freight at any time. Freight entered before receiving is used when those items are checked in. Changing the bill's freight later does not change freight already recorded on received lines.

How Freight Gets Applied to Received Items

When you receive an item against a bill with freight, Peasy records that receipt's share using the planned quantities of the purchase-order lines covered by the bill. Partial receipts get their proportional share without changing the freight on earlier receipts. The amount appears in the Freight Cost column in Receive > History, with the bill's total freight shown for reference.

You can edit Freight Cost on an individual received line in Receive > History. Your edit changes only that line. It does not change the bill or the freight recorded on other received lines. The received-line freight totals can therefore differ from the bill's freight total after manual edits.
Clearing a received line's freight removes it from that line; it does not recalculate the original bill share.

With Use landed cost as work order input cost on in Configure > Business (the default), new work order inputs using those received lots include their recorded freight. Manually correcting a received line's freight updates inputs already saved from that lot. Turn the setting off to exclude freight from new input costs and stop freight-only edits from repricing saved inputs. Switching it off does not rewrite costs already saved.

Ways to Capture Freight for a Purchase

There are a few ways to make sure freight is captured:

1. Create the bill before receiving — Go to Buy > Bills, create the bill with line items and freight cost, then receive against the linked PO. Each received line gets its planned share when it is checked in.
2. Create the bill while receiving — In the receive panel, the Vendor's Invoice · Bill # field lets you create a new bill on the spot. Enter the freight cost in the bill creation form, and it links to the PO automatically.
3. Add freight after receiving — Open the bill in Buy > Bills to record what you owe. Freight on items already received stays as recorded; edit those lines in Receive > History if you want to add freight to their landed costs.

Editing Landed Cost Per Item

You can enter an estimated shipping cost and quantity in the Landed Cost column under Buy > Items to buy. This item-level estimate is separate from freight allocated to a received lot and does not feed the work order input setting.

Discounts on Bills

If a vendor gives you a discount on the whole bill, enter it in the bill form footer next to Subtotal. Use the $ / % toggle next to the Discount field to enter it as a fixed dollar amount or a percentage, and the total updates as you type. The discount comes off the line-item subtotal before freight and tax.

If you convert a purchase order to a bill and the PO already has a document-level discount, the discount carries over onto the new bill automatically — you don't have to re-enter it.

When you upload or forward a vendor invoice that lists a discount as its own negative line (for example a "Discount" line of -$40), Peasy automatically applies that amount as the bill's discount instead of rejecting it — so the bill total matches the vendor's invoice.

If the vendor views this bill in their vendor portal (for example after a bank-details request), the discount also shows as its own Discount line there, so their view of the totals matches yours.

Tax on Bills

Bill totals are the line items, minus any bill discount, plus freight and the bill-level tax amount. If a vendor invoice includes sales tax, enter it on the bill so the total, remaining balance, and QuickBooks sync all use the same amount.

Sending Bills to QuickBooks

If you have QuickBooks connected (https://peasyos.com/help/connecting-quickbooks), you can send Peasy bills to QuickBooks as Bills.

- Send one bill — Open the bill and use the QuickBooks button at the bottom of the panel. The same preflight modal opens so you can fix vendor, expense-account, freight-account, or sales-tax-account issues inline before pushing.
- Send several at once — Select bills on the Bills page and click Send to QuickBooks. The preflight modal previews each bill and groups everything that needs attention by reason: missing vendor link, lines without an expense account, freight or sales-tax account not set, no Purchase Discount account mapped (needed for bills that carry a discount), a bill number longer than the 21 characters QuickBooks allows, any bills that already exist in QuickBooks with a different total, and any bill that was imported from QuickBooks (Imported from QuickBooks — QuickBooks already has this bill). Setting the freight, sales-tax, or discount account fixes every selected bill that needs it. Bill lines tied to an item without a category can be resolved inline by picking a category, picking an expense account directly, or syncing the item to QuickBooks.
- Continue is gated — The Continue button stays disabled until everything blocking is resolved, with a tooltip explaining what's left ("Set an expense account on 3 bill lines above", "Resolve 1 QuickBooks conflict above", etc.). Cancel sits in the bottom-left of the modal so it's always reachable.
- Auto-create on save — Turn on Auto-create bills in QuickBooks in QuickBooks settings to push every new Peasy bill automatically.
- Direction setting — The bill sync direction (Peasy → QuickBooks, both ways, etc.) is configured in QuickBooks settings, separate from the invoice direction.
- Bill discounts — QuickBooks Bills have no discount field, so a bill's discount is sent as a negative line to a Bill discount account you choose in QuickBooks settings. A bill with a discount can't sync until that account is set.
- Imported bills stay in QuickBooks — A bill Peasy imported from QuickBooks is never sent back, even after you unlink it. QuickBooks already has that bill, so make any change to it in QuickBooks.

Peasy checks for an existing QuickBooks bill before creating a new one. If the bill already exists with the same bill number and total, Peasy links to it instead of creating a duplicate (the preflight modal calls this out as "will auto-link"). If the totals don't match, the bill shows up as a conflict in the preflight with three choices: Open in QuickBooks to review, Link to existing to attach without re-pushing, or Skip to drop it from this batch. If the Peasy bill does not have a bill number, Peasy sends a generated reference to QuickBooks. A bill saved without a bill date is sent dated the day it was entered in Peasy.

If a send is interrupted after QuickBooks accepted the bill — a timeout or a dropped connection, for example — the next Send picks up where it left off and links to the bill QuickBooks already created instead of creating a second one. If you edited the bill in between, it links and shows Out of Date so you can send the edit. If two sends of the same bill overlap, one of them reports that another send is in progress; try it again in a few minutes.

Once a bill is linked, QuickBooks balance and payment updates flow back into Peasy automatically. You can also unlink a bill from the bill detail panel if you need to break the link.

See QuickBooks Sync (https://peasyos.com/help/quickbooks-sync) for the full picture.

Paying a Bill

Use Pay Bill as the starting point for bill payments. The dialog asks how you want to pay, then routes you to the right workflow.

Record an Offline Payment

If you've already paid the vendor outside of Peasy — a check in the mail, a bank transfer your bank initiated, or a one-off ACH from your accounting software — open the bill (or the ⋮ menu on the Bills page), choose Pay Bill, then set Payment action to Record an external payment and choose the method you used. Enter the amount, date, reference details, and an optional memo, then save. The bill's Paid and Balance columns update, and if QuickBooks is connected, the payment syncs across. Full walkthrough: Recording a Payment (https://peasyos.com/help/recording-a-payment).

Recorded the wrong payment? Open the bill and click View payments next to Total paid. The list shows every payment on the bill, and Void on a payment you recorded takes it off the bill so the balance goes back up. If it was synced, Peasy voids it in QuickBooks too. See Recording a Payment (https://peasyos.com/help/recording-a-payment).

Paying a Bill via ACH

To send money through Peasy, choose Pay Bill and set Payment action to Pay with Peasy. Peasy checks whether your payment setup and the vendor's bank destination are ready before it lets you send the ACH credit:

1. Open the bill, or use the ⋮ menu on the Bills page, and choose Pay Bill.
2. Leave Payment action set to Pay with Peasy.
3. Review the Payment amount. You can pay the full balance or enter a smaller amount for a partial ACH payment. Add a Memo if you want an internal note saved with the payment.
4. Peasy walks through what's needed before the payment can send. If your own payment account still needs work, Peasy shows the next step with a link straight to it — finish setting up or verifying your payment account, or add a verified bank account to pay from if you don't have one ready yet.
5. If the vendor doesn't have a bank on file yet, you can either enter the bank details inline (routing, account, holder name and type) or choose Request from vendor to email the vendor a link to add their own bank.
6. Once a bank is ready on both sides, choose the source account to pay from and confirm the payment.

If the payment covers the full remaining balance, the bill marks as Paid as soon as you confirm so it drops out of your open queue right away. If you send a partial ACH payment, the bill stays Open with the lower remaining balance. A Transferring indicator — a colored dot you can hover to see the label — stays in the Status column while the ACH credit moves (1–3 business days to settle). If the transfer fails or is returned or reversed by the bank, Peasy reopens the bill based on the balance that is still owed. If the payment had already been recorded in QuickBooks, Peasy voids it there too; if it can't, the bill's QuickBooks chip shows Payment returned with a Remove payment from QuickBooks option (see QuickBooks Sync (https://peasyos.com/help/quickbooks-sync#returned-vendor-bill-payments)).

When a vendor already has bank details on file, open bills for that vendor show a Ready to pay indicator — a colored dot you can hover to see the label — in the Status column on the Bills page.

After you send a bank-details request and the vendor still hasn't added a bank, those same open bills show an Awaiting vendor bank indicator instead — an amber dot you can hover for the label — so an outstanding request never gets forgotten. It clears on its own the moment the vendor adds their bank, and the bill then shows Ready to pay. To see just these bills, use the Payment > Awaiting vendor bank filter (see Filtering Bills (https://peasyos.com/help/managing-bills#filtering-bills)).

Request Vendor Bank Details

Choose Request from vendor when you want the vendor to add their own bank info or review the payment online. Confirm the vendor's email and message, then click Send request. Peasy emails the vendor a one-click link into a small vendor portal where they can add a bank account or see the status of a payment you've already sent. The vendor doesn't need a Peasy account — the link signs them in automatically through a secure magic link.

Until the vendor adds their bank, the Awaiting vendor bank indicator appears on their open bills (and the Payment > Awaiting vendor bank filter rounds them all up), so you can see at a glance who you're still waiting on. The indicator clears itself once their bank is on file.

Common Questions

What's the difference between a bill and an invoice?
In Peasy, a bill is what you owe a vendor — it's their invoice to you. An invoice is what a customer owes you. Both represent money owed, but bills track your payables and invoices track your receivables.

Can I match a bill to a purchase order?
Yes. When creating or editing a bill, you can link it to an existing PO. This helps you verify that you're being billed for what you actually ordered and received.

How do I add freight to a purchase order?
Freight is tracked on bills, not directly on purchase orders. Create or link a bill to your PO, and enter the freight cost on the bill. See the Freight Cost (https://peasyos.com/help/managing-bills#freight-cost) section above for the full walkthrough.

Can I make a partial payment on a bill?
Yes. You can record an offline payment for less than the bill total, or send a partial ACH payment through Pay with Peasy. The bill keeps the remaining balance open, and you can make additional payments later until it's fully paid.

What happens when I upload a vendor invoice file?
Peasy extracts the vendor name, line items, quantities, and amounts from PDFs and images automatically — review and save. CSV and spreadsheet uploads are routed to Data Imports instead, where you map columns once and finalize the staged bills from your Inbox. See Reusable Spreadsheet Data Imports (https://peasyos.com/help/importing-spreadsheet-sources).

Good to Know

- Red badge on Bills means you have new, unreviewed bills. Clear the badge by reviewing and changing their status.
- Uploaded documents are processed automatically — Peasy reads vendor names, amounts, and line items from PDFs and images. CSV and spreadsheet uploads always go through Data Imports.
- Vendor emails from the Inbox stay linked to the bill after you create it, so you can reopen the bill and see the original email or attachments.
- Existing bills can have multiple files. Use Upload file from the Bills table row menu, or Add from the open bill preview.
- Bills can be linked to purchase orders so you can track the full cycle from ordering to payment.
- You can upload bills from the Inbox too — any documents that arrive via email can be processed into bills.

Related

- Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders) — The orders your bills relate to
- Buying Overview (https://peasyos.com/help/buying-overview) — How the Buy section works
- Using the Inbox (https://peasyos.com/help/using-the-inbox) — Processing incoming documents
- QuickBooks Sync (https://peasyos.com/help/quickbooks-sync) — Sending bills to QuickBooks

---

# Restock Points

Category: Buy
URL: https://peasyos.com/help/restock-points
Keywords: low stock alert, reorder point, minimum quantity, stock alert, running low, out of stock, when to reorder, restock notification, PAR level, min level, restock point, set minimum, global restock point, regular reordering, ordering habit, check low stock, weekly ordering, reorder routine, purchasing workflow, stay stocked, avoid stockouts, flag to restock, restock flag, bookmark to restock, bookmark item, manually add to restock workflow, Beacon restock point, set restock point with Beacon

Restock Points

Restock Points tell Peasy the minimum quantity you want to keep on hand for each item. Once set, the Items page shows you exactly what's running low, what needs to be ordered, and where alerts appear across the app.

How to Get There

Go to Buy > Items to buy in the sidebar and look for the Restock Point column in the table.

Setting Restock Points

Step by Step

1. Go to Buy > Items to buy.
2. Find the Restock Point column in the table. If you don't see it, click the column preferences icon to show it.
3. Click the restock point cell for an item. A popover opens with:
   - A Qty field — enter the minimum quantity you want on hand
   - A Unit dropdown — pick the unit (e.g., lbs, cases, each). The first option is "No restock point" if you want to clear it.
4. Click Save in the popover.
5. Repeat for each item you want to track.

You can also set Restock Points on the item detail page. Open it with the Open item page arrow — either the one that appears when you hover an item's row, or the one in the item detail panel header — and the right panel there has a Restock Point section with the same popover editor.

Setting Restock Points in Bulk

If you're adding items via the Bulk add spreadsheet, there's a Restock Point column in the Extras group. Enter a number in the family's Inventory Unit (the unit listed in the Sub-unit column) and it will be set when the items are created.

Setting Restock Points with Beacon

Ask Beacon to set or clear restock points at one location, for example "Set the flour restock point at Main Kitchen to 2 cases" or "Clear the sugar restock point at the Annex." You can also ask Beacon what a restock point should be, then ask it to apply the ones you agree with. Beacon shows the current and new restock point for each item and changes nothing until you click Apply changes; Undo these changes puts the old values back. Beacon sets per-location restock points only, not the Global Restock Pt. See Using Beacon for Confirmed Edits (https://peasyos.com/help/using-beacon-for-confirmed-edits).

Global vs. Per-Location Restock Points

> Multiple locations only. The Global Restock Pt is a separate, entity-wide threshold that only exists when your business has more than one location. Single-location setups have just the one Restock Point column and don't have (or need) a global value — skip this section.

If you have multiple locations, there are two kinds of restock point:

- Global Restock Pt — An entity-wide threshold for the item, used for the item's combined all-locations view. A good general default.
- Restock Point — Specific to the location you're currently viewing. Lets you set different thresholds per location (e.g., your main warehouse needs 100 lbs minimum, a smaller location only needs 20 lbs).

Where to set the Global Restock Pt

There are two places to set it, depending on how the Buy > Items to buy table is grouped:

- When "Group by family" is OFF — A Global Restock Pt column appears in the table, next to the per-location Restock Point column. Click the cell and enter a Qty + Unit in the popover. (If you don't see the column, check the column preferences icon.)
- When "Group by family" is ON — The column is hidden. Instead, open the item (use the Open item page arrow on a row, or open the item detail panel) and set it from the Global Restock Pt field in the Total card at the bottom of the Inventory by Location section.

The item detail panel's Total card works regardless of grouping, so it's the most reliable place to set the global value if you can't find the column.

How global and per-location interact

These are separate settings:

- A Global Restock Pt does not automatically populate each location's Restock Point.
- Per-location Low and Order alerts use only that location's own Restock Point. A location needs its own Restock Point to get alerts there.
- If a location's Restock Point is blank, Peasy treats that location as unset for alerts — it does not fall back to the Global Restock Pt. The Global Restock Pt drives the item's combined all-locations view, not per-location alerts.

How to Decide What Number to Set

Think about:

- How fast you use the item — If you go through 50 lbs of flour a week, setting the restock point at 50 gives you about a week's heads-up.
- How long your vendor takes to deliver — If delivery takes 3 days and you use 10 units/day, set it to at least 30 so you have enough until the order arrives.
- Your comfort level — Some people like a bigger buffer, some run lean. There's no wrong answer.

A simple rule of thumb: restock point = daily usage x lead time in days, plus a little extra for a safety cushion.

Check Low and Order Views

Once your items have Restock Points, two quick-filter tabs on the Items page make reordering easier.

Near the top of the page, you'll see three filter tabs: All, Low, and Order.

Low

Click Low to see items that are getting close to their Restock Point. These items still have enough stock, but they're within 20% of the threshold.

For example, if an item's Restock Point is 100 and you have 115 on hand, it shows up here as a warning.

Order

Click Order to see items that have dropped below their Restock Point. These are the items that need attention now.

The difference is simple:

- Low = still above the Restock Point, but getting close (yellow badge)
- Order = below the Restock Point (red badge)

The Gap column shows how many units you are short by for Order items. Click its + button to add the remaining shortage to Cart. Peasy accounts for quantities already in Cart or Later across the item family at the selected location, so clicking again does not add the full shortage a second time.

Add Items to Your Cart

You can start building a purchase order directly from these views:

1. Switch to the Order tab.
2. Enter a quantity in the Cart Qty column for each item you want to order.
3. Click the cart icon in the top-right to open the cart panel.
4. Click Review & Submit, configure email settings per vendor, and submit your POs.

The cart groups items by vendor automatically, so you'll get one PO per vendor. The cart persists between visits — add items on Monday, order on Wednesday.

Flagging an Item to Restock

Don't want to wait for an item to cross its Restock Point? Open the item's detail panel and click the Flag to restock icon. Flagged items show up in the Buy or Make group in To-Dos (https://peasyos.com/help/alerts-and-notifications) right away, whether or not they've actually dropped below their Restock Point yet — useful for tracking an item manually before you're ready to create a purchase order. Click the icon again (Remove restock flag) to remove it, or ask Beacon to flag or unflag it for you.

Where Alerts Appear

Restock Point alerts show up in several places beyond the Items page:

- A red badge on Buy > Items to buy in the sidebar, showing how many items need attention
- To-Dos, where you can see all items needing attention across Buy, Make, Pending, and Count tabs
- The Replenishment Summary card on your home page, showing how many items need to be bought, received, and made

Build a Routine

Here's a simple rhythm that works for most businesses:

1. At the start of your ordering day (daily, every other day, or weekly — whatever fits), go to Buy > Items to buy.
2. Click the Order tab.
3. Add items to your cart by entering quantities in the Cart Qty column.
4. Click the cart icon to open the cart panel.
5. Click Review & Submit and send your POs.

That's it. Five minutes, and your ordering is done.

You don't even have to remember to check — the red badge on Buy > Items to buy in the sidebar tells you when items need attention. If the badge is there, it's time to look. If it's not, you're all set.

Combine with Your Count Routine

A great workflow is to count inventory first, then check what needs ordering. That way your restock alerts are based on the most accurate numbers:

1. Go to Inventory > All Items and count items that have the red "Count" badge.
2. Save your counts.
3. Switch to Buy > Items to buy > Order and order anything that's now below its Restock Point.

Refine Your Restock Points Over Time

As you use this workflow, you'll naturally notice patterns:

- Getting too many alerts? Your Restock Points might be too high — lower them.
- Running out before the alert? Raise the Restock Points or check more often.
- Some items are never low? You might not need a Restock Point on those. Open the popover and select "No restock point" to clear it.

Good to Know

- No Restock Point = no alerts. If you don't set a Restock Point, Peasy won't alert you about that item. Set it to 0 if you want alerts only when you're completely out.
- The unit matters. The popover lets you choose which unit the Restock Point is in — pick the unit that makes the most sense for how you think about that item's inventory level.
- Alerts update in real time as inventory changes.
- Pending orders reduce urgency — if you've already placed a PO for a low item, the Pending tab in To-Dos shows it so you know it's on the way.
- Restock Points are stored in the family's Inventory Unit, but you can enter them in any variant's unit. If your Inventory Unit is pounds and you buy in 50-lb bags, you can enter either "100 lbs" or "2 bags" and Peasy will convert.
- Search and filters still work inside the Low and Order views, so you can narrow things down by category, vendor, or location.
- You don't have to set them for every item. Start with your most critical items and expand from there.
- You can update Restock Points anytime — as you learn your usage patterns, adjust the numbers.

Related

- To-Dos (https://peasyos.com/help/alerts-and-notifications) — All alert types in one place
- Template Gap Alerts (https://peasyos.com/help/template-gap-alerts) — Ingredient shortages for production templates
- Managing Buy Items (https://peasyos.com/help/managing-buy-items) — Where to set and review Restock Points
- Understanding Availability (https://peasyos.com/help/understanding-availability) — How available vs. on-hand works
- Navigating Peasy (https://peasyos.com/help/navigating-peasy) — Where to find alerts in the sidebar

---

# Importing Items from a CSV File

Category: Buy
URL: https://peasyos.com/help/importing-items-from-csv
Keywords: CSV import, CSV upload, bulk import, spreadsheet import, import items, item catalog import, CSV template, download template, column mapping, bulk upload, import from file, upload items, mass import

Importing Items from a CSV File

If you have a list of buy items in a spreadsheet or CSV file, you can upload it
directly into Peasy instead of typing each item by hand. This article covers
the item-catalog CSV flow. To import bills or sales orders from recurring
spreadsheet exports, use
spreadsheet data imports (https://peasyos.com/help/importing-spreadsheet-sources).

How to Get There

1. Go to Buy > Items to buy in the sidebar.
2. Click the table icon next to the blue New Item button — this opens the Bulk add spreadsheet.
3. In the spreadsheet footer, click Upload CSV.

Step 1: Download the Template

Before uploading, grab the template so your columns match what Peasy expects.

1. In the CSV upload dialog, click Download Template.
2. A CSV file downloads with the correct column headers and no data rows.
3. Open the template in Excel, Google Sheets, or any spreadsheet app and fill in your items.

Step 2: Fill In Your Data

The template includes these columns:

| Column                    | Required?          | What to Enter                                                                                    |
| ------------------------- | ------------------ | ------------------------------------------------------------------------------------------------ |
| Item Name             | Yes                | Whatever you call this item internally                                                           |
| Unit you buy          | Yes                | The unit your vendor sells in (e.g., "case", "bag", "gallon")                                    |
| Cost per Unit you buy | No                 | What you pay per buy unit                                                                        |
| Sub-unit              | No                 | The smallest unit you track (e.g., "jar", "each") — leave blank if it's the same as the buy unit |
| Conversion            | If sub-unit is set | How many sub-units fit in one buy unit (e.g., 12 if a case has 12 jars)                          |
| Restock Point         | No                 | The inventory level at which Peasy flags the item as low stock                                   |
| SKU                   | No                 | Your internal stock-keeping unit code                                                            |
| Supplier Name         | No                 | The vendor you buy from — Peasy creates the vendor if it doesn't exist yet                       |
| Supplier Item ID      | No                 | How the supplier refers to this item on their invoices                                           |
| Category              | No                 | How you group similar items (e.g., "Dry Goods", "Packaging")                                     |
| Storage Area          | No                 | Where you keep this item (e.g., "Walk-in Cooler", "Dry Storage")                                 |

Only Item Name and Unit you buy are required. Everything else can be added or edited later.

Step 3: Upload Your File

1. Click Choose CSV File and select your completed CSV.
2. Peasy checks that the column headers match the template. If they don't, you'll see an error explaining which headers are wrong.
3. Once the file is valid, your rows load into the spreadsheet grid automatically.

Step 4: Review and Submit

After upload, your items appear in the spreadsheet grid where you can:

- Edit any cell before submitting — fix typos, adjust costs, change units.
- Remove rows you don't want to import.
- Add more rows manually if you need to.

When everything looks right, click Create items. Peasy creates all the items at once and shows a confirmation with the count.

Good to Know

- For this item-catalog flow, headers must match the template exactly. If you rename columns or add extra ones, the upload will fail. Download a fresh template if you're not sure.
- Duplicate item names become variants. If two rows have the same item name but different units, Peasy groups them as variants under one item family — this is expected behavior.
- Vendors and categories are created automatically. If you enter a supplier name or category that doesn't exist yet, Peasy creates it during import.
- You can also paste instead of uploading. If you prefer, copy rows from your spreadsheet and paste them directly into Peasy's grid — no file upload needed.
- Sell products have a similar flow. To bulk-add sell products, use the same spreadsheet tool from Sell > Items to sell. The columns are slightly different (price instead of cost, no supplier fields).

Related

- Add Your Items (https://peasyos.com/help/add-your-items) — Overview of all ways to get items into Peasy
- Reusable Spreadsheet Data Imports (https://peasyos.com/help/importing-spreadsheet-sources) — Stage bills or sales orders from recurring CSV or Excel exports
- Google Sheets Integration (https://peasyos.com/help/google-sheets) — Work in Google Sheets and paste data back
- Importing from Shopify (https://peasyos.com/help/importing-from-shopify) — Pull products in from your Shopify store
- Managing Buy Items (https://peasyos.com/help/managing-buy-items) — Edit items after they're imported

---

# Comparing Vendor Quotes (RFQs)

Category: Buy
URL: https://peasyos.com/help/comparing-vendor-quotes-rfqs
Keywords: RFQ, request for quote, request for quotation, compare quotes, compare vendor quotes, vendor quotes, quote comparison, quote request, ask vendors for pricing, get pricing from vendors, multiple vendor quotes, quote from vendor, enter quote, edit quote, place order from quote, convert quote to PO, convert RFQ to purchase order, RFQ status, quoted, sending RFQ, email limit, too many emails, request pricing, sourcing quotes, compare vendor pricing, quote requests, vendor portal quote

Comparing Vendor Quotes (RFQs)

Before you commit to a purchase order, you can ask multiple vendors what they'd charge for the same items and compare their answers side by side. Peasy calls this a Quote, or RFQ (request for quote/quotation). Once you've seen everyone's pricing, you convert the winning vendor's quote straight into a purchase order.

How to Get There

Go to Buy > Quotes in the sidebar.

Requesting a Quote

1. On the Quotes page, click New Quote.
2. Select Items — search or filter by category, then set a quantity for each item you want pricing on.
3. Click Next to move to Select Vendors, and choose which vendors you want to request quotes from.
4. Optionally add Notes — a message included with the request.
5. Choose how to proceed:
   - Save as Draft — saves the RFQ without sending it yet.
   - Review & Send — opens a review screen where you can edit the email subject, preview each vendor's email, and choose Send Email on or off before sending.

Peasy creates one RFQ containing all the selected vendors, and (if you send it) emails each vendor their portion of the request.

How Vendors Respond

Vendors can respond in two ways:

- They reply through the vendor portal. The RFQ email includes a link to a Quote Requests page in their vendor portal, where they can enter unit cost, availability, and lead time for each item themselves.
- You enter it for them. If a vendor calls or emails their pricing instead, open the RFQ, find their vendor card, and click Enter Quote (it reads Edit Quote once a quote already exists). Fill in Unit Cost, Availability (In Stock, Lead Time, or Out of Stock), Lead Time (days), and optional Notes for each item, plus an optional overall message, then click Save Quote.

Comparing Quotes

Open any RFQ to see the quote comparison table, with your items down the left side and one column per vendor. For each item and vendor, you'll see the quoted unit cost plus a colored dot for availability (green = In Stock, yellow = Lead Time, red = Out of Stock). Hover a price to see availability, lead time, and notes in a tooltip.

The lowest price for each item is highlighted in green so you can spot the best deal at a glance, and the table totals each vendor's full quote at the bottom for an easy side-by-side comparison.

Converting a Quote to a Purchase Order

Once you've picked a winner:

1. Click Place order at the bottom of that vendor's column in the comparison table (or the Place order button on their vendor card in the right-hand panel).
2. In the Place order dialog, review the line items — quantities and unit costs are pre-filled from the quote but can be edited. Uncheck any items you don't want to order yet.
3. Choose whether to Send Email to the vendor with the PO.
4. Click Place Order.

Peasy creates a purchase order for the selected items and shows a link to it. If the RFQ isn't already marked Converted, you'll be asked whether to update its status. A vendor you've already converted shows Reorder instead of Place order, so you can quickly place a repeat order using the same quote.

Quote Statuses

| Status    | What it means                                   |
| --------- | ----------------------------------------------- |
| Draft     | Saved but not yet sent to any vendor            |
| Sent      | Sent to at least one vendor, awaiting responses |
| Quoted    | At least one vendor has responded with pricing  |
| Converted | A quote from this RFQ has been turned into a PO |
| Cancelled | The RFQ was cancelled                           |

Each vendor on the RFQ also has its own status — Pending, Sent, Quoted, Converted, Declined, or Cancelled — shown on their vendor card, since different vendors can be at different stages of the same request.

Good to Know

- Add more vendors later. Open the RFQ and click Add another in the Vendors section of the right-hand panel to invite more vendors after the initial send.
- Resend or cancel per vendor. Use the three-dot menu on a vendor's card to Send RFQ (or resend) or Cancel that vendor individually, without affecting the others.
- Email sending limits. Each vendor email counts as one send, and quote requests do not have a separate per-RFQ resend limit. New accounts start with an account-wide limit of 3 or 30 customer-facing emails per rolling 24 hours, based on automated signup checks. Established accounts can send up to 100, and accounts verified for Peasy Payments can send up to 1,000.
- A single email can include up to 3 unique recipients at the lowest new-account level, 10 after that, or 20 after Peasy Payments verification. Your own automatic CC copy does not count. At the lowest level, every recipient must already be saved on a customer or vendor.
- Until Peasy Payments is verified, Peasy removes links typed into the subject or message before sending. Links Peasy creates for the email, such as the secure vendor portal link, are kept.
- If you reach a limit, wait for earlier sends to fall outside the rolling 24-hour window, verify Peasy Payments, or contact support.
- Duplicate an RFQ from the toolbar on the detail page to quickly re-request quotes for the same items and vendors later.
- Existing Cost column. The comparison table shows each item's current sale price alongside vendor quotes as a reference point — it isn't a vendor quote itself.
- Notes and follow-ups are separate. The RFQ's top-level Notes field is for your own reference; per-vendor notes come from that vendor's quote entry.

Related

- Buying Overview (https://peasyos.com/help/buying-overview) — Where Quotes fits into the buying flow
- Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders) — What happens after you convert a quote
- Managing Vendors (https://peasyos.com/help/managing-vendors) — Setting up the vendors you request quotes from

---

# Business Settings

Category: Configure
URL: https://peasyos.com/help/business-settings
Keywords: company settings, business config, business profile, logo, PO logo, purchase order logo, invoice logo, storefront logo, theme, company name, company setup, configure business, business name, company info, business details, company id, slug, rename company, business history, audit trail, invoice numbering, invoice starting number, invoice sequence, change invoice number, currency, USD, multi-currency, multicurrency, foreign currency, exchange rate, FX, per-vendor currency, inbound orders email, business address, company address, mailing address, ordered by, purchase order address, edit address, COGS setting, include freight in work order input cost, use landed cost as work order input cost

Business Settings

Business settings control your company profile in Peasy — your company name, logo, email preferences, and appearance. These settings affect what your team sees and how your documents (invoices, purchase orders) look.

How to Get There

Go to Configure > Business in the sidebar.

What You Can Configure

Company Name

Your company name shows up throughout Peasy — on purchase orders, invoices, and anywhere your business is mentioned. Click on the name to edit it — changes save automatically.

If your Company ID is still auto-generated, changing your company name can also update your Peasy URL. If you’ve set a custom Company ID, your URL stays tied to that Company ID instead.

Company ID

Your Company ID is the canonical ID Peasy uses for both:

- Your Peasy URL, like app.peasyos.com/sunny-foods
- Your inbound orders email, like sunny-foods@orders.peasyos.com

You can edit the Company ID separately from your company name. As you type, Peasy checks availability and shows the result next to the field:

- Available — the ID is free to use
- Taken — another business is already using it; pick something else
- Reserved — that ID is reserved by Peasy and can't be used
- Saved — your change just committed (saves when you click out of the field)

Renaming is safe. Old Company IDs and historical inbound orders email addresses keep working forever, so renaming won't break addresses or links you've already shared. Old storefront URLs automatically redirect to the new one.

Business Address

Your business address appears in the Ordered By section of your purchase order PDFs, so vendors know who the order is from and where you're based.

Click the address field to open the Edit Address popover, then fill in Street Address, Address Line 2, City, State, and ZIP Code and click Save. The address shows as plain text until you click it — leave any line blank if it doesn't apply.

Logo

Upload your company logo to brand your invoice PDFs, purchase order PDFs, packing slips, and Storefront. Click the logo area to upload an image file. Your logo will appear right away.

Invoice Numbering

Peasy assigns invoice numbers automatically. The numbering pattern and starting sequence are not editable in Business Settings or on an invoice. Contact the Peasy team if you need to change the pattern or the next starting number.

Theme

Choose how Peasy looks for you:

- Light — Bright, white background
- Dark — Easier on the eyes in low-light settings
- System — Matches whatever your computer or phone is set to

This is a personal preference — each team member can choose their own.

Cost of Goods Sold (COGS)

Use landed cost as work order input cost is on by default. When it is on, a new work order input using a received lot includes that lot's allocated freight in its saved cost. Turn it off to save the receipt's unit price without freight.

Changing the switch does not recalculate inputs already saved, even on completed work orders. If you later correct a receipt's unit price, Peasy updates matching inputs using the current setting. Manually correcting a received line's freight updates matching inputs only while the switch is on. Changing the bill's freight does not change freight already recorded on received lines.

Select Tell me more at the end of the setting description to ask Beacon about the choice. For the full explanation, see Use Landed Cost as Work Order Input Cost (https://peasyos.com/help/work-order-input-cost-setting). When you change the switch, select Continue in the notice to apply it or Cancel to keep your current choice.

Email Addresses

Email reply-to addresses, CC lists, and the default email body templates moved out of Business Settings into two dedicated pages:

- Configure > Sell > Default Emails — Invoices reply-to, the invoice CC default, the inbound orders email, and the default invoice email template.
- Configure > Buy > Default Emails — Purchase orders reply-to, purchase orders CC, and the default purchase order and RFQ templates.

See Default Emails (https://peasyos.com/help/default-emails) for what lives on each page and how to use placeholder tokens ({customer_name}, {vendor_name}, etc.) inside the templates.

Business History

The Business History section at the bottom of the page shows a timeline of recent changes to your business settings — name, Company ID, logo, email addresses, reminder preferences, and more. Each entry shows what changed, who changed it, and when. Use it as an audit trail when you're tracking down a configuration change.

Currency

Peasy operates in a single currency (USD) across the entire account. There is no currency setting in Business Settings, and you can't assign different currencies to individual vendors, customers, purchase orders, or invoices. Multi-currency support isn't available today.

Good to Know

- All changes save automatically — no need to look for a Save button.
- Your business settings affect the whole team, not just your account.
- You can always come back and update these later.
- Renaming your Company ID never breaks existing inbound emails, storefront links, or bookmarks — old IDs continue to resolve indefinitely.

Related

- Default Emails (https://peasyos.com/help/default-emails) — Customize the default body for invoice, PO, and RFQ emails
- Data Management (https://peasyos.com/help/data-management) — Add demo data, wipe data, or reset your account
- Team Management (https://peasyos.com/help/team-management) — Managing team members
- Locations (https://peasyos.com/help/locations) — Add your warehouses and stores

---

# Inviting Your Team

Category: Configure
URL: https://peasyos.com/help/team-management
Keywords: add user, team member, invite, permissions, access, roles, staff, employee, share access, collaborate, add people, team invite

Inviting Your Team

You can invite anyone on your team to Peasy so they can help manage inventory, place orders, and handle day-to-day tasks. There's no limit on how many people you can add.

How to Get There

Click Configure (gear icon) in the sidebar, then select Settings > Team.

How to Invite Someone

1. Go to Configure > Team in the sidebar.
2. Click Invite New Member.
3. Enter their full name and email address.
4. Click Send Invite.

They'll receive an email with a link to join your team. Once they click it, they can sign up with a password or with Google — either way, they'll be added to your company automatically.

Invite new member dialog with name and email fields

Managing Invitations

After you send an invite, it shows up as Pending on the Team page. From there you can:

- Resend the invitation if they didn't get it the first time
- Revoke the invitation if you change your mind (they won't be able to use the link anymore)

Once someone accepts the invite, they'll move from the Pending section to the Team Members list.

Viewing Your Team

The Team Members section shows everyone who has access to your Peasy account:

- Name and email for each person
- Last active — When they last signed in
- You — Your own account is always listed first

Removing a Team Member

If someone leaves your team or no longer needs access:

1. Find their name in the Team Members list.
2. Click the menu icon (three dots) next to their name.
3. Select Remove from team.
4. Confirm the removal.

They'll lose access immediately but no data will be deleted.

Good to Know

- Everyone on the team sees the same data — inventory, orders, vendors (https://peasyos.com/help/vendor), customers (https://peasyos.com/help/customer), and settings.
- Roles and permissions (limiting what specific people can do) are coming soon. For now, all team members have full access.
- You can't remove yourself from the team.

Related

- Business Settings (https://peasyos.com/help/business-settings) — Company name, logo, and emails
- Navigating Peasy (https://peasyos.com/help/navigating-peasy) — Learn your way around

---

# Categories

Category: Configure
URL: https://peasyos.com/help/categories
Keywords: product categories, group items, organize items, item groups, categorize, tags, classification, item types, category management

Categories

Categories help you organize your items into logical groups like "Dry Goods," "Dairy," "Packaging," or "Electronics." They make it easier to find items, filter lists, and run reports.

How to Get There

Go to Configure > Categories (under the Data section) in the sidebar.

Creating a Category

1. Click + New Category.
2. Enter the category name.
3. Save.

The category is immediately available when creating or editing items.

You can also create a category on the fly from any Category dropdown — open an item's right-side panel, click the Category field, type the new name, and choose Create new category. The new category is saved and assigned to the item in one step.

If you enter a name that's already in use, you'll see a notice as soon as you click out of the Category Name field — you don't have to click Save to find out. If the existing category with that name has been deactivated, the notice reads "Use a different name or click here to make the previous one active" — click the link to reactivate the existing category instead of creating a duplicate.

Using Categories

Once you've created categories, you can:

- Assign items to categories when creating or editing them
- Filter item lists by category to narrow down what you see
- Map categories to QuickBooks accounts if you use the QuickBooks integration

On Configure > Categories, use the search box and status filter to narrow the category list. Peasy loads more matching categories as you scroll, so search and filters apply to the full list, not just the rows currently visible.

You can sort the table by Name or # of Items. If QuickBooks is connected, Income Account and Expense Account can be edited in the table, but those columns are not sortable.

Editing and Removing Categories

Click on a category name to edit it. Press Enter or click outside the field to save your change automatically. If the name is blank, you'll see "Category name is required" and the field stays open so you can correct it.

To remove a category you no longer need, deactivate it. Items that were in that category won't be deleted — they'll just be uncategorized.

Good to Know

- Categories are shared across buy items (https://peasyos.com/help/buy-item), sell products, and templates.
- You can assign a category during item creation or update it later.
- Categories are used in the QuickBooks integration for account mapping.
- Keeping a clean, consistent set of categories makes filtering and reporting much easier.

Related

- Managing Buy Items (https://peasyos.com/help/managing-buy-items) — Assigning categories to items
- QuickBooks Setup Wizard (https://peasyos.com/help/quickbooks-setup-wizard) — Mapping categories to accounts

---

# Catalogs

Category: Configure
URL: https://peasyos.com/help/catalogs
Keywords: catalog setup, create catalog, duplicate catalog, copy catalog, manage catalogs, rename catalog, archive catalog, default catalog, storefront catalog, catalog configuration, rename catalog with Beacon, catalog description

Catalogs

Catalogs let you create different pricing and different item availability for different customers. For example, you might have a "Wholesale" catalog with lower prices and a "Retail" catalog that hides certain items. This page covers creating and managing your catalogs — for setting up pricing and availability within a catalog, see Catalogs: Custom Pricing and Availability (https://peasyos.com/help/price-lists).

> Important: Catalogs control both custom pricing AND availability. For example, if a Brand has 10 items they sell, they might make only 8 of them available to Distributors (via a "Wholesale" catalog) because 2 are exclusive to direct-to-store sales (in a "Retail" catalog). This means catalogs control not just what price customers see, but which items they can see and purchase at all.

How to Get There

Go to Configure > Catalogs (under the Data section) in the sidebar.

Creating a Catalog

1. Click + New Catalog.
2. Leave Create new selected.
3. Enter a Catalog name (like "Wholesale" or "VIP").
4. Optionally add a Description.
5. Click Create. The new catalog is saved and ready to use.

To start from another catalog, choose Duplicate existing instead. Select an active catalog under Copy from, enter a name, and click Create. The suggested name is selected so you can replace it by typing.

You can also create a catalog directly from the Sell > Items to sell page — type a new name into the catalog selector dropdown and click Create New Catalog.

Default vs Custom Catalogs

Signup creates an empty Default catalog. It contains no products or special prices and is not published to your storefront. Adding Demo places the sample Distributor, Wholesale, and Retail catalogs alongside it. Clearing Demo removes the sample catalogs and keeps your Default and other existing catalogs. Clearing ALL data creates a fresh, empty Default catalog.

You can mark one catalog as the Default:

- The default catalog acts as the fallback for customers without a specific catalog assigned.
- Only one catalog can be the default at a time.
- Switching the default shows a confirmation dialog to prevent accidental changes.

All other catalogs are custom catalogs that you assign to specific customers.

Managing Catalogs

On this page you can:

- Rename a catalog by clicking its name
- Add a description by clicking the description field
- Archive a catalog by setting its status to Inactive (it won't appear in dropdowns but isn't deleted)
- Reactivate an archived catalog by setting it back to Active

A catalog's name is shown on your storefront, so it can't be left blank. You can also ask Beacon to rename an active catalog or change its description, such as "Rename the Wholesale catalog to Trade." Beacon shows the change for you to approve and can undo it. See Using Beacon for Confirmed Edits (https://peasyos.com/help/using-beacon-for-confirmed-edits).

Clicking a catalog name takes you directly to the Sell > Items to sell page filtered to that catalog, where you can set prices and availability (https://peasyos.com/help/price-lists).

Duplicating a Catalog

1. Open the catalog's ⋮ menu and choose Duplicate.
2. Enter a name. The suggested name is selected so you can start typing immediately.
3. Click Create catalog. The new catalog opens for editing.

The copy keeps the original's description, item prices, costs, hidden-item settings, and storefront access. It starts active and is not marked as either default. Customers stay assigned to the original catalog, and edits to the copy do not change the original.

Storefront Settings

If you use the Peasy Storefront, catalogs have additional settings on this page:

- Storefront Enabled — Whether this catalog is available on the storefront.
- Storefront Default — The catalog shown to visitors who aren't logged in or don't have a specific catalog assigned. Only one catalog can be the storefront default.

Good to Know

- Only active catalogs appear in dropdowns and selectors.
- You can create as many catalogs as you need for different customer tiers, regions, or pricing arrangements.

Related

- Catalogs: Custom Pricing and Availability (https://peasyos.com/help/price-lists) — Setting prices and item visibility per catalog
- Managing Customers (https://peasyos.com/help/managing-customers) — Assigning catalogs to customers
- Managing Your Catalog (https://peasyos.com/help/managing-your-catalog) — Your overall product catalog
- Storefront (https://peasyos.com/help/storefront) — Customer-facing ordering portal
- Using Beacon for Confirmed Edits (https://peasyos.com/help/using-beacon-for-confirmed-edits) — Rename a catalog or change its description with Beacon

---

# Custom Fields

Category: Configure
URL: https://peasyos.com/help/custom-fields
Keywords: custom attributes, extra fields, additional info, metadata, custom properties, add field, extend items, custom data, custom columns

Custom Fields

Custom fields let you add your own data fields to items, customers (https://peasyos.com/help/customer), or other records. If Peasy's built-in fields don't cover everything you need to track, custom fields fill the gap.

How to Get There

Go to Configure > Custom Fields (under the Data section) in the sidebar.

Creating a Custom Field

1. Click + New Custom Field.
2. Choose what type of record this field applies to (items, customers, etc.).
3. Enter a field name (like "Lot Number," "Region," or "Credit Terms").
4. Choose the field type (text, number, date, dropdown, etc.).
5. Save.

The custom field appears as a new column in the relevant table.

Where Custom Fields Show Up

Once created, custom fields appear in:

- Data tables — As additional columns you can view and edit inline
- Detail views — When you open a record's detail panel
- Filters — You can filter by custom field values

Field Types

| Type     | Best for                                  |
| -------- | ----------------------------------------- |
| Text     | Free-form text (notes, codes, references) |
| Number   | Quantities, measurements, scores          |
| Date     | Deadlines, expiration dates               |
| Dropdown | Predefined options (status, region, tier) |

Editing Custom Fields

You can update custom field values directly in the table — click the cell and type. Changes save automatically.

Good to Know

- Custom fields are available to your whole team.
- You can hide custom field columns from the table using column preferences if you don't need them visible all the time.
- Custom field data is included when you search and filter records.

Related

- Managing Buy Items (https://peasyos.com/help/managing-buy-items) — Custom fields on items
- Managing Customers (https://peasyos.com/help/managing-customers) — Custom fields on customers

---

# Locations

Category: Configure
URL: https://peasyos.com/help/locations
Keywords: manage locations, warehouse settings, storage areas, add warehouse, location setup, site management, edit location, areas, location config, warehouse, store, location, add location, multiple locations, branch, facility, site, storage, default location, inactive location, deactivate location, mark location inactive, create location, configure locations, location color, color picker, location badge color, customize location color, add area, add storage area, create area, edit area, rename area, delete area, remove area, how to delete an area, area vs location, sub-location, shelf, aisle, cooler, walk-in, dry storage, manage areas

Locations

Locations in Peasy represent the physical places where you store inventory — warehouses, kitchens, retail stores, storage rooms, or any other spot. Setting up locations lets you track exactly how much stock is at each one.

How to Get There

Go to Configure > Locations (under the Data section) in the sidebar.

Creating a Location

1. Click New Location.
2. Fill in the details:
   - Location name (required) — A short, recognizable name like "Main Warehouse" or "Kitchen". Each name has to be unique; if you enter one that's already in use, Peasy shows an error right under the field so you can pick a different name before saving.
   - Description — Optional notes about this location
   - Address, City, State, ZIP — Optional address info
   - Vendor — If this location is associated with a specific vendor (like a supplier's warehouse), you can link them here
3. Click Save Location.

The Default Location

One location is always marked as the Default. This is the location Peasy uses when you don't specifically choose one — for example, when receiving inventory or doing a count.

To change the default:

1. Find the location you want to make the default.
2. Check the Default checkbox in its row.
3. Confirm the switch.

Only one location can be the default at a time. The current default shows a blue "Default" badge next to it.

Your default location always has to be one you can actually use, so Peasy keeps it active:

- You can't mark the default location inactive. Make a different location the default first.
- You can't make an inactive location the default. Mark it active first.

If you try either, Peasy explains what to do first instead of saving the change.

Editing Locations

Everything on the locations page is editable right in the table — just click on any field to change it. Your changes save automatically.

You can change the name, description, address, vendor (https://peasyos.com/help/vendor) association, color, and status at any time. When you click the Vendor cell, search for the vendor you want — and if it doesn't exist yet, choose Create vendor "…" right from the list to add it and link it in one step, without leaving the page.

Picking a Color

Each location has a color circle next to its name. Click the circle to open the color picker and pick a color from the palette. The color you choose appears on every location badge throughout Peasy — Items, Purchase Orders, Receive, Transfer, Templates, Vendor detail, and the bulk adjustment modal — making it easier to spot at a glance which location a row belongs to.

If you don't pick a color, Peasy assigns one automatically based on the location.

Making a Location Inactive

If you stop using a location, you can mark it as inactive instead of deleting it:

1. Click the menu icon (three dots) next to the location.
2. Select Mark Inactive.

Inactive locations won't show up in dropdowns when you're selecting where to receive inventory or do counts, but your historical data stays intact. You can always mark it active again later.

You can't do this to your default location — since it's the one Peasy falls back to, it has to stay active. Make a different location the default first, then mark this one inactive.

How Locations Work with Inventory

Once you have locations set up:

- Inventory counts — Count inventory at each location separately
- Receiving — Choose which location incoming orders go to
- Transfers — Move inventory between locations
- Restock Points — Set different Restock Points for the same item at different locations
- Storage areas — Track where items live inside each location, such as a shelf, aisle, or cooler

If you only have one location, you don't need to think about any of this — Peasy just tracks everything at your default location.

Storage Areas

Areas are sub-sections inside a single location — things like "Walk-in Cooler," "Dry Storage," "Shelf B3," or "Back Warehouse." Locations are the top-level facilities; areas live inside them. Items can be tagged with one or more areas so you know exactly where to find them when you're counting, picking, or restocking.

Areas aren't a separate object you configure on a settings page — and they aren't a separate inventory bucket either. They're labels attached to each item (one or many per item), used for filtering and finding items during a count or look-up. Your inventory is tracked per item per location, not per area. So an area filter changes _which items appear on screen_, not where their counts are stored.

Adding an Area

Areas are edited from the item tables on Buy > Items to buy and Sell > Items to sell — that's where the editable Area cell lives. The Inventory > All Items page and the Count page show area badges, but those are read-only — clicking a badge filters the view, it doesn't open the editor.

1. Open Buy > Items to buy or Sell > Items to sell.
2. Find the item you want to tag and click the Area cell on its row.
3. Type the area name (e.g., Walk-in Cooler) and click Add New: Walk-in Cooler in the dropdown.
4. The new area is saved on that item and immediately appears in the area dropdown for every other item.

You can assign multiple areas to a single item — useful when overflow stock lives in more than one spot. Tagging an item with extra areas doesn't split its inventory; it just makes the item show up when you filter by either area.

Renaming an Area

Areas don't have their own settings page, so there's no single "rename" button. To rename an area, update each item that uses it on Items to buy or Items to sell: open the Area cell, remove the old label, and add the new one. Once the last item is updated, the old name drops off the dropdown.

Removing an Area

There's no delete button for areas, but you can remove an area from your account by un-assigning it from every item that uses it. The Area cell is only editable on Items to buy and Items to sell:

1. On Items to buy or Items to sell, filter or search for the area you want to remove (you can also click an area badge anywhere else to jump to a filtered view, then switch to the Items page).
2. For each matching item, click the Area cell and uncheck the area.
3. Once no items reference the area, it disappears from the area dropdown automatically.

If you need to clear an area from many items at once, ask the team — they can help with bulk corrections.

Good to Know About Areas

- Areas are filters, not inventory buckets. Counts are saved per item per location. The area filter narrows which items you see; it does not split or duplicate an item's count across areas. When you count items filtered to "Walk-in Cooler," only those items' counts are updated — items in other areas are untouched because they aren't on the screen, not because the area itself stores a count.
- Counting the same item under two different areas overwrites, it doesn't add. Each Save submits a per-item count, so the most recent count for an item is the one Peasy keeps. If you tag an item with multiple areas, count it once for that item — counting it again under a different area filter will replace the first count.
- Areas live inside locations, not across them. "Walk-in Cooler" at Main Warehouse and "Walk-in Cooler" at Brooklyn Kitchen are two different filter contexts as far as your workflow is concerned.
- Areas are assigned at the variant level. Expand the item family on the Items page to see and edit areas for each variant individually.
- The Count page can filter by area. Pick an area on the Count page (or click an area badge on any card) to focus on one section at a time during a cycle count.

Good to Know

- You can't delete the default location, and you can't mark it inactive. To do either, first make a different location the default.
- Start simple — you can always add more locations later as your business grows.
- Locations are shared across your entire team.
- If you only operate from one place, Peasy creates a default location for you automatically.

Related

- Transferring Inventory (https://peasyos.com/help/transferring-inventory) — Move inventory between locations
- Counting Inventory (https://peasyos.com/help/counting-inventory) — Location-specific counts

---

# Audit Log

Category: Configure
URL: https://peasyos.com/help/audit-log
Keywords: activity log, change history, who did what, audit trail, track changes, user activity, security log, access log, audit record

Audit Log

The Audit Log tracks important actions taken in your Peasy account. It shows who did what and when, giving you a record of changes for accountability and troubleshooting.

How to Get There

Go to Configure > Audit Log in the sidebar.

What's Logged

The audit log records significant actions like:

- Item creation and changes
- Purchase order (https://peasyos.com/help/purchase-order) updates
- Sales order (https://peasyos.com/help/sales-order) changes
- Inventory adjustments (https://peasyos.com/help/inventory-adjustment)
- Team member additions and removals
- Settings changes

What You'll See

Each log entry shows:

- What happened — The action that was taken
- Who did it — The team member who performed the action
- When — The date and time
- Details — Any relevant details about the change

Good to Know

- The audit log is read-only — you can view what happened but can't edit the log itself.
- All team members' actions are logged, so you can see who made any given change.
- For inventory-specific history, the Inventory History (https://peasyos.com/help/inventory-history) page provides a more detailed view of stock changes.
- The audit log helps with troubleshooting — if something looks wrong, you can trace back to see what changed and when.

Related

- Inventory History (https://peasyos.com/help/inventory-history) — Detailed inventory change log
- Team Management (https://peasyos.com/help/team-management) — Who has access to your account

---

# Data Management

Category: Configure
URL: https://peasyos.com/help/data-management
Keywords: wipe data, clear data, reset account, delete all data, remove demo data, clear demo data, reset to demo, start over, nuke account, delete everything, standing orders, clear demo blocked

Data Management

Peasy gives you control over your data with options to explore using demo data or completely reset your account when needed.

Adding Demo Data

Demo data is a sample dataset from a fictional company (Mustard & Co.) that includes items, vendors, customers, orders, and inventory. It's useful for:

- Exploring Peasy before adding your own data
- Testing features risk-free
- Training new team members

How to Add Demo Data

The quickest way is to ask Beacon (the chat assistant) to load demo data. You can also add it yourself:

1. Go to your Home page
2. Choose the Demo journey (or click Add demo data)
3. Confirm Add demo data in the dialog that appears
4. Peasy creates the sample records and drops you into the app to explore

Demo records are tagged so they can be removed later. Adding Demo keeps your existing data and adds the sample catalogs alongside your Default catalog. Your account keeps its current default catalog.

Wiping Data

Peasy offers two ways to remove data from your account: wipe demo data only, or wipe everything and start fresh.

How to Access the Wipe Data Feature

When you have demo data in your account:

1. Click your company name at the top of the sidebar to open the account menu
2. Select Clear demo data from the dropdown menu
3. In the dialog that appears, you can choose to wipe just demo data or all data

This dialog gives you two options:

Option 1: Demo Data Only

Removes only the sample data that was added via "Add Demo Data". Your own data will not be affected.

When to use this:

- You've explored with demo data and are ready to add your real inventory
- You want to clear sample records but keep your actual business data

What it removes:

- All records tagged as demo data (items, vendors, customers, orders, etc.)

What it keeps:

- Everything you created yourself
- Your Default and other existing catalogs stay in place; only the sample catalogs are removed
- An empty Default catalog is created if no catalogs remain

If a saved standing order (https://peasyos.com/help/standing-orders) uses demo customers, products, or locations, clearing demo data is blocked to protect that order. Contact support to review the references before removing data.

Option 2: ALL Data

Permanently deletes all data from your account including:

- All items and inventory records
- All customers and vendors
- All orders (sales orders, purchase orders, transfer orders)
- All bills and work orders
- All RFQs and quotes

It also returns everyone's Home and dashboard card arrangements to the defaults, so the Getting started card comes back for every teammate.

When to use this:

- You need to completely start over
- You want to reset your account to a clean slate

Important restrictions:

- This action cannot be undone
- Non-admin users can only wipe all data once — if you need to do this again, you'll need to contact support or have an admin on your team do it
- Admin users have unlimited wipes

Resetting to Start Fresh

If you currently have Demo data and want to start fresh, open Clear demo data, choose ALL data, and confirm the wipe. The clean workspace includes an empty Default catalog.

Adding Demo to an existing workspace keeps your data and does not use your one-time full wipe. The separate Reset & Add Demo Data action deletes existing data before loading the sample records and requires confirmation.

The one-time full-wipe limit still applies to resets. If Demo loading fails, you can retry Add Demo Data without another full wipe.

Good to Know

- The "Clear demo data" option in your user menu only appears when you have demo data added to your account AND you haven't used your one-time full wipe yet
- Wiping data clears your onboarding journey progress — you'll start fresh with journey selection
- Adding Demo preserves your existing catalogs and default choice; clearing Demo leaves them in place
- The full wipe (all data) is limited to one use for non-admin users to prevent accidental data loss
- If you've already used your one-time wipe and need to reset again, contact an admin user on your team or reach out to support
- If you accidentally wipe data or need help recovering, contact support immediately

Related

- Business Settings (https://peasyos.com/help/business-settings) — Where to access data management tools
- Getting Started Checklist (https://peasyos.com/help/getting-started-checklist) — The onboarding journey that appears after wiping data

---

# Default Emails

Category: Configure
URL: https://peasyos.com/help/default-emails
Keywords: default email, email template, invoice template, invoice CC, default invoice CC, PO template, purchase order template, RFQ template, request for quote template, email body, customize email, email placeholders, email tokens, customer_name, vendor_name, invoice_number, purchase_order_number, entity_name, reply-to, sales email, purchase email, purchase CC, inbound orders email, sell default emails, buy default emails

Default Emails

Default Emails are the starting body Peasy uses every time you send an invoice, purchase order, or RFQ. Set them once and every send dialog opens with that body pre-filled — you can still edit on a per-send basis before clicking send.

There are two pages, one for sell-side emails and one for buy-side:

- Configure > Sell > Default Emails — Invoice template, invoices reply-to, invoice CC, and the inbound orders email.
- Configure > Buy > Default Emails — Purchase order template, RFQ template, purchase orders reply-to, and the purchase orders CC list.

How to Get There

Go to Configure in the sidebar and choose Default Emails under either the Sell or Buy section.

Sell Default Emails

Inbound orders email

A read-only Peasy address (like yourcompany@orders.peasyos.com) that Peasy monitors for incoming wholesale orders. Forward orders to this address and Peasy creates draft invoices from them. The address is derived from your Company ID — if you need to change it, contact support.

Invoices reply-to

When you send invoices from Peasy, replies will go to this email address. Leave it blank to use your account email.

Invoices CC

Email addresses to prefill in the CC field whenever you review an invoice email. Separate multiple addresses with commas; you can save up to nine defaults so the customer still fits within the 10-recipient email limit. You can edit or clear the field for one send without changing this saved default.

Your own automatic sender copy remains included even when you clear the field. This default applies to invoice Review only; it does not change invoice reminders or the separate bulk-send action on the Sales Orders page.

Invoice template

The default body used when you send an invoice. Edit the textarea and click out — changes save automatically. Use Reset to default to clear your customization and return to the system wording.

Available placeholders:

- {customer_name} — The customer the invoice is going to
- {invoice_number} — The invoice number
- {entity_name} — Your business name

Buy Default Emails

Purchase orders reply-to

When you send purchase orders from Peasy, replies will go to this address. Leave it blank to use your account email.

Purchase orders CC

Email addresses that should be CC'd on every purchase order email you send. Separate multiple addresses with commas (for example, accounting@you.com, ops@you.com).

Purchase order template

The default body used when you send a purchase order. Edit the textarea and click out — changes save automatically. Use Reset to default to return to the system wording.

Available placeholders:

- {vendor_name} — The vendor the PO is going to
- {purchase_order_number} — The PO number
- {entity_name} — Your business name

RFQ template

The default body used when you send a request-for-quote. Same edit and reset behavior as the other templates.

Available placeholders:

- {vendor_name} — The vendor receiving the quote request
- {entity_name} — Your business name

How Placeholders Work

Placeholders are written exactly as {customer_name}, {vendor_name}, etc. — keep the curly braces. When Peasy sends the email it swaps each placeholder for the matching value (the actual customer name, the actual PO number, and so on). If a value isn't available — for example, an unsent PO has no PO number yet — Peasy leaves the placeholder text in place rather than substituting an empty string.

You can also include any text that isn't a placeholder — line breaks, signatures, or instructions to the recipient.

Peasy removes web links that you type into an email subject or body before sending. Links that Peasy adds for documents, payments, invitations, or portals remain available to the recipient.

Per-Send Edits

These templates set the default body. On every send dialog (Send Invoice, Send PO, Send RFQ) you'll see the rendered body and can still edit it for that one send before clicking the send button. Invoice CC works the same way: editing or clearing its prefilled value affects only that send. Per-send edits don't change the saved defaults.

Good to Know

- Each template caps at 10,000 characters.
- Templates save automatically — no separate save button.
- Reset to default removes your customization; the system wording will appear in the next send dialog.
- The reply-to and CC fields apply only when Peasy sends the email — direct replies still go to wherever the recipient hits Reply.

Related

- Business Settings (https://peasyos.com/help/business-settings) — Company name, logo, and theme
- Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders) — How POs are sent and what the email looks like
- Creating an Invoice (https://peasyos.com/help/creating-an-invoice) — Sending invoices to customers
- Invoice Reminders (https://peasyos.com/help/invoice-reminders) — Automated reminder emails for unpaid invoices

---

# Use Landed Cost as Work Order Input Cost

Category: Configure
URL: https://peasyos.com/help/work-order-input-cost-setting
Keywords: use landed cost as work order input cost, work order input cost setting, include freight in COGS, exclude freight from production cost, received lot cost, receipt cost correction, freight correction, saved work order inputs

Use Landed Cost as Work Order Input Cost

This setting decides whether recorded freight is included when Peasy saves the cost of an ingredient used in a work order. It is on by default.

How to Get There

Go to Configure > Business, then find Cost of Goods Sold (COGS). Use the Use landed cost as work order input cost switch. Select Continue in the confirmation dialog to save your choice, or Cancel to leave it as it is.

What the Switch Changes

- On: An input drawn from a received lot uses the receipt's unit cost plus that received line's recorded freight per unit. Peasy converts the cost to the ingredient's input unit when needed.
- Off: An input drawn from a received lot uses the receipt's unit cost without freight.

For example, if a received lot has a $10 unit cost and $20 of recorded freight across 100 received units, the input cost is $10.20 per received unit with the setting on, or $10.00 with it off. If no freight is recorded on the received line, the setting makes no difference to that lot's input cost.

This setting affects work order inputs. It does not add freight to the direct sales COGS of a purchased item.

What Happens to Saved Inputs

Changing the switch does not recalculate work order input costs already saved, including inputs on completed work orders. The new choice applies when you record a new input or choose a lot for an input from then on. Changing only a saved input's quantity keeps its saved unit cost.

If you need to correct a particular work order input, open that work order and edit the input's lot or cost. A completed work order's total cost updates when an input cost changes.

What Happens When a Receipt Changes Later

Correcting a received line's Unit Cost updates saved work order inputs that draw from that lot, using the setting's current on or off choice. Editing that received line's Freight Cost also updates those matching inputs while the setting is on. A freight-only edit does not reprice them while it is off.

The update is limited to inputs from the same item family and lot. A different item that happens to have the same lot number is not affected. If the receipt cost changes for a completed work order, Peasy recalculates that work order's production total.

Good to Know

- Freight must be recorded on the received line to enter a work order input's landed cost. Editing a bill's freight later does not change freight already recorded on received lines.
- Peasy saves a work order input's cost when you log it. A later change to the item's general price alone does not rewrite that saved cost.
- The Landed Cost estimate in Buy > Items to buy is separate from this setting.

Related

- Business Settings (https://peasyos.com/help/business-settings) — Where to change the switch.
- Managing Work Orders (https://peasyos.com/help/managing-work-orders) — How to record and correct inputs.
- Viewing Receive History (https://peasyos.com/help/viewing-receive-history) — How to correct a received line's unit cost or freight.

---

# Home Dashboard

Category: Daily Operations
URL: https://peasyos.com/help/home-dashboard
Keywords: dashboard, home page, overview, summary, at a glance, daily view, what's happening, status overview, home screen, dashboard cards, manage cards, move cards, resize cards, unfinished demo setup, dismiss demo reminder, retry demo data, tutorials, tutorial library

Home Dashboard

The Home page is your daily starting point in Peasy. It gives you a quick overview of what needs attention and a place to ask Peasy a question.

What You'll See

Greeting and Ask Anything

At the top, you'll see a personalized greeting and an Ask anything box. Leave New chat selected to start a conversation, or open that menu and choose a recent conversation to continue it. Type a question and press Enter to send it to Beacon. Use Shift+Enter when you want another line instead.

Clicking the send arrow with an empty question focuses the box so you can start typing.

Starting a new conversation opens Beacon across the Home content area while keeping Peasy's navigation available. In the chat header, use Move to side panel to keep chatting alongside another page. When Beacon is in the side panel, use Open full page to return the conversation to Home. The back arrow in the full-page chat returns you to the Home dashboard.

This Home box is different from Cmd/Ctrl+K: the keyboard shortcut opens the search-and-command palette, while the Home box sends the question straight to Beacon.

Unfinished Demo Setup

If you chose to start with a demo but the sample data hasn't been added yet, Finish setting up your demo appears below the question box. Choose Try again to open demo setup, or Dismiss to hide the reminder.

Dismiss is saved for your company, so the reminder stays hidden when you return. It does not add or remove any data.

Getting Started or Journey

Depending on where your company is in setup, Home may show a Getting Started checklist or a Journey card. To hide it, hover over the card and click its X; to bring it back, turn it on again in Manage Cards. Hiding it changes only your own home page.

Tutorials

If Tutorials appears, choose Recommended, Completed, or Explore to browse learning suggestions. Choose Start tutorial, Continue tutorial, or Complete again to open a tutorial in Beacon's side panel.

See all opens the full Tutorial Library (https://peasyos.com/help/tutorials) on the same category, with search across all tutorials. Dismiss temporarily hides a recommendation for you. The card is available only for some companies and stays hidden while demo data is present.

Cards

Below the question box, Home shows your business at a glance in cards, each counting one kind of work, such as To-dos due, Inbox, Orders to receive, or Items to buy. Choose a card's title, or its number, to open the page with the full list.

You can arrange Home your way. Your layout is saved for you in this company, so teammates keep their own.

- Move a card: on a wider screen, drag an open part of the card header. The title and header buttons keep their usual actions, so start the drag away from them.
- Resize a card: drag the left or right edge to change its width, or drag the bottom edge or bottom-right corner to change its height.
- Use the keyboard: press Tab to reach a card's Move or resize button, then use the arrow keys to move the card, or Shift with the arrow keys to resize it.
- Change how a card shows its work: use the view button in the card header to switch to the next available view: a list, a single number, or (on some cards) a chart.
- Hide a card: choose the X on the card. Undo brings it back right away.
- Add, remove, or reset cards: choose Manage Cards, search or browse the cards, and turn each one on or off. Reset to defaults returns Home to its starting cards and layout.

On a narrow screen, the cards stack in reading order and arrangement controls are unavailable. The cards you can add depend on which parts of Peasy your company uses.

First-Time Experience

After you finish sign-up, Beacon opens with a welcome message over Home. Home
stays dimmed until you choose a first step or close Beacon. Then the Getting
Started or Journey card guides your next setup steps. See Getting Started
Checklist (https://peasyos.com/help/getting-started-checklist).

Good to Know

- Home's question box sends directly to Beacon and can reopen a recent conversation; press Cmd/Ctrl+K when you want to search records, navigate, or run an action instead.
- On a phone, Home's Ask anything box sends a direct AI question. The top-right ? button remains available on Home and other pages for Peasy Support, conversation history, and calls.
- Cards refresh from current Peasy data. Open a card's page when you need the full list or more detail.

Related

- Tutorials and the Tutorial Library (https://peasyos.com/help/tutorials) — Find, resume, and revisit tutorials

- Navigating Peasy (https://peasyos.com/help/navigating-peasy) — Full navigation overview
- Using the Inbox (https://peasyos.com/help/using-the-inbox) — Processing incoming items
- Tasks and Notes (https://peasyos.com/help/tasks-and-notes) — Managing your to-do list

---

# Using the Inbox

Category: Daily Operations
URL: https://peasyos.com/help/using-the-inbox
Keywords: inbox, messages, notifications center, updates, what's new, activity feed, recent changes, inbox messages, email to order, email to bill, forward order email, forward vendor invoice, parse email, AI extraction, target date, need by date, requested date, promised ship date, delivery date, orders address, peasyos.com email, sender email, email address dropdown, choose sender, staged import, staged bill, staged sales order, save bill review draft, resume bill draft, save sales order review draft, resume sales order draft, save spreadsheet import draft, resume spreadsheet import draft, pending document, CSV pending review, data import review, finalize staged record, choose target, new uploads filter, pending import, pending import row, Faire orders in inbox, review import, email matched to order, confirm order update, order update email, edit order from email, duplicate bill number, bill number already exists, update existing bill, delete pending import, remove pending upload, keep import, no items found, add items manually, attachment retry

Using the Inbox

The Inbox collects incoming items that need your attention — emails, uploaded documents, vendor bills, and customer orders that haven't been processed yet. Think of it as your to-process queue.

How to Get There

Click Inbox near the top of the sidebar. A red badge shows how many unprocessed items are waiting.

Your Peasy Email Address

Every Peasy account has a dedicated inbound email address that looks like yourcompany@orders.peasyos.com. The exact address is based on your Company ID and is shown in Configure > Sell > Default Emails. Older Company IDs continue to route correctly.

You (and your customers and vendors) can email or forward documents to that address and they'll land in the Inbox automatically. The same address handles both customer orders and vendor bills — Peasy figures out which is which.

What Shows Up in the Inbox

- Customer order emails — Orders sent or forwarded to your Peasy email address.
- Vendor (https://peasyos.com/help/vendor) bills — Invoices and POs from suppliers.
- Uploaded documents — PDFs and other files uploaded by your team from anywhere in Peasy.
- Pending imports — A bulk import of bills or sales orders (from a CSV or Excel upload, from Beacon analyzing a CSV, or from a connected source like Faire) shows as a single row while it waits for review — for example, "Faire orders — 25 pending orders to review." A Bill or Sales Order spreadsheet draft also appears as one pending row before records are staged. Open the row to resume the wizard and finish importing. See Reusable Spreadsheet Data Imports (https://peasyos.com/help/importing-spreadsheet-sources).

Use the type filter at the top to narrow the list: New, New emails, New uploads, New Bills, or New Sales Orders.

Converting an Email into a Sales Order

When a customer emails an order to your Peasy address (or you forward one in), Peasy uses AI to extract the key fields: customer name, items, quantities, and pricing. You confirm before anything is saved.

1. Open the inbox item to see the original email and any attachments. An email and its attachments appear as a single inbox card — when it includes files, use the ‹ › arrows above the preview to page through the email body and each attached file (Email → Attachment 1 → Attachment 2 …).
2. Check Email address, then review the extracted customer. When the message contains several addresses, Peasy chooses the likeliest sender and filters out addresses that use the same domain as your sign-in email. Pick another available address if needed, then confirm Peasy's customer suggestion or choose a different customer.
3. Review the extracted items — each line shows the parsed item name, quantity, and price. Confirm the match against your Peasy item, or pick the right one if Peasy guessed wrong. An unmatched line shows Select item…. Open it, then select an existing item, choose Create new item, choose Add custom line item, or remove the line. You must resolve every unmatched line before completing the order, but you can save a draft while lines are still unresolved.

Review Order Date and the optional Target Date above the order details. Target Date is the planning date for when the order is intended, requested, promised, or scheduled to be ready, shipped, or delivered; actual shipment and delivery dates are set separately. Peasy may fill it from a clearly labeled date in the email, PDF, or image, such as Need By, Requested Ship Date, or Delivery Date. Check the suggestion and change or clear it when needed. Peasy does not use the order date or payment due date as the Target Date.

If Peasy could not read a line's price, the price field stays blank rather than showing $0.00. Tabbing through an untouched blank price leaves it blank. Selecting an existing item or creating a new one fills the blank with that item's price; for a sales order, Peasy uses the selected customer's catalog price when available and otherwise the item's default price. If you then choose another catalog item, the price follows that item. A price read from the email or attachment—including an actual $0.00 price—does not change when you choose a different item. Once you edit the price yourself, Peasy also keeps your value through later item changes.

4. If Peasy finds an existing sales order for the same customer and order number, it shows that the email will update that order. If more than one order could match, choose the right order under Choose which record to update, or click Create new instead.
5. To stop before you are finished, close the review and choose Save draft. Peasy saves your customer, order fields, status choice, and every matched, custom, unresolved, or removed line without creating a sales order. Reopen the same Inbox item to return directly to those saved decisions. Discard changes closes the review without saving changes made since your last draft save.
6. Click Complete. Peasy creates the new sales order or updates the selected one, then marks the inbox item processed and moves it out of the queue.

This review works for email body text, PDFs, and images. If the selected attachment is a CSV, TSV, text, or Excel file, Peasy opens that file in the Data Imports wizard instead so you can map and review its rows before creating records.

A PDF or image uploaded directly to the Inbox follows the same review-draft flow. Classify the upload as Sales Order, make your review changes, then close it and choose Save draft. Reopening that upload restores the saved customer, order fields, status, and line decisions without creating the sales order until you click Create Sales Order.

When the Email Updates One Specific Order

If the email clearly refers to one existing order — a customer replying to change quantities, for example — Peasy opens that order directly in the Inbox instead of the new-order form. The footer reads Email matched to the order number. Compare the original email or attachment on the left with the live order on the right.

Save pending changes before confirming the email. Depending on the order, use Save, Save Changes, Save & Confirm, or Review changes; automatically saved fields keep their usual behavior. For a matched draft, Confirm order changes it to Open, links the email, and clears it from the Inbox. For an already open order, use Confirm email. Email confirmation uses saved line items; it neither saves pending editor changes nor replaces them with extracted lines. Choose Create new instead to return to a new-order review without linking the email to the matched order.

If Peasy isn't sure which order the email means, it keeps you in the normal review above so you can choose. Email body text, PDFs, and images stay in the Inbox review. Spreadsheet and other tabular attachments open in Data Imports.

Converting an Email into a Vendor Bill

Forward a vendor invoice to your Peasy address and the same flow applies — just with vendor and bill fields instead.

1. Open the inbox item.
2. Check Email address, then confirm the vendor Peasy suggests or pick the right one. When the message contains several addresses, Peasy chooses the likeliest sender and filters out addresses that use the same domain as your sign-in email. Pick another available address if needed.
3. Select the matching Purchase Order in the Items section. If you click Complete before choosing a PO, Peasy shows the error under the Purchase Order field and keeps the Items section open. The exception is the first bill for a brand-new vendor Peasy will create on save: because that vendor cannot own a PO yet, you can save the bill without one and associate a PO later.
4. Review the parsed line items, amounts, due date, and invoice number. An unmatched line shows Select item…. Open it, then select an existing item, choose Create new item, choose Add custom line item, or remove the line. You must resolve every unmatched line before completing the bill, but you can save a draft while lines are still unresolved.
5. If Peasy finds an existing bill for the same vendor, invoice number, or purchase order, it shows that the email will update that bill. If more than one bill could match, choose the right bill under Choose which record to update, or click Create new instead.
6. To stop before you are finished, close the review and choose Save draft. Peasy saves your bill fields, vendor and purchase-order choices, and every matched, custom, unresolved, or removed line without creating a bill or vendor. Reopen the same email, PDF, or image in the Inbox to return directly to those saved decisions. Discard changes closes the review without saving changes made since your last draft save.
7. Click Complete to save the bill as an open bill or update the selected bill. The inbox item is marked processed and the source email stays linked to the bill, so reopening the bill shows the original email and attachments in the preview panel.

If the Bill # already belongs to another bill from the selected vendor, Peasy blocks the new bill and shows the existing bill number and vendor beneath the field. Choose Open the bill to update it to open that bill's editor in a new tab, or enter a different Bill # to continue creating the new bill. A different vendor may use the same Bill # without triggering this warning.

To deliberately reclassify the email, use the Bill / Sales Order selector at the top of the review. Choosing Sales Order saves that choice immediately. If Peasy finds an order for the selected customer with the email's PO number, it opens that order's live editor; otherwise it leaves you in a fresh sales-order form. If saving the classification fails, the selector returns to its previous value.

When the matching bill belongs to a different vendor, or is already closed or paid, Peasy asks you to confirm before it updates anything. Updating a closed bill adds your changes to it — it does not reopen the bill.

If you close the review without saving, the staged bill stays in the Inbox but edits made since your last saved draft are discarded.

See Managing Bills (https://peasyos.com/help/managing-bills) for what happens after a bill is created.

Matching Customer Contacts

Peasy can match an incoming sender to any active email saved in a customer’s Contacts (https://peasyos.com/help/managing-customers#customer-contacts), including an additional contact. A saved sender-to-customer choice takes precedence. If the same address matches multiple customers, review and choose the correct customer instead of relying on an automatic match. Deactivated contact addresses no longer provide that automatic association.

Forwarded messages still need the original customer checked: a shared forwarding mailbox is not automatically saved as that customer’s permanent sender mapping.

When Peasy Finds No Items

If Peasy finds no items in an email or its PDF or image attachment, you can still enter them yourself:

1. Choose Bills for a vendor invoice or Sales orders for a customer order to open the review.
2. Click Add item in the Items section.
3. Select the item and enter its quantity and price. Repeat for the remaining items.
4. Compare the fields and totals with the original email or attachment, and fill in any missing details before saving.

An empty attachment review explains that you can add items manually and does not show Retry. If Peasy could not read the attachment or the attempt timed out, Retry remains available. Peasy does not use the email body in place of a selected attachment that failed to load.

Choosing a type opens the review; it does not create the bill or sales order. You still review and complete it yourself.

Finishing a Pending Import

When you bring in bills or sales orders in bulk — through the Data Imports wizard (https://peasyos.com/help/importing-spreadsheet-sources), through Beacon analyzing a CSV, or from a connected source like Faire — the whole batch shows up as a single row in the Inbox, not one row per record. This includes a Bill or Sales Order spreadsheet you saved as a draft before records were staged. You finish the import from there.

Emails made from body text, PDFs, or images stay as email inbox items and open a single-record review inside the Inbox, even when Peasy has staged the extracted data in the background. Opening a CSV, TSV, text, or Excel attachment starts the Data Imports wizard for that file.

1. Open the pending import from the Inbox. Peasy resumes a saved draft at the step where you stopped, or opens the review step for a staged batch.
2. If any items still need to be matched to your catalog, Peasy walks you through that first.
3. Review the records and confirm to create the bills or sales orders.

For an unwanted spreadsheet upload that nobody has tried to complete, see Deleting a Pending Upload (https://peasyos.com/help/importing-spreadsheet-sources#deleting-a-pending-upload). This removes the pending import; it does not undo records already added.

The import links back to the data import that produced it, so you can always find the source in Inbox & Imports → Imports → [data import name] → History.

A sales-order import appears under the New and New Sales Orders filters; a bill import appears under New and New Bills.

Good to Know

- Find filed files in Documents. After processing finishes, uploaded files and filed email attachments appear in Documents (https://peasyos.com/help/documents). Email messages themselves stay in Inbox history.
- Emails with attachments show a paperclip and a file count on their inbox card, so you can tell at a glance which emails carry documents before opening them.
- Successful results are reused. When Peasy successfully reads an emailed attachment, reopening the email reuses those results. An attachment that returned no items or could not be read is not treated as a successful read.
- The red badge on Inbox clears as you process items.
- You can also upload documents directly from the Bills or Sales Orders pages instead of going through the Inbox.
- Uploads can be filed as a bill or a sales order automatically. When a document doesn't say which it is and no confident customer or vendor is found, Peasy looks at the products on it: if only the things you buy match, it files a bill; if only the things you sell match, it files a sales order. When both match, neither matches, or Peasy can't finish checking one of them, it leaves the type as-is for you to confirm. Picking the type yourself always wins.
- AI extraction is a starting point, not a guarantee. Always review the parsed customer/vendor and line items before saving — especially the first time you receive emails from a new sender.
- Unmatched items always require a choice. The same Select item… review applies whether the content came from an email, pasted text, a PDF, or an image.
- Opening or saving an email does not silently create a customer or vendor. Exact matches may prefill; fuzzy matches remain visible but unselected. For a genuinely new counterparty, select Add: [name] and confirm its details before creating the bill or sales order. Discarding the email creates nothing.
- Your sender choice can be reused. After you choose an email address and customer or vendor, Peasy keeps that address when you reopen the same email as long as it is still an available choice.
- The Inbox keeps history. Processed items don't disappear permanently — you can filter to show processed items if you need to find an original email later.

Related

- Documents (https://peasyos.com/help/documents) — Find filed attachments and completed file imports
- Home Dashboard (https://peasyos.com/help/home-dashboard) — The Inbox card shows a summary on the home page
- Managing Bills (https://peasyos.com/help/managing-bills) — What happens after a bill is created
- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders) — Order details and fulfillment
- Reusable Spreadsheet Data Imports (https://peasyos.com/help/importing-spreadsheet-sources) — Stage bills and sales orders from CSV
- Using Beacon for Data Imports (https://peasyos.com/help/using-beacon-for-data-imports) — Analyze and stage CSVs from chat
- Wholesale vs. Shopify Orders (https://peasyos.com/help/wholesale-vs-shopify-orders) — When to use email-to-order
- Business Settings (https://peasyos.com/help/business-settings) — Find your Peasy email address

---

# Tasks and Notes

Category: Daily Operations
URL: https://peasyos.com/help/tasks-and-notes
Keywords: to-do, task list, notes, reminders, follow up, action items, track tasks, project notes, samples, quotes, tasks, recurring tasks, recurring reminders, repeat task, daily, weekly, monthly, repeating badge, vendor, link vendor, add vendor to task, supplier, customer, link customer, sort tasks, search tasks, filter tasks, task card, card list, stage, to do, in progress, done, archived note, delete task, bulk delete tasks, tasks and notes tab

Tasks and Notes

Tasks and Notes help you track your to-do list right inside Peasy. Create tasks with due dates, add notes for your team, and stay organized without leaving the app.

How to Get There

Click To-Dos near the top of the sidebar — clicking the label opens this full Tasks and Notes page, while the small icon button on the same row opens the compact To-Dos panel instead (see To-Dos (https://peasyos.com/help/alerts-and-notifications)). At the top of the page, filter chips switch between Open, Coming due, Due, and Done.

What You'll See

Tasks and notes appear as cards, grouped into a Tasks section and a Notes section. Each card shows the title, a Task or Note type badge, a subtitle (the linked customer, vendor, or item), how long until the next reminder is due, and a Stage badge. This same page also shows the full Action Queue — Buy, Make, Pending, Count, QuickBooks, Import, Snoozed, and Resolved cards — see To-Dos (https://peasyos.com/help/alerts-and-notifications) for those.

Creating a Task or Note

1. Click New in the top-right of the page to create a task, or the note icon next to it to create a note directly.
2. Enter a title and, optionally, a description.
3. Optionally set a reminder date — this drives the due-soon badges and the home page card.
4. Save.

You can also change the Type and Stage right in the creation dialog, and toggle Create more to keep adding tasks or notes without closing the dialog.

Linking a Customer or Vendor

Attach a customer or vendor when you create a task or note: use the Relationship field in the New Task/Note dialog, search for an existing customer or vendor, or type a new name and choose Create customer or Create vendor to add it on the spot. The link then shows in the task's Details section and appears as the card's subtitle in the list.

Marking Tasks and Notes Done

Open a task or note and use the Status dropdown in its Details section: tasks move through To Do → In Progress → Done, and notes move between Active and Archived. Once a task is Done (or a note is Archived), it drops out of the Open view — switch to the Done filter chip to see it again.

Recurring Tasks

Some work happens on a schedule — paying a bill every month, checking stock every Friday, calling a key customer every two weeks. You can set any task to repeat instead of recreating it by hand.

A repeat schedule belongs to the thread, not to each reminder — one schedule per thread, set once and shared by all its reminders.

Setting up recurrence

You configure the schedule when you create the first reminder on a thread (in the New Task dialog) or when you add a reminder from the thread detail panel.

1. Set the reminder date — this is the anchor for the schedule, so it has to be filled in before recurrence is enabled.
2. Flip the Repeat toggle on.
3. Pick how often:
   - Daily — runs every day, or every N days (e.g. every 3 days).
   - Weekly — choose one or more days of the week. With interval 1 it repeats every week; with interval 2 it skips a week between cycles.
   - Monthly — repeats on the same day of the month as your reminder date. If a month is shorter (e.g. February has no 31st), the task lands on the last day of that month.
4. The summary line at the bottom of the picker confirms the schedule in plain English ("Every Monday", "Every 2 weeks on Mon, Wed", etc.).
5. Save. A purple Repeating badge appears in the Reminders section header.

If the thread already has a repeating schedule, the Add Reminder modal hides the Repeat toggle — you can still add more one-off reminders, but the schedule is configured once per thread.

Editing or removing the schedule

In the thread detail panel, click the purple Repeating badge in the Reminders section header. The schedule picker opens — change the frequency, interval, or days and save, or toggle Repeat off to remove the schedule entirely.

What happens when you finish a recurring task

When you mark the open task Done (or Cancelled), the next instance is created automatically using the schedule and the previous due date as the anchor. You'll see a fresh open task with the next due date appear in the list. Toggling between statuses does not create another instance — only the open → closed transition does.

A daily background job is also a safety net: if anything goes wrong with the automatic creation, the missing next-due task gets generated the following morning.

Spotting recurring tasks in the list

Recurring tasks show a purple repeat badge next to the title with the schedule summary, so you can tell at a glance which items are part of a series and which are one-offs.

Notes

Notes are freeform text entries — use them for anything you want to remember or share with your team. Meeting notes, supplier conversations, reminders, or anything else.

Searching, Sorting, and Filtering

- Search — Use the search box at the top of the page to find tasks and notes by title, customer, vendor, or linked item/order.
- Sort — Click Sort to order the list by Title, Type, Subject, Stage, Reminders (due date), Last Activity, or Vendor. Click the same option again to reverse direction, or a third time to clear it.
- Filter — Click Filter to narrow the list by Type, Stage, Customer, or Vendor.

Deleting Tasks and Notes

Open a task or note (click its card) and click the trash icon in the panel header to delete it, with a confirmation prompt. To delete several at once, check the boxes on multiple cards and click Delete in the floating toolbar at the bottom of the page.

Tasks & Notes on Other Records

Customer, vendor, item, and purchase order detail panels each have their own embedded Tasks & Notes tab, scoped to just that record — so you can add a follow-up without leaving what you're working on. See Creating Purchase Orders — Notes on Purchase Orders (https://peasyos.com/help/creating-purchase-orders#notes-on-purchase-orders) for an example.

On the customer and vendor detail pages specifically, a link to a specific thread opens straight to that thread on the Tasks & Notes tab instead of the record's default Details tab — handy for jumping directly to a follow-up from elsewhere in Peasy.

Tasks and Notes on Home

The Home page's integrated To-Dos card has separate Tasks and Notes sections for open reminders that are due today or overdue. Use the full Tasks and Notes page to see later follow-ups.

Good to Know

- Tasks and notes are shared across your team — everyone can see and update them.
- The number on the To-Dos sidebar badge includes your open tasks along with everything else that needs attention — see To-Dos (https://peasyos.com/help/alerts-and-notifications).
- Tasks and notes are simple and lightweight — they're not a full project management tool, just a quick way to track what needs doing.

Related

- To-Dos (https://peasyos.com/help/alerts-and-notifications) — The full attention queue this page is part of
- Home Dashboard (https://peasyos.com/help/home-dashboard) — Tasks and notes appear on the home page
- Navigating Peasy (https://peasyos.com/help/navigating-peasy) — Where to find To-Dos in the sidebar

---

# Search and Command Palette

Category: Daily Operations
URL: https://peasyos.com/help/search-and-command-palette
Keywords: search, find, Cmd+K, command palette, quick search, keyboard shortcut, navigate quickly, find anything, search bar, Ctrl+K, Ask anything, sidebar search, Beacon button, Ask Beacon, Beacon chat, message icon, Cmd+J, compact screen search

Search and Command Palette

The command palette is Peasy's universal search bar. Press Cmd+K (or Ctrl+K on Windows) to open it from anywhere in the app. It's the fastest way to find items, navigate pages, and take quick actions.

How to Open It

- Press Cmd+K (Mac) or Ctrl+K (Windows)
- On desktop, click Ask anything at the bottom of the navigation sidebar — it grows into a search panel in the bottom-left corner, on top of the sidebar

When the palette is open, you type in the input at the bottom and results grow upward above it. Your navigation stays visible behind the panel. Press Escape to clear what you have typed, and Escape again to close the panel — clicking anywhere outside it closes it too.

On compact screens, the keyboard shortcut opens the navigation sheet first and then opens Ask anything inside it. Escape clears or closes the palette without also dismissing the navigation sheet.

The Home page also has an Ask anything box, but it serves a different purpose: it sends your question directly to a new Beacon conversation instead of searching records and commands.

What You Can Search For

The command palette searches across everything in Peasy:

- Items and products — Find by name, SKU, or description
- Vendors (https://peasyos.com/help/vendor) and suppliers — Search by name
- Customers — Search by name or email
- Purchase orders — Type a PO (https://peasyos.com/help/purchase-order) number (like "PO-123") to jump to it
- Sales orders — Type an SO (https://peasyos.com/help/sales-order) number (like "SO-456") to find it
- Templates — Find production templates (https://peasyos.com/help/production-template)
- Categories, locations, and more

Quick Actions

Beyond search, the command palette lets you take action instantly:

- Navigate to any page — Type "Purchase Orders" or "Inventory" to jump there
- Create records — Quickly create a customer (https://peasyos.com/help/customer), vendor, item, order, or work order (https://peasyos.com/help/work-order)
- Ask Beacon — Type a conversational question to hand it off to the Beacon chat panel
- Change settings — Switch themes, contact support, or log out

Each action shows an inline hint (such as "Open modal" or "Navigate") so you know what will happen before you press Enter.

When you ask a question that isn't a search or navigation, Ask Beacon hands off to the Beacon chat panel — where you can also reach a human — so you can continue the conversation there.

Support articles and product tours are available from Beacon's Help & Tours view, not from command-palette search.

Smart Search

The search is smart about what you type:

- PO numbers — Typing "PO-" automatically searches purchase orders
- SO numbers — Typing "SO-" searches sales orders
- Fuzzy matching — Even if you don't spell something perfectly, Peasy will find close matches
- Recent items — When you first open the palette (before typing), it shows your recently visited items

Good to Know

- The command palette works from any page. Use Ask anything in the sidebar on desktop, or Cmd+K (Ctrl+K on Windows) anywhere.
- When the palette is idle (no search yet), it shows your 3 most recently visited items and Quick Actions for the current page.
- A message icon sits next to Ask anything in the sidebar. Click it, or press Cmd+J (Ctrl+J on Windows), to open the Beacon chat sidebar — it reopens your most recent conversation when you have a recent one, and starts a fresh chat otherwise.
- Search results are grouped by result type, including Ask Beacon, quick actions and settings, entity records, and navigation.
- Search results show the type of each result (item, vendor, customer, etc.) so you can tell them apart.
- Press Escape once to clear a query and again to close the palette without taking action.
- The palette is designed for keyboard-first use — arrow keys to navigate, Enter to select.

Related

- Navigating Peasy (https://peasyos.com/help/navigating-peasy) — Full navigation overview
- Home Dashboard (https://peasyos.com/help/home-dashboard) — The Home page's direct-to-Beacon question box
- Sharing a Help Conversation (https://peasyos.com/help/sharing-help-conversations) — create a fixed link to a Help chat and let someone continue their own copy

---

# To-Dos

Category: Daily Operations
URL: https://peasyos.com/help/alerts-and-notifications
Keywords: to-dos, action queue, flags, flag icon, notifications, action badges, urgency indicators, sidebar badges, red badges, warnings, low stock alert, reminder, snooze, what needs attention, buy flag, make flag, pending flag, count flag, QuickBooks sync issues, sync failures, stale links, refresh QuickBooks token, integration health, attention queue

To-Dos

To-Dos bring together the work that needs your attention across Peasy. Instead of checking every page, open To-Dos to see tasks, notes, low-stock items, production needs, pending inbound items, count reminders, and integration issues in one place.

How to Get There

Click the To-Dos label near the top of the sidebar to open the full Tasks & Notes page. To open the compact panel instead, click the small icon on the same row — and from the panel, click Open as full page (the expand icon in the panel header) to switch to the full page. When the sidebar is expanded, the red badge shows how many items need attention. When collapsed, a red dot appears on the icon.

Filter Tabs

To-Dos organize items into tabs so you can focus on what matters:

| Tab          | What it shows                                           | Color  |
| ------------ | ------------------------------------------------------- | ------ |
| All      | Everything that needs attention, grouped by action      | -      |
| Buy      | Items to purchase, including low-stock restock items    | Blue   |
| Make     | Products to produce and production blockers             | Purple |
| Pending  | Items already on order or in production                 | Orange |
| Tasks    | Open tasks from Tasks & Notes                           | -      |
| Notes    | Open notes from Tasks & Notes                           | -      |
| Count    | Items due for an inventory count                        | Red    |
| Snoozed  | Items you've snoozed for later                          | Gray   |
| Resolved | Completed reminders and recently resolved queue entries | Green  |

Each queue row shows the item, task, or note name and an action badge such as Buy, Make, or Pending. When you have multiple locations, inventory rows may show the relevant location. Clicking a row opens the right page or detail panel so you can act on it without losing context.

Why Inventory Items Appear

Inventory items appear in To-Dos when pending inventory transactions are taken into account and the projected inventory level falls below the item's Restock Point. In practice, Peasy compares the current inventory level, the net pending inventory for the location, and the Restock Point. If current inventory plus the net pending amount drops below the Restock Point, the item needs attention.

To verify an inventory queue item yourself:

1. Open the item in the unified item detail panel.
2. Filter the item's inventory history to Pending inventory transactions.
3. Filter to the location shown on the flag.
4. Compare the current inventory level, net pending inventory, and Restock Point.

The math should show that the projected inventory level falls below the Restock Point.

Flagging Restock Items

You can keep an item in your restock workflow by flagging it to restock — click the flag icon on the item's detail panel. If an item is already flagged automatically (because it's below its Restock Point or otherwise needs attention), the flag icon shows that instead and can't be toggled off manually. Manually-flagged items show in To-Dos, and also appear on the Order filter tab on the Buy > Items to buy page, even when the item's on-hand quantity doesn't otherwise trigger the filter — so you can track an item manually before creating a purchase order.

Snoozing Items

If you don't want to act on something right now, you can snooze it. Click the snooze option on a queue row to set a reminder. Snoozed items move to the Snoozed tab and reappear when the snooze period expires.

Sidebar Badges

Red badges appear on sidebar items when something needs your attention:

| Where                  | What it means                         |
| ---------------------- | ------------------------------------- |
| Inbox              | Unprocessed items (emails, documents) |
| Tasks & Notes      | Tasks that are due or overdue         |
| Count (Inventory)  | Items that need to be counted         |
| Items (Buy)        | Items below their Restock Point       |
| Bills (Buy)        | New, unreviewed bills                 |
| Pending (Receive)  | Orders waiting to be received         |
| Templates (Make)   | Templates with ingredient gaps        |
| Work Orders (Make) | Work orders due today or overdue      |

Home Dashboard

The integrated To-Dos card on Home summarizes Buy, Make, Pending, due Tasks and Notes, Count, Import, Snoozed, and Resolved work in collapsible sections. Its A look ahead divider also contains Receive and Work Orders sections for purchase orders due to arrive and work orders scheduled today. Each section links to the relevant page.

How To-Dos Connect to Other Features

To-Dos bring together alerts, tasks, and notes from across Peasy. Each tab connects to a deeper feature:

- Buy items come from Restock Points (https://peasyos.com/help/restock-points), work order input needs, and items you flagged to restock. You can also see many of these items on the Low and Order filter tabs on the Buy > Items to buy page.
- Make items come from Template Gap Alerts (https://peasyos.com/help/template-gap-alerts) and work order production needs. A red badge on Make > Items to make in the sidebar shows how many templates have gaps.
- Pending items show stock already on order or in production, so you know help is on the way. Pending buy items link to Receive > Pending, while pending make items link to Work Orders.
- Tasks and Notes come from Tasks and Notes (https://peasyos.com/help/tasks-and-notes), including follow-ups linked to records elsewhere in Peasy.
- Count items show inventory that is overdue for a physical count based on your count badge threshold.
- QuickBooks items appear when your QuickBooks integration needs attention: failed syncs, stale links, missed webhook events, changes not applied because an integration rule blocked them or no handler is available, new QuickBooks items waiting to be linked or dismissed, categories missing the account defaults Peasy uses when creating new QuickBooks items, or token issues. If your token is about to expire, the item includes a Refresh button so you can fix it in one click. Other items link straight to the relevant section of Configure > Integrations > QuickBooks.

QuickBooks changes outside Peasy’s sync scope are available under Out-of-scope activity on the QuickBooks settings page. They do not create a To-Do or inflate sync-failure counts.

Good to Know

- To-Dos update in real time as your inventory and tasks change.
- The number on the To-Dos badge matches every card in your To-Dos Open view: buy and make items, your open tasks and notes, pending items, new Shopify imports, items needing a count, QuickBooks issues that need attention, snoozed items, and resolved entries.
- Use To-Dos to drive your daily workflow: start each day by checking what needs attention.

Related

- Restock Points (https://peasyos.com/help/restock-points) — How Restock Points drive low-stock and order alerts
- Template Gap Alerts (https://peasyos.com/help/template-gap-alerts) — Production ingredient shortages
- Understanding Availability (https://peasyos.com/help/understanding-availability) — On-hand vs. pending vs. available
- Tasks and Notes (https://peasyos.com/help/tasks-and-notes) — Managing tasks and notes
- Navigating Peasy (https://peasyos.com/help/navigating-peasy) — Where to find To-Dos in the sidebar

---

# Using Beacon for Confirmed Edits

Category: Daily Operations
URL: https://peasyos.com/help/using-beacon-for-confirmed-edits
Keywords: Beacon edits, Ask Peasy phone actions, mobile confirmed changes, ask Beacon to edit items, AI edits, confirmed changes, apply changes, cancel Beacon change, undo Beacon change, bulk rename items, relabel units, cleanup item names, add items to buy cart, purchase cart, restock with Beacon, create a to-do, create a reminder, remind me, customer payment terms, change terms, clear terms, customer email, change email, clear email, primary contact, vendor payment terms, vendor lead time, vendor order method, vendor minimum order, add customer with Beacon, add item with Beacon, create item with Beacon, customer note, customer catalog, customer ship-from location, rename location, location address, location color, count badge threshold, needs count days, item sale price, item SKU, item notes, supplier item code, supplier item ID, minimum sale quantity, order min, MOQ, storage area, area, bulk edit items, rename vendor, vendor phone, vendor website, vendor address, rename customer, customer address, ship-to address, bill-to address, QuickBooks sync, archive customer, archive vendor, archive item, archive item family, archive variant, make inactive, mark inactive, reactivate customer, reactivate vendor, reactivate item, duplicate sales order, copy order, repeat order, undo this copy, restock point, set restock point, clear restock point, reorder point, par level, sales order number, customer PO, purchase order number, order notes, internal note, target date, order date, shipping charge, order ship-to address, order bill-to address, ship-from on an order, PO ETA, expected date, shipping cost, tracking number, carrier, PO status, mark PO confirmed, bill number, bill date, bill due date, bill terms, bill shipping, bill tax, bill notes, invoice note, invoice memo, invoice internal note, invoice date, invoice due date, rename catalog, catalog description, flag to restock, restock flag, Beacon count sheet, bulk count with Beacon

Using Beacon for Confirmed Edits

Beacon can help with item cleanup, customer names, addresses, payment terms, notes, catalogs, ship-from locations and emails, vendor contact details and ordering settings, item details such as SKU and sale price, location details, purchase order details and status, sales order details such as the PO number, dates and addresses, invoice notes and dates, bill details such as the bill number, dates, shipping and tax, catalog names and descriptions, flagging an item to restock, archiving or reactivating customers, vendors and items, your Count badge threshold, restock points at a location, adding items to your purchase cart, duplicating a sales order, and creating personal To-dos with reminders. It shows you the exact proposed changes before anything is saved.

How to Get There

1. Open Beacon from the chat icon or the Ask Beacon action in the command palette.
2. Ask for an item cleanup, such as "Change items with unit case to Case," ask Beacon to add exact items and quantities to your purchase cart, or say something like "Remind me to call the printer Friday."
3. Review the preview Beacon shows in its reply.

On the phone, open an Ask Peasy conversation and make the same request. Review and approve the preview in the conversation.

For customer emails, try "Change Acme's email to billing@example.com" or ask Beacon to clear the email. For customer terms, try "Change Acme's payment terms to 45 days" or ask Beacon to clear a customer's terms. If more than one customer matches, choose the intended customer before continuing.

You can also ask Beacon to change or clear a customer's Quick note, Catalog, or default Ship From location, such as "Set Acme's catalog to Wholesale." Name an active catalog or location in your company. Beacon shows the name it matched on the proposal; if the name matches more than one equally well, or none, Beacon asks which you mean. A note change replaces the whole Quick note. If the catalog or location is archived before you apply, that customer is left unchanged.

For one vendor, ask Beacon to change payment terms, lead time, order method, fulfilment method, or minimum order amount. For example, "Change Acme Supply’s payment terms to 45 days." Terms and lead time use whole, nonnegative days; a minimum order amount uses at most two decimals. Choose the intended vendor if the name matches more than one. Vendor groups are not supported.

For one vendor, you can also ask Beacon to change the vendor's name, order email, phone, website, notes, or address, such as "Change Acme Supply's phone to 555-0100." A vendor name must stay different from your other vendors' names, and a vendor is left unchanged if another vendor takes that name before you apply. For a customer, ask Beacon to change the name or the ship-to or bill-to address. A customer's phone comes from QuickBooks and is not changed by Beacon.

If your company syncs vendors or customers to QuickBooks, the proposal says that applying it also updates any of those records that are linked to QuickBooks, the same way saving the edit yourself does. Undo sends the restored values to QuickBooks too. If QuickBooks can't be reached, the change is still saved in Peasy, just as when you save the edit yourself.

For one active location, ask Beacon to rename it or change its description, address, city, state, ZIP, or color. For example, "Rename the Back Room location to Overflow." A location name can't be cleared and must be different from your other locations' names; a color uses a hex code such as #1A2B3C. To archive a location or change your Default location, use Configure > Locations.

For a purchase order you have placed, ask Beacon to change its PO Number, Order date, Expected date, Shipping cost, Carrier, Tracking, or the note printed for your vendor. You can name one order by its exact PO number, or a group: all open orders (not yet fully received) or one vendor's open orders, such as "Push the expected date on Acme's open orders to November 1." Beacon can also move an order between Created, Sent, Confirmed, Partially Received, and Received; this changes only the status, so marking an order Sent emails nobody and marking it Received receives no stock. If your vendor has portal access, an order marked Sent or later appears in their vendor portal with its number, dates, and shipping cost. A PO number can't be left blank, must be different from your other orders' numbers, and is changed on one order at a time. Orders in your purchase cart, received notes, and cancelled orders are left out. To cancel or reactivate an order, use the Purchase Orders page.

For active items, ask Beacon to change the SKU, Sale price, Notes, Supplier Item ID, Order Min (MOQ), or storage Area at your Default location. You can name one item or a group: the items from one vendor, in one category or item family, or on one catalog. For example, "Set the sale price to 12.50 on all items from Acme." A group shows ten items per preview; after you apply them, ask Beacon to continue. A SKU can be up to 100 characters, and an item whose new SKU would match another item with the same name, type, unit and supplier is left unchanged. The sale price is the item's base price, which every catalog without its own price for that item uses, so changing it on a catalog's items changes the base price, not that catalog's own prices. Customers see the Order Min (MOQ) in your catalogs and storefront. A note or area change replaces the whole value; separate several areas with |. Item names and units use Beacon's text cleanup instead; to change an item's supplier or status, use the Items page.

To repeat an order, ask Beacon to duplicate it by order number, such as "Duplicate SO-1042." Beacon makes the same new draft as Duplicate order on the order's ⋮ menu (see Creating Sales Orders (https://peasyos.com/help/creating-sales-orders)), dated today. The preview names the order it is copying, the customer, the number of lines, and the order date. If two orders share that number, Beacon asks which one you mean.

You can also ask Beacon to change a sales order's number, customer Purchase order, Customer note, Internal note, Order date, Target date, Shipping, Ship from location, or its ship-to or bill-to address, such as "Set the PO on SO-1042 to 7781." Name one order, or a customer to change all of that customer's draft and open orders, such as "Push the target date on Acme's open orders to Friday." An order number can't be cleared and must stay different from your other orders' numbers, including deleted ones. When every ship-to (or bill-to) field is blank, the order shows the customer's address. Changing an open order's date updates that customer's reorder timing, just as saving it yourself does. The order's customer, status, discount, lines, shipments and invoices are not changed; use the order's own screen for those.

For an invoice, ask Beacon to change its Internal note, Customer note, Invoice date, or Due date, such as "Move the due date on INV-1042 to November 15." Name one invoice by its exact number, or a customer to change that customer's draft invoices and issued invoices that are unpaid or partly paid. The customer note prints on the invoice your customer sees; the internal note is for your team. Changing the invoice date does not move the due date, so ask for both when you want them to match. These changes don't change the invoice's total or mark it Edited - resend. When Peasy sends your invoices to QuickBooks, a linked invoice gets the change on the next sync, just as it does when you edit the invoice yourself. A canceled invoice is never sent. The invoice's number, shipping, discounts, totals, channel and status are not changed; use the invoice on its order for those.

For a bill, ask Beacon to change its Bill number, Bill Date, Due Date, Terms, Shipping, Tax, or Notes, such as "Set the due date on bill 4471 to November 15." Name one bill by its exact bill number, or a vendor to change all of that vendor's new, draft and open bills, such as "Push the due date on Acme's open bills to December 1." Beacon saves these the same way the Bills page does, so a bill number must stay different from that vendor's other bills (or, for a bill with no vendor, your other bills with no vendor; cancelled, discarded and deleted bills don't count) and is changed on one bill at a time, and changing Terms does not move the due date; ask for both if you want both changed. When Peasy sends your bills to QuickBooks, a linked bill gets the change too, and a bill not yet in QuickBooks is created there if your company creates bills in QuickBooks automatically, just as when you edit the bill yourself. Paid and cancelled bills can still be changed one at a time; deleted and discarded bills are left out. The bill's vendor, status, discount, lines and attachments are not changed; open the bill on the Bills page for those (see Managing Bills (https://peasyos.com/help/managing-bills)).

For your company, ask Beacon to change the Count badge threshold: how many days after an item's last count it shows a Count badge on Inventory. For example, "Flag items for a count after 30 days." The threshold is a whole number of days, at least 1; ask Beacon to turn it off to clear it.

For one active catalog, ask Beacon to rename it or change its Description, such as "Rename the Wholesale catalog to Trade." The name is shown on your storefront and can't be left blank; ask Beacon to clear the description to empty it. To change which catalog is your default or public catalog, turn a catalog on or off for the storefront, archive it, or change its prices, use Configure > Catalogs.

To put an item in the Buy or Make group in To-Dos before it reaches its Restock Point, ask Beacon to flag it to restock, such as "Flag Cold Brew to restock." This is the same as Flag to restock on the item's detail panel. The flag belongs to the whole item family, so naming a variant by its SKU flags its family. Beacon flags or unflags one item at a time. See Restock Points (https://peasyos.com/help/restock-points).

To archive a customer or vendor, ask Beacon to mark it inactive, such as "Archive Acme Supply." To bring one back, ask Beacon to reactivate it. This makes the same change as deactivating it on the Customers or Vendors page, and Beacon never deletes a record. You can archive a group of active customers, such as "Archive every customer on Net 17"; reactivate customers and vendors by name, one at a time. When an active and an inactive customer have the same name, Beacon uses the active one; to reactivate the inactive one, Beacon asks which you mean. Records already in the requested status are left out, and sales-channel customers aren't offered.

To archive an item, ask Beacon to mark it inactive, such as "Archive Cold Brew." An item's name means the whole item family, so every variant is marked inactive, as it is when you mark it inactive on the Items page. To archive just one variant, name it by its SKU or as the name and unit, such as "Archive Cold Brew (case)." You can also archive every active item from one vendor or category, such as "Archive all items from Acme Supply." When an archive leaves the whole family inactive, Peasy renames the family to "Name (inactive)" so a new item can use the name, just as the Items page does. If a variant named on its own is still used by mappings, templates, or restock points, Beacon won't archive it; open its item page to replace it there. To bring an item back, ask Beacon to reactivate it by name, one at a time. Undo these changes puts the status back, and the family's original name too when no other item has taken it.

For one location, ask Beacon to set or clear the Restock Point of up to 10 item families, such as "Set the flour restock point at Main Kitchen to 2 cases." Beacon can also apply the restock points it recommended once you say which ones. Name the location and, if Beacon can't tell, the unit; it keeps the unit a restock point was set in, or uses the item's only buying unit. Items that already have that restock point are left out of the preview. See Restock Points (https://peasyos.com/help/restock-points).

Review the Preview

For supported requests, Peasy shows a preview card for each proposed batch, with every record in that batch and the exact result of applying it. If you ask to change a customer's email and payment terms together, review the separate email and terms cards. Each card has its own approval, Cancel, and Undo; applying one leaves the other waiting for your approval. Saved cards remain available when you reload the conversation.

Text cleanup, customer email, customer payment-term, vendor-setting, item, location, purchase order, sales order, invoice, bill, catalog, item family, company setting, restock point, and archive or reactivate previews show the current and new values. A cleared email or payment term appears as None. Purchase-cart previews show the item, supplier, receiving location, unit, current cart quantity, and resulting cart quantity. To-do previews show the title, any details, and the reminder date when you supplied one.

Customer email, customer field, item, purchase order, and bill previews are limited to 10 records per approval. If another batch remains, review and approve its separate preview before those records change. Text cleanup previews are limited to 10 matching changes. If more matching records remain, the preview says so; after applying the current batch, ask Beacon to continue with the next one. A purchase-cart preview can contain up to 100 exact lines and may ask you to choose a location or item variant before it can continue.

Nothing changes while you are looking at the preview.

Apply or Cancel

Use the buttons in the preview card:

1. Tap or click Apply changes for text cleanup, customer email, customer terms, vendor settings, item details, location details, purchase order details, sales order details, invoice details, bill details, catalog details, restock flags, company settings, or restock points, Mark inactive or Mark active to archive or reactivate customers, vendors, or items, Add to cart for a purchase-cart preview, Duplicate order for a sales order copy, or Create to-do for a To-do preview.
2. Tap or click Cancel to leave everything unchanged.

After changes are applied, use Peasy on the web to review the updated records on Items, Inventory, Customers, Vendors, Orders, Invoices, Purchase Orders, Bills, or Configure > Locations, open the purchase cart, or open To-Dos. Adding items to the cart does not submit or send a purchase order.

Undo Changes

After Beacon applies a change, it offers an Undo button. For customer email, terms, vendor settings, item details, location details, purchase order details, sales order details, invoice details, bill details, catalog details, restock flags, company settings, restock points, and archive or reactivate changes, the button is Undo these changes. For purchase-cart changes, the button is Undo cart changes. For a duplicated order, it is Undo this copy, which deletes the new draft. On the web, the card also shows Open, which opens the record Beacon changed or created so you can review or edit it there. When the change covers several records, items, a location, a catalog, a restock flag, or company settings, Open takes you to the list instead.

Undo only reverses rows that still match what Beacon changed. If someone edited the same record after Beacon applied the change, Peasy leaves that row alone instead of overwriting newer work. A duplicated order is only removed while it is untouched: once anyone edits it or its lines, or ships, invoices, or takes payment on it, Undo keeps it.

Good to Know

- A family rename also updates its hidden inventory unit, so Templates using that unit as an output show the new name. Other variant names stay as they are.
- When a text cleanup card says more matching records remain, ask Beacon to continue after applying the current batch.
- Text edits are limited to narrow cleanup, such as item or family names and unit labels.
- Customer terms can be a nonnegative whole number of days or cleared. Changing the default does not rewrite due dates on existing invoices. Undo leaves later changes to those terms alone.
- Customer email changes also reconcile the primary contact. Undo restores the email and affected contact changes only while they still match Beacon's result; later changes to those values are left alone.
- On the phone, you can review, apply, cancel, and undo supported text cleanup, purchase-cart, customer email, customer terms, vendor-setting, item, location, purchase order, sales order detail, invoice, bill detail, company setting, archive or reactivate, sales order duplicate, and To-do changes. Use Peasy on the web for guided screen workflows.
- When adding text, Beacon must use the exact records, a literal name filter, or a broad scope you explicitly requested. It will not silently choose the first records in the catalog.
- For purchase-cart requests, Beacon uses a resulting quantity unless you explicitly ask to add more. If your business has multiple active locations, include the receiving location or choose one when Beacon asks.
- Purchase-cart changes only update the draft cart. Beacon does not submit, send, or place purchase orders through this flow.
- A To-do can be about almost anything. If you do not give Beacon a date, it creates the To-do and an undated reminder instead of guessing.
- Reminders currently save a date, not a specific time of day.
- This To-do action does not add recurrence or automatically link the To-do to a customer, vendor, item, or order.
- To adjust one item's on-hand at one location, Beacon offers the adjustment screen filled in for you, or makes the adjustment from its card. See Adjusting Inventory (https://peasyos.com/help/adjusting-inventory#with-beacon). Beacon does not use this flow to change conversions, templates, or history.
- To count many items at once, or from a spreadsheet of counts, Beacon fills in the bulk count sheet for you to check and submit yourself. See Counting Inventory (https://peasyos.com/help/counting-inventory).
- Beacon does not use this flow to change a sales order's lines, customer, or status.
- If the original order changes after Beacon shows the duplicate preview, applying it makes nothing; ask Beacon for a fresh preview.
- To add a new customer, Beacon opens New Customer filled in for you to check and save yourself instead of showing a preview. See Managing Customers (https://peasyos.com/help/managing-customers#with-beacon).
- To add a new item, Beacon offers New Item filled in for you to check and save, or creates the item from its card. See Add Your Items (https://peasyos.com/help/add-your-items#with-beacon).
- If the preview looks wrong, tap or click Cancel and ask Beacon for a narrower request.
- If records changed after the preview, Beacon may skip them rather than overwrite newer work. Later batches leave previously skipped records out; ask for a new preview if you still want to change them.
- If no proposed changes are still fresh, Beacon asks you to prepare a new preview instead of applying the old one.
- If a reply is interrupted after you apply a change, check the saved result before trying again. On the phone, tap Check what happened; on the web, refresh the page. Checking the result does not repeat the change.

Related

- Managing Customers (https://peasyos.com/help/managing-customers) — review customer emails, terms, and details
- Search and Command Palette (https://peasyos.com/help/search-and-command-palette) — open Beacon quickly
- Cart & Purchase Orders (https://peasyos.com/help/cart-workflow-tour) — review and submit items after Beacon adds them
- Inventory History (https://peasyos.com/help/inventory-history) — review inventory movement history

---

# Reviewing and Sending Outbox Emails

Category: Daily Operations
URL: https://peasyos.com/help/reviewing-and-sending-outbox-emails
Keywords: outbox, email outbox, draft email, vendor credit request, credit request email, review email, edit email, send email, failed email, retry email, discard draft, receiving discrepancy, rejected goods, requested credit, brand invitation, invite brands, save drafts to outbox, customer invitations, storefront invitations, invitation history

Reviewing and Sending Outbox Emails

The Outbox holds email drafts and the history of emails sent through it. Drafts are never sent automatically—you can edit each message and decide when to send it. Some messages, such as brand and customer storefront invitations, can be reviewed and sent from another screen and still appear here.

How to Get There

Click Outbox near the top of the sidebar. You can also open a linked vendor credit request from a receipt's three-dot menu in Receive > Received Logs.

Review a Draft

1. Select a message from the list on the left. The subject appears in bold, with a preview of the message below it.
2. Review the To, CC, and BCC recipients.
3. Edit the Subject if needed.
4. Click the message body to edit it. For receiving credit requests, the requested-credit line shows the rejected quantity multiplied by the per-unit cost.
5. Review any evidence listed under Attachments.
6. Click Save draft to keep your changes, or click Send to save and send the message.

For a receiving credit request, click View receiving record in the header to return to the receipt that created the draft.

Customer storefront invitations include your public storefront URL in the message. Each To address must belong to an active contact of that customer and must not match another customer. Choose View customer to return to their details.

Find a Message

Use the filter in the Outbox header to show all messages or only Draft, Sent, or Failed messages. Click Load more at the bottom when more messages are available.

Opening View invitations in Outbox from customer details filters the list to that customer’s invitations, including drafts and sent copies.

Failed Emails

If an email cannot be sent, it stays in the Outbox with a Failed badge and an explanation. Review the message, correct anything that needs changing, and click Send to try again.

Discard a Draft

Open an unsent draft and click Discard when you no longer need it. Discarded messages are removed from the normal Outbox list.

Good to Know

- Peasy creates Outbox drafts for credit requests tied to rejected receipts and brand invitations saved from Configure > Storefront. Closing an undelivered quantity as short does not create a credit request.
- Brand invitations (https://peasyos.com/help/storefront) sent from Configure > Storefront appear here with their sent or failed status. You can edit and retry failed invitations from the Outbox.
- Evidence added while recording a rejection appears as an attachment on the draft.
- Customer storefront invitations sent immediately or saved as drafts from Sell > Customers appear here with their delivery status.
- Sent messages are read-only in the Outbox.

Related

- Receiving Pending Orders (https://peasyos.com/help/receiving-pending-orders) — Record rejected goods and prepare a vendor credit request
- Viewing Receive History (https://peasyos.com/help/viewing-receive-history) — Return to an Outbox draft from its receipt

---

# Sharing a Help Conversation

Category: Daily Operations
URL: https://peasyos.com/help/sharing-help-conversations
Keywords: share Help conversation, share chat, update shared conversation, conversation link, copy chat link, continue shared conversation, shared Help chat

Sharing a Help Conversation

Send someone a link to a copy of your Help conversation. They can read what was said and continue from that point in a conversation of their own.

How to Get There

Sign in, then open the Peasy Help Center and start a conversation from Ask Peasy. After you have messages in the conversation, Share appears in the chat header. Guests can open and continue a link someone sends them, but cannot create one.

Create and Send a Link

1. Click Share in the chat header.
2. Read the note about what the link includes and who can open it.
3. Click Create link.
4. Send the copied link to the person you want to share with. If copying is unavailable, select the link in the Share link field and copy it yourself.

The link opens a read-only copy. Messages you send after creating it do not appear in that copy until you update it. If the conversation is long, Peasy tells you when older messages were left out and asks you to click Copy link after you review that notice.

Update a Shared Conversation

Open Share again to find the same link. If the conversation has new messages, click Update shared conversation to replace the saved copy. Everyone who already has the link can then see the updated conversation. You can click Copy link to send that same URL again.

Continue Someone Else's Conversation

1. Open the link they sent you.
2. Read the shared conversation.
3. Click Continue to make your own copy and pick up where it left off.

Your new conversation is separate from the original. Continuing does not add messages to the conversation the other person shared.

Good to Know

- Anyone with the link can read the shared copy, so send it only to people you want to see the conversation.
- Files and images are not included. The conversation text may still mention them.
- Sharing is available to signed-in people from Help conversations that have messages. Other Beacon conversations do not show this Share button.
- You can keep chatting in the original conversation after sharing. The shared link changes only when you click Update shared conversation.

Related

- Search and Command Palette (https://peasyos.com/help/search-and-command-palette) — open Beacon from Peasy
- Home Dashboard (https://peasyos.com/help/home-dashboard) — ask Beacon a question from Home

---

# Documents

Category: Daily Operations
URL: https://peasyos.com/help/documents
Keywords: documents, document library, file archive, files, attachments, emailed attachments, PDF, Excel, CSV, spreadsheet, download original, import history, find a file, bill document, purchase order document, list view, card view

Documents

Documents brings your filed attachments and completed file imports together
in one place. Find a file, open its details, and follow its related records or
transactions without remembering where it was originally filed.

How to Get There

Click Documents near the top of the sidebar, directly below To-Dos.

Find a File

1. Enter part of the filename in Search.
2. Click Filter, then select one or more File format options, such as PDF,
   Excel, CSV / TSV, or Image. Clear the filter to show every format.
3. Use the sort menu to choose Newest first or Oldest first.
4. Switch between List view and Card view using the buttons at the right
   of the toolbar. Peasy remembers your choice in this browser.

Both views show a format icon, filename, upload or import date, and associated
record information. Use Next and
Previous when results span several pages.

Open a Document

Click its filename, row, or card to open the details panel.

The panel shows the available file details and a Related records section.
This lists inventory transactions when available, or links to associated
records otherwise. Field labels identify the record, such as Bill,
Receipt, Sales Order, or Vendor. Bill documents show the bill and its linked
purchase orders. Open a purchase order to see its receiving history.
When uploader details are available, Uploaded by shows the name and email
separated by a dot, with the email in lighter gray.
Click a transaction to open the same log detail panel used in Inventory →
Logs. Use Back to return to the document's details. Click an associated
record's name to open that record.

Choose the Download icon from the document details when an original file is
available. It is hidden while viewing a related transaction. For a completed file
import with saved review data, choose View import to open that exact
import's review, including its saved data and imported records.

Good to Know

- Pending Inbox documents and unfinished imports appear after they are filed
  or completed. An import with unresolved records is not included yet.
- Filed Inbox PDFs and other attachments appear once their records are created.
  Email messages themselves do not appear; filed attached files do.
- Files attached to completed receipts also appear in Documents.
- Documents linked only to archived sources are hidden. Files with another
  source that hasn't been archived, and uploads without a source, stay visible.
  Archiving does not delete the original files or the records they created.
- A file can have no inventory transaction. Vendor and item-family attachments,
  for example, do not require an inventory movement.
- Spreadsheet imports may retain their saved review without storing the
  original uploaded file. Download is available only for stored originals;
  View import opens the saved review.
- Documents has no file previews or upload button. Attach new files through
  the existing Inbox or the relevant record's Documents tab.

Related

- Using the Inbox (https://peasyos.com/help/using-the-inbox) — review and file incoming documents.
- Importing Spreadsheet Sources (https://peasyos.com/help/importing-spreadsheet-sources) — set up and complete file imports.
- Inventory History (https://peasyos.com/help/inventory-history) — inspect inventory transactions.

---

# Tutorials and the Tutorial Library

Category: Daily Operations
URL: https://peasyos.com/help/tutorials
Keywords: tutorials, tutorial library, learn Peasy, recommended tutorials, completed tutorials, explore tutorials, resume tutorial, repeat tutorial, dismiss tutorial, search tutorials, Show me, Fill it in for me, tutorial step

Tutorials and the Tutorial Library

When Tutorials appears on Home, you can find something to learn, continue a tutorial, or revisit one you finished. The tutorial library gives you the same categories with full lists and search.

How to Get There

1. Go to Home.
2. Find the Tutorials card.
3. Choose See all to open the library on the category you selected.

Tutorials are available only for some companies. The card stays hidden while your company has demo data. If you do not see it, continue using the Getting Started or Journey card for setup guidance.

Choose a Category

- Recommended suggests tutorials that fit your company's workflows. Tutorials you have started appear first, followed by other suggestions.
- Completed shows tutorials you finished, with the most recently completed first. Choose Complete again to start a fresh attempt.
- Explore shows other tutorials. Some need an additional workflow and cannot be started from this screen yet.

Home shows a short list in each category. See all opens the full list.

Start, Continue, or Repeat

1. Choose Start tutorial, Continue tutorial, or Complete again beside a tutorial.
2. Follow the tutorial in Beacon's side panel.

Continue tutorial resumes your current attempt. Complete again starts a new attempt and preserves your previous completion history.

Get Help With a Step

Each step lists what to do in order. Some instructions have buttons:

- Show me points at the button or field to use next.
- Fill it in for me fills in that instruction's fields with example values, such as an item name or unit. Open the screen first, for example New Item, then choose Fill it in for me. Each field it fills has a soft glow until you change it. Check the values and save the form yourself; the step counts as done when you save.

If the screen isn't open, Peasy asks you to open it first. Fill it in for me never opens the screen for you, and it disappears once that instruction is done.

Filling is available on some steps only, such as adding an item. On other steps, Fill it in for me only tells you that filling is coming soon, so enter the values yourself.

Search the Library

Use Search all tutorials to search tutorial titles and descriptions. Results come from all tutorials, including ones outside your selected category and ones you dismissed.

Clear the search to return to the selected category's normal list.

Dismiss a Recommendation

Choose Dismiss beside a tutorial in Recommended to hide that suggestion temporarily for you. It can return after the dismissal expires. Other teammates keep their own suggestions.

A dismissed tutorial remains discoverable in library search.

Good to Know

- Try this workflow is unavailable when a tutorial needs an additional workflow. The screen explains that requirement; it does not turn on the workflow.
- Answer in Business settings may appear with tailored-suggestion guidance. It opens Configure > Business, where About you shows your answer and lets you change it. Changing it updates your suggestions; it doesn't turn anything on or off.
- If you joined through an invite, Home asks you once what you do here. You can skip it and answer later in About you.
- If you see Could not load this company. or Could not load tutorials., choose Try again.
- A New label can identify a new major version of a tutorial you completed before.

Related

- Home Dashboard (https://peasyos.com/help/home-dashboard) — Your daily starting point
- Getting Started Checklist (https://peasyos.com/help/getting-started-checklist) — Setup guidance on Home

---

# Sidebar Tour

Category: Getting Started
URL: https://peasyos.com/help/welcome-tour
Keywords: sidebar tour, welcome tour, getting started tour, app tour, walkthrough, intro tour, where is, find, navigate, sidebar, to-dos, action queue, flags, beacon, ask for anything, expand sidebar, breadcrumb

Sidebar Tour

Welcome! This lay-of-the-land tour walks you through the parts of the Peasy interface you'll use every day. Each step below has a Show me button that lights up the compass on the matching element so you can see exactly where it lives.

The compass icons appear on every page, so you can run through this tour from anywhere — there's no need to navigate to a particular screen first.

The tour

1. Ask anything — your launcher and help button

On desktop, the Ask anything button sits at the bottom of the navigation sidebar. Click it (or press Cmd/Ctrl+K) to search, navigate, run actions, or ask questions. On phones, Home has its own Ask anything box for direct questions, and the ? button in the top-right bar opens Peasy Support from Home or any other page.

[guidance:welcome_beacon]

2. Breadcrumb navigation

The breadcrumb bar at the top of every page shows where you are in the app and lets you jump back to parent pages.

[guidance:welcome_breadcrumb]

3. Expand the navigation sidebar

The sidebar starts collapsed to icons. On desktop, click the > handle on the sidebar's right edge to expand it (you can also drag that edge to resize the sidebar) — the rest of the sidebar tour points at the sidebar items, and they only show their compass icons (and labels) once the sidebar is open.

[guidance:welcome_sidebar_expand]

4. To-Dos

Open To-Dos when you want to understand what needs attention. Inventory queue items account for pending transactions and appear when projected stock falls below the restock point.

[guidance:welcome_flags]

5. Inventory

Track your stock levels, count inventory, view history, and manage transfers between locations.

[guidance:welcome_inventory_family]

6. Buy

Manage your purchasing: browse items to buy, track suppliers, and view purchase orders.

[guidance:welcome_buy_family]

7. Receive

Process incoming shipments. See pending items waiting to be received and review your receiving history.

[guidance:welcome_receive_family]

8. Make

Create product templates (recipes/assemblies) and manage work orders for items you manufacture.

[guidance:welcome_make_family]

9. Sell

Manage your sales: track customers, create orders, browse your catalog, manage catalogs for custom pricing, and process incoming requests in your Inbox.

[guidance:welcome_sell_family]

10. Configure

Customize your setup: manage categories, custom fields, locations, and other settings to tailor Peasy to your business.

[guidance:welcome_configure]

---

Tips for getting started

Explore the sidebar

- Click each family to see what pages are available
- Use red badges as a guide to what needs attention
- You can always return to the home page via breadcrumbs

Use Beacon liberally

- Press Cmd/Ctrl+K from anywhere to open Ask anything
- Search by name, jump to any page, or run actions directly
- Ask a conversational question there to continue in Beacon, or send it directly from the Home page's question box
- On compact screens outside Home, click the ? button in the breadcrumb bar to open Peasy Support
- Click the compass icon next to Beacon to turn on Compass guides for a topic — markers light up on the related UI elements with short explanations. Tap Hide tips to turn them off.

Learn the keyboard shortcuts

- Cmd/Ctrl + K — Open Ask anything
- ? — Open Beacon chat
- Shift + Cmd/Ctrl + K — Toggle Beacon chat

---

Related

- Peasy Overview (https://peasyos.com/help/welcome-to-peasy) — What Peasy is and what you can do with it
- Creating Your Account (https://peasyos.com/help/creating-your-account) — Set up your first entity and sign in
- Navigating Peasy (https://peasyos.com/help/navigating-peasy) — Learn your way around the app
- Getting Started Checklist (https://peasyos.com/help/getting-started-checklist) — Follow the built-in checklist to get set up fast

---

# Peasy Overview

Category: Getting Started
URL: https://peasyos.com/help/welcome-to-peasy
Keywords: what is Peasy, getting started, first time, new user, intro, about Peasy, overview, inventory management software, how does Peasy work, what can Peasy do

Peasy Overview

Peasy is a simple, all-in-one platform that helps you manage your inventory, purchasing, production, and sales — all in one place. Whether you're running a food business, a retail shop, or a small manufacturer, Peasy keeps everything organized so you can focus on what matters.

What You Can Do with Peasy

Peasy is built around the way you actually work. Here's a quick look at the main areas:

- Inventory — Track what you have available across multiple locations. Count inventory, view history, and transfer items between spots.
- Buy — Manage the items you purchase, keep track of your vendors (https://peasyos.com/help/vendor), create purchase orders (https://peasyos.com/help/purchase-order), and stay on top of bills.
- Receive — When orders arrive, mark them as received so your inventory stays accurate.
- Make — If you produce or assemble products (like recipes (https://peasyos.com/help/recipe), kits, or manufactured goods), set up templates and schedule work orders (https://peasyos.com/help/work-order).
- Sell — Manage your customers (https://peasyos.com/help/customer), create sales orders (https://peasyos.com/help/sales-order), send invoices (https://peasyos.com/help/invoice), and set up a catalog (https://peasyos.com/help/catalog) your customers can browse.

Who Uses Peasy?

Peasy is built for small and mid-size businesses that buy, make, or sell physical products. Some common examples:

- Food and beverage producers
- Restaurants and catering companies
- Retail shops and distributors
- Small manufacturers and assemblers
- Anyone who needs to track what they have, what they need, and what they owe

How Everything Connects

The real power of Peasy is how everything works together:

1. You set up the items you buy and sell
2. You create purchase orders to restock from your vendors
3. You receive those orders when they arrive — inventory updates automatically
4. You make finished products using templates (if applicable)
5. You sell to customers and send invoices
6. Peasy alerts you when it's time to reorder or produce more

No more spreadsheets, no more guessing. Everything stays in sync.

Getting Help

You're never on your own. Here's how to get support:

- Ask from Home — On a phone, use the Ask anything box on the Home page to send a question directly to Beacon.
- In-app help — On desktop, use Ask anything or the message button at the bottom of the sidebar. On phones, use the ? button in the top-right bar—including on Home—for support history, human help, calls, and Beacon's feature guides.
- Chat with us — Open Beacon and switch the conversation to a human when you need our team.
- Schedule a call — Book a video call with us anytime from the help menu.

Related

Ready to dive in? Here's where to go next:

- Creating Your Account (https://peasyos.com/help/creating-your-account) — Set up your first entity and sign in
- Navigating Peasy (https://peasyos.com/help/navigating-peasy) — Learn your way around the app
- Getting Started Checklist (https://peasyos.com/help/getting-started-checklist) — Follow the built-in checklist to get set up fast
- Business Settings (https://peasyos.com/help/business-settings) — Configure your company details

---

# Creating Your Account

Category: Getting Started
URL: https://peasyos.com/help/creating-your-account
Keywords: sign up, register, new account, log in, login, create account, onboarding, email verification, password, authentication, Beacon welcome

Creating Your Account

Signing up for Peasy takes about a minute. You'll set up your profile and
company name, then choose whether to begin with one workflow, the complete
workspace, or demo data.

How to Get There

Open the Peasy sign-up page, or use the invite link from your team email.

Step by Step

1. Go to the sign-up page and create your account with your email and a password, or sign in with Google.
2. You'll land on the Welcome screen. Fill in:
   - Your Name — This is how your team will see you in Peasy.
   - Company Name — The name of your business. Peasy checks if the name is available and suggests alternatives if it's already taken (like "Acme 2").
   - How'd you hear about us? — This is optional and helps us learn how people find Peasy.
3. Click Continue, then choose how you would like to start:
   - Focused start — Pick one workflow and follow its checklist. This is the recommended option.
   - Full Peasy — Open every workflow, then choose one to start with in Beacon or from Home.
   - Demo — Open every workflow and add realistic sample data.
4. Click Continue to open Home with a welcome message from Beacon. Home stays dimmed while you take this first step. For a Focused start, select Let's Get Started or close Beacon to see your checklist. For Full Peasy, choose a workflow in Beacon or close it and choose a checklist on Home. With Demo, Peasy loads sample data in the background; wait for it to finish, then select Let's Get Started or close Beacon. If loading fails, use the retry button in Beacon.

Good to Know

- Leaving the welcome — If you go to another page or refresh Home before choosing a first step, Home becomes available. You can open Beacon again from the chat button when you want help.
- Peasy creates a Company ID for your URL and orders email — By default it’s derived from your company name, such as easy.peasyos.com/sunny-foods and sunny-foods@orders.peasyos.com. You can change the Company ID later without breaking old addresses you’ve already shared.
- One account per email — Each email address can only be tied to one Peasy account. If you try to sign up with an email that already has an account, the error message includes a Sign in link that takes you to the sign-in page with your email already filled in. If you need to join an existing company, ask a team member to send you an invite instead.
- Google sign-in works too — You can sign up and log in with your Google account if you prefer not to use a password.

Joining an Existing Team

If someone on your team already has Peasy set up, they can invite you from the Team settings page. You'll get an email with a link to join. When you click it, you can:

- Sign up with a password — Fill in your name and create a password
- Sign up with Google — Click the Google button to join instantly

Either way, you'll be added to the team and land on the home page right away.

Related

- Business Settings (https://peasyos.com/help/business-settings) — Set up your company name, logo, and emails
- Team Management (https://peasyos.com/help/team-management) — Invite your coworkers

---

# Navigating Peasy

Category: Getting Started
URL: https://peasyos.com/help/navigating-peasy
Keywords: how to use, UI, interface, menu, sidebar, navigation, find things, where is, layout, getting around, navigation bar, page layout, To-Dos, action queue, Ask anything, sidebar search, resize sidebar, expand sidebar, Beacon chat, message icon, help button, question mark support, product tours, product tips, compass icon, dismiss product tips, CPG questions, industry guidance, regulations, retailer requirements, log out, logout, sign out, account menu, switch theme, talk to a human, contact support, reach support, human support, chat with support, customer support, talk to support, speak to a person, announcements, sidebar updates, announcement cards, dismiss announcement, hide announcement

Navigating Peasy

Peasy is organized around the way you work — buying, receiving, making, and selling. Everything you need is in the sidebar on the left side of your screen.

Full Peasy interface with sidebar expanded showing all navigation groups

The Sidebar

The sidebar is your main way to get around. It's divided into five sections that match your workflow:

Inventory

Track what you have on hand.

- Count — Do inventory counts (https://peasyos.com/help/inventory-count) and see what needs counting
- History — View a log of all inventory changes
- Transfer — Move items between locations quickly
- Transfer Orders — Create formal transfer orders between locations

Buy

Manage your purchasing.

- Items — The items you buy from vendors (https://peasyos.com/help/vendor)
- Vendors — Your suppliers and their contact info
- Purchase Orders — Orders you send to vendors
- Bills — Invoices (https://peasyos.com/help/invoice) you've received from vendors

Receive

Track incoming orders.

- Pending — Orders on their way that haven't arrived yet
- Received — Orders that have been checked in

Make

Production and assembly (if you make products).

- Templates — Recipes (https://peasyos.com/help/recipe) or assembly instructions for things you produce
- Work Orders — Scheduled production runs (https://peasyos.com/help/production-run)

Sell

Manage your sales.

- Customers — Your customer list
- Orders — Sales orders (https://peasyos.com/help/sales-order) and invoices
- Catalog — Your product catalog that customers (https://peasyos.com/help/customer) can browse

Sidebar Announcements

Peasy may share updates in announcement cards near the bottom of the expanded sidebar. When more than one card is available, use the left and right arrows to browse them.

Click anywhere on a card to read the full announcement. The details show its image, when included, and a longer message. Use the announcement’s button to follow its link, or Got it to close details when there is no link. More to love opens Peasy’s What’s New page. Closing details permanently dismisses the card for your account.

Click the X on a card to dismiss it. Dismissal is permanent for your account across browsers and companies. Other people keep their own cards, and editing an announcement does not bring it back after you've dismissed it.

Red Badges

You'll notice small red numbers on some items in the sidebar. These are action badges — they tell you something needs your attention:

- A number on Count means items need to be counted
- A number on Items (under Buy) means you're running low and should reorder
- A number on Pending means orders are on their way
- A number on Bills means new bills have come in
- A number on Templates means some recipes have ingredient (https://peasyos.com/help/ingredient) gaps
- A number on Work Orders means work orders are due

Think of these as your to-do list — they help you know what to focus on next.

Ask Anything

At the bottom of the sidebar is the Ask anything button. Click it — or press Cmd+K (Ctrl+K on Windows) — and it grows into a search and command panel in the bottom-left corner. You type at the bottom and results grow upward. Your navigation stays put behind it the whole time, and finishing an action closes the panel.

Smaller icon buttons sit next to Ask anything:

- A message icon is always available. Click it — or press Cmd+J (Ctrl+J on Windows) — to open the Beacon chat sidebar. It reopens your most recent conversation when you have a recent one, and starts a fresh chat when you don't. A red badge shows unread replies.
- A gear icon opens Configure settings.
- A Product tips compass appears when the page you're on has guided tours (see below).

A separate floating toolbar still appears at the bottom of the screen when you select rows in a table — that toolbar holds bulk actions for the current selection.

Quick Search (Cmd+K)

Press Cmd+K (or Ctrl+K on Windows) — or click Ask anything at the bottom of the sidebar — to open the command palette. From here you can:

- Search for anything — Items, vendors, customers, purchase orders (https://peasyos.com/help/purchase-order), sales orders, and more
- Jump to any page — Type the page name to navigate instantly
- Create new records — Quickly create a customer, vendor, item, order, or work order (https://peasyos.com/help/work-order)
- Ask Beacon — Type a conversational question to hand it off to Beacon, which can also connect you with human support

When you ask a question that isn't a search or navigation, Beacon hands off to the chat panel so you can keep the conversation going there.

Help articles and guided tours live in Beacon's Help & Tours view rather than in command-palette search.

Home Page

Your home page is your daily dashboard. It shows:

- Ask anything — Send a question directly to a new Beacon conversation. Press Enter to send or Shift+Enter for another line.
- Getting Started or Journey — Setup guidance suited to where your company is in Peasy, until you dismiss it
- To-Dos — Buy, Make, Pending, due Tasks and Notes, Count, Import, Snoozed, and Resolved sections, followed by an A look ahead section for purchase orders due to arrive and work orders scheduled today
- Inbox — Unprocessed items like incoming emails or documents, when Inbox is enabled

To-Dos

Click To-Dos near the top of the sidebar to see the work that needs attention:

- Buy — Items running low, items needed for work orders, and items flagged to restock
- Make — Products you need to produce or production blockers to clear
- Pending — Items currently on order or in production
- Tasks and Notes — Open follow-ups from Tasks & Notes
- Count — Items due for an inventory count
- Snoozed — Queue items you've set aside for later
- Resolved — Items you've already handled

You can filter To-Dos by type to focus on what's most relevant, and snooze items you don't need to act on right now.

Product Tips (Compass Icon)

Many pages have built-in Product tips that walk you through what's there. When tips are available for the page you're on, a compass icon appears next to Ask anything at the bottom of the sidebar. A small badge on the icon shows how many page tours you haven't seen yet.

Click the compass to open the Product tips popover:

- Each tour is listed with a short description and a status icon — a check means you've already seen it, an empty circle means you haven't.
- Click a tour to launch it in place.
- Click Dismiss if you do not want the Product tips compass to appear anymore. This hides the compass across your devices. There is not a restore button in the app today.

Help & Support

Open Beacon from the message button at the bottom of the desktop sidebar, or press ?. On phones, use Home's Ask anything box for a direct AI question or the top-right ? button—available on Home and other pages—for support history, human help, and calls. From Beacon you can:

- Browse feature guides — Step-by-step walkthroughs of different parts of Peasy
- Schedule a video call — Book time with our team for a live walkthrough
- Chat with us — Open a Beacon chat to get help

By default, chats start with Beacon, Peasy's AI assistant, so you usually get an instant answer. On a brand-new chat you can choose how to start: Beacon for an instant chat, Human to talk to our team, or Book a call.

Beacon can explain Peasy workflows, answer questions about your Peasy data when you're signed in, and help with consumer packaged goods topics such as manufacturing, packaging, wholesale, and retail requirements. For questions that depend on current regulations or a specific retailer's rules, Beacon can research current sources when web research is available.

If you'd rather talk to a person, click Talk to a human instead under the conversation — our team is notified and replies right in the same chat. To go back to instant answers, click Want an instant answer? Switch to Beacon. You can switch each chat on its own, and the choice only affects that conversation. If you're chatting in the public Help Center without signing in, Talk to a human instead asks you to sign in first; your conversation comes with you, and our team picks it up there. If you need to create an account, finish setting it up, then return to the Help Center in the same browser tab so your conversation reaches our team.

Beacon's panel also includes a Help view with article search. After Beacon's first answer in a new chat, you may see labelled feedback buttons such as Helpful, thanks, Not helpful, and That's too bad so you can quickly tell Beacon whether the answer worked.

Account & Settings Menu

Click your company name at the top of the sidebar — the button with the company logo and a chevron — to open your account menu. From here you can:

- Configure — Jump to your business settings
- Switch themes — Choose Light, Dark, or System (System matches your device's light or dark setting)
- Log out — The Log out option at the bottom of the menu signs you out of Peasy

You can also log out from the command palette: press Cmd+K (Ctrl+K on Windows) and search for "Log out".

Good to Know

- The sidebar collapses to icons on smaller screens. Hover over icons to see what they are.
- On mobile, tap the menu icon in the top left to open the sidebar.
- On mobile, Cmd/Ctrl+K opens the navigation sheet first and then Ask anything inside it.
- On desktop, use the handle on the sidebar's right edge to collapse or expand it — click the > button, or drag the edge to resize the sidebar. Peasy remembers the width you set.

Related

- Getting Started Checklist (https://peasyos.com/help/getting-started-checklist) — Follow the built-in setup guide
- Welcome to Peasy (https://peasyos.com/help/welcome-to-peasy) — Overview of what Peasy does

---

# Getting Started Checklist

Category: Getting Started
URL: https://peasyos.com/help/getting-started-checklist
Keywords: setup steps, onboarding checklist, switch checklist, other checklists, hide checklist, manage cards, first steps, todo, what to do first, quick start, initial setup, getting started guide, journey, inventory journey, buy journey, make journey, sell journey, demo journey, onboarding journey

Getting Started Checklist

When you first sign in, Peasy asks how you would like to start. You can open the full workspace, explore with demo data, or focus on one workflow and follow a step-by-step checklist.

Choosing How to Start

During sign-up you'll see three options:

- Focused start — Start with one workflow. This is the recommended option because it keeps your first setup smaller and easier to learn.
- Full Peasy — Start with every Peasy workflow available.
- Demo — Explore Peasy with realistic sample data and the complete workspace.

If you choose Focused start, Peasy asks you to pick your first workflow:

- Inventory — Establish trustworthy on-hand quantities and a repeatable counting routine. Best if knowing what you have is your first priority.
- Buy — Avoid running out of raw materials and ingredients. Best if purchasing and restocking is your first priority.
- Receive — Receive deliveries and keep incoming stock traceable. Best if receiving stock is your first priority.
- Make — Plan production runs and lot traceability. Best if you manufacture products and want to track inputs, outputs, and lot numbers.
- Sell — Invoice customers and reduce billing back-office work. Best if sending invoices and collecting payments is your biggest pain point.

Pick whichever feels most urgent. You don't have to get it perfect — after you finish one journey, Peasy suggests the next one based on what you've already set up.

Choosing a focused workflow also focuses your workspace on it. You can add
other focused workflows later from + workflows in the sidebar. Full Peasy
and Demo start with the complete workspace.

After sign-up, Beacon opens over Home to welcome you. Home stays dimmed until
you select a first step or close Beacon. With Focused start, select
Let's Get Started to see your chosen checklist's first task. With Demo,
sample data loads in the background; wait for it to finish before continuing.
If loading fails, retry from Beacon. With Full Peasy, choose a workflow in
Beacon to start its checklist, or close Beacon and choose one from Home. The
checklist does not limit which Peasy workflows you can use.

How Each Journey Works

Every journey follows the same three-phase structure:

Phase 1: Configure

Set up the data Peasy needs to work. Depending on your journey, this might include adding items, vendors, customers, templates, or integrations.

Phase 2: First Actions

Walk through the core workflow for the first time — create your first purchase order, complete your first work order, or send your first invoice.

Phase 3: Keep It Accurate

Build the habits that keep your data reliable over time, like reviewing restock views regularly or adding the rest of your customers.

Inventory Journey

Configure

- Add your inventory items — Add the physical items you want to count and choose the units you use on the shelf. Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units)
- Review your inventory locations — Make sure each place where you track a separate on-hand quantity has its own location. Locations (https://peasyos.com/help/locations)
- Capture starting inventory — Count what is physically on hand at each location to establish a trustworthy baseline. Counting Inventory (https://peasyos.com/help/counting-inventory)

First Actions

- Make an inventory adjustment — Practice adding or subtracting inventory for a correction that is not a full physical count. Adjusting Inventory (https://peasyos.com/help/adjusting-inventory)
- Review inventory history — Confirm that your counts and adjustments create a clear, traceable movement log. Inventory History (https://peasyos.com/help/inventory-history)

Keep It Accurate

- Set your count badge threshold — Choose how many days an item can go without a count before Peasy flags it. Set Your Count Badge Threshold (https://peasyos.com/help/count-badge-threshold)
- Build a regular counting routine — Use Count badges as your recurring checklist and Logs when a quantity needs investigation. Counting Inventory (https://peasyos.com/help/counting-inventory)

Buy Journey

Configure

- Add your items — Import the items you purchase via CSV or add them manually, with vendors and pricing. Add Your Items (https://peasyos.com/help/add-your-items)
- Configure your vendors — Fill in vendor details like email, ordering method, and fulfillment preferences. Managing Vendors (https://peasyos.com/help/managing-vendors)
- Capture starting inventory — Do a physical count to set your current on-hand quantities. Counting Inventory (https://peasyos.com/help/counting-inventory)
- Set Restock Points — Define minimum stock thresholds so Peasy flags items when it's time to reorder. Restock Points (https://peasyos.com/help/restock-points)

First Actions

- Check your Low and Order views — Use the quick-filter tabs on the Items page to see what's running low and what needs ordering. Restock Points (https://peasyos.com/help/restock-points)
- Create your first purchase order — Build a PO from items that need ordering, either manually or from the cart. Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders)

Keep It Accurate

- Set your count badge threshold — Tell Peasy how often each item should be recounted. Set Your Count Badge Threshold (https://peasyos.com/help/count-badge-threshold)
- Use the Low and Order views regularly — Make it a habit to check these tabs before placing orders. Restock Points (https://peasyos.com/help/restock-points)

Make Journey

Configure

- Add a finished good you sell — Pick one product you manufacture to start with. Managing Your Catalog (https://peasyos.com/help/managing-your-catalog)
- Add the ingredients and materials you buy — Add the inputs for that product, with vendors and pricing. Managing Buy Items (https://peasyos.com/help/managing-buy-items)
- Create a template — Define the output item, input quantities (BOM), and process steps. Creating Templates (https://peasyos.com/help/creating-templates)

First Actions

- Create your first work order — Start a production run from a template with a planned date and quantity. Managing Work Orders (https://peasyos.com/help/managing-work-orders)
- Complete the work order — Record actual quantity made, log consumed inputs, and assign a lot number. Managing Work Orders (https://peasyos.com/help/managing-work-orders)

Keep It Accurate

- Add the rest of your finished goods — Now that you've done it once, add the rest of the products you manufacture.
- Add the rest of your inputs — Add remaining ingredients and materials with vendors and pricing.
- Create templates and keep producing — Build templates for your other products and continue running work orders.

Sell Journey

Configure

- Add the items you sell — Add finished goods or resale items. You can also import from Shopify. Managing Your Catalog (https://peasyos.com/help/managing-your-catalog)
- Set up catalogs for custom pricing _(optional)_ — Create catalogs if you offer different pricing to different customers. Catalogs: Custom Pricing and Availability (https://peasyos.com/help/price-lists)
- Connect QuickBooks _(optional)_ — Sync invoices to your accounting software. Connecting QuickBooks (https://peasyos.com/help/connecting-quickbooks)
- Add your customers — Import from QuickBooks, upload via CSV, or add manually. Managing Customers (https://peasyos.com/help/managing-customers)
- Set up a storefront _(optional)_ — Enable a self-service ordering portal for your customers. Storefront (https://peasyos.com/help/storefront)
- Set up payments _(optional)_ — Connect payments to include online payment links with invoices and pay vendor bills by ACH from Peasy. Setting Up Payments (https://peasyos.com/help/setting-up-payments)
- Add your logo — Brand your invoices and storefront. Business Settings (https://peasyos.com/help/business-settings)

First Actions

- Create your first sales order — Add line items and pricing for a customer. Creating Sales Orders (https://peasyos.com/help/creating-sales-orders)
- Send an invoice — Email the invoice as a PDF directly from Peasy. Creating Sales Orders (https://peasyos.com/help/creating-sales-orders)
- Set up invoice reminders _(optional)_ — Auto-remind customers before and after due dates. Invoice Reminders (https://peasyos.com/help/invoice-reminders)

Keep It Accurate

- Add the rest of your customers — Add remaining customers and set their payment terms and catalogs.
- Create sales orders for all open orders — Get your outstanding orders into Peasy for a single view of what's owed.
- Review your Accounts Receivable — Check the AR summary for outstanding balances and overdue invoices. Reviewing Accounts Receivable (https://peasyos.com/help/reviewing-accounts-receivable)

Demo Journey

Get Oriented

- Load demo data into your account — Seed Peasy with Mustard & Co. sample data so you can explore realistic workflows risk-free.
- Take the very quick Welcome tour — A guided walkthrough that shows you where everything lives.
- Learn how Peasy manages items — Watch the quick explainer to see how items, inventory, purchasing, and production fit together.

Try the Core Flows

- Submit a purchase order — Review a demo order and send it to a vendor. Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders)
- Receive a purchase order — Log what arrived and watch inventory update. Receiving Pending Orders (https://peasyos.com/help/receiving-pending-orders)
- Create and complete a work order — Run a production workflow from start to finish. Managing Work Orders (https://peasyos.com/help/managing-work-orders)
- Invoice a customer — Create and send an invoice to see the billing flow end to end. Creating Sales Orders (https://peasyos.com/help/creating-sales-orders)

Start for Real

- Reset your account and choose your onboarding journey — Clear the demo data and start fresh with the journey that fits your business. See Data Management (https://peasyos.com/help/data-management) for details on wiping data.

Using the Checklist

- Check items off as you complete them — each step has a checkbox.
- Click on a step to go directly to the relevant page, start a guided tour, or open a dialog.
- Some steps link to support articles for more detail — look for the help icon next to the step.
- Steps marked (optional) can be skipped without blocking your progress.

What Happens After You Finish a Journey

When you complete all the steps in a journey, Peasy shows a What's Next? prompt suggesting the next journey that makes sense for your business. For example, after finishing Buy, Peasy might ask whether inventory leaves through production (Make) or through sales (Sell).

You can complete all five journeys over time. Each one builds on what you've already set up.

Shared Steps

Some steps — like Capture starting inventory — appear in more than one journey. Checking it off in one journey automatically checks it off in the others, since the work only needs to be done once.

Choosing or Switching Checklists

In Full Peasy, choose any checklist from the Getting Started card. After you
choose one, click Choose a different checklist at the bottom of the card to
return to the list. Your completed steps stay saved when you switch.

If you have more than one workflow turned on, each has its own checklist and
the card shows one at a time. To switch:

1. Click the three-dot menu on the Getting Started card.
2. Under Other Checklists, pick the workflow you want.

The card switches straight away and remembers your choice, so it is still
showing that checklist the next time you open the home page.

Hiding and Restoring

The checklist is one of the cards on your home page, so you hide it like any
other card:

1. Hover over the Getting Started card.
2. Click the X in its top-right corner.

Hiding it only changes your own home page. Everyone in your company shares the
same checklist progress, and teammates still see the card.

Changed your mind? You can bring it back:

1. Click Manage Cards on the home page.
2. Turn on Getting started.

Good to Know

- You don't have to follow the steps in order within a journey — jump to whatever feels most important.
- The Demo journey loads sample data from a fictional company (Mustard & Co.) so you can explore without affecting real data. When you reset, only the demo data is removed. See Data Management (https://peasyos.com/help/data-management) for more about demo data and wiping options.
- The Schedule a call button at the bottom of the checklist lets you book a video call with our team for a personal walkthrough.

Related

- Navigating Peasy (https://peasyos.com/help/navigating-peasy) — Learn your way around the sidebar and key features
- Add Your Items (https://peasyos.com/help/add-your-items) — Add items to your buy catalog
- Managing Your Catalog (https://peasyos.com/help/managing-your-catalog) — Add products to your sell catalog
- Creating Templates (https://peasyos.com/help/creating-templates) — Set up your first production template
- Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders) — Build and send your first PO
- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders) — Create orders and send invoices

---

# On-Hand Quantity

Category: Glossary
URL: https://peasyos.com/help/on-hand-quantity
Keywords: on hand, on-hand, OH, quantity on hand, stock on hand, current stock, physical stock

On-Hand Quantity

On-hand quantity is the total number of units of an item physically present at a location. In Peasy, on-hand quantity reflects what you actually have in stock right now, regardless of whether some of it is promised to customers (https://peasyos.com/help/customer).

How It Works in Peasy

- View on-hand quantity on the Inventory page for every item and location
- On-hand increases when you receive a purchase order (https://peasyos.com/help/purchase-order) or make an inventory adjustment (https://peasyos.com/help/inventory-adjustment)
- On-hand decreases when you ship a shipment (https://peasyos.com/help/shipment) against a sales order (https://peasyos.com/help/sales-order) or make a negative adjustment — the deduction is dated by the shipment's ship date
- On-hand is tracked per location — each location has its own count
- Inventory counts (https://peasyos.com/help/inventory-count) let you reconcile on-hand quantity with a physical count

Why It Matters

On-hand quantity is the foundation of all inventory calculations. Available quantity (https://peasyos.com/help/available-quantity) is derived from on-hand by subtracting committed stock. Accurate on-hand numbers ensure your purchasing decisions and sales promises are based on reality.

Related

- Inventory Overview (https://peasyos.com/help/inventory-overview)
- Understanding Availability (https://peasyos.com/help/understanding-availability)
- Counting Inventory (https://peasyos.com/help/counting-inventory)
- Adjusting Inventory (https://peasyos.com/help/adjusting-inventory)

---

# Available Quantity

Category: Glossary
URL: https://peasyos.com/help/available-quantity
Keywords: available, available stock, qty available, sellable quantity, uncommitted stock, free stock

Available Quantity

Available quantity is the amount of an item that is free to sell or use, calculated as on-hand quantity (https://peasyos.com/help/on-hand-quantity) minus what's still pending — the not-yet-shipped (https://peasyos.com/help/shipment) remainder of open sales orders (https://peasyos.com/help/sales-order), plus outbound transfers and work-order inputs. In Peasy, this number helps you avoid overselling.

How It Works in Peasy

- Available quantity is shown on the Inventory page alongside on-hand quantity
- It updates automatically when sales orders are created and when shipments move stock out (on the ship date)
- Available = On-Hand − Pending, where Pending is the not-yet-shipped quantity of open orders (ordered minus already shipped), plus outbound transfers and work-order inputs
- If available drops to zero, you still have stock but it's all spoken for
- Reorder alerts (https://peasyos.com/help/reorder-alert) can be configured to trigger based on available quantity

Why It Matters

Available quantity gives you an honest picture of what you can promise to new customers (https://peasyos.com/help/customer). Selling based on on-hand alone risks double-booking stock that's already committed to existing orders.

Related

- Understanding Availability (https://peasyos.com/help/understanding-availability)
- Shipment (https://peasyos.com/help/shipment)
- Inventory Overview (https://peasyos.com/help/inventory-overview)
- Reorder Alerts (https://peasyos.com/help/reorder-alert)
- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders)

---

# Inventory Unit

Category: Glossary
URL: https://peasyos.com/help/inventory-unit
Keywords: inventory unit, base unit, tracking unit, stock unit, unit of measure, UOM

Inventory Unit

An inventory unit is the base unit of measure used to track an item's stock levels. In Peasy, every parent item (https://peasyos.com/help/parent-item) has exactly one inventory unit that serves as the common denominator for all buying, selling, and production activities.

How It Works in Peasy

- The inventory unit is set when you create a parent item; you can rename or change it later from the item detail side panel, but it's best done before the item has inventory history (the quantity number stays the same while its meaning changes)
- Buy items (https://peasyos.com/help/buy-item) and sell items (https://peasyos.com/help/sell-item) can use different units, but everything converts back to the inventory unit
- For example, you might buy flour in 50 lb bags but track inventory in pounds — pounds is the inventory unit
- Unit conversions (https://peasyos.com/help/unit-conversion) define how buy and sell units relate to the inventory unit
- Inventory counts (https://peasyos.com/help/inventory-count) and adjustments are always entered in the inventory unit

Why It Matters

The inventory unit is the single source of truth for stock levels. Without it, there would be no way to reconcile buying in cases, selling in eaches, and producing in batches. Getting the inventory unit right at item setup prevents conversion errors downstream.

Related

- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units)
- Editing Units and Conversions (https://peasyos.com/help/editing-units-and-conversions)
- Fractional Quantities (https://peasyos.com/help/fractional-quantities)
- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units)

---

# Parent Item

Category: Glossary
URL: https://peasyos.com/help/parent-item
Keywords: parent item, master item, item group, item family, base item, item record

Parent Item

A parent item is the top-level record for a product in Peasy. It holds the item's name, category, and inventory unit (https://peasyos.com/help/inventory-unit), and acts as the container for one or more child items (https://peasyos.com/help/child-item) (buy items (https://peasyos.com/help/buy-item) and sell items (https://peasyos.com/help/sell-item)).

How It Works in Peasy

- Create parent items from Buy > Items to buy or through the import process
- Each parent item has exactly one inventory unit that all child items convert to
- A parent item can have multiple buy items (different vendors (https://peasyos.com/help/vendor) or pack sizes) and multiple sell items (different selling units or price points)
- Inventory is tracked at the parent item level in the inventory unit
- Parent items appear on the main Items list and in inventory reports

Why It Matters

The parent item structure lets you buy and sell the same product in different units without losing track of how much you actually have. It's the hub that connects purchasing, inventory, and sales for a single product.

Related

- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units)
- Understanding Item Types (https://peasyos.com/help/understanding-item-types)
- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units)
- Inventory Overview (https://peasyos.com/help/inventory-overview)

---

# Child Item

Category: Glossary
URL: https://peasyos.com/help/child-item
Keywords: child item, sub-item, buy item, sell item, item variant, linked item

Child Item

A child item is a buy item (https://peasyos.com/help/buy-item) or sell item (https://peasyos.com/help/sell-item) that belongs to a parent item (https://peasyos.com/help/parent-item). In Peasy, child items define the specific units and contexts in which you purchase or sell a product, while the parent item tracks overall inventory.

How It Works in Peasy

- Each parent item can have one or more child items
- Buy items are children used for purchasing — they define the vendor (https://peasyos.com/help/vendor), cost, and buying unit
- Sell items are children used for sales — they define the selling unit and price
- Child items have a unit conversion (https://peasyos.com/help/unit-conversion) that maps their unit back to the parent's inventory unit (https://peasyos.com/help/inventory-unit)
- For example, a parent item "Coffee Beans" (tracked in lbs) might have a buy item "50 lb Bag" and a sell item "12 oz Bag"

Why It Matters

Child items let you work in the units that make sense for each context — buying in bulk from vendors and selling in consumer-sized portions — while Peasy handles the math to keep your inventory accurate.

Related

- Understanding Item Types (https://peasyos.com/help/understanding-item-types)
- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units)
- Managing Buy Items (https://peasyos.com/help/managing-buy-items)
- Editing Units and Conversions (https://peasyos.com/help/editing-units-and-conversions)

---

# Lot

Category: Glossary
URL: https://peasyos.com/help/lot
Keywords: lot, lot number, lot ID, batch number, production lot, supplier lot, lot depleted, lot status

Lot

A lot is a specific batch of an item identified by a lot number. In Peasy, lots let you trace a batch from receiving or production through to the sale or work order it went into.

How It Works in Peasy

- A lot is created when you receive a purchase order or when you complete a work order that produces a finished good.
- Each lot belongs to one item and has a running Qty — the quantity that's still available. When a lot is consumed to zero, it moves to the Depleted status automatically; lots are never hard-deleted.
- You can see every lot for an item on the Lots tab of the item detail page, including its number, variant, status, current quantity, source (receipt, production, or manual), first received date, and last activity.
- The lot that's actually consumed is recorded on the shipment (https://peasyos.com/help/shipment) — what physically moved. The lot you pick on a sales order (https://peasyos.com/help/sales-order) line is a planned default that seeds the shipment; you can override it per shipment, so a single line can ship from more than one lot.
- Lot history rolls up into the item's inventory history (https://peasyos.com/help/inventory-history-explained) — clicking a history row shows the lot it touched.

Why It Matters

Lot tracking is essential for food safety, recalls, and quality control. If an issue comes up with a specific batch, the lot number lets you trace exactly where that batch came from, where it went, and who received it.

Related

- Inventory Overview (https://peasyos.com/help/inventory-overview)
- Inventory History (https://peasyos.com/help/inventory-history)
- Shipment (https://peasyos.com/help/shipment)
- Receiving Pending Orders (https://peasyos.com/help/receiving-pending-orders)
- Lot Tracking (https://peasyos.com/help/lot-tracking)

---

# Lot Tracking

Category: Glossary
URL: https://peasyos.com/help/lot-tracking-glossary
Keywords: lot tracking, batch tracking, lot management, traceability, lot IDs, track lots, lot number

Lot Tracking

Lot tracking in Peasy is how you capture batch-level traceability for the items you receive and produce. There's no setting to turn on — receiving a purchase order or completing a work order with positive output creates a lot record for that batch. A zero-output work order creates no finished lot.

How It Works in Peasy

- Lots are created at receiving: each line on a PO gets a Lot ID (auto-generated from the SKU and date, editable before you submit) and an optional Supplier Lot ID you can capture from your vendor.
- Lots are also created when you complete a work order with a positive Qty Made and enter a lot number for the finished batch.
- Every lot shows up on the Lots tab of its item's detail page with its number, current quantity, and status.
- When you ship a sales order, the shipment (https://peasyos.com/help/shipment) records the lot that was consumed. The lot you pick on the order line is the planned default that seeds the shipment — you can override it per shipment.
- Shopify orders can assign lots automatically using FIFO — enable "Auto-assign lot IDs to Shopify orders" on the Shopify connection's settings card.
- Work orders, transfers, and inventory adjustments don't tie changes back to a specific lot the way sales orders do — use them when batch precision isn't required.

Why It Matters

Lot tracking gives you traceability from receiving through sales. It's required for businesses in regulated industries (food, supplements, cosmetics) and strongly recommended for any goods where batch-level traceability matters.

Related

- Lot (https://peasyos.com/help/lot)
- Receiving Pending Orders (https://peasyos.com/help/receiving-pending-orders)
- Inventory History (https://peasyos.com/help/inventory-history)
- FIFO (https://peasyos.com/help/fifo)

---

# COGS (Cost of Goods Sold)

Category: Glossary
URL: https://peasyos.com/help/cogs
Keywords: COGS, cost of goods sold, cost of goods, product cost, landed cost, item cost, unit cost, finished goods cost, production cost, freight cost, shipping cost, co-manufacturer cost, co-packer cost, estimated cost, expected fee, cost not known, overhead, packaging cost, additional cost lines, include in COGS, margin, cost report, month-end COGS report

COGS (Cost of Goods Sold)

COGS (cost of goods sold) is the total cost of the inventory you've sold during a period. In Peasy, that cost comes from the purchase, lot, and production data already captured in the app.

How It Works in Peasy

- When you receive a purchase order (https://peasyos.com/help/purchase-order), Peasy stores the unit cost for that inventory
- Freight costs from bills (https://peasyos.com/help/managing-bills) are assigned to received items from the planned quantities of the bill-covered PO lines and shown in landed cost. By default, the recorded freight also enters the saved cost of new work order inputs that use those received lots. You can change that preference in Configure > Business. Freight does not enter the direct sales COGS of purchased items through this setting.
- For lot-tracked items, the assigned lot carries the cost basis forward so the correct lot cost can be used
- When you complete a work order (https://peasyos.com/help/work-order), Peasy records the production cost for the finished output and updates the template's unit cost
- Inventory history and related cost views show COGS when Peasy has the needed receiving, lot, or production-cost data
- Manufactured items can use template and production costs in addition to received purchase costs
- Sales-line COGS stays in sync with its source automatically: when you correct a receipt's cost, a co-manufacturer's invoice arrives to replace an expected charge, or a completed run's ingredients or quantity change, Peasy refreshes the COGS on sales lines sold from that lot — including lines already invoiced. So if a COGS figure changed since you last looked, a source cost was corrected; the number wasn't recalculated arbitrarily. If a correction leaves the cost genuinely unknown, the line shows no COGS rather than a stale or zero value

Adding Costs Beyond Raw Materials

The unit and batch cost on a template (https://peasyos.com/help/creating-templates) doesn't have to stop at raw materials. You can roll additional costs into your finished-goods cost in two ways:

- Co-manufacturer or co-packer labor — Use the Co-Manufacturer Cost Basis field on the template to capture what a third-party charges per unit or per batch. Include in COGS turns on automatically when you select Made by a co-manufacturer?. Turn it off to exclude that cost from unit and batch cost. See Co-Manufacturer Cost Basis (https://peasyos.com/help/creating-templates#co-manufacturer-cost-basis).
- Inbound freight — Freight from bills is allocated to received lots. When the business setting is on, a work order input using one of those lots includes its allocated freight. The item-level Landed Cost estimate in Buy > Items to buy is separate and does not feed this setting.
- Packaging and overhead — Packaging components are just regular buy items (https://peasyos.com/help/buy-item) added as inputs on your template. If you want to track an overhead rate, create a "buy item" that represents it (e.g., "Production overhead per batch") and add it to the template with the appropriate quantity.

Where to See Cost Roll-Ups

- Template detail page — The unit cost and batch cost shown reflect current ingredient costs plus any included co-manufacturer cost.
- Item detail panel — Shows current cost basis and the most recent cost from receiving or production. The Avg Cost field shows the average cost across the active buy and make variants in the item's family, shown in the family's selected Inventory Unit (so if you've picked a display unit like "case", the figure scales to that unit). It's informational — sales-order COGS still comes from the receiving and production data captured for the specific lot or work order.
- Inventory History — Records the cost recorded at the moment of each transaction (receive, work order completion, adjustment), so you can audit how cost changed over time.
- Cost of Goods (COGS) — On Inventory > Logs, open Reports and choose the Cost of Goods (COGS) card. Pick the period you're closing and download a CSV of what you sold and what it cost, with revenue and COGS posted on the invoice date so they land in the same period your accounting already uses. It covers issued Peasy invoices, committed orders you invoiced manually elsewhere, and Shopify orders from a store on the updated Shopify order handling (as Shopify order rows, on the date the order was placed), and you can group the rows by invoice, item, date, or customer.

  Check the Posting Note column before you post from it. It tells you how each figure was arrived at — a real production or receiving cost, or an estimate taken from the recipe or list price when Peasy had nothing better to use. An estimated row is a placeholder to look into, not a measured cost, and it looks exactly like a measured one until you read that column.

  Because sales-line COGS refreshes when its source cost is corrected, re-running the report after a receipt fix or a co-manufacturer invoice arrives picks up the corrected figures — including for periods you already closed. If a re-run shows different numbers than your posted copy, a source cost was corrected in between.

Co-manufactured goods cost the ingredients plus the maker's charge

When a co-manufacturer makes a product for you, the batch costs two things: the ingredients you supplied and the fee the maker charged. Peasy adds both together to work out what the finished batch actually cost, rather than counting only the invoice.

Inventory History's Unit Cost column shows the receipt's own price — the maker's fee. To see the combined figure and its two halves, open the receipt and use the co-manufacturer cost view on the record itself.

Peasy first uses the assigned lot's recorded cost when available. If a line has no usable lot cost, Peasy uses the current template COGS for made products or the current Items to buy price for bought products. If none is available, Unit COGS is blank; a blank does not mean free.

If Peasy cannot calculate both halves of a co-manufacturer run's cost, it never uses just one half. It uses the current template COGS when available; otherwise, Unit COGS is blank.

Refreshing Template Costs

Template unit costs update automatically when their inputs change, but if you've edited buy-item prices or building-block costs and want to force a fresh roll-up, use the Recalculate COGS button (the refresh icon next to the Unit cost column header on the Templates list, or in the Configure tab when a template is open). The list-level button recomputes every active template; the per-template button recomputes the open template along with any building blocks it depends on.

Why It Matters

Accurate COGS is essential for understanding your true profit margins. Peasy rolls those costs up from your receiving and production activity so you don't have to rebuild them in a spreadsheet.

Related

- Inventory History and Reports (https://peasyos.com/help/inventory-history) — Download COGS, sales, and inventory reports
- Inventory Overview (https://peasyos.com/help/inventory-overview)
- Receiving Pending Orders (https://peasyos.com/help/receiving-pending-orders)
- Home Dashboard (https://peasyos.com/help/home-dashboard)
- Connecting QuickBooks (https://peasyos.com/help/connecting-quickbooks)

---

# FIFO

Category: Glossary
URL: https://peasyos.com/help/fifo
Keywords: FIFO, first in first out, costing method, inventory costing, cost flow, valuation method, oldest lot first, oldest cost first, lot costing

FIFO

FIFO (first in, first out) is an inventory costing method where the oldest stock is assumed to be sold or used first. In Peasy, FIFO applies to lot-aware costing. Inventory reports have their own valuation methods: Inventory Valuation Detail uses recorded transaction costs and a period-average estimate, while Current Inventory, Inventory as of date, and Compare Periods use current costs. See Inventory History (https://peasyos.com/help/inventory-history#inventory-valuation-detail) for the workbook's method and assumptions.

How It Works in Peasy

- When Peasy has a complete batch cost, it records the cost per unit for that lot (https://peasyos.com/help/lot-tracking) — no blended average
- Shopify orders can apply FIFO automatically: enable Auto-assign lot IDs in your Shopify connection settings and Peasy picks the oldest available lot first, splitting across lots when one runs short
- Regular sales orders don't auto-assign lots — you choose the lot on each line yourself. When the chosen lot has a recorded cost, that cost flows into COGS, so choosing the oldest costed lot gives you true first-in-first-out costing
- When a line has no usable lot cost, Peasy uses the current template COGS for made products or the current Items to buy price for bought products
- Inventory History records the cost captured at each transaction, so you can audit which lot's cost was applied

Why It Matters

FIFO gives you an accurate, consistent way to value inventory and calculate margins, because each lot keeps the real cost it was received at instead of a standard or blended number. For Shopify orders you can let Peasy apply oldest-first automatically; for other orders you stay in control of which lot — and therefore which cost — each line uses.

Related

- Inventory Overview (https://peasyos.com/help/inventory-overview)
- Inventory History (https://peasyos.com/help/inventory-history)
- Receiving Pending Orders (https://peasyos.com/help/receiving-pending-orders)
- Connecting QuickBooks (https://peasyos.com/help/connecting-quickbooks)

---

# Inventory Count

Category: Glossary
URL: https://peasyos.com/help/inventory-count
Keywords: inventory count, physical count, stock count, stocktake, cycle count, count sheet

Inventory Count

An inventory count is the process of physically counting your stock and reconciling it with what Peasy shows. In Peasy, inventory counts let you verify on-hand quantities (https://peasyos.com/help/on-hand-quantity) and create adjustments for any discrepancies.

How It Works in Peasy

- Start a count from Inventory > All Items for a specific location
- Select which items to count — all items at a location or a filtered subset
- Enter your physical counts, and Peasy calculates the variance from the expected on-hand
- Review variances and approve the count to create automatic inventory adjustments (https://peasyos.com/help/inventory-adjustment)
- Count history is preserved for audit purposes

Why It Matters

Physical counts are the only way to ensure your system quantities match reality. Shrinkage, spoilage, receiving errors, and miscounts all cause drift over time. Regular counting keeps your inventory data trustworthy and your purchasing decisions sound.

Related

- Counting Inventory (https://peasyos.com/help/counting-inventory)
- Adjusting Inventory (https://peasyos.com/help/adjusting-inventory)
- Inventory Overview (https://peasyos.com/help/inventory-overview)
- Inventory History (https://peasyos.com/help/inventory-history)

---

# Inventory Adjustment

Category: Glossary
URL: https://peasyos.com/help/inventory-adjustment
Keywords: inventory adjustment, stock adjustment, quantity adjustment, write off, shrinkage, correction

Inventory Adjustment

An inventory adjustment is a manual change to an item's on-hand quantity (https://peasyos.com/help/on-hand-quantity) that isn't tied to a purchase order (https://peasyos.com/help/purchase-order), sales order (https://peasyos.com/help/sales-order), or production. In Peasy, adjustments handle corrections like shrinkage, spoilage, damage, or data entry fixes.

How It Works in Peasy

- Create adjustments from Inventory > All Items by clicking an item to open the detail panel, or from an item's detail page
- Choose a reason (shrinkage, damage, correction, etc.) and enter the quantity change
- Adjustments can increase or decrease on-hand quantity
- Adjustments are not tied to a specific lot (https://peasyos.com/help/lot) — they change the total quantity for the item at that location. If you need batch-level precision, correct the lot by receiving or producing against it instead.
- Each adjustment is logged in inventory history (https://peasyos.com/help/inventory-history-explained) with the reason and user who made it

Why It Matters

Adjustments are how you keep Peasy in sync with reality between formal counts. When product is damaged, given away as samples, or found miscounted, an adjustment corrects the record and preserves an audit trail of why the change was made.

Related

- Adjusting Inventory (https://peasyos.com/help/adjusting-inventory)
- Counting Inventory (https://peasyos.com/help/counting-inventory)
- Inventory History (https://peasyos.com/help/inventory-history)
- Inventory Overview (https://peasyos.com/help/inventory-overview)

---

# Inventory History

Category: Glossary
URL: https://peasyos.com/help/inventory-history-explained
Keywords: inventory history, stock history, movement history, transaction log, inventory log, audit trail

Inventory History

Inventory history is the complete log of every quantity change for an item. In Peasy, inventory history shows every receive, sale, adjustment, transfer, and production event with timestamps and details. Sales movements are recorded by the shipment (https://peasyos.com/help/shipment) and dated on its ship date.

Each entry has two dates: the Date — the effective date the movement counts on, which you can backdate (for example, to a shipment's ship date) — and a read-only logged date of when it was actually entered. See Dating Inventory Movements (https://peasyos.com/help/dating-inventory-movements).

How It Works in Peasy

- View inventory history from an item's detail page under the History tab
- Each entry shows the date, type of movement, quantity change, lot (if applicable), and who made the change
- Filter history by movement type (receives, adjustments, sales, production, transfers)
- History is location-specific — you can see movements at a single location or across all locations
- Entries link back to the source document (PO (https://peasyos.com/help/purchase-order), SO (https://peasyos.com/help/sales-order), work order (https://peasyos.com/help/work-order), etc.)

Why It Matters

Inventory history provides full traceability for audits, troubleshooting, and quality control. When stock numbers don't match expectations, history tells you exactly what happened, when, and why.

Related

- Inventory History (https://peasyos.com/help/inventory-history)
- Inventory Overview (https://peasyos.com/help/inventory-overview)
- Adjusting Inventory (https://peasyos.com/help/adjusting-inventory)
- Audit Log (https://peasyos.com/help/audit-log)

---

# Min Level (Reorder Point)

Category: Glossary
URL: https://peasyos.com/help/min-level
Keywords: min level, minimum level, reorder point, reorder level, low stock, minimum stock, safety stock, par level

Min Level (Reorder Point)

A min level (also called reorder point) is the inventory threshold below which Peasy alerts you to reorder. In Peasy, you set a min level per item per location, and the system generates reorder alerts (https://peasyos.com/help/reorder-alert) when stock drops to or below that number.

How It Works in Peasy

- Set min levels on the item detail page or in bulk via the inventory list
- Min levels are per item per location — you can have different thresholds for each warehouse
- When on-hand quantity (https://peasyos.com/help/on-hand-quantity) drops to or below the min level, a reorder alert appears
- Reorder alerts show how much to order based on the gap between current stock and your target stock level
- Min levels work alongside max levels to define your ideal stock range

Why It Matters

Min levels prevent stockouts by giving you early warning before you run out. Setting them thoughtfully based on lead times (https://peasyos.com/help/lead-time) and demand patterns means you reorder at the right time, not too early (tying up cash) and not too late (losing sales).

Related

- Reorder Alerts (https://peasyos.com/help/reorder-alert)
- Understanding Availability (https://peasyos.com/help/understanding-availability)
- Inventory Overview (https://peasyos.com/help/inventory-overview)
- Buying Overview (https://peasyos.com/help/buying-overview)

---

# Location

Category: Glossary
URL: https://peasyos.com/help/location
Keywords: location, warehouse, store, stockroom, storage, facility, branch, site

Location

A location is a physical place where you store inventory. In Peasy, locations are the foundation of multi-site inventory tracking — every stock quantity, lot, and movement is tied to a specific location.

How It Works in Peasy

- Manage locations from Configure > Locations
- Each item's inventory is tracked separately per location
- Purchase orders (https://peasyos.com/help/purchase-order), sales orders (https://peasyos.com/help/sales-order), and work orders (https://peasyos.com/help/work-order) are assigned to a location
- Transfers move stock between locations
- You can set different min levels and reorder targets for the same item at different locations
- Locations can have their own address, which appears on documents like POs and invoices (https://peasyos.com/help/invoice)

Why It Matters

Locations let you see exactly where your stock is, not just how much you have in total. This is critical for businesses with multiple warehouses, retail stores, or production facilities where inventory needs to be managed independently at each site.

Related

- Setting Up Locations (https://peasyos.com/help/locations)
- Locations (https://peasyos.com/help/locations)
- Transferring Inventory (https://peasyos.com/help/transferring-inventory)
- Inventory Overview (https://peasyos.com/help/inventory-overview)

---

# Transfer Order

Category: Glossary
URL: https://peasyos.com/help/transfer-order
Keywords: transfer order, stock transfer, inventory transfer, inter-location transfer, move stock, TO

Transfer Order

A transfer order is a document that moves inventory from one location to another. In Peasy, transfer orders let you track stock movements between your warehouses, stores, or production facilities.

How It Works in Peasy

- Stage transfers in Inventory > Transfer, then manage them in Inventory > Transfer Orders
- Select a source location, destination location, and the items to move
- Transfer orders go through statuses: Draft → Created → Sent → Received (or Canceled)
- Submitting from the Transfer page creates transfer orders in Peasy
- Inventory is deducted from the source location when the transfer ships
- Inventory is added to the destination location when the transfer is received
- Transfers aren't tied to a specific lot (https://peasyos.com/help/lot) — they move quantity between locations without recording which batches shipped. If you need batch traceability across locations, capture it manually in the transfer notes.

Why It Matters

Transfer orders provide a paper trail for stock moving between your locations. Without them, inventory would appear to vanish from one location and magically appear at another, making it impossible to reconcile counts or investigate discrepancies.

Related

- Transfer Orders (https://peasyos.com/help/transfer-orders)
- Transferring Inventory (https://peasyos.com/help/transferring-inventory)
- Locations (https://peasyos.com/help/locations)
- Inventory Overview (https://peasyos.com/help/inventory-overview)

---

# Unit Conversion

Category: Glossary
URL: https://peasyos.com/help/unit-conversion
Keywords: unit conversion, conversion factor, conversion rate, unit of measure conversion, UOM conversion, pack size

Unit Conversion

A unit conversion defines how a buy item (https://peasyos.com/help/buy-item) or sell item (https://peasyos.com/help/sell-item)'s unit relates to the parent item (https://peasyos.com/help/parent-item)'s inventory unit (https://peasyos.com/help/inventory-unit). In Peasy, unit conversions let you buy in bulk units and sell in smaller units while keeping inventory in a single base unit.

How It Works in Peasy

- Set conversions when creating buy items or sell items
- Example: if the inventory unit is "lb" and you buy in "50 lb Bags", the conversion is 1 bag = 50 lb
- Conversions are used automatically when receiving POs (https://peasyos.com/help/purchase-order), fulfilling SOs (https://peasyos.com/help/sales-order), and running production
- Edit conversions from the item's detail page under buy items or sell items
- Fractional conversions are supported (e.g., 1 case = 24.5 units)

Why It Matters

Unit conversions are the bridge between how you buy, how you sell, and how you count. Without them, you'd have to manually calculate how many pounds are in 10 cases every time you receive an order. Peasy does this math for you.

Related

- Editing Units and Conversions (https://peasyos.com/help/editing-units-and-conversions)
- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units)
- Fractional Quantities (https://peasyos.com/help/fractional-quantities)
- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units)

---

# Bundle

Category: Glossary
URL: https://peasyos.com/help/bundle
Keywords: bundle, kit, combo, package, bundle item, assembled item, grouped item, variety pack, bundle input, bundle output, bundle lot

Bundle

A bundle is a sell item (https://peasyos.com/help/sell-item) that is made up of multiple other items sold together as a single unit. In Peasy, bundles let you create combo packs, gift sets, or variety boxes without manufacturing a new product.

How It Works in Peasy

- Create bundles from the item setup by selecting the bundle option
- Define the components — which items and how many of each go into the bundle
- When a bundle ships, Peasy deducts inventory for each component item on the shipment's ship date
- Inventory History (https://peasyos.com/help/inventory-history-explained) shows each consumed component as Bundle Input, then balances the finished pack with Bundle Output and Sale
- A lot selected during fulfillment describes the finished pack's shipment. Peasy does not assign separate component lots while assembling the bundle.
- Bundle availability is limited by the component with the lowest available quantity (https://peasyos.com/help/available-quantity)
- Bundles appear as a single line item on sales orders (https://peasyos.com/help/sales-order) and invoices (https://peasyos.com/help/invoice)

Why It Matters

Bundles let you sell combinations of products without creating separate inventory for the grouped version. This is ideal for variety packs, gift baskets, or meal kits where the components are also sold individually.

Related

- Understanding Item Types (https://peasyos.com/help/understanding-item-types)
- Selling Overview (https://peasyos.com/help/selling-overview)
- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders)
- Inventory Overview (https://peasyos.com/help/inventory-overview)

---

# Purchase Order

Category: Glossary
URL: https://peasyos.com/help/purchase-order
Keywords: purchase order, PO, vendor order, buy order, procurement order, order

Purchase Order

A purchase order (PO) is a formal document you send to a vendor (https://peasyos.com/help/vendor) to request goods. In Peasy, POs track what you've ordered, from whom, at what price, and whether it's been received.

How It Works in Peasy

- Go to Buy > Purchase Orders to see all your POs
- Create POs from the buy cart (https://peasyos.com/help/buy-cart) (recommended) or manually
- POs move through statuses: Draft → Created → Sent → Confirmed → Partially Received → Received (or Cancelled)
- Each PO is linked to a vendor and a location
- When items arrive, you receive against the PO, which updates inventory and creates a bill

Why It Matters

POs are the starting point of the buying workflow. They connect to receiving (when items arrive), bills (when you owe the vendor), and inventory (when stock levels update). Without POs, there's no record of what was ordered or what's expected.

Related

- Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders)
- Receiving Pending Orders (https://peasyos.com/help/receiving-pending-orders)
- Managing Bills (https://peasyos.com/help/managing-bills)
- Buying Overview (https://peasyos.com/help/buying-overview)

---

# Vendor

Category: Glossary
URL: https://peasyos.com/help/vendor
Keywords: vendor, supplier, provider, source, vendor record, vendor profile, vendor type, supplier type, co-manufacturer, 3PL, logistics

Vendor

A vendor is a company or person you buy goods from. In Peasy, vendor records store contact information, payment terms, and are linked to the buy items (https://peasyos.com/help/buy-item) they supply and the purchase orders (https://peasyos.com/help/purchase-order) you send them.

How It Works in Peasy

- Manage vendors from Buy > Vendors
- Each vendor has a name, contact info, optional payment terms, and an optional Vendor Type for classifying suppliers
- Buy items are linked to vendors — one item can have buy items from multiple vendors
- POs are created per vendor — all items on a PO come from the same vendor
- Vendor performance is visible through receiving history and bill tracking
- Vendor Type describes the vendor record itself. It is separate from item variant types such as Buy, Sell, Make, and Conversion.

Why It Matters

Vendors are central to your supply chain. Knowing who supplies what, at what price, and how reliably they deliver helps you make better purchasing decisions and negotiate better terms.

Related

- Managing Vendors (https://peasyos.com/help/managing-vendors)
- Buying Overview (https://peasyos.com/help/buying-overview)
- Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders)
- Managing Buy Items (https://peasyos.com/help/managing-buy-items)

---

# Buy Item

Category: Glossary
URL: https://peasyos.com/help/buy-item
Keywords: buy item, purchase item, vendor item, buying unit, procurement item, buy variant

Buy Item

A buy item is a child item (https://peasyos.com/help/child-item) that represents a specific way you purchase a product from a vendor (https://peasyos.com/help/vendor). In Peasy, buy items define the vendor, unit, cost, and pack size for purchasing.

How It Works in Peasy

- Buy items are created under a parent item (https://peasyos.com/help/parent-item) and linked to a specific vendor
- Each buy item has a buying unit (e.g., "case of 12") and a cost per unit
- A parent item can have multiple buy items — different vendors or different pack sizes
- Buy items appear when building purchase orders (https://peasyos.com/help/purchase-order) and in the buy cart (https://peasyos.com/help/buy-cart)
- The unit conversion (https://peasyos.com/help/unit-conversion) on the buy item maps the buying unit to the parent's inventory unit (https://peasyos.com/help/inventory-unit)

Why It Matters

Buy items let you model real-world purchasing complexity. You might buy the same flour from two different vendors at different prices, or in different pack sizes. Each scenario is a separate buy item under the same parent, keeping your purchasing options organized.

Related

- Managing Buy Items (https://peasyos.com/help/managing-buy-items)
- Understanding Item Types (https://peasyos.com/help/understanding-item-types)
- Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders)
- Editing Units and Conversions (https://peasyos.com/help/editing-units-and-conversions)

---

# Buy Cart

Category: Glossary
URL: https://peasyos.com/help/buy-cart
Keywords: buy cart, shopping cart, purchase cart, order cart, reorder cart, cart

Buy Cart

The buy cart is a staging (https://peasyos.com/help/staging) area where you collect items you need to order before converting them into purchase orders (https://peasyos.com/help/purchase-order). In Peasy, the buy cart streamlines the process of building POs by letting you add items from multiple places and then batch them by vendor (https://peasyos.com/help/vendor).

How It Works in Peasy

- Access the buy cart from the cart panel on the Buy > Items to buy page
- Add items to the cart from reorder alerts (https://peasyos.com/help/reorder-alert), the inventory list, or manually
- The cart groups items by vendor automatically
- Review quantities and costs, then generate POs — one per vendor
- Items in the cart are not yet ordered; they become POs when you submit

Why It Matters

The buy cart saves time when you need to reorder multiple items from multiple vendors. Instead of creating POs one at a time, you fill the cart with everything you need and generate all your POs in one step.

Related

- Buying Overview (https://peasyos.com/help/buying-overview)
- Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders)
- Reorder Alerts (https://peasyos.com/help/reorder-alert)
- Managing Buy Items (https://peasyos.com/help/managing-buy-items)

---

# Reorder Alert

Category: Glossary
URL: https://peasyos.com/help/reorder-alert
Keywords: reorder alert, low stock alert, stock alert, reorder notification, reorder point alert, low inventory

Reorder Alert

A reorder alert is a notification that an item's stock has dropped to or below its restock point and needs to be reordered. In Peasy, reorder alerts appear in To-Dos and can be sent directly to the buy cart (https://peasyos.com/help/buy-cart).

How It Works in Peasy

- Reorder alerts fire automatically when on-hand quantity (https://peasyos.com/help/on-hand-quantity) drops to or below the item's restock point
- View all active reorder alerts from To-Dos in the sidebar
- Each alert shows the item, current stock, restock point, and suggested order quantity
- Send items from reorder alerts directly to the buy cart with one click
- Alerts clear automatically when stock returns above the restock point

Why It Matters

Reorder alerts prevent stockouts by catching low inventory before it becomes a problem. They connect directly to the buying workflow — from alert to cart to PO (https://peasyos.com/help/purchase-order) — so you can act on them immediately rather than discovering shortages when a customer (https://peasyos.com/help/customer) orders.

Related

- Reorder Alerts (https://peasyos.com/help/reorder-alert)
- To-Dos (https://peasyos.com/help/alerts-and-notifications)
- Buying Overview (https://peasyos.com/help/buying-overview)
- Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders)

---

# Bill

Category: Glossary
URL: https://peasyos.com/help/bill
Keywords: bill, vendor bill, accounts payable, AP, vendor invoice, payable, amount owed

Bill

A bill is a record of money you owe to a vendor (https://peasyos.com/help/vendor) for goods received. In Peasy, bills are created automatically when you receive a purchase order (https://peasyos.com/help/purchase-order) and track what you need to pay.

How It Works in Peasy

- Bills are auto-generated when you receive against a PO
- View and manage bills from Buy > Bills
- Each bill shows the vendor, amount, due date, and payment status
- Bills move through statuses: Draft → Open → Paid (or Cancelled)
- Pay bills directly through Peasy if bill pay (https://peasyos.com/help/bill-pay) is set up, or mark them as paid externally
- Bills sync to QuickBooks as accounts payable when connected

Why It Matters

Bills close the loop on the buying workflow. After you order (PO) and receive (receiving), the bill tracks what you owe. Managing bills in Peasy gives you visibility into your accounts payable and helps ensure vendors get paid on time.

Related

- Managing Bills (https://peasyos.com/help/managing-bills)
- Payments Overview (https://peasyos.com/help/payments-overview)
- Receiving Pending Orders (https://peasyos.com/help/receiving-pending-orders)
- Buying Overview (https://peasyos.com/help/buying-overview)

---

# Receiving

Category: Glossary
URL: https://peasyos.com/help/receiving
Keywords: receiving, receive, goods receipt, delivery, inbound, receive order, check in

Receiving

Receiving is the process of recording that ordered goods have arrived at your location. In Peasy, receiving updates inventory quantities, establishes item costs, and creates bills for the vendor (https://peasyos.com/help/vendor).

How It Works in Peasy

- Receive against an existing PO (https://peasyos.com/help/purchase-order) from Receive > Pending or from the PO detail page
- You can also receive without a PO for unexpected deliveries
- Enter the quantities actually received — they may differ from what was ordered
- If lot tracking (https://peasyos.com/help/lot-tracking) is enabled, assign lot numbers during receiving
- Receiving updates on-hand quantity (https://peasyos.com/help/on-hand-quantity), creates a bill, and records the cost per unit

Why It Matters

Receiving is where the physical world meets your digital records. It's the moment inventory becomes real in the system. Accurate receiving ensures your stock levels, costs, and payables all reflect reality.

Related

- Receiving Overview (https://peasyos.com/help/receiving-overview)
- Receiving Pending Orders (https://peasyos.com/help/receiving-pending-orders)
- Receiving Without a PO (https://peasyos.com/help/receiving-without-a-po)
- Viewing Receive History (https://peasyos.com/help/viewing-receive-history)

---

# Partial Receive

Category: Glossary
URL: https://peasyos.com/help/partial-receive
Keywords: partial receive, partial delivery, partial receipt, short shipment, incomplete delivery, backorder

Partial Receive

A partial receive occurs when you receive only some of the items on a purchase order (https://peasyos.com/help/purchase-order). In Peasy, partial receives let you record what actually arrived while keeping the PO open for the remaining items.

How It Works in Peasy

- When receiving a PO, enter the actual quantities received — they can be less than ordered
- The PO status changes to Partially Received to indicate outstanding items remain
- A bill is created for only the quantities received
- You can receive against the same PO multiple times as more shipments arrive
- The PO shows received vs. ordered quantities so you can track what's still outstanding

Why It Matters

Vendors (https://peasyos.com/help/vendor) don't always ship everything at once. Partial receives let you update inventory with what's on hand without closing out an order that still has items in transit. This keeps your stock levels accurate and your receiving history complete.

Related

- Receiving Pending Orders (https://peasyos.com/help/receiving-pending-orders)
- Receiving Overview (https://peasyos.com/help/receiving-overview)
- Viewing Receive History (https://peasyos.com/help/viewing-receive-history)
- Buying Overview (https://peasyos.com/help/buying-overview)

---

# ETA

Category: Glossary
URL: https://peasyos.com/help/eta
Keywords: ETA, estimated time of arrival, expected delivery, delivery date, arrival date, expected date

ETA

ETA (estimated time of arrival) is the expected delivery date for a purchase order (https://peasyos.com/help/purchase-order). In Peasy, the ETA helps you plan receiving schedules and communicate delivery expectations to your team.

How It Works in Peasy

- Set the ETA when creating or editing a purchase order
- ETAs appear on the PO list and detail page
- Overdue POs (past their ETA and not fully received) are highlighted
- Use ETAs to plan your receiving schedule and staffing
- ETAs are informational — they don't automatically trigger any actions

Why It Matters

Knowing when orders are expected helps you plan labor for receiving, manage storage space, and set customer (https://peasyos.com/help/customer) expectations. When ETAs slip, you can proactively adjust sales commitments rather than discovering shortages at the last moment.

Related

- Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders)
- Receiving Overview (https://peasyos.com/help/receiving-overview)
- Buying Overview (https://peasyos.com/help/buying-overview)
- Reorder Alerts (https://peasyos.com/help/reorder-alert)

---

# Lead Time

Category: Glossary
URL: https://peasyos.com/help/lead-time
Keywords: lead time, delivery time, vendor lead time, procurement time, order lead time, days to deliver

Lead Time

Lead time is the number of days between placing a purchase order (https://peasyos.com/help/purchase-order) and receiving the goods. In Peasy, lead time helps you plan when to reorder so items arrive before you run out.

How It Works in Peasy

- Lead time is set per vendor (https://peasyos.com/help/vendor) (in the vendor's detail page)
- It's used to calculate suggested reorder dates based on current stock and consumption
- When creating a PO, Peasy can suggest an ETA (https://peasyos.com/help/eta) based on the vendor's typical lead time
- Longer lead times mean you need to reorder earlier (higher min levels (https://peasyos.com/help/min-level))
- Lead time data improves over time as you track actual receiving dates

Why It Matters

Understanding lead time is critical for avoiding stockouts. If a vendor takes two weeks to deliver but you wait until you're almost out to reorder, you'll have a gap. Lead time data lets you set smarter min levels and reorder at the right moment.

Related

- Buying Overview (https://peasyos.com/help/buying-overview)
- Reorder Alerts (https://peasyos.com/help/reorder-alert)
- Managing Vendors (https://peasyos.com/help/managing-vendors)
- Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders)

---

# Sales Order

Category: Glossary
URL: https://peasyos.com/help/sales-order
Keywords: sales order, SO, customer order, sell order, order, outbound order, sales order vs purchase order, direction of sales order, customer buys from me, shipping charge, shipping amount, order shipping line

Sales Order

A sales order (SO) is a document that records a customer (https://peasyos.com/help/customer)'s request to purchase goods from you. In Peasy, sales orders track what was ordered, the price, and whether it's been shipped and invoiced.

The direction is customer → you: the customer is placing the order with your business. A purchase order (https://peasyos.com/help/purchase-order) goes the other direction — you place it with a vendor.

How It Works in Peasy

- Create sales orders from Sell > Sales Orders
- Each SO is linked to a customer and a location
- Add sell items (https://peasyos.com/help/sell-item) to the order with quantities and prices (pulled from price lists (https://peasyos.com/help/price-list) if configured)
- Enter delivery charges in the order's dedicated Shipping amount instead of creating a custom item called Shipping
- SOs move through statuses: Draft → Pending → Fulfilled (or Cancelled)
- A sales order is a promise — it commits stock but doesn't move inventory on its own. Fulfilling (https://peasyos.com/help/fulfillment) it creates a shipment (https://peasyos.com/help/shipment), and the shipment is what deducts inventory
- An order can be fulfilled in one shipment (https://peasyos.com/help/shipment) or several partial shipments, and can have one or more invoices (https://peasyos.com/help/invoice)
- SO quantities reduce available quantity (https://peasyos.com/help/available-quantity) even before fulfillment (committed stock)

Why It Matters

Sales orders are the core of your selling workflow. They connect customer demand to inventory (committing stock), fulfillment (shipping goods), and invoicing (collecting payment). They're also what drives available quantity calculations.

Related

- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders)
- Fulfilling and Shipping Orders (https://peasyos.com/help/fulfilling-and-shipping-orders)
- Shipment (https://peasyos.com/help/shipment)
- Selling Overview (https://peasyos.com/help/selling-overview)
- Understanding Availability (https://peasyos.com/help/understanding-availability)
- Managing Customers (https://peasyos.com/help/managing-customers)

---

# Customer

Category: Glossary
URL: https://peasyos.com/help/customer
Keywords: customer, client, buyer, account, customer record, customer profile

Customer

A customer is a person or business that buys goods from you. In Peasy, customer records store contact information, pricing, and order history, and are linked to every sales order (https://peasyos.com/help/sales-order) and invoice (https://peasyos.com/help/invoice).

How It Works in Peasy

- Manage customers from Sell > Customers
- Each customer has a name, contact info, and optional shipping/billing addresses
- Customers can be assigned to a price list (https://peasyos.com/help/price-list) for custom pricing
- View a customer's order history, invoices, and payment status from their profile
- Customers can pay invoices through a magic link sent via email

Why It Matters

Customer records are the foundation of your selling workflow. They link orders, invoices, and payments together so you can see the full picture for any customer — what they've ordered, what they owe, and their payment history.

Related

- Managing Customers (https://peasyos.com/help/managing-customers)
- Selling Overview (https://peasyos.com/help/selling-overview)
- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders)
- How Customers Pay (https://peasyos.com/help/how-customers-pay)

---

# Sell Item

Category: Glossary
URL: https://peasyos.com/help/sell-item
Keywords: sell item, selling item, sales item, product listing, sell variant, sellable item

Sell Item

A sell item is a child item (https://peasyos.com/help/child-item) that represents a specific way you sell a product to customers (https://peasyos.com/help/customer). In Peasy, sell items define the selling unit, price, and how that unit converts back to inventory.

How It Works in Peasy

- Sell items are created under a parent item (https://peasyos.com/help/parent-item)
- Each sell item has a selling unit (e.g., "12 oz Bag") and a default price
- A parent item can have multiple sell items — different sizes, pack configurations, or units
- Sell items appear when building sales orders (https://peasyos.com/help/sales-order) and on catalogs (https://peasyos.com/help/catalog)
- The unit conversion (https://peasyos.com/help/unit-conversion) on the sell item maps the selling unit to the parent's inventory unit (https://peasyos.com/help/inventory-unit)

Why It Matters

Sell items let you offer the same product in multiple formats. You might sell coffee as a 12 oz bag, a 5 lb bag, or a case of 12 bags — each is a separate sell item under the same parent, with its own price and unit conversion.

Related

- Understanding Item Types (https://peasyos.com/help/understanding-item-types)
- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units)
- Selling Overview (https://peasyos.com/help/selling-overview)
- Editing Units and Conversions (https://peasyos.com/help/editing-units-and-conversions)

---

# Price List

Category: Glossary
URL: https://peasyos.com/help/price-list
Keywords: price list, pricing, price tier, price level, wholesale pricing, customer pricing, price sheet

Price List

A price list is a set of custom prices for sell items (https://peasyos.com/help/sell-item) that can be assigned to specific customers (https://peasyos.com/help/customer). In Peasy, price lists let you offer different pricing tiers — such as wholesale vs. retail — without changing your default prices.

How It Works in Peasy

- Create and manage price lists from Sell > Items to sell or Configure > Data > Catalogs
- Each price list contains per-item prices that override the sell item's default price
- Assign a price list to a customer, and their sales orders (https://peasyos.com/help/sales-order) automatically use those prices
- A customer can only be on one price list at a time
- Items not on the price list fall back to the sell item's default price

Why It Matters

Most businesses sell at different prices depending on the customer. Price lists let you set up wholesale, retail, distributor, or VIP pricing once and have it apply automatically whenever you create an order for that customer.

Related

- Price Lists (https://peasyos.com/help/price-lists)
- Selling Overview (https://peasyos.com/help/selling-overview)
- Managing Customers (https://peasyos.com/help/managing-customers)
- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders)

---

# Catalog

Category: Glossary
URL: https://peasyos.com/help/catalog
Keywords: catalog, product catalog, item catalog, product list, catalog page, item listing

Catalog

A catalog is a curated list of sell items (https://peasyos.com/help/sell-item) that you share with customers (https://peasyos.com/help/customer). In Peasy, catalogs can be published to your storefront (https://peasyos.com/help/storefront-explained) or shared directly, letting customers browse and place orders.

How It Works in Peasy

- Create catalogs from Sell > Items to sell or Configure > Data > Catalogs
- Add sell items to a catalog and organize them by category
- Catalogs can be linked to your storefront for self-service ordering
- Each catalog can show different items — create separate catalogs for wholesale vs. retail
- Catalog items display the customer's price list (https://peasyos.com/help/price-list) pricing when they're logged in

Why It Matters

Catalogs let you control which products different customers see and order from. Instead of sharing your entire product line with everyone, you can create targeted catalogs for different customer segments or sales channels.

Related

- Catalogs (https://peasyos.com/help/catalogs)
- Managing Your Catalog (https://peasyos.com/help/managing-your-catalog)
- Storefront (https://peasyos.com/help/storefront)
- Selling Overview (https://peasyos.com/help/selling-overview)

---

# Invoice

Category: Glossary
URL: https://peasyos.com/help/invoice
Keywords: invoice, customer invoice, sales invoice, billing, accounts receivable, AR, amount due, standalone invoice, invoices page, invoice shipment

Invoice

An invoice is a document requesting payment from a customer (https://peasyos.com/help/customer) for goods sold. In Peasy, invoices are standalone entities that track what customers owe you.

How It Works in Peasy

- Invoices are created from a sales order — open the order's Invoice tab and click Send to bill across the order, or Invoice shipment on a shipment (https://peasyos.com/help/shipment) to bill for exactly what shipped
- Every invoice also appears on the dedicated Sell > Invoices page, which lists invoices across all orders for filtering, sending, and payment tracking
- One order can have multiple invoices — for example, one per shipment
- Each invoice shows line items, totals, and payment status
- Invoices have two status axes: invoice status (Draft → Issued → Canceled) and payment status (Unpaid → Partially Paid → Paid → Overpaid). Peasy shows one payment badge at a time: Processing while a payment settles, or Coming Due/Overdue instead of Unpaid/Partially Paid when aging needs attention
- Send invoices to customers via email with a payment link for online payment
- Invoices sync to QuickBooks as accounts receivable when connected

Why It Matters

Invoices close the selling loop — after you take the order and ship the goods, the invoice tracks what's owed. Peasy lets customers pay online directly from the invoice, reducing the time between shipping and getting paid.

Related

- Managing Invoices (https://peasyos.com/help/managing-invoices)
- Creating an Invoice (https://peasyos.com/help/creating-an-invoice)
- Recording a Payment (https://peasyos.com/help/recording-a-payment)
- Invoice Reminders (https://peasyos.com/help/invoice-reminders)
- Payments Overview (https://peasyos.com/help/payments-overview)

---

# Packing Slip

Category: Glossary
URL: https://peasyos.com/help/packing-slip
Keywords: packing slip, packing list, shipping list, pick list, delivery note, shipment list

Packing Slip

A packing slip is a document included with a shipment that lists the items and quantities being sent. In Peasy, packing slips are generated from sales orders (https://peasyos.com/help/sales-order) and help your warehouse team pick and pack correctly.

How It Works in Peasy

- Print from the order's printer menu at any stage. Before a fulfillment exists, Packing Slip creates one complete-order pick list. After fulfillment starts, the PDF contains one slip per active fulfillment plus a final Not yet shipped page when quantities remain open. Cancelled fulfillments are excluded, and the remainder page disappears when the order is fully fulfilled.
- To print several orders together, select them on Sell > Sales Orders, open Print in the floating toolbar, and choose Packing Slips. Peasy combines every selected order's pages into one PDF.
- Each line shows the quantity Ordered alongside blank Packed and Lot/Batch columns, so your team can check off what they actually pack by hand
- A summary line totals the slip ("3 lines · 12 units") as a quick reconcile against what's in the box
- They do not include pricing — they're for the warehouse, not the customer (https://peasyos.com/help/customer)'s accounting department
- When a slip represents a fulfillment, it fills in that fulfillment's real packed quantities, lot numbers, ship date, carrier, and tracking number

Why It Matters

Packing slips reduce shipping errors by giving your team a clear checklist of what goes in each box. They also serve as a receipt for the customer to verify what they received matches what was shipped.

Related

- Selling Overview (https://peasyos.com/help/selling-overview)
- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders)
- Fulfilling and Shipping Orders (https://peasyos.com/help/fulfilling-and-shipping-orders)
- Shipment (https://peasyos.com/help/shipment)

---

# Fulfillment

Category: Glossary
URL: https://peasyos.com/help/fulfillment
Keywords: fulfillment, fulfill, fulfill remaining, ship, shipment, dispatch, order fulfillment, pick and pack, ship date, ship from, fulfillment location, partial shipment, fulfillment status, billing status, backorder, backordered, unfulfilled demand, partially fulfilled, schedule shipment, scheduled shipment, future ship date, pending shipment, edit shipped quantity, correct quantities

Fulfillment

Fulfillment is the process of picking, packing, and shipping goods to complete a sales order (https://peasyos.com/help/sales-order). In Peasy, fulfilling an order creates a shipment (https://peasyos.com/help/shipment) — and the shipment is the record that actually deducts inventory.

How It Works in Peasy

- A sales order is a promise. It commits stock (it counts as pending), but it does not move inventory on its own.
- Fulfilling the order creates a shipment — a record of what physically left your warehouse. The shipment is what deducts on-hand quantity (https://peasyos.com/help/on-hand-quantity), and it does so on the shipment's ship date (not the day you clicked the button), so your inventory history stays accurate even if you record a shipment after the fact.
- One-click: click the order's Status chip (on the Sell > Sales Orders list, the order panel, or the order detail) and choose Fulfill remaining — Peasy creates a single shipment for everything not yet shipped, dated from the order's Order Date (https://peasyos.com/help/creating-sales-orders). You can edit the ship date afterward.
- More control: open the order's Fulfill tab and use + Fulfill to ship specific quantities, choose the Ship from location (defaulted from the order), pick the lot (https://peasyos.com/help/lot) for each line, and set the ship date, carrier, and tracking number. This is how you ship part of an order now and the rest later. Each shipment you record appears there as a numbered Fulfillment (Fulfillment 1, Fulfillment 2, …).
- A sales order can be fulfilled in one shipment or several. Each partial shipment leaves the remaining quantity open to ship later.
- Scheduling ahead: set a future ship date and the shipment reads Scheduled until that date arrives — the button reads Schedule, inventory isn't deducted yet, and the units stay reserved in pending inventory. Any quantity not covered by a future shipment is shown separately as Unfulfilled. (Other systems call unshipped order demand a _backorder_; Peasy shows it as Unfulfilled.)
- Fixing a mistake: edit a shipment line's shipped quantity directly in the fulfillment lines. Enter 0 to remove a line from that fulfillment. If the shipment is linked to an unpaid invoice, Peasy syncs that invoice line and returns the invoice to draft for review; if the invoice has payments, Peasy asks you to confirm before applying the edit, since reducing a paid invoice may leave a credit to reconcile.
- Changing the location: edit Ship from on the fulfillment row to move the whole fulfillment's inventory attribution. The order and order lines keep their own locations. Peasy warns before moving a fulfillment that has already shipped (or been delivered) as of today; draft, packed, and future-scheduled fulfillments do not get that warning.
- Every order carries a Fulfillment status (Unfulfilled → Partial → Fulfilled) that updates automatically as you ship, shown as its own column on the Sell > Sales Orders list. Future shipment quantities show as Scheduled; only the still-unallocated remainder shows as "N unfulfilled".
- Fulfillment and billing are tracked separately: an order also has a Billing status (Uninvoiced → Partial → Invoiced), so you can bill before an order is fully shipped or ship before you bill. See Status (https://peasyos.com/help/status).
- After a shipment exists, you can create an invoice (https://peasyos.com/help/invoice) for just that shipment, or invoice the whole order.

Why It Matters

Fulfillment is where sales orders become real — inventory leaves your warehouse and goes to the customer (https://peasyos.com/help/customer). Because the deduction is tied to a dated shipment rather than the order itself, your on-hand counts and inventory history reflect exactly what shipped and when.

Related

- Fulfilling and Shipping Orders (https://peasyos.com/help/fulfilling-and-shipping-orders)
- Shipment (https://peasyos.com/help/shipment)
- Status (https://peasyos.com/help/status)
- Selling Overview (https://peasyos.com/help/selling-overview)
- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders)
- Understanding Availability (https://peasyos.com/help/understanding-availability)

---

# Discount

Category: Glossary
URL: https://peasyos.com/help/discount
Keywords: discount, price discount, order discount, line discount, percentage off, amount off, markdown

Discount

A discount is a reduction in price applied to a sales order (https://peasyos.com/help/sales-order), a vendor bill (https://peasyos.com/help/bill), or individual line items. In Peasy, discounts can be applied as a percentage or fixed amount.

How It Works in Peasy

- Apply discounts when creating or editing a sales order
- Discounts can be set per line item or at the order level
- Choose between percentage-based or fixed-amount discounts
- Discounts are reflected on invoices (https://peasyos.com/help/invoice) and in revenue calculations
- On the purchase side, a vendor bill (https://peasyos.com/help/bill) can also carry a whole-document discount (percentage or dollar); a discount that arrives as a negative line on a vendor invoice is applied automatically
- Price lists (https://peasyos.com/help/price-list) handle ongoing customer (https://peasyos.com/help/customer)-specific pricing; discounts are for one-time reductions

Why It Matters

Discounts give you flexibility to handle special situations — promotional pricing, volume deals, or making things right with a customer — without changing your standard pricing. They're tracked on the order so you always know what the original and actual prices were.

Related

- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders)
- Selling Overview (https://peasyos.com/help/selling-overview)
- Price Lists (https://peasyos.com/help/price-lists)

---

# Storefront

Category: Glossary
URL: https://peasyos.com/help/storefront-explained
Keywords: storefront, online store, ordering portal, customer portal, self-service ordering, B2B store

Storefront

The storefront is Peasy's built-in online ordering portal where your customers (https://peasyos.com/help/customer) can browse catalogs (https://peasyos.com/help/catalog) and place orders. It provides a self-service B2B ordering experience without needing a separate e-commerce platform.

How It Works in Peasy

- Enable the storefront from Configure > Sales > Storefront
- Customers receive a link to your storefront and log in to see their assigned catalogs and pricing
- They can browse products, add to cart, and submit orders that become sales orders (https://peasyos.com/help/sales-order) in Peasy
- Storefront pricing respects the customer's assigned price list (https://peasyos.com/help/price-list)
- Orders placed through the storefront appear in your sales orders list for review and fulfillment (https://peasyos.com/help/fulfillment)

Why It Matters

The storefront reduces the time you spend taking orders by phone, email, or text. Customers can order on their own schedule, see accurate pricing, and check product availability — while every order flows directly into your existing Peasy workflow.

Related

- Storefront (https://peasyos.com/help/storefront)
- Catalogs (https://peasyos.com/help/catalogs)
- Managing Your Catalog (https://peasyos.com/help/managing-your-catalog)
- Selling Overview (https://peasyos.com/help/selling-overview)

---

# Work Order

Category: Glossary
URL: https://peasyos.com/help/work-order
Keywords: work order, WO, production order, manufacturing order, make order, production job

Work Order

A work order is a document that instructs your production team to manufacture a specific quantity of a product. In Peasy, completing a work order records the ingredients (https://peasyos.com/help/ingredient) used and, when Qty Made is positive, the finished goods produced from a recipe (https://peasyos.com/help/recipe) or template.

How It Works in Peasy

- Create work orders from Make > Work Orders
- Each work order is based on a production template (https://peasyos.com/help/production-template) (recipe) and specifies the quantity to produce
- Work orders list the ingredients needed and their quantities
- When completed, the work order deducts ingredient inventory. A positive Qty Made adds finished product inventory; a zero-output run adds none.
- Work orders move through statuses: Draft → Planned → In Progress → Complete (or Cancelled)

Why It Matters

Work orders are how production connects to inventory. They record the ingredients consumed and the actual finished quantity produced, including runs that consumed inputs but yielded no usable output.

Related

- Managing Work Orders (https://peasyos.com/help/managing-work-orders)
- Making Overview (https://peasyos.com/help/making-overview)
- Creating Templates (https://peasyos.com/help/creating-templates)
- Inventory Overview (https://peasyos.com/help/inventory-overview)

---

# Recipe

Category: Glossary
URL: https://peasyos.com/help/recipe
Keywords: recipe, formula, formulation, bill of materials, BOM, ingredient list, production recipe

Recipe

A recipe (also called a bill of materials (https://peasyos.com/help/bom) or BOM) is the list of ingredients (https://peasyos.com/help/ingredient) and their quantities needed to produce one batch of a finished product. In Peasy, recipes are stored as production templates (https://peasyos.com/help/production-template) and used to generate work orders (https://peasyos.com/help/work-order).

How It Works in Peasy

- Recipes are defined within production templates
- Each recipe lists ingredient items and the quantity needed per batch
- When you create a work order from a template, the recipe scales based on the production quantity
- Recipes can include sub-recipes if a finished product uses another manufactured item as an ingredient
- Changing a recipe on the template affects future work orders but not existing ones

Why It Matters

Recipes are the blueprint for production. They ensure consistency — every batch uses the same ingredients in the same proportions — and they let Peasy calculate how much raw material you need for any production run (https://peasyos.com/help/production-run).

Related

- Creating Templates (https://peasyos.com/help/creating-templates)
- Making Overview (https://peasyos.com/help/making-overview)
- Managing Work Orders (https://peasyos.com/help/managing-work-orders)
- Inventory Overview (https://peasyos.com/help/inventory-overview)

---

# BOM (Bill of Materials)

Category: Glossary
URL: https://peasyos.com/help/bom
Keywords: BOM, bill of materials, materials list, component list, parts list, ingredient list

BOM (Bill of Materials)

A BOM (bill of materials) is a structured list of all the raw materials, components, and sub-assemblies needed to make a finished product. In Peasy, the BOM is defined within a production template (https://peasyos.com/help/production-template) and drives ingredient (https://peasyos.com/help/ingredient) calculations for work orders (https://peasyos.com/help/work-order).

How It Works in Peasy

- BOMs are part of production templates — each template has a BOM listing ingredients and quantities
- When creating a work order, the BOM determines how much of each ingredient is needed
- BOMs can reference other produced items, creating multi-level BOMs
- Ingredient quantities on the BOM are for one batch; they scale with the production quantity
- Template gap alerts (https://peasyos.com/help/template-gap-alerts) notify you when BOM ingredients are running low

Why It Matters

The BOM is the master plan for production. It ensures you have the right materials in the right amounts before starting a production run (https://peasyos.com/help/production-run), and it drives accurate COGS (https://peasyos.com/help/cogs) calculations for manufactured products.

Related

- Creating Templates (https://peasyos.com/help/creating-templates)
- Making Overview (https://peasyos.com/help/making-overview)
- Template Gap Alerts (https://peasyos.com/help/template-gap-alerts)
- Managing Work Orders (https://peasyos.com/help/managing-work-orders)

---

# Production Template

Category: Glossary
URL: https://peasyos.com/help/production-template
Keywords: production template, template, manufacturing template, product template, make template

Production Template

A production template is a reusable blueprint for manufacturing a product. In Peasy, templates store the recipe (https://peasyos.com/help/recipe) (BOM (https://peasyos.com/help/bom)), yield, and instructions that are used every time you create a work order (https://peasyos.com/help/work-order) for that product.

How It Works in Peasy

- Create templates from Make > Items to make
- Each template defines the output item, batch yield, and ingredient (https://peasyos.com/help/ingredient) list (BOM)
- Templates can include production instructions or notes for your team
- Create work orders directly from a template — the recipe populates automatically
- Templates can be duplicated and modified for variations of a product

Why It Matters

Templates save time and ensure consistency. Instead of rebuilding the ingredient list every time you produce something, you define it once in a template. This reduces errors, speeds up work order creation, and ensures every batch follows the same formula.

Related

- Creating Templates (https://peasyos.com/help/creating-templates)
- Making Overview (https://peasyos.com/help/making-overview)
- Managing Work Orders (https://peasyos.com/help/managing-work-orders)
- Template Gap Alerts (https://peasyos.com/help/template-gap-alerts)

---

# Yield

Category: Glossary
URL: https://peasyos.com/help/yield
Keywords: yield, batch yield, output quantity, production output, batch size, expected output

Yield

Yield is the quantity of finished product produced from one batch of a recipe (https://peasyos.com/help/recipe). In Peasy, yield is defined on the production template (https://peasyos.com/help/production-template) and determines how many units of the output item a single production run (https://peasyos.com/help/production-run) creates.

How It Works in Peasy

- Set the yield on the production template (e.g., "1 batch makes 100 units")
- When creating a work order (https://peasyos.com/help/work-order), specify how many batches or total units you want to produce
- Ingredient (https://peasyos.com/help/ingredient) quantities scale based on the yield — double the batches, double the ingredients
- Actual yield can be recorded during production if it differs from the expected yield
- Yield variance helps identify production efficiency issues over time

Why It Matters

Yield connects your recipe to your inventory. It tells Peasy how much finished product to add to inventory when a work order is completed, and it determines how much of each ingredient is needed for any given production quantity.

Related

- Creating Templates (https://peasyos.com/help/creating-templates)
- Managing Work Orders (https://peasyos.com/help/managing-work-orders)
- Making Overview (https://peasyos.com/help/making-overview)
- Inventory Overview (https://peasyos.com/help/inventory-overview)

---

# Batch

Category: Glossary
URL: https://peasyos.com/help/batch
Keywords: batch, production batch, batch run, batch number, production lot, batch size

Batch

A batch is a single production run (https://peasyos.com/help/production-run) of a recipe (https://peasyos.com/help/recipe) that produces a defined quantity of finished goods. In Peasy, batches are tracked through work orders (https://peasyos.com/help/work-order) and can be assigned lot numbers for traceability.

How It Works in Peasy

- Each work order represents one or more batches of production
- The batch size is determined by the template's yield
- When completing a work order, the finished product can be assigned a lot number
- Batch-level cost is calculated from the ingredient (https://peasyos.com/help/ingredient) costs consumed during production
- Multiple batches can be produced in a single work order by specifying a multiplier

Why It Matters

Batches connect production to traceability. When a quality issue is found with a finished product, the batch (and its lot number) lets you trace back to the exact ingredients used and the exact work order that produced it.

Related

- Managing Work Orders (https://peasyos.com/help/managing-work-orders)
- Making Overview (https://peasyos.com/help/making-overview)
- Inventory History (https://peasyos.com/help/inventory-history)
- Creating Templates (https://peasyos.com/help/creating-templates)

---

# Production Run

Category: Glossary
URL: https://peasyos.com/help/production-run
Keywords: production run, make run, manufacturing run, production cycle, production session

Production Run

A production run is the execution of a work order (https://peasyos.com/help/work-order) — the actual process of manufacturing a product from its ingredients (https://peasyos.com/help/ingredient). In Peasy, a production run starts when a work order moves to "In Progress" and ends when it's completed.

How It Works in Peasy

- Start a production run by moving a work order to In Progress
- During the run, your team follows the template's recipe (https://peasyos.com/help/recipe) and instructions
- When finished, complete the work order to record the actual quantities produced
- Completing the run deducts the ingredients used. A positive Qty Made adds finished goods; a zero-output run records the production event without adding finished inventory.
- Production time and any notes can be recorded on the work order

Why It Matters

Production runs record what happened during manufacturing. Tracking them through work orders keeps ingredient use and finished output accurate, including a run that consumed ingredients but produced no usable goods.

Related

- Managing Work Orders (https://peasyos.com/help/managing-work-orders)
- Making Overview (https://peasyos.com/help/making-overview)
- Creating Templates (https://peasyos.com/help/creating-templates)
- Inventory Overview (https://peasyos.com/help/inventory-overview)

---

# Ingredient

Category: Glossary
URL: https://peasyos.com/help/ingredient
Keywords: ingredient, raw material, component, input, material, recipe item, BOM item

Ingredient

An ingredient is a raw material or component item that is consumed during production to make a finished product. In Peasy, ingredients are listed in production templates (https://peasyos.com/help/production-template) and their inventory is deducted when work orders (https://peasyos.com/help/work-order) are completed.

How It Works in Peasy

- Ingredients are added to production templates as part of the recipe (https://peasyos.com/help/recipe) (BOM (https://peasyos.com/help/bom))
- Each ingredient specifies the item and the quantity needed per batch
- Ingredients must exist as items in your inventory for stock to be deducted
- Template gap alerts (https://peasyos.com/help/template-gap-alerts) warn you when ingredient stock is too low to complete a planned production run (https://peasyos.com/help/production-run)
- Ingredient costs flow into the finished product's COGS (https://peasyos.com/help/cogs)

Why It Matters

Ingredients are the building blocks of production. Tracking them in Peasy ensures you know what raw materials you need to order, how much each production run costs, and whether you have enough stock to start a batch.

Related

- Creating Templates (https://peasyos.com/help/creating-templates)
- Making Overview (https://peasyos.com/help/making-overview)
- Template Gap Alerts (https://peasyos.com/help/template-gap-alerts)
- Buying Overview (https://peasyos.com/help/buying-overview)

---

# Bill Pay

Category: Glossary
URL: https://peasyos.com/help/bill-pay
Keywords: bill pay, pay bills, vendor payment, outbound payment, send payment, bill payment

Bill Pay

Bill pay is Peasy's feature for sending payments to vendors (https://peasyos.com/help/vendor) directly from the platform. Instead of switching to your bank to pay bills, you can pay vendors within Peasy and keep your payment records in one place.

How It Works in Peasy

- Set up bill pay from Configure > Payment Settings by connecting a bank account
- Pay bills from the bill detail page or the bills list by choosing Pay Bill
- Under Payment action, choose Record an external payment for money that moved outside Peasy, or Pay with Peasy to send an ACH (https://peasyos.com/help/ach) payment
- If the vendor has no bank on file, enter bank details inline or email them a secure vendor portal link
- Payment status is tracked on the bill (Pending → Confirmed → Completed, or Failed)
- Bill pay requires setting up payments first — see Setting Up Payments (https://peasyos.com/help/setting-up-payments)

Why It Matters

Bill pay closes the loop on the buying workflow entirely within Peasy. Instead of tracking bills in Peasy and payments in your bank, everything is in one system — making reconciliation straightforward and reducing the risk of missed or double payments.

Related

- Payments Overview (https://peasyos.com/help/payments-overview)
- Setting Up Payments (https://peasyos.com/help/setting-up-payments)
- Payment Methods (https://peasyos.com/help/payment-methods)
- Managing Bills (https://peasyos.com/help/managing-bills)

---

# Payment

Category: Glossary
URL: https://peasyos.com/help/payment
Keywords: payment, transaction, money transfer, funds transfer, payment record

Payment

A payment is a transfer of money between you and a customer (https://peasyos.com/help/customer) or vendor (https://peasyos.com/help/vendor). In Peasy, payments are tracked for both sides — money received from customers (against invoices (https://peasyos.com/help/invoice)) and money sent to vendors (against bills).

How It Works in Peasy

- View all payments from Configure > Payment Settings > History
- Incoming payments are linked to invoices and reduce what a customer owes
- Outgoing payments are linked to bills and reduce what you owe a vendor
- Payments can be made via ACH (https://peasyos.com/help/ach), card, or recorded as external payments
- Each payment has a status: Pending, Confirmed, Settled, Failed, or Reversed
- Payment history provides a full ledger of all money movement

Why It Matters

Payments are how money actually moves in your business. Tracking them in Peasy alongside your orders, invoices, and bills gives you a complete picture of your cash flow and ensures no payment falls through the cracks.

Related

- Payments Overview (https://peasyos.com/help/payments-overview)
- Payment History and Ledger (https://peasyos.com/help/payment-history-and-ledger)
- How Customers Pay (https://peasyos.com/help/how-customers-pay)
- Setting Up Payments (https://peasyos.com/help/setting-up-payments)

---

# ACH

Category: Glossary
URL: https://peasyos.com/help/ach
Keywords: ACH, ACH transfer, bank transfer, direct deposit, electronic transfer, bank payment, ACH payment

ACH

ACH (Automated Clearing House) is an electronic bank-to-bank payment method. ACH is one way to receive customer (https://peasyos.com/help/customer) payments through Peasy Payments and is the current rail for vendor (https://peasyos.com/help/vendor) bill payments sent through Peasy.

How It Works in Peasy

- ACH payments sent or collected through Peasy are processed through Peasy Payments
- Customers can pay invoices (https://peasyos.com/help/invoice) via ACH by entering their bank details on the payment page
- You can send vendor bill payments via ACH from a connected bank account
- ACH transfers typically take 1-3 business days to settle
- ACH has lower fees than card payments, making it ideal for B2B transactions

Why It Matters

ACH is the most cost-effective way to move money between businesses. For wholesale and B2B businesses where transaction amounts are large, ACH processing fees are significantly lower than card processing fees, which lowers your business's cost on each payment.

Related

- Payment Methods (https://peasyos.com/help/payment-methods)
- Payments Overview (https://peasyos.com/help/payments-overview)
- How Customers Pay (https://peasyos.com/help/how-customers-pay)
- Setting Up Payments (https://peasyos.com/help/setting-up-payments)

---

# Invoice Payment

Category: Glossary
URL: https://peasyos.com/help/invoice-payment
Keywords: invoice payment, customer payment, receive payment, incoming payment, payment on invoice, collect payment

Invoice Payment

An invoice (https://peasyos.com/help/invoice) payment is money received from a customer (https://peasyos.com/help/customer) against an outstanding invoice. In Peasy, invoice payments can be collected online through a magic link or recorded manually when paid outside the platform.

How It Works in Peasy

- Send invoices to customers with a payment link (magic link) via email
- Customers click the link, choose a payment method (ACH (https://peasyos.com/help/ach) or card), and pay
- Payments are automatically matched to the invoice and update its status
- Partial payments are supported — the invoice stays open until fully paid
- You can also record external payments (cash, check, wire) manually

Why It Matters

Invoice payments are how you get paid for goods you've sold. Peasy's online payment flow reduces the friction of collecting money — customers pay with a few clicks instead of mailing checks or making manual bank transfers.

Related

- How Customers Pay (https://peasyos.com/help/how-customers-pay)
- Invoice Reminders (https://peasyos.com/help/invoice-reminders)
- Payments Overview (https://peasyos.com/help/payments-overview)
- Payment History and Ledger (https://peasyos.com/help/payment-history-and-ledger)

---

# Payment Status

Category: Glossary
URL: https://peasyos.com/help/payment-status
Keywords: payment status, payment state, processing, completed, failed, pending payment, payment progress, voided, voided payment

Payment Status

Payment status indicates where a payment is in its lifecycle. In Peasy, payment statuses help you track whether money has actually moved or if action is needed.

How It Works in Peasy

- Pending: The payment has been initiated but not yet confirmed
- Confirmed: The payment provider has accepted the payment; it's being processed (ACH (https://peasyos.com/help/ach) transfers take 1-3 business days)
- Settled: The payment has completed and funds have been transferred successfully
- Failed: The payment did not go through (insufficient funds, invalid account, etc.)
- Reversed: A previously settled payment was reversed (chargeback, refund, or dispute)
- Voided: A payment you recorded in Peasy was voided. It no longer counts toward the invoice, and no money was refunded or moved (how to void a recorded payment (https://peasyos.com/help/recording-a-payment))
- Payment statuses update automatically as the payment provider processes the transaction
- Failed payments can be retried or a new payment can be initiated

Why It Matters

Payment status tells you whether you've actually been paid or whether you've actually paid a vendor (https://peasyos.com/help/vendor) — not just whether someone clicked a button. Monitoring statuses helps you catch failed payments quickly and follow up before they become overdue.

Related

- Payment History and Ledger (https://peasyos.com/help/payment-history-and-ledger)
- Payments Overview (https://peasyos.com/help/payments-overview)
- How Customers Pay (https://peasyos.com/help/how-customers-pay)
- Managing Bills (https://peasyos.com/help/managing-bills)

---

# Shopify Sync

Category: Glossary
URL: https://peasyos.com/help/shopify-sync
Keywords: Shopify sync, Shopify integration, Shopify import, Shopify connection, sync Shopify, Shopify products, Shopify to Peasy, Peasy to Shopify, two-way sync, one-way sync, source of truth, consolidated Shopify order

Shopify Sync

Shopify sync is Peasy's integration that imports products and orders from your Shopify store. It connects your e-commerce catalog (https://peasyos.com/help/catalog) to the same system where you manage inventory, purchasing, and production.

How It Works in Peasy

- Connect your Shopify store from Configure > Integrations > Shopify, then manage it from Configure > Data Imports
- Initial sync imports your Shopify products into Peasy's import staging (https://peasyos.com/help/staging) area for review
- You map Shopify products to Peasy items — linking them or creating new ones
- You choose whether inventory sync is paused, Shopify-to-Peasy only, Peasy-to-Shopify only, or two-way
- Shopify orders can flow into Peasy as sales orders (https://peasyos.com/help/sales-order) and deduct inventory when Shopify-to-Peasy sync is enabled. On a store Peasy has moved to its updated order handling, a Shopify order reserves stock when it is placed, deducts it when Shopify fulfills, and creates no Peasy sales order — see Shopify Orders on Updated Stores (https://peasyos.com/help/shopify-sync-and-webhooks#shopify-orders-on-updated-stores)
- Peasy can push updated inventory counts to Shopify when Peasy-to-Shopify sync is enabled

Why It Matters

Shopify sync reduces double data entry. Instead of managing inventory and purchasing in both Shopify and Peasy separately, you manage real inventory in Peasy and choose how Peasy should share that information with Shopify.

Good to Know

- Peasy is the source of truth for actual inventory counts.
- Shopify orders deduct inventory in Peasy when Shopify fulfills them, when Shopify-to-Peasy sync is enabled. On a store with updated order handling the order also reserves its units when it is placed — see Shopify Orders on Updated Stores (https://peasyos.com/help/shopify-sync-and-webhooks#shopify-orders-on-updated-stores).
- The daily or weekly consolidated Shopify order setting controls grouping, not when inventory deducts. It does not apply to a store with updated order handling, which does not group orders at all.
- Normal Shopify inventory-count notifications do not overwrite Peasy inventory. Shopify counts can set Peasy inventory during initial import when enabled, or through Pull all from Shopify on the Shopify settings page.

Related

- Connecting Shopify (https://peasyos.com/help/connecting-shopify)
- Importing from Shopify (https://peasyos.com/help/importing-from-shopify)
- Shopify Sync and Webhooks (https://peasyos.com/help/shopify-sync-and-webhooks)
- Integrations Overview (https://peasyos.com/help/integrations-overview)

---

# QuickBooks Sync

Category: Glossary
URL: https://peasyos.com/help/quickbooks-sync-explained
Keywords: QuickBooks sync, QB sync, QuickBooks integration, QBO, QuickBooks Online, accounting sync

QuickBooks Sync

QuickBooks sync is Peasy's integration that pushes financial data to QuickBooks Online. In Peasy, this sync keeps your accounting software up to date with invoices (https://peasyos.com/help/invoice), payments, customers, vendors, and items without manual journal entries.

How It Works in Peasy

- Connect QuickBooks from Configure > Integrations > QuickBooks
- The setup wizard maps Peasy categories to QuickBooks chart of accounts
- Supported records can sync automatically according to their QuickBooks direction and auto-sync settings
- With an active connection, an outbound customer direction, and Auto-sync new customers enabled, Peasy attempts to match or create each new active customer (https://peasyos.com/help/customer) in QuickBooks
- If that customer sync does not complete or QuickBooks rejects it, link or create the customer during invoice sync or from the customer's QuickBooks controls

Why It Matters

QuickBooks sync keeps your books accurate without the tedious manual data entry that leads to errors and delays. Your accountant gets real-time financial data from Peasy, and you don't have to reconcile two disconnected systems.

Related

- Connecting QuickBooks (https://peasyos.com/help/connecting-quickbooks)
- QuickBooks Setup Wizard (https://peasyos.com/help/quickbooks-setup-wizard)
- QuickBooks Sync (https://peasyos.com/help/quickbooks-sync)
- Integrations Overview (https://peasyos.com/help/integrations-overview)

---

# Import

Category: Glossary
URL: https://peasyos.com/help/import
Keywords: import, data import, bulk import, import items, import data, mass upload

Import

An import is the process of bringing data into Peasy from an external source — typically a CSV file, spreadsheet, or connected platform like Shopify. In Peasy, imports use a staging (https://peasyos.com/help/staging)-and-review flow to ensure data quality before it enters your system.

How It Works in Peasy

- Start an import from Configure > Import or from the relevant section (Items, Vendors (https://peasyos.com/help/vendor), Customers (https://peasyos.com/help/customer))
- Upload a CSV/spreadsheet or connect an external source
- Imported data lands in a staging area where you review and map it
- Peasy suggests matches to existing items, vendors, or customers
- Approve the staged data to create or update records in Peasy
- Import history tracks all past imports and their results

Why It Matters

Imports let you get up and running quickly by bringing in existing data rather than entering everything manually. The staging step prevents bad data from entering your system — you review everything before it's committed.

Related

- Importing from Shopify (https://peasyos.com/help/importing-from-shopify)
- Connecting Shopify (https://peasyos.com/help/connecting-shopify)
- Integrations Overview (https://peasyos.com/help/integrations-overview)

---

# CSV Import

Category: Glossary
URL: https://peasyos.com/help/csv-import-explained
Keywords: CSV import, CSV upload, spreadsheet import, Excel import, XLSX import, file import, bulk upload, CSV file, bill import, sales order import, mapping templates, data import, applied columns

CSV Import

CSV import is the process of uploading a CSV (comma-separated values) file
to bring data into Peasy. Peasy can also read spreadsheet files such as Excel
files in some import flows.

How It Works in Peasy

There are three common spreadsheet import paths:

- item catalog import
- quick bill or sales-order import into the create form
- reusable spreadsheet data imports

Item Catalog Import

Use this when you want to add many buy or sell items at once.

- Start from the item import or bulk-add spreadsheet.
- Upload a CSV or paste spreadsheet rows.
- Review the item rows before creating items.
- Peasy can create related vendors, categories, and item variants when the
  import flow supports those fields.

This path is for item setup, not for importing bills or sales orders.

Quick Bill Or Sales Order Import

Use this when you are already creating or reviewing a single bill or sales order
and want to fill the form from a spreadsheet.

- Drop the CSV or Excel file onto the bill or sales-order create area, or paste
  the table.
- Peasy detects columns and suggests field mappings.
- Saved mappings can apply automatically.
- The Applied columns summary shows what was used.
- Edit mapping lets you change the mapping and re-apply it.

This path fills the current form. It does not stage reusable data import
history.

Reusable Spreadsheet Data Imports

Use this when the same spreadsheet export will be uploaded again, or when one
file contains many bills or sales orders.

- Go to Configure > Data Imports > Add Data Import.
- Upload or paste the spreadsheet.
- Peasy detects the import type, data import, grouping, and item identity
  column.
- Review the column mapping.
- Peasy stages the import and shows an Import staged summary.
- If item mapping is needed, Peasy sends you to the data import's item-mapping
  page first.
- When records are ready, Peasy sends them to Inbox for review.
- Data import history keeps the run, parsed rows, mapped items, and pending
  records connected to that data import.

Reusable data imports remember mappings and item links so future uploads from
the same feed need less setup.

Key Terms

- Data import: a reusable feed such as a recurring spreadsheet upload.
- Mapping: the saved relationship between imported columns and Peasy fields.
- Item mapping: the saved relationship between an item identity in the
  spreadsheet and an item in Peasy.
- Staged import: an import that has been parsed and saved for review but
  has not created final records yet.
- Inbox review: the final review step where staged bills or sales orders
  become live Peasy records.

Why It Matters

CSV import is the fastest way to load large amounts of data into Peasy. Whether
you're setting up items, loading vendor price lists, or processing recurring
bill/order spreadsheets, CSV import reduces manual data entry.

Related

- Importing Items from a CSV File (https://peasyos.com/help/importing-items-from-csv) — Step-by-step CSV upload walkthrough
- Reusable Spreadsheet Data Imports (https://peasyos.com/help/importing-spreadsheet-sources)
- Buying Overview (https://peasyos.com/help/buying-overview)
- Importing from Shopify (https://peasyos.com/help/importing-from-shopify)
- Integrations Overview (https://peasyos.com/help/integrations-overview)

---

# Staging

Category: Glossary
URL: https://peasyos.com/help/staging
Keywords: staging, staging area, import staging, review area, import review, staged records, staging queue

Staging

Staging is the review step between importing raw data and creating records in Peasy. In Peasy, all imports — whether from CSV, Shopify, or other sources — pass through staging so you can review, correct, and approve data before it enters your system.

How It Works in Peasy

- Imported data lands in the staging area automatically after upload or sync
- Each staged record shows the imported data alongside Peasy's suggested matches
- Review records individually or in bulk — approve, edit, skip, or reject
- Peasy suggests matching vendors (https://peasyos.com/help/vendor), items, and customers (https://peasyos.com/help/customer) using fuzzy matching
- Approved records are created or linked in Peasy; rejected records are discarded
- Staging groups organize records by import source and batch

Why It Matters

Staging prevents bad data from contaminating your system. It gives you a chance to catch duplicates, fix errors, and verify matches before they become permanent records. This is especially important during initial setup when you're importing large datasets.

Related

- Importing from Shopify (https://peasyos.com/help/importing-from-shopify)
- Shopify Sync and Webhooks (https://peasyos.com/help/shopify-sync-and-webhooks)
- Integrations Overview (https://peasyos.com/help/integrations-overview)

---

# Entity

Category: Glossary
URL: https://peasyos.com/help/entity
Keywords: entity, business, company, organization, account, business account, tenant

Entity

An entity is a business or organization in Peasy. In Peasy, each entity has its own items, vendors (https://peasyos.com/help/vendor), customers (https://peasyos.com/help/customer), locations, orders, and settings — it's the top-level container for all your business data.

How It Works in Peasy

- When you create your Peasy account, you create your first entity
- Each entity has its own inventory, purchasing, selling, and payment configuration
- Team members are invited to a specific entity and can have different roles
- A user can belong to multiple entities (useful for businesses with separate brands or divisions)
- All data — items, orders, invoices (https://peasyos.com/help/invoice) — is scoped to the entity level

Why It Matters

The entity is the boundary of your business in Peasy. Everything you do — from buying to selling to production — happens within an entity. Understanding this helps when managing team access, integrations, and multi-business setups.

Related

- Creating Your Account (https://peasyos.com/help/creating-your-account)
- Business Settings (https://peasyos.com/help/business-settings)
- Inviting Your Team (https://peasyos.com/help/team-management)
- Getting Started Checklist (https://peasyos.com/help/getting-started-checklist)

---

# Category

Category: Glossary
URL: https://peasyos.com/help/category
Keywords: category, item category, product category, group, classification, categorize, organize items

Category

A category is a label used to group and organize items. In Peasy, categories help you filter, search, and report on items by product type, department, or any grouping that makes sense for your business.

How It Works in Peasy

- Manage categories from Configure > Categories
- Assign a category to an item when creating or editing it
- Filter item lists, inventory reports, and purchase orders (https://peasyos.com/help/purchase-order) by category
- Categories are optional but recommended for businesses with many items
- Each item can belong to one category

Why It Matters

Categories bring order to large item lists. Instead of scrolling through hundreds of items, you can filter to just "Produce" or "Packaging" and work with a focused set. Categories also make reporting more meaningful — see inventory value or sales by product group.

Related

- Categories (https://peasyos.com/help/categories)
- Inventory Overview (https://peasyos.com/help/inventory-overview)
- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units)
- Business Settings (https://peasyos.com/help/business-settings)

---

# Custom Field

Category: Glossary
URL: https://peasyos.com/help/custom-field
Keywords: custom field, custom attribute, extra field, user-defined field, metadata, additional field

Custom Field

A custom field is a user-defined data field that you add to items, customers (https://peasyos.com/help/customer), sales orders (https://peasyos.com/help/sales-order), categories, or receiving records. In Peasy, custom fields let you track information that isn't covered by the standard built-in fields.

How It Works in Peasy

- Create custom fields from Configure > Custom Fields
- Choose the field type (text, number, select, date, true/false, or signature) and which record type it applies to
- Custom fields appear on the record's detail page and can be filled in when creating or editing
- Filter and search by custom field values in lists and reports
- Custom fields are visible to all users on the entity (https://peasyos.com/help/entity)

Why It Matters

Every business tracks different things. Custom fields let you extend Peasy to fit your specific needs — whether it's allergen codes on food items, shelf life on ingredients (https://peasyos.com/help/ingredient), or account numbers on vendors — without waiting for a built-in feature.

Related

- Custom Fields (https://peasyos.com/help/custom-fields)
- Business Settings (https://peasyos.com/help/business-settings)
- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units)
- Inventory Overview (https://peasyos.com/help/inventory-overview)

---

# Status

Category: Glossary
URL: https://peasyos.com/help/status
Keywords: status, order status, record status, state, workflow status, lifecycle, status badge, fulfillment status, billing status, partially shipped, backorder, backordered, unfulfilled demand, scheduled, uninvoiced, partially invoiced, invoiced

Status

A status indicates where a record is in its lifecycle. In Peasy, statuses are used across purchase orders (https://peasyos.com/help/purchase-order), sales orders (https://peasyos.com/help/sales-order), work orders (https://peasyos.com/help/work-order), bills, invoices (https://peasyos.com/help/invoice), and other records to track progress from creation to completion.

How It Works in Peasy

- Each record type has its own set of statuses (e.g., POs: Draft → Created → Sent → Confirmed → Partially Received → Received)
- Statuses update automatically based on actions (receiving updates a PO's status, shipping updates an order's status)
- Sales orders now carry two separate statuses: a Fulfillment status (Unfulfilled → Partially shipped → Fulfilled) that updates as you ship the order (https://peasyos.com/help/fulfilling-and-shipping-orders), and a Billing status (Uninvoiced → Partially invoiced → Invoiced) that updates as you issue invoices. An order with a still-unshipped quantity shows how much is Unfulfilled, and an order whose only shipment is future-dated reads Scheduled until that ship date arrives. Because shipping and billing are independent, an order can be billed before it's fully shipped, or shipped before it's billed. Other systems call unshipped order demand a _backorder_; Peasy shows it as Unfulfilled.
- Some statuses can be set manually (e.g., marking a PO as sent)
- Status badges appear color-coded in lists for quick visual scanning
- Filter any list by status to focus on records that need attention

Why It Matters

Statuses tell you at a glance what needs action and what's complete. They drive the workflow — a PO can't be received until it's submitted. Billing is separate from shipping, so you can invoice a shipment (https://peasyos.com/help/shipment) without waiting for the whole order to be fulfilled. Statuses keep your team aligned on where every order stands.

Related

- Buying Overview (https://peasyos.com/help/buying-overview)
- Selling Overview (https://peasyos.com/help/selling-overview)
- Making Overview (https://peasyos.com/help/making-overview)
- Navigating Peasy (https://peasyos.com/help/navigating-peasy)

---

# Dashboard

Category: Glossary
URL: https://peasyos.com/help/dashboard
Keywords: dashboard, home dashboard, overview, summary, home page, business overview

Dashboard

The dashboard is Peasy's home page that shows an overview of what needs your attention. In Peasy, the dashboard displays your onboarding progress, replenishment status, To-Dos, tasks, and inbox items.

How It Works in Peasy

- The dashboard is the first thing you see when you log in
- It shows cards for key areas: To-Dos (low stock, production gaps, tasks, and notes), Replenishment Summary (pending receives and work orders), Tasks & Notes, and Inbox
- Your onboarding journey card tracks setup progress
- Quick-action links let you jump to common tasks
- An intro message helps new users get oriented

Why It Matters

The dashboard saves you from clicking through every section to understand what needs attention. At a glance, you can see items to reorder, deliveries to receive, tasks due soon, and incoming documents — then dive into whichever area needs action first.

Related

- Home Dashboard (https://peasyos.com/help/home-dashboard)
- Navigating Peasy (https://peasyos.com/help/navigating-peasy)
- To-Dos (https://peasyos.com/help/alerts-and-notifications)

---

# KPI

Category: Glossary
URL: https://peasyos.com/help/kpi
Keywords: KPI, key performance indicator, metric, business metric, performance metric, KPIs

KPI

A KPI (key performance indicator) is a measurable value that shows how effectively your business is performing. In Peasy, KPIs are displayed on the dashboard and track metrics like inventory value, sales volume, and order fulfillment (https://peasyos.com/help/fulfillment).

How It Works in Peasy

- KPIs are shown on the Home Dashboard with trends over time
- Common KPIs include: total inventory value, open PO (https://peasyos.com/help/purchase-order) count, open SO (https://peasyos.com/help/sales-order) count, outstanding AR/AP
- KPI data is updated automatically as you create and process orders
- Trends show whether metrics are improving or declining compared to previous periods
- KPIs give business owners a quick pulse-check without running detailed reports

Why It Matters

KPIs distill your business operations into a handful of numbers that matter most. Watching them regularly helps you spot problems early — rising AP might mean bills are going unpaid, declining inventory value might mean you're selling down without restocking.

Related

- Home Dashboard (https://peasyos.com/help/home-dashboard)
- Navigating Peasy (https://peasyos.com/help/navigating-peasy)
- Inventory Overview (https://peasyos.com/help/inventory-overview)
- Payments Overview (https://peasyos.com/help/payments-overview)

---

# Alert

Category: Glossary
URL: https://peasyos.com/help/alert
Keywords: alert, action queue, to-dos, flag, notification, warning, system alert, flags panel, notification center

Alert

An alert is a notification that something needs your attention. In Peasy, alerts appear in To-Dos in the sidebar and cover reorder alerts (https://peasyos.com/help/reorder-alert), template gap warnings, tasks, notes, inventory count reminders, and other actionable items.

How It Works in Peasy

- View alerts by clicking To-Dos in the sidebar
- Alert types include: reorder alerts (low stock), template gap alerts (https://peasyos.com/help/template-gap-alerts) (can't produce), inventory counts due, integration issues, and more
- Each alert links to the relevant record so you can take action immediately
- Alerts can be snoozed for later
- New alerts contribute to the To-Dos badge count
- Alerts auto-resolve when the underlying condition is fixed (for example, stock returns above restock point)

Why It Matters

Alerts are Peasy's way of proactively telling you what needs attention without you having to go looking. They surface problems early, before you run out of stock, before a production run (https://peasyos.com/help/production-run) stalls, or before inventory counts are overdue.

Related

- Alerts and Notifications (https://peasyos.com/help/alerts-and-notifications)
- Reorder Alerts (https://peasyos.com/help/reorder-alert)
- Template Gap Alerts (https://peasyos.com/help/template-gap-alerts)
- Navigating Peasy (https://peasyos.com/help/navigating-peasy)

---

# Shipment

Category: Glossary
URL: https://peasyos.com/help/shipment
Keywords: shipment, shipments, ship, shipped, ship date, partial shipment, tracking number, carrier, fulfill, fulfillment, fulfill tab, deliver, dispatch, what shipped, scheduled shipment, future ship date, pending shipment, edit shipped quantity

Shipment

A shipment is a record of goods physically leaving your warehouse for a customer (https://peasyos.com/help/customer). In Peasy, a shipment is created when you fulfill (https://peasyos.com/help/fulfillment) a sales order (https://peasyos.com/help/sales-order), and it's the record that deducts inventory.

How It Works in Peasy

- Shipments live in the Fulfill tab of a sales order's detail panel, each shown as a numbered Fulfillment (Fulfillment 1, Fulfillment 2, …). Each one shows its status, the lines and quantities it carries, the ship date, carrier, and tracking number.
- A shipment deducts on-hand quantity (https://peasyos.com/help/on-hand-quantity) on its ship date — so the inventory movement is dated by when the goods left, not by when you entered the record.
- Setting a future ship date schedules the shipment instead of shipping it now: it reads Scheduled and doesn't deduct inventory (the units stay reserved) until that date arrives.
- One sales order can have several shipments. Ship part of an order today and the rest next week, and each ships as its own dated shipment.
- Each line on a shipment carries the lot (https://peasyos.com/help/lot) that physically shipped. You can pick a different lot per shipment, which is why a single order line can ship from more than one lot over time.
- You can edit a shipment's ship date, delivery date, carrier, tracking number, per-line lots, and per-line shipped quantities, or cancel it. Cancelling a shipment puts that inventory back. Enter 0 on a shipped quantity to remove that line from the fulfillment.
- Each shipment can be invoiced on its own with Invoice fulfillment, or you can invoice the whole order — see Creating an Invoice (https://peasyos.com/help/creating-an-invoice).

Why It Matters

Separating the shipment from the order is what keeps inventory honest. The order records what was promised; the shipment records what actually moved, when, and from which lot — so your on-hand counts, inventory history (https://peasyos.com/help/inventory-history-explained), and lot traceability all match reality.

Related

- Fulfilling and Shipping Orders (https://peasyos.com/help/fulfilling-and-shipping-orders)
- Fulfillment (https://peasyos.com/help/fulfillment)
- Sales Order (https://peasyos.com/help/sales-order)
- Packing Slip (https://peasyos.com/help/packing-slip)
- On-Hand Quantity (https://peasyos.com/help/on-hand-quantity)

---

# RFQ (Request for Quote)

Category: Glossary
URL: https://peasyos.com/help/rfq
Keywords: RFQ, request for quote, request for quotation, quote, quote request, vendor quote, compare quotes

RFQ (Request for Quote)

An RFQ, called a Quote in the Peasy sidebar, is a request you send to one or more vendors asking what they'd charge for a list of items, before you commit to a purchase order (https://peasyos.com/help/purchase-order).

How It Works in Peasy

- Manage RFQs from Buy > Quotes
- One RFQ can go to multiple vendors at once — each vendor gets their own copy of the request and responds independently
- Vendors submit pricing (unit cost, availability, lead time) through the vendor portal, or you can enter it for them
- RFQs move through statuses: Draft → Sent → Quoted → Converted (or Cancelled)
- Once you've compared vendor quotes, you convert the winning quote into a purchase order

Why It Matters

RFQs let you shop pricing across vendors for the same items before you order, instead of committing to whichever vendor you order from by default. Comparing quotes side by side helps you find the best price, availability, and lead time for a given order.

Related

- Comparing Vendor Quotes (RFQs) (https://peasyos.com/help/comparing-vendor-quotes-rfqs)
- Buying Overview (https://peasyos.com/help/buying-overview)
- Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders)
- Vendor (https://peasyos.com/help/vendor)

---

# Integrations Overview

Category: Integrations
URL: https://peasyos.com/help/integrations-overview
Keywords: connect apps, third party, sync data, external tools, app connections, spreadsheet data imports, CSV data imports, what integrates, available integrations, connected services, Amazon, Faire, marketplaces, what doesn't integrate

Integrations Overview

Peasy connects with other tools you already use, so your data stays in sync and you don't have to enter things twice. Here's what's available.

Available Integrations

| Integration       | What it does                                                                                                                   |
| ----------------- | ------------------------------------------------------------------------------------------------------------------------------ |
| Shopify       | Import products, sync inventory, and keep your online store connected to Peasy                                                 |
| QuickBooks    | Sync customers (https://peasyos.com/help/customer), vendors (https://peasyos.com/help/vendor), and invoices (https://peasyos.com/help/invoice) with QuickBooks Online for accounting |
| Payments      | Accept online payments from customers and pay vendor bills by ACH                                                              |
| Faire preview | Export Faire orders to CSV, then import them through a guided Peasy workflow                                                   |
| Faire beta    | Connect Faire to import Faire product catalog data into Peasy for review                                                       |
| AI assistants | Connect ChatGPT or Claude (Ask Anywhere) so they can answer questions about your business using your live Peasy data           |

Reusable Spreadsheet Data Imports

If a marketplace, vendor portal, or customer sends repeat CSV or Excel exports,
you can save it as a reusable data import. Data imports remember column
mappings and item links, keep an import history, and stage bills or sales orders
for Inbox review.

Go to Configure > Data Imports > Add Data Import to upload the first file.
See Reusable Spreadsheet Data Imports (https://peasyos.com/help/importing-spreadsheet-sources)
for the full flow.

How to Find Integrations

Go to Configure at the bottom of the sidebar. You'll find integrations under the Integrations section:

- Shopify — Connect your Shopify store
- Payments — Set up payment processing and bill pay
- QuickBooks — Connect your QuickBooks Online account

Peasy is rolling out a guided Faire CSV importer and a separate Faire beta
connection. These entries appear only for companies included in the preview.
If you already have a direct link to either Faire page, that link continues to
work even when the sidebar entry is hidden. See
Connecting Faire (https://peasyos.com/help/connecting-faire) for both workflows.

Ask Anywhere — connect ChatGPT or Claude to your Peasy data — is also in the Beta section. See Connecting ChatGPT and Claude (https://peasyos.com/help/connecting-ai-agents) for setup steps.

Marketplaces and Channels Without a Native Integration

Peasy doesn't have a native Amazon, Walmart, or Etsy integration today. If you sell on those marketplaces, see Amazon and Other Marketplaces (https://peasyos.com/help/amazon-and-other-marketplaces) for the recommended manual workflows that keep your inventory accurate while we build native support.

Good to Know

- Each integration is optional — use only what you need.
- Integrations connect at the company level, so everyone on your team benefits from the connection.
- You can disconnect an integration at any time without losing your Peasy data.

Related

- Connecting Shopify (https://peasyos.com/help/connecting-shopify) — Set up the Shopify integration
- Connecting QuickBooks (https://peasyos.com/help/connecting-quickbooks) — Set up QuickBooks
- Connecting Faire (https://peasyos.com/help/connecting-faire) — Import Faire order exports or set up the Faire beta connection
- Setting Up Payments (https://peasyos.com/help/setting-up-payments) — Payment processing setup
- Reusable Spreadsheet Data Imports (https://peasyos.com/help/importing-spreadsheet-sources) — Save recurring CSV or Excel imports as data imports
- Amazon and Other Marketplaces (https://peasyos.com/help/amazon-and-other-marketplaces) — Workflows for channels without a native integration
- Connecting ChatGPT and Claude (https://peasyos.com/help/connecting-ai-agents) — Use Peasy data inside AI assistants (Ask Anywhere)

---

# Connecting Shopify

Category: Integrations
URL: https://peasyos.com/help/connecting-shopify
Keywords: Shopify integration, Shopify setup, link Shopify, connect store, e-commerce sync, online store connection, Shopify connect, Shopify missing, cannot see Shopify, add Sell workflow, enable Sell workflow, inventory sync direction, Shopify to Peasy, Peasy to Shopify, create Shopify product from Peasy, link Peasy item to Shopify

Connecting Shopify

If you sell on Shopify, you can connect your store to Peasy to import products, sync inventory, and keep everything in one place.

How to Get There

For a new connection, click Configure (gear icon) in the sidebar, then select Integrations > Shopify. After Shopify is connected, keep using Configure > Integrations > Shopify to manage it.

If Shopify is not listed under Integrations, click + Workflows at the bottom of the sidebar and add the Sell workflow first. Shopify appears after Sell is enabled for the business.

How to Connect

1. Click Configure (gear icon) in the sidebar, then select Integrations > Shopify.
2. Click Connect Shopify.
3. You'll get a 6-character linking code.
4. Install the Peasy app in your Shopify store and enter the code.
5. Authorize the connection.

Once connected, Peasy can access your Shopify products, inventory, and orders.

What Gets Connected

After connecting and syncing, Peasy can pull in data from your Shopify store:

- Products and variants — Your full Shopify product catalog (https://peasyos.com/help/catalog)
- Inventory levels — Current inventory quantities from Shopify
- Product images and prices — Used during the import process

This data is stored in Peasy for review and linking. New connections start with inventory sync paused, so you can import products, check units and conversions, and then choose the sync direction that fits your workflow.

After Connecting

Once connected, your next step is to import your Shopify products into Peasy. This is a separate step — connecting doesn't automatically create items. See Importing from Shopify (https://peasyos.com/help/importing-from-shopify) for the full walkthrough.

Common Questions

What data syncs between Shopify and Peasy?
Peasy imports your Shopify products, variants, images, and prices. Linked items then follow the inventory sync direction you choose, and Shopify orders can flow into Peasy as sales orders when Shopify-to-Peasy sync is enabled. On a store Peasy has moved to its updated order handling, those orders appear in Inventory > Logs rather than as sales orders — see Shopify Orders on Updated Stores (https://peasyos.com/help/shopify-sync-and-webhooks#shopify-orders-on-updated-stores). If you connect Shopify to Peasy for the first time, your store starts on the updated order handling right away.

Is the sync one-way or two-way?
Product import brings existing Shopify products into Peasy. You can also open a Peasy Sell variant's Integrations tab and use Link to Shopify to link an existing Shopify product or create a new Shopify product. Inventory sync can be paused, Shopify-to-Peasy only, Peasy-to-Shopify only, or two-way, depending on your Shopify settings.

Peasy asks for a new Shopify permission. Do I need to reconnect?
No. On Configure > Integrations > Shopify, click Connected, then Update permissions. Shopify shows only the new permissions to approve, and then returns you to the Shopify settings page. Your sync settings, linked items, and existing location mappings stay as they are. If a Shopify location is not mapped yet and its name matches exactly one Peasy location, Peasy may map it automatically. Opening Peasy from your Shopify admin has the same result.

Can I disconnect Shopify without losing my data?
Yes. Disconnecting stops the sync, but all items and inventory already in Peasy remain untouched. You can reconnect later if needed. When you reconnect, inventory sync starts paused, even for the same store, so turn it back on in your Shopify settings when you are ready. To approve a new Shopify permission, use Update permissions instead of disconnecting.

Can I connect multiple Shopify stores?
Each Peasy account connects to one Shopify store. If you operate multiple stores, set up separate accounts in Peasy and connect each one to its respective Shopify store.

Good to Know

- You can connect one Shopify store per Peasy account.
- The connection uses secure authentication — your Shopify credentials are never stored in Peasy.
- You can disconnect at any time from the Shopify settings page. Your Peasy data stays intact.
- After connecting, Peasy's Shopify page shows your connection status and sync information.

Related

- Importing from Shopify (https://peasyos.com/help/importing-from-shopify) — Bring your Shopify products into Peasy
- Shopify Sync and Webhooks (https://peasyos.com/help/shopify-sync-and-webhooks) — How ongoing sync works
- Integrations Overview (https://peasyos.com/help/integrations-overview) — All available integrations

---

# Importing from Shopify

Category: Integrations
URL: https://peasyos.com/help/importing-from-shopify
Keywords: Shopify products, import from Shopify, sync products, Shopify items, bring in products, Shopify import, Shopify data, linked Shopify item, new Shopify item, create Shopify product from Peasy, publish Peasy item to Shopify, link Peasy item to Shopify, unlink Shopify item, undo Shopify import, stop Shopify sync, separate items, shared inventory families, external item matching, item families, initial inventory, Shopify counts, save imported items, Shopify variant unit, Shopify pack size, case vs each, unit conversion on import, variant unit of measure, UOM auto-linking, pack of 6, one-to-one conversion, Shopify units and conversions, multiple Shopify variants, Shopify aliases, many-to-one mapping

Importing from Shopify

After connecting your Shopify store, the next step is importing your products into Peasy. You don't have to import everything at once — pick and choose what you need, and come back for more later.

How to Get There

Click Configure (gear icon) in the sidebar, select Integrations, then open Shopify. After you sync products, review them on the Products tab.

How the Import Works

The import happens in three stages:

1. Sync

Peasy pulls your latest product data from Shopify. This brings in product names, variants, prices, images, and inventory levels.

2. Review and Group

Your Shopify products appear in a staging area where you can:

- Review items — See what's coming in from Shopify
- Group variants — Peasy uses AI to suggest which Shopify variants belong in the same Peasy item family. For example, a single 12-oz bag, a 3-pack of the same bags, and a case of twelve might share one inventory pool.
- Set units and conversions — Define what unit each variant represents and how they convert to the family's Inventory Unit (https://peasyos.com/help/inventory-unit)
- Assign categories — Organize items into your Peasy categories
- Match to existing items — Link Shopify products to existing Peasy item families or variants instead of creating duplicates

See Matching External Items to Peasy Items (https://peasyos.com/help/matching-external-items) for the statuses, grouping choices, and rules of thumb Peasy uses on this screen.

Choosing how items are grouped

Open the ⋮ menu above the staging table and choose Inventory grouping. Choose how Shopify variants should save into Peasy:

- Shared Inventory Families (default) — Group items into families to share the same inventory pool. Best when "12-oz bag" and "case of twelve" should draw from the same stock.
- Separate Items — Each variant becomes its own Peasy item with its own count. Best for distinct products that just happen to be variants in Shopify, like different T-shirt colors or sizes.

Searching, filtering, or selecting rows narrows what the Save buttons include, so you can scope an import to just the rows you can see.

3. Import

Once you're happy with a family's grouping and settings, click Save family in its header. Select some variants in that family first when you only want to save that subset; the button changes to Save N variants. Use Exclude variant for source variants you do not want to save yet—you can restore them later. The footer's Save N Families button saves the ready families on the currently loaded page; move through additional pages to review and save those families. Peasy creates or links the items in your catalog (https://peasyos.com/help/catalog) with the right units, conversions, and links back to Shopify.

Each new variant needs a unit before it can be saved. Until you choose one from its unit selector, that variant shows a placeholder and Save family stays disabled with a prompt to pick a unit (or exclude the variant). Variants matched to an existing Peasy item inherit that item's unit, so they don't need a choice.

If Peasy needs to create a new family during import and something is missing, use the Create new family retry action after fixing the family name, units, category, or mappings.

Step by Step

1. Go to Configure > Integrations > Shopify.
2. Click Sync to pull the latest products from your store.
3. Review the staging area — adjust groupings, units, and categories as needed.
4. Select the items you want to import (or skip selection to act on everything).
5. Click the footer Save button, or save individual rows and families as you review them.

Units and Pack Sizes on Imported Variants

By default, each Shopify variant comes into Peasy as its own unit at a one-to-one conversion — Peasy uses the Shopify variant title as the unit label (or "each" when it has none) and treats it as its own base unit.

When you group variants that share stock (Shared Inventory Pools), Peasy tries to set the right conversion for you. It can detect a pack size when the Shopify variant title or an option clearly states it — for example "Pack of 6," "Case of 12," "3-pack," or "12 ct" — and sets the conversion automatically (e.g., 1 case = 12 each).

What it can't do on its own: if nothing in the variant's title or options says how many units are in the pack, Peasy can't tell a case from a single each, so it leaves that variant at a one-to-one conversion. That can make a case look like a single unit and throw off your counts.

So always check the Set units and conversions step during review and fix any variant whose pack size wasn't detected — set how its unit converts to the family's Inventory Unit (https://peasyos.com/help/inventory-unit). You can also adjust a variant's unit and conversion later on the item itself.

Matching to Existing Items

If you've already added some items manually, Peasy can match Shopify products to them instead of creating duplicates. You can use AI suggestions or pick the Peasy item family or variant yourself.

More than one Shopify variant can match the same Peasy sell variant. Use this when the Shopify variants are different storefront listings for the exact same unit and inventory pool—for example, retail and wholesale listings that both represent one case. Peasy keeps each Shopify link separate, so you can see every mapping and unlink one listing without unlinking the others.

Do not use one shared Peasy variant when the Shopify listings represent different pack sizes or conversions. In that case, create or select separate Peasy variants inside the same family.

For the full matching workflow, see Matching External Items to Peasy Items (https://peasyos.com/help/matching-external-items).

Undoing a Saved Import

Saved rows include row or family actions for cleanup:

- Unlink — Removes the Peasy import link so you can review and import the Shopify item again. The saved Peasy item is kept.

Use Unlink when the wrong Peasy item was created or linked, or when you need to move a saved row back into the editable import flow. If several Shopify variants map to the same Peasy variant, unlinking one does not disturb its sibling mappings.

Creating or Linking a Shopify Product from Peasy

For a Sell variant that already exists in Peasy, open its item panel or item page and select Integrations > Link to Shopify. You can either:

- Link the Peasy variant to an existing unlinked Shopify product.
- Choose Create a new product instead, review the name, SKU, price, and status, then create it in Shopify.

A newly created active product still needs to be published to a Shopify sales channel before customers can see it. Use the import flow above when the product already exists in Shopify and you want to bring it into Peasy.

Common Questions

Will importing overwrite my existing items?
No. Peasy matches incoming Shopify products by SKU. Unmatched products create new items, while matched products are linked to your existing Peasy items. Nothing gets deleted or overwritten.

How often does Shopify sync run?
Shopify sends real-time webhooks for product and order updates, so changes are reflected quickly. You can also trigger a manual sync from the Shopify settings page for a bulk refresh. See Shopify Sync and Webhooks (https://peasyos.com/help/shopify-sync-and-webhooks) for details.

Can I import only some products from Shopify?
Yes. After syncing, your products appear in a staging area where you review and select which items to import. You can skip anything you don't need and come back for it later.

What happens to Shopify variants?
It depends on the choice in Inventory grouping. With Shared Inventory Families (the default), Peasy groups related variants into families that share one inventory pool. Switch to Separate Items when each variant should be its own Peasy item with its own count. See Matching External Items to Peasy Items (https://peasyos.com/help/matching-external-items) for examples.

Does importing affect my Shopify store?
No. The import is read-only from Shopify to Peasy. Your Shopify products, inventory levels, and store settings are not changed during import.

Does importing bring in Shopify inventory counts?
It can. If Shopify-to-Peasy inventory sync is enabled when you import, Peasy can use Shopify counts as starting inventory for new items. If Shopify-to-Peasy inventory sync is off, Peasy creates or links the items without adopting Shopify's current counts.

Good to Know

- Imports are partial — You don't have to import everything. Import what you need now and come back for the rest later.
- Import is non-destructive — It creates new items or links to existing ones. Nothing gets deleted.
- Prices and images from Shopify are carried over during import.
- After import, linked items follow the inventory sync direction you choose in Shopify settings. See Shopify Sync (https://peasyos.com/help/shopify-sync-and-webhooks).

Related

- Connecting Shopify (https://peasyos.com/help/connecting-shopify) — Initial connection setup
- Matching External Items to Peasy Items (https://peasyos.com/help/matching-external-items) — Item families, grouping choices, and matching statuses
- Shopify Sync and Webhooks (https://peasyos.com/help/shopify-sync-and-webhooks) — Ongoing synchronization
- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units) — How units and conversions work

---

# Shopify Sync and Webhooks

Category: Integrations
URL: https://peasyos.com/help/shopify-sync-and-webhooks
Keywords: automatic sync, real-time updates, inventory synchronization, two-way sync, one-way sync, Shopify to Peasy, Peasy to Shopify, source of truth, Shopify auto-sync, inventory sync, real-time sync, webhook, webhook recovery, needs attention, action needed, parked webhook, exhausted webhook, retry webhook, keep in sync, Shopify updates, Shopify inventory, weekly consolidated order, pull all from Shopify, push all to Shopify, source needs review, competing counts, Shopify variant source, inventory pool, multiple Shopify variants, Shopify aliases, shared Peasy variant, Shopify location mapping, fulfillment location, wrong shipment location, warehouse deduction, updated store, reserved stock, stock reserved at checkout, order not in sales orders, where did my Shopify order go, Source Deduct, Source Add, Shopify order missing, no sales order for Shopify, reserve at order, deduct at fulfillment, oldest lots first, return to lot, refund without restock, orders before the switch, when Peasy sends counts, Shopify count not updated, Skipped not sent, Peasy has not sent a count, retry Shopify update, Shopify Movement, superseded update, newer Shopify update, skipped webhook, combined sync history change, Order Created row, Order Cancelled row, Blocked order, blocked lines, fix a blocked order line, Ask Beacon, order not found in History, open Shopify order details, ask Beacon about a Shopify order, Shopify order in recent orders, Shopify sales page, Shopify bar on Customers, refund webhook needs attention, refund delivery stopped, pre-switch return, Sales Report, Cost of Goods report, Shopify sales report

Shopify Sync and Webhooks

After you've imported products from Shopify, Peasy can keep Shopify orders and linked inventory items connected. Peasy remains the place where your real inventory is managed; Shopify sends orders into Peasy and can receive updated counts from Peasy depending on your sync settings.

How to Get There

Click Configure (gear icon) in the sidebar, select Integrations, then open Shopify. Use Inventory Sync Direction on the General tab to choose how counts should flow. Use Webhooks to review incoming delivery and recovery activity, and use History to review inventory sync and fulfillment activity.

How Sync Works

Peasy Is the Source of Truth

Peasy is the source of truth for actual inventory. Receives, production, sales, counts, transfers, and manual adjustments in Peasy determine what you have available.

When Peasy sends inventory to Shopify, it calculates the Shopify quantity from the linked Peasy item family and unit conversion. Peasy sends that number as Shopify's On hand count, the shelf count. Shopify then subtracts the units its own open orders hold and shows the rest as Available. So a lower Available than On hand while orders are open is expected, not a sync problem. This helps your online store avoid overselling.

Peasy allows an on-hand count below zero so your inventory still reflects what actually happened. Shopify cannot accept a negative On hand count, so Peasy sends zero to Shopify while keeping the real negative count in Peasy. Shopify can still show a negative Available count when open orders hold more units than its zero on-hand count. That negative Available is expected and does not change Peasy's actual count.

In Sync History, each displayed inventory quantity says which Shopify state it represents. Push and pull rows say on hand. Automatic webhook rows and starting inventory imported from Shopify say available. A skipped row shows no quantity or state because Peasy did not send a count. When Shopify changes an item's count several times before Peasy catches up, Sync History can show one combined change (for example 10 → 5) instead of each step in between; the final count is the same.

When Peasy Sends Counts

With Peasy-to-Shopify sync turned on, every change to an item's stock in Peasy sends the new count to Shopify: receiving a purchase order, a work order, a transfer, a sale or a cancelled shipment, a count, an adjustment, a Beacon action, or an import from a spreadsheet or another channel. Starting counts that come from Shopify itself — a Shopify product import or Pull all from Shopify — are not sent back, because they are already Shopify's numbers. The update usually reaches Shopify within a few seconds, and always within about a minute. If Shopify is busy or down, Peasy tries again automatically instead of dropping the update.

On stores Peasy has moved to the updated behavior (https://peasyos.com/help/shopify-sync-and-webhooks#shopify-orders-on-updated-stores), a change that Shopify itself caused — a fulfillment, a cancelled shipment, or a return — also sends Peasy's count back, so Shopify stays in step with Peasy. Peasy does this only for an item you have already changed in Peasy (with a count, an adjustment, a receipt, or any other Peasy change) or pulled with Pull all from Shopify. For an item nobody has changed in Peasy yet, Peasy leaves Shopify's own count alone, and Sync History shows the update as Skipped with the message "Peasy has not sent a count for this item yet, so Shopify keeps its own." Any change you make to that item in Peasy starts sending its count, and it keeps sending from then on. On other stores, Shopify's own sales never send a count back and nothing appears in Sync History for them; Shopify already changed its own count.

If several Shopify variants map to the same Peasy variant, Peasy sends the same converted on-hand quantity to every mapped Shopify variant. It does not divide the quantity between those listings. A failure on one listing is recorded separately and does not prevent Peasy from updating the others.

In Shopify Admin, a count sent by Peasy appears in the item's inventory history as an Inventory correction attributed to Peasy. Open that correction to see the Peasy inventory item reference behind the update.

Shopify Orders

This is how Shopify orders work on most stores. If Peasy has moved your store to the updated behavior, read Shopify Orders on Updated Stores (https://peasyos.com/help/shopify-sync-and-webhooks#shopify-orders-on-updated-stores) instead.

When Shopify-to-Peasy sync is enabled, Shopify orders flow into Peasy as sales activity. Peasy adds the order to the current consolidated Shopify sales order and deducts inventory when Shopify fulfills the order, recording the deduction as a shipment (https://peasyos.com/help/shipment) so it's consistent with the rest of Peasy.

To control which Peasy location is deducted, open Shopify's General tab and scroll to Location Mapping. Map each active Shopify location to the active Peasy location that holds that inventory. When Shopify reports the location that fulfilled an order, Peasy uses that mapping on both the shipment and its lines. A consolidated order can therefore contain separate fulfillments from different locations, even when they ship on the same date.

If the Shopify location is not mapped, the saved mapping is inactive, or the mapped Peasy location is inactive, Peasy keeps the existing fallback: the shipment uses the order's Ship from location, which comes from the customer's default and then the business default when no customer default is set.

Each Shopify order or refund line keeps its own Shopify identity even when multiple variants map to one Peasy variant. Their quantities apply independently to the shared Peasy inventory pool; Peasy does not merge or discard the lines just because their destination item is the same.

The daily or weekly consolidated order setting only controls how Shopify orders are grouped in Peasy. It does not wait until the end of the day or week to deduct inventory.

Shopify Orders on Updated Stores

Peasy is moving Shopify stores one at a time to an updated way of handling orders. Everything in this section applies only after your store moves, and only to orders placed from then on.

If you connect Shopify to Peasy for the first time, your store starts on the updated behavior right away, so there is no later switch. Disconnecting and reconnecting a store does not change which behavior it uses.

When an order is placed. Peasy reserves the stock for it. Your available quantity drops and your on-hand quantity stays the same, because nothing has left the shelf yet. See Understanding Availability (https://peasyos.com/help/understanding-availability).

When Shopify fulfills the order. The stock comes off the shelf from your oldest lots first, and the reservation shrinks by the same amount. A partial fulfillment deducts only what shipped and leaves the rest reserved.

Which location it comes off. When Shopify assigns part of an order to a fulfillment location, Peasy moves that part of the open reservation to the mapped Peasy location. That accepted location stays with the reservation even if you change the mapping later. Units Shopify has not assigned stay reserved at the original location. A fulfillment releases each share from its reserved location. It deducts an assigned share from its accepted location. For an unassigned share, it deducts from the fulfillment location's current Peasy mapping when one is available; otherwise, it uses the reservation location. On a store with more than one active Shopify location, Peasy does not guess when an assigned location is unmapped or maps to an inactive Peasy location; that share waits until the mapping is fixed.

Where to find the order. Go to Inventory > Logs. Each fulfillment movement is a Sale row with Shopify as its source, its Customer reads Shopify, and its Transaction ID is the Shopify order ID. While part of the order is still waiting to ship, that quantity shows as a pending Unfulfilled row with the same Source, Customer, and Transaction ID. To see only these rows, choose Shopify in the Customer filter or search for "Shopify". Click that Transaction ID to open the order under Configure > Integrations > Shopify > History. Posted fulfillments also appear in the All and Orders History filters. Each order also has an Order Created row there showing the order total (for example USD 25.00), and a cancelled order also has an Order Cancelled row showing Shopify's cancel reason. This includes orders on a store with Shopify-to-Peasy sync turned off: Peasy lists them but does not reserve or deduct stock for them, and clicking one opens the order with a note that it was not synced into Peasy. If Peasy could not reserve stock for some or all of an order's lines — for example because a Shopify product is not linked to a Peasy item — its Order Created row shows Blocked. To find every blocked order, set the History status filter to Blocked. Click any order row to open the order's details. Each blocked line there says what the problem is and why, and Peasy reserves and deducts nothing for it until the cause is fixed. Click Ask Beacon how to fix this on the line for step-by-step help. After you fix the cause, the line stops showing as blocked right away, and Peasy finishes the order on its own the next time it rechecks blocked orders. You don't need to retry anything. In the All view, the row shows the order reference under Description, Fulfillment under Type, Order Fulfilled (-quantity) under Details, Success under Status, the fulfillment time, and Shopify under User. The negative number is the quantity fulfilled, not Shopify's on-hand count. Reservations are not shown in History. The order does not appear under Sell > Sales Orders, and Peasy no longer creates a customer or a shipment for it. Nothing is lost: the order lives in Inventory Logs and your Shopify order history, and Sell > Customers lists it under Shopify. When the store has Shopify orders in the last 30 days, a Shopify bar on the Customers page opens a Shopify sales page with each order's date, units, revenue and cost. See Managing Customers (https://peasyos.com/help/managing-customers#shopify-sales-on-updated-stores).

In your sales reports. The Sales Report and Cost of Goods (COGS) reports and Beacon's sales answers count each Shopify order the way they count a Peasy sales order: on the date it was placed, whether or not it has shipped. In the report it is a Shopify order row. Units that shipped carry the cost of the lot they came from. Units not shipped yet carry an estimate from the recipe or buy price, the same estimate a Peasy sales order gets, and a row Peasy cannot price is marked incomplete rather than shown at $0. A refund that puts stock back lowers the sale; a money-only refund does not. Beacon also lists these orders among your recent sales, with Shopify as the customer, and opens one when you ask for it by its Shopify order name, such as #1234. Its business overview counts the Shopify orders sold in the last 30 days. See Inventory History (https://peasyos.com/help/inventory-history#sales-report) for Sales Report options and current Shopify limitations.

When the order changes:

- An edit or a cancellation before anything ships releases the reserved stock that hasn't shipped, and your available quantity goes back up.
- A shipment cancelled after it went out — Shopify marks the fulfillment cancelled or failed — puts that shipment's stock back once, on the same lots and location it came from. It appears as a Shipment Cancelled row dated when Peasy received the change, and the order's reserved stock goes back up for the units still to ship.
- A refund with a return puts the returned units back on the exact lot and location they shipped from, once. It appears as a Return row.
- A refund with no return, or a money-only refund, moves no stock. The goods never came back, so nothing goes back on the shelf.

What doesn't change:

- Every Shopify order from before the switch stays exactly where it is, with its sales order, customer, and shipment. Nothing is moved, archived, or unlinked, and you don't need to clean any of it up.
- Peasy still sends your on-hand count to Shopify when you change stock in Peasy, and can still pull counts back. After the switch, a Shopify fulfillment, cancellation, or return also sends Peasy's count back for items you have changed in Peasy — see When Peasy Sends Counts (https://peasyos.com/help/shopify-sync-and-webhooks#when-peasy-sends-counts).
- Your item links, location mapping, and Inventory Sync Direction setting all keep working the same way.

One limit. If a customer returns goods from a shipment that went out _before_ your store moved, Peasy does not put that stock back for you. Handle it the way you do today — record the return or adjust the count yourself. Peasy can only return stock to a lot it deducted under the updated behavior.

Peasy also records the attempt. That refund's Shopify notification stops after retrying and appears under Needs attention on the Webhooks tab, with Action needed on the health card. That is expected, and it is safe to leave there — retrying it will not put back stock from a shipment that went out before the switch.

Shopify Inventory Counts

Shopify inventory-count updates are handled differently from Shopify orders. Automatic Shopify inventory-count notifications update Peasy's Shopify-side comparison data and sync history, even when Shopify-to-Peasy inventory sync is turned off. They do not overwrite Peasy's actual inventory count.

Shopify counts can set Peasy inventory only in explicit actions:

1. Initial Shopify import — if Shopify-to-Peasy inventory sync is enabled, Peasy can use Shopify quantities as starting inventory.
2. Bulk pull — on the Shopify settings page, Pull all from Shopify is a one-time action for every linked item. It adopts Shopify's On hand count, which includes units held for open orders, and it shows a preview comparing current Shopify and Peasy quantities before you confirm. The same page also offers Push all to Shopify when Peasy has the correct counts. Neither action changes your automatic Inventory Sync Direction setting above. These buttons are disabled until at least one active Shopify location is mapped to a Peasy location.

Choosing a Shopify source when you pull

When several Shopify variants are linked to the same Peasy inventory pool, only one of their counts can reset that pool. Peasy settles this on its own when there is no real choice to make — only one variant is stocked, or every variant works out to the same result — and lists what it handled under Automatically handled at the top of the preview.

Everything else appears under sources need review, one card per Shopify variant showing its title, Shopify SKU, and the count at each mapped location. Pick the card whose count should reset the pool. The info icon on a card shows the Peasy item that variant is linked to, including its SKU, unit, and price, so you can confirm the link before choosing.

When one variant has stock and the others read zero, Peasy pre-selects the one with stock, since a zero usually means that variant isn't the one you count. That is a guess, so the pool still appears in the review list with the guess already filled in — apply as-is to accept it, or pick a zero card if the zero is the real count.

Pools where Shopify does not stock any linked variant are left alone — the preview marks them Skipped and shows the Peasy count staying where it is.

Inventory Sync Direction

New Shopify connections start with inventory sync paused so you can import products, review units, and choose the direction that fits your workflow.

| Setting                                    | What happens                                                                                                                                                    |
| ------------------------------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Two-way sync between Peasy and Shopify | Shopify orders deduct inventory in Peasy, and Peasy inventory changes push updated counts to Shopify. Shopify count changes do not reset Peasy counts.          |
| Only sync from Shopify to Peasy        | Shopify orders deduct inventory in Peasy. Shopify count changes update comparison data, not Peasy counts. Peasy does not push corrected counts back to Shopify. |
| Only sync from Peasy to Shopify        | Peasy pushes inventory changes to Shopify. Shopify orders are recorded but do not deduct Peasy inventory. Shopify counts remain available for comparison.       |
| Pause inventory sync                   | Product and order data can still be received, but automatic inventory movement is paused in both directions.                                                    |

If an older Peasy-to-Shopify-only connection is missing comparison counts for
a product, contact support to run a full Shopify catalog sync. That fetches the
current Shopify stocking locations before you rely on comparison or push
history; changing the sync direction does not fill an older gap by itself.

What Stays in Sync

| Data                         | What happens                                                                                         |
| ---------------------------- | ---------------------------------------------------------------------------------------------------- |
| Shopify orders               | Flow into Peasy and deduct inventory when Shopify-to-Peasy sync is enabled.                          |
| Peasy inventory quantities   | Push to Shopify when Peasy-to-Shopify sync is enabled.                                               |
| Shopify inventory quantities | Used for comparison, initial import when enabled, and the one-time Pull all from Shopify action. |
| Product names/descriptions   | Imported initially, not continuously synced.                                                         |
| Prices                       | Imported initially, not continuously synced.                                                         |
| New products                 | Peasy notifies you of new Shopify products via alerts.                                               |

New Product Alerts

When you add new products in Shopify after the initial import, Peasy doesn't import them automatically. Instead, you'll see an alert letting you know there are new Shopify products available to import. You can then go to the Shopify settings page to review and import them.

Reviewing New Products

When you add new products in Shopify and import them into Peasy, they go through a staging process before becoming live items:

1. Data lands in staging — Imported products appear in a review area, not directly in your inventory.
2. You review and organize — Check names, categories, units, and groupings. Peasy's AI may suggest groupings and matches.
3. You confirm the import — Only after you approve does Peasy create the actual items.

In staging, you can:

- Edit item names and fix typos before items are created
- Group variants — Multiple Shopify variants can be grouped under one parent item
- Set units and conversions — Define buy/sell units and conversion ratios
- Match to existing items — Link incoming items to items already in Peasy instead of creating duplicates
- Import partially — Import some items now and leave others in staging for later

See Importing from Shopify (https://peasyos.com/help/importing-from-shopify) for the full import flow.

Reviewing Webhook Recovery

Open the Webhooks tab to check whether Shopify deliveries are moving through Peasy. The health card summarizes work that is due, deliveries being processed, expired processing attempts, deliveries that have stopped, and the last automatic recovery progress. The page shows a snapshot from when it was loaded or last refreshed, so refresh it when you check back for updated recovery status.

The badge on the card tells you what to do next:

- Healthy — nothing is waiting for recovery. No action needed.
- Recovering — Peasy is catching up on delayed deliveries. Check back shortly.
- Waiting — deliveries came in a moment ago and recovery hasn't picked them up yet. Check back shortly and refresh the page. If recovery is overdue, the refreshed card will show Stalled.
- Stalled — recovery is overdue or has stopped moving deliveries through. Contact support.
- Action needed — at least one delivery has stopped and should be reviewed. It does not mean every Shopify delivery has stopped.
- Paused — automatic recovery is currently turned off for this environment.

Use the two views below the health card:

- Recent shows the newest deliveries.
- Needs attention searches all deliveries for the Shopify connection and shows the parked, exhausted, or terminal deliveries that need review. The results are not limited to the newest page.

Use Previous and Next to move through additional results. Select a row or choose View details to see its status, attempts, timing, and error category. The stored webhook payload is not shown.

In Result, no op means the updated order handling found that the delivery was already applied or older than the current order. legacy no op means the earlier order handling finished without making a change. ignored means Peasy received the delivery but had nothing to apply. All three are successful results and stay out of Needs attention.

On a busy day Shopify often sends several updates for the same order, product, or inventory level before Peasy has processed the first one. Only the newest one matters, so Peasy marks each older waiting update Skipped with Result ignored and the message "Superseded by a newer Shopify snapshot of the same object", and processes the newest one in the older one's place in line. A superseded update is a successful result, not a problem, and stays out of Needs attention.

Deliveries whose Topic starts with fulfillment_orders/ arrive once your store has granted Peasy's fulfillment permission. Shopify sends them when it decides, or changes, which of your locations ships each part of an order. On updated stores, Peasy uses those assignments to move the affected open reservation between mapped locations. On-hand quantity does not change until Shopify reports a fulfillment.

You can retry a stopped delivery after reviewing it. Retry is unavailable while a delivery is still processing; Peasy's automatic recovery handles processing attempts whose lease has expired.

Good to Know

- Which way is my store set up? — Place a low-quantity test order in Shopify and let it fulfill. If it shows up under Sell > Sales Orders, your store is still on the behavior described in Shopify Orders (https://peasyos.com/help/shopify-sync-and-webhooks#shopify-orders). If it appears only in Inventory > Logs as a Shopify Sale row, your store has moved to the updated behavior. Contact support if you want it confirmed.
- Shopify orders deduct quickly — order activity normally appears in Peasy within seconds to minutes when Shopify-to-Peasy sync is enabled.
- A brief Peasy outage delays orders, it doesn't lose them — if Peasy can't record an incoming Shopify order, it tells Shopify the order wasn't received rather than accepting it. Shopify then sends it again, so the order arrives late instead of being missed. You don't need to do anything; if orders from a specific window never appear at all, contact support.
- Peasy counts do not get overwritten by normal Shopify count notifications — Shopify-side count changes update comparison and history data unless you explicitly import or use Pull all from Shopify.
- Loop prevention — Peasy has built-in safeguards to prevent sync loops where a Peasy change bounces back from Shopify.
- Sync logs — Peasy tracks sync events, so you can see what was pushed or pulled and when.
- Needs attention covers the full delivery history — use this Webhooks view when the health card reports Action needed, then page through the results until you find the stopped delivery.
- With Shopify-to-Peasy sync turned off, deliveries show as Skipped — Peasy still records the order for your history, but deliberately does not apply it to your counts, so the delivery finishes as Skipped rather than needing review. If your store has sync turned off and the health card shows a large Due now number that never goes down, those are older deliveries from before this behavior was corrected; they are not blocking anything and no new order is affected. Contact support if you want that history brought into Peasy.
- Only linked items sync — Items that were imported from Shopify (or manually linked) participate in sync. Unlinked items are independent.
- Shared mappings remain independent — Multiple Shopify variants can map to one Peasy sell variant, while each link keeps its own sync history and can be unlinked separately.
- Multiple Shopify locations can share one Peasy location — If you map one Peasy location to multiple Shopify locations, Peasy sends that Peasy location's live quantity to each mapped Shopify location where the item is stocked. Shopify may count those location quantities separately for online selling, so this can make the sellable quantity in Shopify larger than the single Peasy location quantity.
- If Peasy and Shopify disagree, use Push all to Shopify when Peasy is correct, or Pull all from Shopify when Shopify has the counts you want to adopt.

Related

- Importing from Shopify (https://peasyos.com/help/importing-from-shopify) — The full import flow with staging
- Connecting Shopify (https://peasyos.com/help/connecting-shopify) — Setting up the connection
- Inventory Overview (https://peasyos.com/help/inventory-overview) — How Peasy tracks inventory

---

# Connecting QuickBooks

Category: Integrations
URL: https://peasyos.com/help/connecting-quickbooks
Keywords: QB, QuickBooks Online, QBO, connect accounting, accounting integration, QuickBooks setup, link QuickBooks, accounting sync, QuickBooks setup wizard steps, reopen setup wizard

Connecting QuickBooks

Peasy integrates with QuickBooks Online to keep your accounting records in sync. Once connected, you can sync customers (https://peasyos.com/help/customer), vendors (https://peasyos.com/help/vendor), and invoices (https://peasyos.com/help/invoice) between the two systems.

How to Get There

Click Configure (gear icon) in the sidebar, then select Integrations > QuickBooks.

How to Connect

1. Click Configure (gear icon) in the sidebar, then select Integrations > QuickBooks.
2. Click Connect QuickBooks.
3. You'll be redirected to QuickBooks to sign in and authorize the connection.
4. After authorizing, you'll be sent back to Peasy.
5. The Setup Wizard starts automatically to help you configure the sync.

The Setup Wizard

After connecting, a wizard walks you through three steps:

1. Customers — review your QuickBooks customers, then link each one to a matching Peasy customer or import it as new.
2. Vendors — the same, for your QuickBooks vendors.
3. Categories — match your Peasy categories to QuickBooks accounts, so synced items and invoices land in the right account.

The wizard only brings QuickBooks records into Peasy. You choose sync directions afterwards, in the QuickBooks settings. See QuickBooks Setup Wizard (https://peasyos.com/help/quickbooks-setup-wizard) for each screen.

Common Questions

What data syncs with QuickBooks?
Peasy can sync customers, vendors, invoices, items, and other accounting data depending on your QuickBooks settings. During setup, you map Peasy categories to your QuickBooks accounts so synced activity lands in the right place.

How often does QuickBooks sync?
Once connected, QuickBooks sync can run automatically for supported records based on your settings. You can also trigger manual syncs when needed from the integration pages.

For a new active Peasy customer, automatic creation or linking requires an active QuickBooks connection, a customer direction that allows outbound sync, and Auto-sync new customers enabled. If that automatic attempt does not complete or QuickBooks rejects the customer, link or create the customer during invoice sync or from the customer's QuickBooks controls.

Can I disconnect QuickBooks without losing data?
Yes. Disconnecting stops the sync, but all data already in both Peasy and QuickBooks remains. You can reconnect and re-authorize at any time.

Does an expiring access token mean I need to reconnect?
No. Peasy refreshes the connection automatically, so routine token renewal does not need your attention. An expired access token or repeated refresh failures alone do not establish that QuickBooks needs authorization again.

If you see Couldn’t refresh your QuickBooks connection., click Open QuickBooks settings. If QuickBooks explicitly requires authorization again, the notification says Reconnect to QuickBooks to resume syncing. and offers Reconnect to QuickBooks, which starts the authorization process. If a To-Do offers Refresh, select it to try refreshing the connection. These reminders are specific to the business and connection you are using; a successful refresh clears an obsolete reminder.

Do I need to set up my chart of accounts before connecting?
It helps. During the setup wizard, Peasy asks you to map accounts (like revenue, COGS, and inventory) to your existing QuickBooks accounts. Having your chart of accounts organized beforehand makes this step faster.

Good to Know

- QuickBooks connects at the company level — everyone on your team shares the connection.
- Only one QuickBooks company can be connected per Peasy account.
- The connection refreshes automatically — you shouldn't need to reconnect unless something goes wrong.
- The Setup Wizard opens once. After you finish or close it, it doesn't reopen, and you change anything it set up from the QuickBooks settings page.
- You can disconnect QuickBooks at any time without losing your Peasy data.

Related

- QuickBooks Setup Wizard (https://peasyos.com/help/quickbooks-setup-wizard) — Detailed wizard walkthrough
- QuickBooks Sync (https://peasyos.com/help/quickbooks-sync) — How ongoing sync works
- Integrations Overview (https://peasyos.com/help/integrations-overview) — All available integrations

---

# QuickBooks Setup Wizard

Category: Integrations
URL: https://peasyos.com/help/quickbooks-setup-wizard
Keywords: QB wizard, configure QuickBooks, QuickBooks settings, sync settings, map accounts, QuickBooks configuration, QB setup, shipping fee, auto-sync new customers, auto-sync new vendors, similar name not linked, near duplicate contact name, custom product item, Custom Product inactive, duplicate Custom Product item, review record matches, link QuickBooks customers, import QuickBooks vendors, reopen setup wizard

QuickBooks Setup Wizard

The Setup Wizard gets a new QuickBooks connection ready to sync. It opens automatically right after you connect. It walks you through three steps: bringing in your QuickBooks customers, bringing in your vendors, and matching your categories to QuickBooks accounts.

How to Get There

Connect QuickBooks from Configure (gear icon) > Integrations > QuickBooks. The wizard opens on its own once the connection succeeds. After you finish or close it, it doesn't open again. Everything it sets up can be changed later on the QuickBooks settings page.

Step 1: Customers

On the Review record matches screen, Peasy lists your QuickBooks customers (https://peasyos.com/help/customer) and shows how many it will link to an existing Peasy customer and how many it will import as new ones. Any that it leaves out are counted as skipped.

- Click Start Sync to link and import them. The button shows how many records it will bring in, and reads Importing... while it works. When the import finishes, the next step shows how many were created and linked. If there's nothing to import, the button reads Continue.
- Click Skip Customers to move on without importing.

This step only brings QuickBooks customers into Peasy. It never sends Peasy-only customers to QuickBooks. You choose sync directions later, in the QuickBooks settings.

Step 2: Vendors

This works the same way for vendors (https://peasyos.com/help/vendor). Click Start Sync to link and import your QuickBooks vendors, or Skip Vendors to move on.

Step 3: Categories

On Map category accounts, match each Peasy category to a QuickBooks account from your chart of accounts. Peasy uses these accounts when it creates invoices (https://peasyos.com/help/invoice), bills, and items in QuickBooks.

- Peasy suggests accounts. Select the ones you want and click Apply _N_ & continue, where _N_ is how many you selected.
- If you don't have categories yet, click Import from QB to create them from your QuickBooks accounts.
- You don't have to map everything now. Click Continue or Skip for now to finish setup. Peasy asks for a missing account later, when a sync needs it.

Auto-Sync Options

Finishing the wizard turns on Auto-sync new customers and Auto-sync new vendors wherever your sync direction allows sending records to QuickBooks. You can turn either one off in the QuickBooks settings.

- Auto-sync new customers: with an active QuickBooks connection and a customer direction that allows outbound sync, Peasy tries to create or link each new active customer in QuickBooks.
- Auto-sync new vendors: the same, for vendors.

If QuickBooks already has an active contact with that exact name, Peasy links to it rather than creating a duplicate. If the closest QuickBooks name differs only by a business suffix, punctuation, or spacing — Acme Corp against Acme Inc — Peasy holds the record back instead of guessing, tells you in the QuickBooks activity log, and waits for you to link it by hand. See QuickBooks Sync (https://peasyos.com/help/quickbooks-sync#automatic-sync).

If automatic customer sync does not complete or QuickBooks rejects the customer, link or create it during invoice sync or from the customer's QuickBooks controls.

For invoices, choose Sync to QuickBooks when sending the invoice. In QuickBooks settings > Invoices, choose a direction that allows export: Two-way sync or Export only.

Accounting Settings

After the wizard, the QuickBooks settings page also includes an Accounting section where you can configure additional options:

- Category Mapping — Click Configure to open Categories and set the Income Account and Expense Account defaults your categories need. Account selections save automatically.

- Custom product item — The QuickBooks Service item used for custom or miscellaneous invoice line items. Peasy reuses an existing QuickBooks item named Custom Product when there is one, and creates it only after QuickBooks confirms there isn't. If QuickBooks can't be reached, or the existing Custom Product item is inactive or exists more than once, Peasy tells you and creates nothing — fix it in QuickBooks, then save again.
- Invoice discounts and shipping fees — Peasy uses QuickBooks' native invoice Discount and Shipping fee options. If a sync is blocked, turn on the option in QuickBooks and refresh QuickBooks preferences in Peasy.

Good to Know

- Closing the wizard, or choosing I'll set this up later, ends setup. The wizard won't reopen, so finish anything you skipped from the QuickBooks settings page.
- You can change sync directions and account mappings at any time in the QuickBooks settings.
- Bulk sync shows a progress bar and handles duplicates automatically.
- QuickBooks invoice sync happens at the invoice level. If one order has multiple invoices, sync the specific invoice instead of the whole order.
- When a QuickBooks record matches a Peasy record by name, the wizard links the two instead of creating a duplicate.

Related

- Connecting QuickBooks (https://peasyos.com/help/connecting-quickbooks) — Initial connection setup
- QuickBooks Sync (https://peasyos.com/help/quickbooks-sync) — How day-to-day sync works

---

# QuickBooks Sync

Category: Integrations
URL: https://peasyos.com/help/quickbooks-sync
Keywords: QuickBooks subscription needs attention, QuickBooks billing, subscription ended, restore QuickBooks subscription, edit imported invoice, imported invoice read-only, changes not sent to QuickBooks, imported invoice out of date, keep Peasy values unavailable, bill number too long, 21 character bill number, QuickBooks bill number limit, QuickBooks email too long, QuickBooks phone too long, customer email too long, vendor email too long, customer phone too long, vendor phone too long, 100 character email limit, 30 character phone limit, shorten bill number, bill blocked from QuickBooks, bill number limit, QB sync, imported invoice inventory, imported invoice cost of goods, unknown cost of goods, sales tax invoice import blocked, financial record import, imported invoice no shipment, imported invoice fulfillment, settled outside Peasy, QuickBooks invoice shipment, QuickBooks data flow, sync invoices, sync customers, sync bills, accounting sync, QuickBooks updates, auto-sync, QB data, import QuickBooks invoices, imported invoice payment history, retry invoice import, import QuickBooks bills, pending QuickBooks documents, QuickBooks review queue, multi invoice sync, send bills to QuickBooks, bulk send bills, shipping sync, discount sync, stale link, stale account mapping, inactive QuickBooks vendor, inactive QuickBooks customer, missing vendor mapping, missing customer mapping, vendor not in mapping list, customer not in mapping list, deleted QuickBooks customer, invoice customer relink, category to account mapping, income account, other income account, cost of goods sold, QuickBooks account mapping, QuickBooks payment terms, QuickBooks payment methods, fulfillment date, invoice date, posting date, invoice notes, customer memo, private note, internal notes sync, sync items to QuickBooks, item variants, item workbench, ambiguous link, exclude item from QuickBooks sync, suggest mapping, smart category mapping, link QuickBooks item, unlink QuickBooks item, sync issues in flags, refresh QuickBooks token, sync failures, sync attention, last sync time, items need attention, configure card health, check unavailable, sync issue check unavailable, QuickBooks health check failed, parent item sync, product family sync, one QuickBooks item per family, link existing QuickBooks item, new items from QuickBooks, pending QuickBooks items, unmatched QuickBooks items, link to a product, hide QuickBooks item, best matches, name match, create product from QuickBooks item, packaging items, packaging exclusion, buy and sell pair, combined QuickBooks item, line description, invoice line description, sample line item, free sample sync, zero dollar invoice line, $0 invoice line, sample QuickBooks invoice, correction banner, paid invoice locked, paid in QuickBooks, push corrections, payment status sync, invoice paid in QuickBooks, bill paid in QuickBooks, QBO payment webhook, bill payment sync, sync bill payment to QuickBooks, bill payment account, invoice sync direction, bill sync direction, invoice payment sync direction, bill payment sync direction, payment unsynced, sync payment to QuickBooks, payment ledger sync, bill sync history, bill out of date, last synced time, resolve QuickBooks conflict, resolve bill conflict, bill conflict, bill vendor not linked, unlinked QuickBooks vendor, keep Peasy values, use QuickBooks values, bill link error, unlinked QuickBooks customer, invoice sync conflict, sync issues list, migrate inventory item, inventory-tracked QuickBooks item, non-inventory twin, QuickBooks to Peasy tab, migration banner, Peasy owns inventory, inventory shrinkage, reclass journal entry, review migration, QuickBooks item name limit, item name too long, colon in item name, item name adjusted for QuickBooks, colon in customer name, colon in vendor name, customer name adjusted for QuickBooks, vendor name adjusted for QuickBooks, 100 character name limit, name differs in QuickBooks, invoice number too long, 21 character invoice number, QuickBooks invoice number limit, DocNumber limit, shorten invoice number, customer memo trimmed, note too long for QuickBooks, delete invoice in QuickBooks, void invoice in QuickBooks, void invoice from Peasy, void and cancel order, voided in QuickBooks not recorded, could not confirm void, retry void invoice, delete bill in QuickBooks, QuickBooks delete unlinks, invoice not cancelled, re-import deleted invoice, already linked to another Peasy vendor, already linked to another Peasy customer, one Peasy record per QuickBooks record, duplicate QuickBooks link, move a QuickBooks link, unlink to relink, QuickBooks record already taken, re-import unlinked customer, re-import unlinked vendor, unlinked counterparty skipped, customer already exists in QuickBooks, business suffix match, Acme Inc Acme Corp, same business different suffix, create new customer in QuickBooks, duplicate contact name, exact match contact, link or create contact, sync ran out of time, bulk sync stopped early, record not sent, run the sync again, large item sync, near duplicate contact name, similar name not linked, auto-sync did not create customer, auto-sync did not create vendor, customer not synced to QuickBooks, names must match exactly, contact stays unsynced, already linked to another Peasy product, one Peasy product family per QuickBooks product, QuickBooks product already taken, two products one QuickBooks item, duplicate QuickBooks product link, unlink product from QuickBooks, product family already holds QuickBooks item, move a QuickBooks product link, sync inactive records, inactive QuickBooks item holds the name, item name already taken in QuickBooks, two QuickBooks items same name, reactivate QuickBooks item, rename QuickBooks item, product blocked from QuickBooks sync, QuickBooks item name collision, QuickBooks bundle, linked to a bundle, bundle can't be linked, relink bundle, Group item, voided payment QuickBooks, void recorded payment QuickBooks, void refused QuickBooks, could not check QuickBooks, payment returned, returned bill payment, returned vendor payment QuickBooks, remove payment from QuickBooks, void bill payment QuickBooks, customer sync retried automatically, vendor sync retried automatically, auto-sync interrupted, customer did not reach QuickBooks, vendor did not reach QuickBooks, sync retry after error, QuickBooks outage new customer, remove from QuickBooks view payments, canceled invoice payment still in QuickBooks, payment in another QuickBooks company, payment removed in QuickBooks, payment deleted in QuickBooks before sync, payment not posted twice, duplicate payment QuickBooks, payment no longer applied in QuickBooks, bill send timed out, duplicate QuickBooks bill, bill sent twice, imported bill not sent back, earlier attempt may have reached QuickBooks, excluded item link, link turns sync back on, sync turned back on after link, item excluded from QuickBooks sync, excluded from QuickBooks sync refused, turn sync on for item, excluded item not renamed in QuickBooks, repair stale item link, QuickBooks item deleted, product link repaired, recreate deleted QuickBooks item, bill credits exceed item subtotal, unsupported bill credit

QuickBooks Sync

Once connected and configured, QuickBooks sync keeps your data flowing between Peasy and QuickBooks automatically. Here's how day-to-day sync works.

How to Get There

Click Configure (gear icon) in the sidebar, then select Integrations > QuickBooks. You can also sync from Sell > Customers, Buy > Vendors, Sell > Invoices, Buy > Bills, and supported order views.

What Syncs

| Data                        | Direction           | How it works                                                                                                                                                                                                                                                                                                                             |
| --------------------------- | ------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Customers (https://peasyos.com/help/customer) | Both ways           | Changes in either system are reflected in the other. Shipping and billing addresses sync as separate fields — Peasy's shipping address maps to QuickBooks' Ship To address, and billing maps to Bill To                                                                                                                          |
| Vendors (https://peasyos.com/help/vendor)     | Both ways           | Same as customers, except vendor notes: QuickBooks doesn't keep notes sent to a vendor, so they stay in Peasy only                                                                                                                                                                                                                       |
| Invoices (https://peasyos.com/help/invoice)   | Configurable        | Peasy invoices can be synced to QuickBooks, QuickBooks invoices can be imported into Peasy as financial records once the customer is resolved, and when a payment is recorded in QuickBooks the invoice payment status in Peasy updates automatically                                                                                    |
| Invoice payments            | Configurable        | When a QuickBooks payment is recorded on an invoice, Peasy updates the invoice payment status automatically. The direction follows the Invoices sync card.                                                                                                                                                                           |
| Bills (https://peasyos.com/help/bill)         | Configurable        | Peasy bills can be sent to QuickBooks, QuickBooks bills can be imported as financial records after the vendor and bill values pass validation, and when a payment is recorded in QuickBooks the bill status in Peasy updates automatically based on the remaining balance                                                                |
| Bill payments               | Configurable        | When you record a bill payment in Peasy, it can be pushed to QuickBooks as a BillPayment check entry. When a payment is recorded in QuickBooks, it updates the bill status in Peasy. The direction follows the Bills sync card.                                                                                                      |
| Items                       | Peasy to QuickBooks | Peasy is the system of record for items. Item details (name, SKU, price, active status) are pushed from Peasy to QuickBooks; edits made directly in QuickBooks aren't pulled back. New QuickBooks items appear in the Items workbench so you can link them to a Peasy item or dismiss them; Peasy doesn't create products from them. |
| Shipping charges            | Peasy to QuickBooks | Synced to QuickBooks' native invoice Shipping fee field when that option is enabled in QuickBooks                                                                                                                                                                                                                                        |
| Discounts                   | Peasy to QuickBooks | Invoice discounts sync as a native QuickBooks discount line. Bills have no native QuickBooks discount field, so a bill's discount syncs as a negative line to the Bill discount account you map in QuickBooks settings                                                                                                               |
| Invoice notes               | Peasy to QuickBooks | Customer note → QuickBooks customer memo (visible on the invoice). Internal note → QuickBooks private note (staff-only). Edits to either note round-trip on subsequent syncs.                                                                                                                                                            |

The sync direction for each type depends on your settings (configured in the Setup Wizard or QuickBooks settings page). Invoice payments follow the Invoices direction, and bill payments follow the Bills direction.

Peasy also detects when an inbound QuickBooks update is just an echo of a change Peasy itself just pushed, and skips re-applying it — so a genuine edit made directly in QuickBooks still comes through, but Peasy doesn't overwrite an address (or other synced field) you just edited with the same value bouncing back from QuickBooks.

Syncing Individual Records

You can sync specific records from within Peasy:

- Customers page — Select customers and click Sync to QuickBooks
- Vendors page — Select vendors and click Sync to QuickBooks
- Invoices page — Sync one invoice, import invoices from QuickBooks, or sync selected invoices in bulk
- Orders page — Sync a single-invoice order when Peasy can safely identify the invoice. If an order has multiple active invoices, sync each invoice from the Invoices page instead.
- Bills page — Send one bill, send selected bills in bulk, or unlink a bill from QuickBooks. The send modal previews any vendor, expense-account, freight-account, or sales-tax-account issues before pushing so you can fix them inline. Setting the freight or sales-tax account also fixes every other selected bill that needs it.

All three bulk send modals (bills, invoices, orders) share the same preflight surface: records are grouped by what needs attention, fixes can be applied inline, Continue stays disabled with a tooltip until everything is resolved, and Cancel sits in the bottom-left so it's always reachable.

Bill Sync Status and History

The Buy > Bills page has a dedicated Quickbooks column (shown when QuickBooks is connected) that displays each bill's sync status as a QuickBooks icon plus a text label:

- Status at a glance — labels such as Synced, Not synced, Out of date (linked, but the Peasy bill changed since the last sync), Conflict (edited on both sides — see below), and Sync failed show which bills need attention without opening them.
- Click the cell to act — clicking anywhere in the Quickbooks cell opens a menu to Send to QuickBooks (or Retry), Resolve QuickBooks conflict, View in QuickBooks, or Unlink. If the bill can't be sent — because QuickBooks needs reconnecting, or bill sync is set to inbound-only or off — the menu explains why instead of offering Send.
- Sync failed after an interrupted send — If a send times out or drops after QuickBooks accepted the bill, Retry finishes linking to the bill QuickBooks created instead of creating a second one, and shows Out of date if the bill changed in between. If the failure message says an earlier attempt may have reached QuickBooks before the bill changed, retrying alone won't resolve it: find the bill that attempt created in QuickBooks, give the Peasy bill the same bill number, and send again. Peasy links onto it, or offers Link to existing if the totals differ.
- Last synced time — hover the QuickBooks chip on the bill detail panel to see when it last synced.

Open the QuickBooks chip's dropdown on a linked bill to see its Sync history — the most recent sync events (sends, imports, and any errors) with their direction and timestamp, so you can confirm what happened without leaving the bill.

If a QuickBooks update to a linked bill has credits larger than its item subtotal, before freight and tax, Peasy leaves the bill unchanged. The sync message says “QuickBooks bill credits exceed the item subtotal. Review the bill in QuickBooks before syncing.” Review the credits and charges in QuickBooks before making further changes.

When a bill changes on both sides (conflicts)

If the same linked bill is edited in Peasy and in QuickBooks before the two sync up, Peasy flags it as a Conflict instead of silently overwriting either version. That includes an edit someone made in QuickBooks moments before you saved in Peasy: Peasy checks QuickBooks' latest version before sending, and flags the conflict rather than replacing it. While a bill is in conflict, Peasy stops pushing Peasy edits to QuickBooks so nothing is lost.

Peasy also flags a conflict when a QuickBooks edit removes a bill line that's linked to a purchase order or receipt. Those links are Peasy's, so Peasy keeps the line and applies none of that QuickBooks edit until you choose. Moving that line to a different account, or editing its description, in QuickBooks isn't a removal — Peasy applies the change and keeps the link.

Peasy also flags a conflict when a QuickBooks edit to a linked bill names a vendor that isn't linked in Peasy, for example one added in QuickBooks before it reached Peasy. Peasy keeps the bill's Peasy vendor and applies none of that QuickBooks edit until you choose.

Open the bill's QuickBooks chip (or its Quickbooks column menu on the Bills page) and choose Resolve QuickBooks conflict. The dialog shows what differs between the two versions and gives you two choices:

- Keep Peasy values — re-pushes the Peasy version to QuickBooks. It replaces the QuickBooks version you were shown; if the bill changed in QuickBooks again since, Peasy shows you the newer conflict instead.
- Use QuickBooks values — pulls the QuickBooks version into Peasy. If that version removed a line linked to a purchase order or receipt, choosing it removes the line from the Peasy bill too, along with its purchase-order or receipt link. To keep the line, choose Keep Peasy values instead, which puts it back in QuickBooks.

If QuickBooks names a vendor that isn't linked in Peasy, the dialog says so and holds back Use QuickBooks values until you link that vendor in Peasy; then reopen the dialog and choose it. Otherwise, either choice clears the conflict and resumes normal syncing. Each choice needs bill sync turned on in its direction: Keep Peasy values needs Peasy → QuickBooks, and Use QuickBooks values needs QuickBooks → Peasy. If that direction is off — or, for Keep Peasy values, if the bill was imported from QuickBooks — the dialog says so and doesn't offer that choice.

Syncing Items

Items sync from Configure > Integrations > QuickBooks > Items.

Peasy is the system of record for items. Manage names, SKUs, prices, and active status in Peasy and they push to QuickBooks. Edits you make directly in QuickBooks (renaming an item, changing its price) aren't pulled back into Peasy — if you want a change reflected in both systems, make it in Peasy. The two integrity events that _do_ still flow back are: a brand-new item created in QuickBooks (you can link it to a Peasy item or dismiss it from the Items page) and a delete or merge in QuickBooks (Peasy marks the link stale so the next push prompts you to repair it).

One QuickBooks item per product family. Peasy creates one QuickBooks product/service per item family — not one per Buy/Sell variant. This is how item sync works; there is no per-variant setting. Per-line details that vary by transaction (SKU, pack size, unit price) move onto the QuickBooks invoice or bill line description. This keeps your QuickBooks item list short and easier to manage.

Existing customers who previously synced per variant are migrated to the family-level model automatically. Historical QuickBooks invoices and bills are unaffected, and any QuickBooks items that were never used stay in QuickBooks with their original transaction history.

QuickBooks items that track inventory

If QuickBooks is tracking the quantity on hand for a product (an Inventory-type item in QuickBooks), Peasy can't link to it or create it while QuickBooks still owns that stock — the two systems would fight over quantity and cost, and QuickBooks would post cost of goods sold from its own numbers instead of Peasy's. Peasy is built to be the one place that owns inventory, so these products need a quick, guided migration first.

When you have items like this, a banner appears at the top of the Items page telling you how many products are affected, with a Review migration button. Once you confirm, the guided migration handles each product for you:

1. Deactivates the current QuickBooks item — QuickBooks zeroes out its remaining quantity as an inventory shrinkage adjustment.
2. Creates a non-inventory replacement in QuickBooks with the same name.
3. Relinks your Peasy product to the new item so future invoices and bills flow to it.
4. Gives you an accountant summary — the shrinkage amount and a starting journal-entry template — to hand to your bookkeeper.

You can also run the same migration one product at a time from the QuickBooks to Peasy tab, where every QuickBooks item is sorted into Migrate, Link, Unmatched, Already linked, or Not a product. Until a product is migrated, its rows stay blocked on purpose.

The Items page shows every Buy and Sell variant in your catalog, grouped into filterable buckets so you can fix issues without leaving the page:

- Create — families with no existing link or safe QuickBooks match; ready to push using their category account defaults.
- Link — Peasy found a safe match in QuickBooks and will link it on sync: a product carrying this family's SKU, or a product holding exactly the name Peasy would send (see _When QuickBooks already has an item with that name_ below). Linking does not require category account defaults.
- Update — already linked; price, name, or SKU has drifted and will be re-pushed.
- No category — no QuickBooks match exists and Peasy would need to create the item, but the parent item has no category yet. Pick one in the Category column.
- Needs mapping — no QuickBooks match exists and the category is missing a default needed to create the item. Sell items need income, buy items need expense, and a family with both needs both.
- Ambiguous — two families would create the same QuickBooks name, or multiple Peasy variants point to the same QuickBooks item. These need a manual Link or rename before syncing.
- Review — Peasy won't decide this one for you. QuickBooks may have a same-name item with a different SKU, a similar but not identical name, an item that only matches one of the variant names, or something holding the name that Peasy can't link (a category, a fee, a bundle, or several items sharing it). The reason column says which. Click Link on the row to confirm a match, or rename to push as new. A product whose QuickBooks item was deleted also lands here when QuickBooks only has an item with the same name: Sync Items won't assume it's the replacement.

Inline fixes from the workbench

- Set category, income, or expense account directly on the row — the Income/Expense edit changes the underlying category, so a tooltip warns you when the change affects more than one item.
- Review suggestions (top-right, when categories need mapping) opens a review table with recommended income and expense accounts, the affected buy and sell items, and the reason for each recommendation. No category mappings change until you select them and click Apply. The workbench refreshes automatically when you finish, so newly mapped items appear without a manual reload.
- Per-row Actions menu — Link to a specific QuickBooks item, Unlink an existing link, or Exclude the item family from QuickBooks sync entirely. Excluded families stay in Peasy but are skipped on every sync until you re-include them. While an item's Sync is off, Peasy won't create, rename, update, or migrate it in QuickBooks; trying shows This item is excluded from QuickBooks sync. Turn Sync on for it, then try again. Clicking Link on an item whose Sync is off links it to the QuickBooks item you chose and turns its Sync back on.
- Column visibility — the table shows a sensible default set; toggle SKU, Family, QuickBooks SKU, QuickBooks type, vendor, and reason on or off via the column-preferences menu.

Click Sync Items in the top-right to push everything in the syncable buckets in one batch. Existing links, safe matches, and other eligible rows can continue even while unrelated create rows still need a category or account default.

A very large sync can run out of time before it reaches every row. If that happens, Peasy stops starting new work rather than being cut off part-way through. Everything already sent stays synced, and each record it didn't reach is listed with QuickBooks sync ran out of time before this record was sent. Run the sync again to send it. Click Sync Items again to send the rest.

Item names are adjusted to fit QuickBooks

QuickBooks won't accept a product name containing a colon, a tab, or a line break, and it caps names at 100 characters. Peasy adjusts the name it sends so the sync goes through instead of failing: a colon becomes " - ", tabs and line breaks collapse into a single space, and anything past 100 characters is trimmed off.

Your Peasy item name is never changed — only the copy sent to QuickBooks — so a long or colon-containing name will read slightly differently in QuickBooks than it does in Peasy. If you'd rather choose the QuickBooks name yourself, rename the row before syncing, or use Tidy QuickBooks item names to review and edit the adjusted names in bulk.

When QuickBooks already has an item with that name

Before creating a product in QuickBooks, Peasy checks two things in order: whether QuickBooks already has a product carrying this family's SKU, and — only if it doesn't — whether anything in QuickBooks already holds the name Peasy would send (see _Item names are adjusted to fit QuickBooks_ above; capitalization is ignored).

- A QuickBooks product with this family's SKU links to the family whatever it's called in QuickBooks. Renaming a product in QuickBooks doesn't make Peasy create a second one.
- An active QuickBooks product with the same name links instead of creating a second one — even when its SKU is different from yours. On the Items page, Sync Items holds a same-name product with a different SKU under Review instead, so you confirm it with Link before anything is linked.
- An inactive QuickBooks item holding the name stops that product: _QuickBooks already has an inactive item named "X". Reactivate it or rename it in QuickBooks, then try again._ QuickBooks won't accept a new item under a name it still holds, so there's nothing Peasy can create.
- Two or more QuickBooks items sharing the name also stop that product. Rename all but one in QuickBooks, or rename the product in Peasy.
- A name QuickBooks uses for something that isn't a product — a discount, a shipping fee, or a similar record — stops that product with the same kind of message.
- A QuickBooks bundle — whether it holds the name or carries the SKU — is never linked. QuickBooks won't accept a bundle as an ordinary invoice line, so Peasy stops that product: _The QuickBooks product "X" is a bundle._ Link the product to a non-inventory or service item in QuickBooks instead, or rename it so Peasy can create one. Bundles aren't offered when you pick a QuickBooks item to link, either.

Products stopped this way are listed with their reason when the sync finishes, and the rest of the batch still syncs. Fix it in QuickBooks, or rename the product in Peasy, then click Sync Items again.

If a product was linked to a bundle before Peasy started refusing them, an invoice for it stops before anything is sent to QuickBooks and names that product. Link Items to QuickBooks lists it so you can link it to a non-inventory or service item, or create a new one; creating replaces the bundle link. If the bundle has the same name as the product, Peasy creates the new item as the name plus "(item)", for example _Gift Box (item)_, because QuickBooks doesn't allow two items with one name. If that name is taken, Peasy tries _Gift Box (item 2)_ through _Gift Box (item 5)_. If all five are taken, Peasy can't create the item until you free one of those names in QuickBooks. The bundle itself isn't changed, and the product keeps its own name in Peasy. On the Items page, the same product is marked for review with the bundle reason, and the row's Actions menu can link it to a different QuickBooks item.

Buy and Sell variants combine when they share a name

If a family has exactly one Buy variant and one Sell variant with the same name, and their SKUs match (or are blank), Peasy creates a single QuickBooks item that combines both — purchase cost and purchase description from the Buy variant, sale price and sales description from the Sell variant. Both Peasy variants link to that one QuickBooks item.

Families with more than two same-name variants, two Buys, two Sells, or conflicting SKUs are still flagged as Ambiguous for manual review.

Line descriptions on invoices and bills

When Peasy writes the line description on a QuickBooks invoice or bill, it strips the parent name from the start of the variant name when there's a clear separator. For example, the Sell variant "Awa Bancha — bag (16oz)" appears as bag (16oz) on a QuickBooks line for the "Awa Bancha" family. If the variant name doesn't contain the parent name, or the boundary isn't obvious, Peasy uses the full variant name unchanged.

Free samples and $0 invoice lines

When a Peasy invoice includes a sample or other $0 item line, QuickBooks receives it as a normal invoice line for the mapped product or service. The line carries the quantity, a Unit price of $0, and an Amount of $0, so it can appear on the QuickBooks invoice without adding revenue.

The item still needs a QuickBooks mapping. If the sample item is not linked yet, the invoice sync preflight blocks the send and asks you to link or create the QuickBooks item, the same way it does for any other invoice line.

Packaging items don't sync as products

Items in the Packaging category are intentionally excluded from QuickBooks Product/Service sync. They don't appear on the Items workbench, and bill lines that use a Packaging item post directly to the bill line's expense account instead of being tied to a QuickBooks product. This keeps packing tape, bags, tins, and similar supplies off your QuickBooks item list while still recording the cost on the bill.

If you want a packaging supply to appear as a normal QuickBooks product, change its category off Packaging.

Reviewing New QuickBooks Items

When QuickBooks has items that aren't linked to anything in Peasy yet, they show up as Unmatched rows on the QuickBooks to Peasy tab of Configure > Integrations > QuickBooks > Items. Items flow from Peasy to QuickBooks, so Peasy never creates new products from QuickBooks items. For each Unmatched row you can:

- Link to a product… — click it in the row's Matched Peasy product column to open a product picker. Peasy lists the products whose names most closely resemble the QuickBooks item under Best matches, and you can search all your Peasy products. Pick one to connect the QuickBooks item to it, and the row moves out of the Unmatched list.
- Hide from this list — open the row's actions menu (⋯) at the end of the row to hide it. The item stays in QuickBooks unchanged; Peasy just stops asking about it.

If there's no Peasy product to link to, create the product in Peasy first, then come back and link it. An Unmatched row can't be turned into a new Peasy product.

Correction Banner

If shipping or discount totals on already-synced QuickBooks invoices don't match Peasy, a yellow correction banner appears at the top of the Invoices page. These are usually invoices that synced before Peasy fully supported native shipping and discount lines.

You have three options:

- Push corrections — updates the QuickBooks invoices so their totals match Peasy.
- Review affected invoices — opens the list so you can inspect them before pushing.
- Dismiss — hides the banner without making changes.

Paid QuickBooks invoices are handled separately. QuickBooks locks paid invoices against total-changing updates, so Peasy excludes them from the automatic push and surfaces them in the banner with their own note. To resolve a paid invoice, open it in QuickBooks with your accountant: either accept the QuickBooks total as final and dismiss the banner, or reopen/remove the payment in QuickBooks first and then retry the correction. If a banner only contains paid invoices, the Push corrections button is hidden.

Invoices imported from QuickBooks are left out too. They're QuickBooks' record, so Peasy doesn't push corrections to them. After you choose Push corrections, Peasy tells you how many were imported and to make those changes in QuickBooks.

Automatic Sync

Peasy attempts to create or link a new active customer automatically when all three requirements are met:

- Your QuickBooks connection is active
- The Customers direction allows outbound sync
- Auto-sync new customers is enabled

New vendors follow the same pattern with their own direction and auto-sync setting.

Other automatic options include:

- Bills can be auto-created in QuickBooks when you save a Peasy bill (toggle this in QuickBooks settings)

If QuickBooks already has an active customer with the exact same name, Peasy links your customer to it instead of creating a duplicate, and the QuickBooks activity log records which QuickBooks contact it picked. Vendors work the same way against QuickBooks vendors. If the exact-name contact is inactive in QuickBooks, Peasy does not link it — reactivate it in QuickBooks, or link a different contact by hand.

Customer and vendor names are adjusted the same way as item names. QuickBooks won't accept a colon, a tab, or a line break in a customer or vendor name either. Peasy sends a colon as " - " and turns a tab or line break into a single space, so Acme: West appears in QuickBooks as Acme - West. Your Peasy name isn't changed, and when QuickBooks reports the adjusted name back, Peasy keeps yours. The exact-name match above compares the adjusted name, so Acme: West in Peasy links to an existing Acme - West in QuickBooks. A rename you make in QuickBooks itself still comes back to Peasy as usual.

QuickBooks also requires customer, vendor, and employee names to be unique against each other. So if the name you're using already belongs to a QuickBooks vendor or employee, Peasy cannot link it to a customer at all — it leaves the record unsynced and tells you which contact holds the name. Rename one of the two to resolve it.

Auto-sync stops when the name is nearly the same but not identical. If your new Peasy customer is Acme Inc and QuickBooks has Acme Corp — or Acme, Inc, or the same name with an extra space in it — Peasy neither links them nor creates a second contact. These are names that differ only by a business suffix, punctuation, or spacing. QuickBooks treats them as different names, so they may well be two different businesses, and linking the wrong one merges two businesses' records under a single contact. That usually isn't noticed until someone reconciles the books months later.

(A name that is merely _similar_ — a different business name that happens to look alike — is not affected. Peasy creates that contact as usual.)

When auto-sync stops, the customer or vendor stays unsynced and the QuickBooks activity log shows an error naming both spellings. Link the contact yourself to resolve it: go to Configure > Integrations > QuickBooks and link the correct QuickBooks contact to the Peasy record in the mapping table.

If the first attempt is interrupted, Peasy tries again on its own. A new customer or vendor that doesn't reach QuickBooks right away — because of a brief QuickBooks or network problem — is retried in the background: first after about 20 minutes, then less often, for up to about 11 hours. Before each retry Peasy checks again that the record should still go to QuickBooks: the connection is still active, the direction and Auto-sync new customers (or Auto-sync new vendors) are still on, and the record is still active and not excluded from sync. If any of that has changed, Peasy stops without sending anything. If you disconnect QuickBooks or connect a different company, pending retries stop too.

If the record gets linked in the meantime — during invoice sync, or by hand — the retry sees the link and stops, so it never creates a second contact in QuickBooks.

Edits to a linked customer or vendor are retried the same way. When you change a customer or vendor that is linked to QuickBooks — on its page, in the customer's contacts, or by applying a Beacon change — and the update doesn't reach QuickBooks right away, Peasy sends it again in the background on the same schedule. Each retry sends the record as it is at that moment, so several quick edits arrive in QuickBooks as one update with your latest values. Before each retry Peasy checks that the connection is still active, the sync direction still sends that record type to QuickBooks, and the record is still active, linked, and not excluded from sync. If any of that has changed, Peasy stops without sending anything.

Peasy does not retry when QuickBooks refuses the record for a reason another attempt can't fix, such as the name conflicts described above or details QuickBooks rejects as invalid. If QuickBooks refuses the customer, or the retries run out, link or create it during invoice sync or from the customer's QuickBooks controls.

Renaming the Peasy record on its own will not link it. Auto-sync makes this decision when the customer or vendor is first created, so editing the name afterwards and saving does not re-run it — use the mapping table above.

For invoices, choose Sync to QuickBooks when sending the invoice. In QuickBooks settings > Invoices, choose Two-way sync or Export only to allow export. Individual and bulk invoice sync actions remain available as described above.

If a new invoice or bill is created directly in QuickBooks, Peasy does not create a partial record silently. It adds the document to the QuickBooks attention queue, then you import it from Sell > Invoices or Buy > Bills. Invoices require a usable customer and supported financial values; bills require a usable vendor and supported financial values.

If that QuickBooks document is deleted or voided before you import it, Peasy removes it from the attention queue automatically.

Peasy also keeps QuickBooks lookup lists for accounts, payment terms, and payment methods synced locally so invoice, customer, bill, and payment syncs use current QuickBooks references without repeated live lookups.

When the QuickBooks Subscription Needs Attention

If QuickBooks refuses a new customer or vendor sync because its subscription or billing needs attention, the record stays saved in Peasy. On Configure > Integrations > QuickBooks, the sync issues list shows QuickBooks subscription needs attention with billing guidance.

1. Choose How to fix QuickBooks billing to open QuickBooks’ billing instructions.
2. In QuickBooks, open Settings > Subscriptions and billing for the company connected to Peasy and restore its subscription or billing access.
3. Return to Peasy and choose Review beside each affected customer or vendor.
4. Sync any records that are still unlinked using their existing QuickBooks controls.

Peasy’s automatic retries still have the limit described above. Restoring billing does not guarantee that every record has synced; check the affected records. A record’s issue clears after a later successful sync. Reconnecting the authorization does not repair a subscription or billing problem.

Importing QuickBooks Bills

From Buy > Bills, open the QuickBooks menu and choose Import from QuickBooks. Select eligible bills and click Import Selected.

Imported bills are financial records. They preserve supported item and account expense lines, expense-account references, quantities (including explicit zero quantities), prices, dates and notes. An imported bill stays QuickBooks' record: Peasy doesn't send edits to it back. If you edit one in Peasy, its QuickBooks chip shows Out of Date and says so. Make the change in QuickBooks instead. This holds even after you unlink the bill: the send preflight lists it as Imported from QuickBooks — QuickBooks already has this bill rather than sending a copy. If QuickBooks later changes the same bill, Peasy flags a conflict rather than replacing your Peasy edit silently, and Use QuickBooks values settles it. They do not require Peasy item mappings and do not change inventory or purchase-order quantities. A bill with unsupported lines or financial adjustments is blocked as a whole, with a reason shown in the import dialog.

Payments are reconciled before the import reports success. If payment history or import completion fails after the bill is saved, the dialog reports the error and keeps the bill available to retry. Retry reconciles current QuickBooks payments and finishes the saved bill without creating a duplicate. If the earlier attempt saved no bill, retry can use corrected QuickBooks details. If a bill was already saved and its details then changed in QuickBooks, review the saved bill before retrying. Finish these pending imports from the QuickBooks bill import dialog.

Importing QuickBooks Invoices

If an invoice already exists in QuickBooks, you can import it into Peasy from the Sell > Invoices page. Imported invoices appear alongside your Peasy invoices and can be used for Peasy payment collection.

Payments recorded against the invoice in QuickBooks come across with it, so an invoice already paid there imports as paid. If Peasy can't load one of those payments, the import reports the error instead of finishing, and the invoice isn't issued yet, so you can retry it from the same dialog. Retry picks up the same invoice and brings its payment history up to date with QuickBooks, including payments changed or removed there in the meantime. An invoice QuickBooks closed with a credit memo or journal entry imports as paid without a payment record in Peasy.

An imported invoice stays QuickBooks' record: Peasy doesn't send edits to it back. If you edit one in Peasy, its QuickBooks status shows Out of Date with a note that the edit isn't sent, and Peasy doesn't offer to sync it. Make the change in QuickBooks instead. This holds even after you unlink the invoice: the bulk send preflight lists it as Imported from QuickBooks — QuickBooks already has this invoice rather than sending a copy. If QuickBooks later changes the same invoice, Peasy flags a conflict rather than replacing your Peasy edit silently, and Use QuickBooks values settles it. Payments you collect in Peasy still sync to QuickBooks as usual.

An imported invoice comes across as a financial record. Peasy records who was billed, the line descriptions, the amounts and the payment status — it does not match the lines back to your Peasy items, and importing one does not move inventory. You no longer have to link the QuickBooks items on an invoice before you can import it.

That trade is deliberate: the invoice was raised in QuickBooks, so QuickBooks already has the accounting, and Peasy's job is to collect the payment. If you want an invoice to draw down stock, create the sales order in Peasy and sync it out to QuickBooks instead of importing it back in.

For the same reason Peasy records no shipment for an imported invoice. Nothing was picked or packed here, so the order behind the invoice reads Fulfilled because there is no work left, its Fulfill tab shows no fulfillments, and its units appear under Settled outside Peasy — not under Canceled remainder, because nobody cancelled them. If you decide to ship that order from Peasy after all, Reopen on that row puts the units back into active work. See Fulfilling and Shipping Orders (https://peasyos.com/help/fulfilling-and-shipping-orders).

Because Peasy holds no cost for those lines, an imported sale shows an unknown cost of goods in the month-end COGS report rather than a confident $0.00, and the row explains why. That keeps a $2,000 imported sale from reading as $2,000 of pure profit.

A few invoices still cannot be imported, and Peasy tells you which and why rather than importing a document whose total would not match QuickBooks:

- Sales tax. Peasy cannot record sales tax on an invoice yet, so an invoice carrying tax is blocked.
- A total Peasy cannot reproduce. For example, a QuickBooks invoice with both a shipping charge and a percentage discount: QuickBooks discounts the items only, Peasy discounts the shipping too, so the two totals would disagree.

If the QuickBooks invoice already has payments recorded against it, those payments are imported too. The invoice's paid amount and balance are correct from the moment it lands in Peasy — an already-paid invoice shows as paid rather than fully outstanding. The same applies to bills imported from QuickBooks.

Orders with Multiple Invoices

Peasy treats the invoice as the QuickBooks sync target. This matters when one sales order has multiple invoices:

- Sync each invoice separately from Sell > Invoices or the invoice detail panel.
- Order-level sync is only available when Peasy can safely resolve one active invoice for the order.
- If an order has multiple active invoices, Peasy blocks the order-level sync and tells you to choose the specific invoice instead.

Shipping Fee Setup

Peasy syncs invoice shipping charges to QuickBooks' native Shipping fee field.

To set this up:

1. In QuickBooks, open invoice settings.
2. Turn on Shipping fee.
3. Make sure QuickBooks has a default shipping account selected.
4. In Peasy, refresh QuickBooks preferences if the setup screen still shows shipping as blocked.

Once set up, shipping charges on invoices sync automatically to the native QuickBooks shipping fee.

Ask Beacon About Sync

Ask Beacon “How is my QuickBooks sync?” or “Why am I seeing a QuickBooks warning?” Beacon checks the current connection information and the records needing attention, and gives you links to review them.

A healthy connection can still have records that failed to sync. Beacon separates failures from blocked changes that were not applied and activity outside Peasy's supported scope. Record examples may show only part of a longer list; the totals cover the full matching list. Incoming-change review covers the last seven days.

An expiring connection or repeated renewal failures alone do not prove that QuickBooks access was revoked. Beacon may ask you to review the connection or share the warning's exact wording. Asking for status does not refresh the connection, retry changes, or change your sync settings.

Stale Links

If a customer, vendor, or item gets deleted or merged in QuickBooks, its link in Peasy becomes stale. Peasy detects this during sync and marks the affected record as stale instead of surfacing a cryptic error.

Customer and vendor deactivation follows whichever system created the Peasy record:

- If the customer or vendor was imported from QuickBooks, deactivating it in QuickBooks also makes a live Peasy record inactive. The link stays healthy because the change synced successfully. If the Peasy record was already deleted, it stays deleted and later QuickBooks active or inactive updates do not repair its retained stale link.
- If the customer or vendor was created in Peasy and later linked or sent to QuickBooks, deactivating only the QuickBooks copy does not deactivate the Peasy record. The link becomes stale so you can review the disagreement, re-link it, or unlink it.

Reactivating a QuickBooks counterpart repairs its stale link. For a Peasy-owned record, that repair does not override an inactive status you intentionally set in Peasy.

QuickBooks customer and vendor pickers only return active QuickBooks records. If a name is missing from a mapping list, check whether that customer or vendor is inactive in QuickBooks first. Reactivate it there, refresh the QuickBooks data in Peasy, and then return to the mapping list.

When a stale link is detected:

- The sync pauses for that record and shows a warning with repair options.
- You can re-link the record to a new QuickBooks entry or unlink it entirely from the mapping table in Configure > Integrations > QuickBooks.
- Once repaired, the sync resumes normally.

If an invoice send discovers that its linked customer was deleted in QuickBooks, Peasy retires the old customer link after the first rejection. The invoice action in Peasy can still finish, but QuickBooks sync pauses and opens the customer relink step instead of retrying the dead reference. Re-link the customer, then retry the QuickBooks sync.

A deleted or deactivated QuickBooks item reaches the same outcome. If sending an invoice discovers that one of its products is no longer available in QuickBooks, Peasy reports it as a link that needs repair rather than as a rejected invoice, then re-checks the invoice against QuickBooks so the affected product is listed in the item sync step. Re-link the product there, then retry the sync.

To repair a product whose QuickBooks item was deleted or merged, choose Create item in the product's QuickBooks section, or Create item in QuickBooks from the product's actions, or create or link it from the item workbench. Peasy re-points the existing link instead of reporting the dead item as already synced:

- If the QuickBooks item was reactivated, Peasy links the product back to it.
- If QuickBooks has another product carrying this product's SKU, Peasy links to that one.
- If nothing matches, Peasy creates a new QuickBooks item.
- If QuickBooks only has an item with the same name, Create does not assume it is the replacement and stops instead. This includes an item an earlier, interrupted repair created. Link the product to it yourself if it is the replacement, or rename one of them.

Automatic syncs never repair a stale product link on their own. They stop and ask you to repair it.

Deleting an Invoice or Bill in QuickBooks

Deleting or voiding an invoice or bill in QuickBooks unlinks it from Peasy. The Peasy record itself is untouched — an invoice you deleted in QuickBooks stays exactly as it was in Peasy, with the same status. QuickBooks does not cancel or void your Peasy records.

What follows from that:

- Your Peasy record keeps working. If an order or payment depends on that invoice, it carries on. Tidying up your books in QuickBooks can't pull a record out from under an operation in Peasy.
- You can send it to QuickBooks again. Once unlinked, a deleted invoice or bill that was created in Peasy is free to be sent or imported fresh, instead of being permanently tied to a QuickBooks document that no longer exists. An invoice or bill you imported from QuickBooks is the exception: it stays QuickBooks' record, and Peasy does not send it back even after unlinking.
- A voided invoice shows as Voided. In the invoices list, an invoice voided in QuickBooks, or voided from Peasy, shows a grey Voided mark instead of a sync error. It offers no Retry or Send, so voiding in QuickBooks doesn't invite a second copy of the invoice there.
- It doesn't come back as a pending QuickBooks document. A document you delete or void in QuickBooks is cleared from the pending QuickBooks documents list, so it never shows up there waiting to be imported.

This follows your sync direction. If Invoices or Bills is set to _Peasy to QuickBooks_ or _Off_, a delete in QuickBooks changes nothing in Peasy at all — and the QuickBooks activity log records that it was skipped, so you can see it was received and deliberately ignored.

If the unlink itself fails for any reason, the activity log shows an error rather than a successful delete, so you know the link still needs attention.

Voiding a QuickBooks Invoice from Peasy

Cancelling an invoice that is linked to QuickBooks offers Void QuickBooks Invoice & Continue. That voids the invoice in QuickBooks and marks it canceled in Peasy. The alternative, Keep QuickBooks Invoice & Continue, cancels only the Peasy invoice and leaves the QuickBooks document alone.

Void is only offered when the invoice can actually be voided — it is not in sync, already void, or has payments applied. When it cannot, Peasy tells you Cannot void invoice and leaves only the keep option, so the QuickBooks document stays as it is.

Cancelling the _order_ offers neither one. Order cancellation leaves invoices and fulfillments unchanged, so cancel the invoice itself when you want the QuickBooks invoice voided.

If Peasy voids the invoice in QuickBooks but then can't record it on its own side, it says so rather than reporting success. You'll see a message telling you the invoice was voided in QuickBooks and that Peasy could not record it. When automatic recovery is enabled, Peasy retries the unfinished step after the attempt becomes available again. If the mismatch remains after about fifteen minutes, check QuickBooks and try Void again. Peasy remembers that the void already happened, so it can finish its own record without voiding the QuickBooks invoice a second time.

You may occasionally see a message saying Peasy could not confirm whether QuickBooks voided the invoice — usually a dropped connection. Check the invoice in QuickBooks. When automatic recovery is enabled, Peasy retries the unfinished void; you can also try Void again after about fifteen minutes. A retry is safe even if QuickBooks already voided it.

While a QuickBooks void is still in progress, Peasy asks you to wait before unlinking the invoice and keeping its QuickBooks document. Once the void is resolved, check the result in both systems before choosing whether to unlink. Peasy will not void a QuickBooks document you deliberately unlinked and kept.

All three messages are deliberate: Peasy reports what actually happened in both systems, rather than telling you it worked because the request was sent.

Returned Peasy Payments Payments

When a customer's bank payment through Peasy Payments fails or is returned by their bank after it was recorded in QuickBooks, Peasy voids that payment in QuickBooks automatically. That includes a payment that fails while Peasy is still sending it to QuickBooks. The payment stays in QuickBooks history as voided, and the invoice shows as owed again in both Peasy and QuickBooks.

If Peasy can't finish on its own, the invoice's QB button shows a small warning dot. When automatic recovery is enabled, Peasy retries an unfinished QuickBooks void attempt. If the warning remains, open the QB button to see "This payment was returned, but QuickBooks still counts it toward the invoice balance," then choose Remove payment from QuickBooks. Common reasons it can't finish:

- QuickBooks needs reconnecting — reconnect, then try again.
- The payment was already deposited — QuickBooks won't void a deposited payment. Remove it from the deposit in QuickBooks first, then try again.
- Someone changed the payment in QuickBooks — if its amount or the invoice it pays was edited, Peasy leaves it alone so it doesn't undo that change. Review it in QuickBooks.

If someone already deleted the payment in QuickBooks, Peasy records it as removed. Once a payment is removed, the warning dot goes away and Peasy confirms Payment removed from QuickBooks.

If the payment was recorded in a QuickBooks company you've since disconnected, Peasy can't reach it. It appears in sync issues instead of on the invoice; remove it in that company by hand.

Changes made in QuickBooks to a Peasy Payments payment never change its status in Peasy, because Peasy follows what the payment processor reports. If someone voids, deletes, or moves such a payment to another invoice in QuickBooks while it still went through, Peasy keeps it where it was and lists it in sync issues for you to review. A payment to a vendor through Peasy Payments is handled the same way: a void, delete, or move to another bill made in QuickBooks leaves it where it was in Peasy and lists it in sync issues.

Returned vendor bill payments

The same applies when a bill payment you sent to a vendor through Peasy Payments fails, is canceled, or is returned by the bank after it was recorded in QuickBooks. Peasy reopens the bill and voids the bill payment in QuickBooks automatically, so the bill shows as owed again in both places.

If Peasy can't finish on its own, the bill's QuickBooks chip shows Payment returned. Open it to see "This payment was returned, but QuickBooks still records it, so the bill shows as paid there," then choose Remove payment from QuickBooks. The reasons above apply here too, including a bill payment recorded in a QuickBooks company you've since disconnected, which appears in sync issues for you to remove by hand. Once the payment is removed, Peasy confirms Payment removed from QuickBooks, and the chip's menu says so.

Voided Recorded Payments

When you void a recorded payment that was synced to QuickBooks, Peasy voids it in QuickBooks too. See Recording a Payment (https://peasyos.com/help/recording-a-payment) for how to void one. The payment stays in QuickBooks history as voided, and the invoice shows as owed again in both places.

A payment can reach QuickBooks even when Peasy never heard back that it arrived. Before voiding a payment like that, Peasy checks QuickBooks for it. If it's there, Peasy voids it in QuickBooks too. If QuickBooks is connected but Peasy can't check it — for example, QuickBooks needs reconnecting — the void doesn't go through. You're told why, and the payment stays received. Fix the problem, then void it again. Payments on invoices that were never sent to QuickBooks are voided without a check.

If Peasy can't finish, the void still holds in Peasy and you're told why. When automatic recovery is enabled, Peasy retries an unfinished QuickBooks void attempt. The invoice's QB button then shows the same warning dot, reading "This payment was voided in Peasy, but QuickBooks still counts it toward the invoice balance." If the warning remains, choose Remove payment from QuickBooks. The reasons and fixes listed above for returned payments apply here too. Changes in QuickBooks never bring a voided payment back in Peasy.

You can also finish the job from the invoice's View payments list. The payment's row reads "QuickBooks still counts this payment." and has a Remove from QuickBooks button. This works on a canceled invoice too, where the invoice's QuickBooks menu isn't shown. When you cancel an invoice that still has such a payment, the cancel confirmation warns you first; canceling is still allowed. A voided bill payment works the same way from the bill's View payments list.

If the payment was recorded in a QuickBooks company Peasy isn't connected to right now, for example after you switched companies or disconnected, Peasy can't remove it. The row says so instead of showing the button. Reconnect that company, or remove the payment in QuickBooks yourself.

Payments That Reached QuickBooks Before Peasy Heard Back

Sometimes a payment reaches QuickBooks but Peasy never hears back — for example, when the connection drops. Peasy sends each payment to QuickBooks only once. The next sync finds the copy already in QuickBooks and links it instead of posting the payment again.

Peasy doesn't link a copy that no longer fits the payment:

- The copy is no longer applied to the invoice or bill. Peasy tells you so. Apply it there in QuickBooks, then sync again.
- The copy's amount, date, or reference differs from the invoice payment in Peasy — for example, because you corrected the payment in between. Peasy tells you what differs. Update it in QuickBooks to match, then sync again.

If someone deleted or voided that copy in QuickBooks before Peasy linked it, Peasy doesn't post the payment again. It applies the removal the same way it would for any payment deleted or voided in QuickBooks:

- A manually recorded payment is reversed in Peasy and no longer counts toward the invoice or bill. Peasy confirms Payment was removed in QuickBooks.
- A Peasy Payments payment stays in Peasy, because Peasy follows what the payment processor reports. It's listed in sync issues, and Peasy tells you "This payment was removed in QuickBooks, but Peasy kept it. Review it in QuickBooks."
- If the Invoices or Bills sync direction doesn't bring changes from QuickBooks into Peasy, the payment stays in Peasy with the same message.

If Peasy can't finish applying the removal, it tells you to sync the payment again in a few minutes to finish.

Handling Duplicates

When bulk-syncing customers or vendors to QuickBooks, Peasy links an existing active record of the same type when its name matches exactly, ignoring capitalization and preparing the name as QuickBooks receives it. When nothing in QuickBooks holds the name, Peasy creates a new record. When something holds it that Peasy cannot safely link to, it makes no change and tells you why — the next paragraph covers those cases. Bulk sync does not treat a different business suffix as an automatic match: Acme Inc and Acme Corp remain separate. The result says Synced, which includes both linked and newly created records.

If the name belongs to a different QuickBooks type, such as a vendor or employee blocking a customer, rename one of them before retrying. An inactive same-type match needs reactivation or manual linking. If another Peasy record already holds the QuickBooks link, the error identifies that record so you can review its mapping. Other eligible records can still finish.

If QuickBooks has multiple records of the same type with the exact same name, bulk sync asks you to resolve the duplicate names in QuickBooks or explicitly link the correct record. It leaves the Peasy record unlinked until you choose.

When syncing, Peasy checks for existing records in QuickBooks to avoid creating duplicates. Customers, vendors, and items are matched by name. Bills are matched by bill number and vendor, and invoices (including order-level sync) are matched by invoice number and customer.

When you map a single customer or vendor yourself — not through bulk sync — name matching ignores the business suffix, so Acme Inc, Acme Corp, Acme LLC, and Acme are treated as the same business. When Peasy finds a match like that, it pre-selects it for linking and marks it Exact match — but it still offers Create new customer in QuickBooks next to it, because QuickBooks will happily hold two contacts whose names differ only by the suffix. Pick whichever is right; Peasy does not decide for you.

Creating is hidden in one case only: QuickBooks already has a contact with that exact name. QuickBooks rejects a duplicate name outright, so linking to the existing contact is the only thing that can work.

If the same business appears in QuickBooks more than once (say both Acme Corp and Acme Inc), Peasy offers all of them so you can pick. The exception is when one of them carries your contact's name exactly — then that one is the only thing QuickBooks will accept, so Peasy links to it and doesn't show the others.

The bulk send preflight surfaces these matches up front so you don't have to wait for an error after pressing Send:

- Will auto-link — If totals match, Peasy links to the existing record on send instead of creating a duplicate. The preflight notes how many records will auto-link.
- Conflict — If totals don't match, the record shows up as a conflict with three choices: Open in QuickBooks to review the existing record, Link to existing to attach without re-pushing, or Skip to drop it from this batch. Skipped conflicts can be restored from a "show again" link in the same modal.

If a Peasy bill does not have a bill number, Peasy sends a generated reference to QuickBooks. Retries are safe either way: Peasy keeps a record of each bill send, so if QuickBooks created the bill but Peasy could not save the link on the first attempt, the next send picks that record up and links to the existing QuickBooks bill instead of creating another.

One Peasy record per QuickBooks record

A QuickBooks customer or vendor can be linked to one Peasy customer or vendor at a time. If you try to link one that another record already holds, Peasy tells you which Peasy record has it instead of quietly creating a second link.

To move the link, free it first: open Configure > Integrations > QuickBooks, find the record that currently holds it in the mapping table, and unlink it. The QuickBooks record is then available to link somewhere else.

A stale link still holds its QuickBooks record. If the record holding the link is stale, Peasy says so in the same message — unlink it before linking that QuickBooks record to something else.

Unlinking a customer or vendor puts it back to square one. Once unlinked, it behaves exactly like a record that was never linked: you can import it again from QuickBooks, send it to QuickBooks again, or link it to a different QuickBooks record. Peasy no longer treats the old connection as if it were still there.

One Peasy product family per QuickBooks product

Products follow the same rule, at the family level. All the variants in one product family intentionally share that family's QuickBooks product or service — that part is by design. What can't happen is two different Peasy product families holding the same QuickBooks product. If they could, invoice and bill lines from two unrelated products would post against one QuickBooks record.

So if you sync or link a product to a QuickBooks product another family already holds, Peasy skips that product and tells you which family has it, instead of quietly attaching a second one. This can come up when two products end up with the same name in QuickBooks, or share a SKU. The rest of the batch still syncs.

To move the link, free it first: open Configure > Integrations > QuickBooks > Items, find the product that currently holds it, and use Unlink from QuickBooks on its row. The QuickBooks product is then available for another family.

As with customers and vendors, a stale link still holds its QuickBooks product — unlink it before linking that QuickBooks product to something else. If the family holding the link is inactive, turn on Sync inactive records in QuickBooks settings so it appears in the workbench and can be unlinked.

Account Mapping Is Category-Level

The missing defaults count tells you how many categories are missing a recommended default, not how many account fields are empty. Bill discount, freight, tax, and payment accounts are separate settings.

Peasy stores the normal QuickBooks account defaults on each item category — not on the individual item. It uses those defaults when it must create a new QuickBooks product or service. Before asking for an account, Peasy checks existing Peasy links and safe QuickBooks matches so it can link instead of creating a duplicate.

What this means in practice:

- New QuickBooks items created from the same category use the same normal defaults.
- If different groups of new items need different defaults, put them in different categories.
- A category needs only the defaults its items use: income for Sell items, expense for Buy items, both for mixed families, and neither when it has no eligible items.
- From QuickBooks settings, open Accounting > Category Mapping > Configure. This opens Categories, where you can select Income Account and Expense Account for each category. Account selections save automatically.
- Both Income and Other Income accounts are valid choices on the income side, and both Expense and Cost of Goods Sold are valid on the expense side — pick whichever matches your chart of accounts.

If you deactivate or delete an account in QuickBooks that a category was mapped to, the Configure > Categories page shows a warning banner and an inline "Account unavailable — re-map" indicator on the affected rows. Click the row to pick a new account. Only new QuickBooks items that need that missing default wait; existing links and safe matches can continue.

There is no permanent per-item account default. The invoice item-mapping wizard can use a one-time account choice for a create and offer to save it as the category default. If an item always needs different QuickBooks treatment, give it a category of its own.

Bill Payment Sync

When you pay a bill in Peasy using a supported payment method and the Bill payment ledger sync direction includes outbound sync (Both directions or Peasy to QuickBooks), Peasy sends the payment to QuickBooks as a BillPayment check entry.

Requirement: A bank account must be set under Configure > Integrations > QuickBooks > Accounting Settings > Bill payment account. Without it, the sync will be blocked and a message will explain what's needed.

A bill payment recorded with a credit-card method can be saved in Peasy, but it cannot be sent by this automatic QuickBooks sync. Keep the recorded method accurate. Handle the matching QuickBooks entry through your accounting process until card payment sync is available.

Sync status on a bill: The QuickBooks chip on a bill detail page shows a yellow Payment unsynced state when a payment was recorded in Peasy but hasn't been pushed to QuickBooks yet. Open the chip's dropdown to see details and a Sync payment to QuickBooks option. If a Peasy Payments bill payment was returned after it reached QuickBooks and Peasy couldn't remove it automatically, the chip shows Payment returned instead, with a Remove payment from QuickBooks option — see Returned vendor bill payments (https://peasyos.com/help/quickbooks-sync#returned-vendor-bill-payments).

Bulk sync from Settings: If you have payments that were recorded before outbound sync was enabled, go to Configure > Integrations > QuickBooks and look for the amber "X bill payments need QuickBooks sync" banner in the Bills section. Click Sync now to push all pending payments, or Review to see them on the Payments admin page first.

Payment direction settings: Invoice and bill payment ledger sync follows the direction on the matching Invoice or Bill sync card:

- Invoices — controls whether invoices and QuickBooks invoice payments flow into Peasy, out to QuickBooks, both, or neither
- Bills — controls whether bills and QuickBooks bill payments flow into Peasy, out to QuickBooks, both, or neither

Both default to Both directions. Change them in Configure > Integrations > QuickBooks > Sync Settings.

Numbers and Notes That Are Too Long for QuickBooks

QuickBooks limits how long some fields can be, and it rejects the whole invoice or bill when one is over — so Peasy checks these before sending.

- Invoice numbers can be up to 21 characters. If yours is longer, Peasy stops the sync and tells you so. It can't trim the number for you: the invoice number is how Peasy and QuickBooks recognize the same invoice, so a shortened one would either lose track of the invoice or collide with a different one.
- Customer and vendor email addresses can be up to 100 characters, and phone numbers up to 30. If one is longer, Peasy stops before changing QuickBooks, identifies the field, and keeps the full value in Peasy. Shorten it in Peasy, then sync again.
- Customer memos, internal notes, tracking numbers, and line descriptions are trimmed to fit instead of failing the sync, so a very long note reaches QuickBooks with the end cut off. Only the copy sent to QuickBooks is shortened; your Peasy note keeps its full text. When QuickBooks sends the shortened copy back, Peasy recognizes it as its own and leaves your full text alone — for bill notes, bill line descriptions, invoice customer memos, internal notes, tracking numbers, and invoice line descriptions, including when you resolve a sync conflict with Use QuickBooks values.

Bill numbers work the same way as invoice numbers: they're limited to 21 characters, and Peasy stops the sync and says so rather than trimming, for the same reason. Whether you send one bill or several, a bill with an over-long number is listed under Need attention before you send, so you can shorten it first.

Invoice numbers can't be edited from the invoice screen yet, and the numbering pattern that generates them isn't self-serve. If an invoice number is blocking a sync, or your numbers regularly run long, contact support and we'll adjust the pattern.

Invoice Dates and QuickBooks

Peasy posts invoices to QuickBooks using the invoice creation date. If your accounting workflow depends on a separate fulfillment date or service date being recorded in QuickBooks, talk to your accountant about how to reconcile the two — the dates Peasy currently sends are: invoice date, due date, and any payment dates if payments are recorded in Peasy.

Some customers wait to enable QB sync until their fulfillment-date workflow in Peasy is fully set up so that the right date lands in QuickBooks the first time. If you're in this boat, you can import existing QuickBooks invoices (https://peasyos.com/help/quickbooks-sync#importing-quickbooks-invoices) into Peasy first and start syncing new invoices once you're ready.

Sync Issues in To-Dos

QuickBooks issues that need your attention surface in To-Dos in the sidebar — you don't have to visit the QuickBooks settings page to find them.

The QuickBooks group in To-Dos lists one row per category of issue:

- Token expiring soon — comes with a one-click Refresh button
- Token expired or refresh failed — links into the reconnect flow
- Sync failures — open the failed records on the QuickBooks settings page. The list includes customers, vendors, items, invoices, and bills that failed to sync or have a conflict. Choose Review on a linked bill to open that bill.
- Stale links — open the stale-links list on the QuickBooks settings page. Each customer, vendor, item, or invoice appears separately with a button to open the record or its mapping screen so you can repair it.
- Changes not applied — QuickBooks events that an integration rule blocked, that have no supported handler, or that arrived while QuickBooks was refusing Peasy. This opens Changes not applied, separate from failures. Expand a group to review each loaded change. A change blocked by a rule or with no handler offers Open QuickBooks settings so you can check your configuration, and has no Retry button. A change that arrived while QuickBooks was refusing Peasy reads Reconnect QuickBooks to apply this change. and offers Reconnect QuickBooks and Retry.
- Failed webhooks — when QuickBooks change events didn't process, so inbound updates may be missing. This opens a separate list of events received in the past seven days. Peasy retries temporary failures automatically; the list shows each event's attempt and next retry, and Retry replays an individual event now.
- Pending QuickBooks items — new items in QuickBooks waiting to be linked or dismissed
- Categories missing account defaults — categories with a Sell or Buy item that is missing the matching income or expense default. This is create guidance, not a global sync block.

Most rows link straight to the place where you can review or fix the issue. For stale links, choose Open customer, Open vendor, or Open invoice. Item stale links always open the item mapping workbench, and customer or vendor links use their mapping-review page when there is no direct record to open. If a stale QuickBooks invoice no longer has a Peasy invoice to open, choose Clear stale link.

The sync-failure, failed-webhook, and changes-not-applied rows open separate lists. Each list shows its total at the top. Choose Load more sync failures, Load more webhook issues, or Load more changes not applied to reach older rows; the To-Dos count includes those rows too.

Out-of-scope activity on the QuickBooks settings page shows changes outside Peasy’s sync scope from the past seven days. This activity does not count as a failure or create a To-Do.

Resolving Sync Conflicts

When both Peasy and QuickBooks change the same invoice between syncs — or QuickBooks references a customer that isn't linked in Peasy yet — Peasy doesn't guess. It flags the invoice as a conflict instead of overwriting either side.

The same happens when you link a Peasy invoice to a QuickBooks invoice that doesn't match it, either by relinking it or by sending an invoice whose number QuickBooks already has. Peasy flags the conflict so you can choose which version to keep. Peasy won't send that invoice to QuickBooks until you do.

On the Sell > Invoices page, the Quickbooks column (shown when QuickBooks is connected) displays each invoice's sync status as an icon plus a label — a conflicted invoice reads Conflict with an orange icon. Click the cell and choose Resolve QuickBooks conflict to fix it without leaving Peasy:

- If QuickBooks points at a customer that isn't linked yet, pick the matching Peasy customer and choose Link customer & use QuickBooks — Peasy links the customer and applies QuickBooks's values to the invoice.
- Choose Use QuickBooks values to bring QuickBooks's version into Peasy.
- Choose Keep Peasy values to send Peasy's version to QuickBooks right away. It replaces the QuickBooks version you were shown; if the invoice changed in QuickBooks again since, Peasy shows you the newer conflict instead.

Each choice needs invoice sync turned on in its direction: Keep Peasy values needs Peasy → QuickBooks, and Use QuickBooks values needs QuickBooks → Peasy. If a choice can't run, the dialog greys it out and says why. For Keep Peasy values that also covers an invoice imported from QuickBooks and one that's paid or voided in QuickBooks.

Keep Peasy values can also stop after you choose it, leaving the conflict open:

- QuickBooks needs reconnecting. Reconnect, then choose it again.
- A line's item isn't linked to QuickBooks. Link the item, then choose it again. Peasy won't send the invoice without that line, because QuickBooks would delete it.

Unresolved invoice and bill conflicts also appear in the sync failures list on the QuickBooks settings page. Choose Review to open the affected invoice or bill when it has a Peasy record.

Configure Card Health Indicators

The Customers, Vendors, and Items cards on Configure > Integrations > QuickBooks show three pieces of health info:

- X linked of Y — how many of your records are linked to QuickBooks
- Z need attention (red) — failed syncs, conflicts, and stale links for that record type
- Last sync — when the most recent successful sync ran

If categories are missing create defaults, the Items card shows how many need attention and provides a Map categories action. Auto-sync new stays available because existing links, safe matches, and other eligible items can still sync.

Connection Health

Peasy monitors your QuickBooks connection and refreshes the authentication automatically. If something goes wrong (like an expired connection), you'll see it in To-Dos with a one-click refresh option, and on the QuickBooks settings page with instructions to reconnect.

If QuickBooks needs to be reconnected, Peasy still shows previously recorded sync issues below the reconnection notice. You can review which updates may be missing before or while you reconnect.

Changes you make in QuickBooks while it is refusing Peasy are not lost. Peasy holds them under Changes not applied and applies them once QuickBooks lets Peasy in again: after you reconnect the same QuickBooks company, or the next time Peasy reaches QuickBooks successfully without a reconnect. If access is already back and a held change is still listed, choose Retry on that row to apply it now.

Failed QuickBooks change events appear as individual rows in that sync issues list. Temporary failures show the current attempt and scheduled retry. If a retry has stopped or you want to try sooner, choose Retry on that row. Peasy rechecks that the event still belongs to your company before processing it; an event already being processed cannot be started a second time.

If older webhook issues are not on the first page, choose Load more webhook issues until the event you need appears.

If Peasy cannot load the latest sync health, the settings page shows Check unavailable and Sync issue check unavailable. Refresh the page to try again. This message means Peasy could not check for issues; it does not by itself mean your QuickBooks connection is disconnected or healthy.

Good to Know

- Sync happens in near real time for most operations.
- After Peasy creates a new invoice in QuickBooks, a brief Processing in QuickBooks status appears for up to 45 seconds. This is normal — QuickBooks needs a moment before its deep link becomes active. Imported and manually linked invoices are not affected.
- You can always check the QuickBooks settings page to see the connection status and last sync time.
- If you notice data not syncing, check the QuickBooks settings page or the invoice's QuickBooks status for any error messages.
- Disconnecting QuickBooks stops all sync activity but doesn't delete any data in either system.
- Creating a new QuickBooks item uses the category defaults for that item's Sell or Buy role. Existing links and safe QuickBooks matches do not need those defaults.

Related

- Connecting QuickBooks (https://peasyos.com/help/connecting-quickbooks) — Setting up the connection
- QuickBooks Setup Wizard (https://peasyos.com/help/quickbooks-setup-wizard) — Configuring sync options
- Managing Customers (https://peasyos.com/help/managing-customers) — Syncing customers
- Managing Vendors (https://peasyos.com/help/managing-vendors) — Syncing vendors
- To-Dos (https://peasyos.com/help/alerts-and-notifications) — Where QuickBooks sync issues surface across the app
- Fulfilling and Shipping Orders (https://peasyos.com/help/fulfilling-and-shipping-orders) — Why an imported invoice's order reads Fulfilled with no shipment

---

# Google Sheets Integration

Category: Integrations
URL: https://peasyos.com/help/google-sheets
Keywords: Google Sheets, spreadsheet, sheet integration, Google import, sheet template, sheets, google sheets template, inventory export, inventory history export, current inventory, sync stalled, reconnect Google Sheets

Google Sheets Integration

Peasy uses Google Sheets in three ways: as a template for bulk item entry, as a template for bulk Work Orders, and as an automatically updated inventory export.

How to Get There

For the inventory export, open Configure > Integrations > Google Sheets.

For a bulk-item template, open the bulk add tool from Buy > Items to buy or Sell > Items to sell, then select Open in Google Sheets. For work orders, open Make > Work Orders, select Bulk upload, then select Open in Google Sheets.

Inventory Export

The inventory export keeps two tabs in one connected spreadsheet:

- Inventory History — inventory movements and their details
- Current Inventory — the latest inventory totals

To set it up:

1. Select Enable and connect your Google account.
2. Select Create spreadsheet. Peasy creates the sheet and runs the first sync.
3. Use Open to view the sheet.

Peasy refreshes the spreadsheet automatically once a day. You can select Sync at any time to update it sooner.

You can also refresh a connected inventory spreadsheet from Inventory > Logs. Open Reports, choose Inventory History (or Current View when filters are active) or Current Inventory, then select Export to Google Sheets on the next screen. Both actions refresh the connected spreadsheet; log filters apply only to CSV downloads. If Sheets is not ready, use connect Google Sheets to open setup. The Sync to Google Sheets card below the reports also opens settings.

If a sync stalls

The Inventory History and Current Inventory report screens show Open Google Sheets settings when a sync is already running or has failed. If a new export fails, Peasy opens settings automatically. Manage any recovery there.

If a sync has not finished after 10 minutes, Peasy shows Sync stalled and makes the Sync button available again. Select Sync to safely try again. The next automatic sync can also retry a stalled export.

If Peasy says your Google authorization expired, select Reconnect before trying again.

How It Works

1. Open the bulk add tool from Buy > Items to buy or Sell > Items to sell (click the table icon in the toolbar), or select Bulk upload on Make > Work Orders.
2. Click Open in Google Sheets at the bottom of the spreadsheet modal.
3. A pre-formatted Google Sheet opens with the correct column headers.
4. Fill in your item or Work Order data in Google Sheets — you can collaborate with teammates, use formulas, or take your time.
5. When ready, copy the data from Google Sheets and paste it back into Peasy's spreadsheet grid.
6. Click Create items for an item sheet, or continue through Map fields, Map templates, and Review for a Work Order sheet.

When to Use Google Sheets

- Collaborating with teammates — Multiple people can fill in data at the same time
- Working with large datasets — Google Sheets handles hundreds of rows comfortably
- Using formulas — Calculate costs, conversions, or other values before importing
- Taking your time — Save your work in Google Sheets and come back to it later

Good to Know

- The Google Sheets template includes the same columns as Peasy's built-in spreadsheet grid.
- Item sheets require Item Name and Unit. Work Order sheets require Quantity plus either Item Name or SKU.
- You can also download a CSV template from the same modal if you prefer working in Excel.
- Google Sheets templates are one-way: their data moves into Peasy only when you paste it back and complete the item or Work Order import. Inventory-export data moves from Peasy to the connected sheet; editing the exported sheet does not change Peasy.

Related

- Inventory History (https://peasyos.com/help/inventory-history) — Choose reports and download filtered inventory movements
- Add Your Items (https://peasyos.com/help/add-your-items) — Adding items to your buy catalog
- Managing Your Catalog (https://peasyos.com/help/managing-your-catalog) — Adding products to your sell catalog

---

# Amazon and Other Marketplaces

Category: Integrations
URL: https://peasyos.com/help/amazon-and-other-marketplaces
Keywords: Amazon, Amazon FBA, Amazon FBM, Amazon Seller Central, Fulfilled by Amazon, Fulfilled by Merchant, marketplace integration, Walmart, Etsy, Faire, marketplaces, no Amazon integration, Amazon roadmap, Amazon workaround, sell on Amazon

Amazon and Other Marketplaces

Peasy doesn't have a native Amazon integration today. If you sell on Amazon (FBA or FBM), Walmart, Etsy, or another marketplace, you can still keep your inventory accurate in Peasy with a few manual workflows.

Why There's No Amazon Sync Yet

Amazon integration is one of the most-requested features and is on the Peasy roadmap. For now, the recommended approach is to record Amazon activity in Peasy with the tools we already have so your on-hand counts and COGS stay accurate.

If You Sell FBM (Fulfilled by Merchant)

You ship every order yourself, so it's straightforward to record each sale in Peasy:

Option A — Forward order emails to your Peasy inbox. Amazon emails you when an order is placed. Forward those emails to your Peasy orders address (the one under Configure > Sell > Default Emails, like yourcompany@orders.peasyos.com) and Peasy parses them into the Inbox for you to convert into sales orders. See Using the Inbox (https://peasyos.com/help/using-the-inbox).

Option B — Create the sales order manually. If you'd rather batch-enter orders at the end of the day, create a channel (https://peasyos.com/help/managing-customers#channels-vs-customers) called "Amazon FBM" and add a sales order with each day's items. See Creating Sales Orders (https://peasyos.com/help/creating-sales-orders).

Either way, when you ship/fulfill the order, Peasy records a shipment (https://peasyos.com/help/shipment) that deducts inventory at the location you shipped from.

If You Sell FBA (Fulfilled by Amazon)

FBA inventory physically lives at Amazon's fulfillment centers, so it's a different model: you ship a batch of stock to Amazon, and Amazon ships individual orders out to customers without telling Peasy. The cleanest way to track this:

1. Create an "Amazon FBA" location. Go to Configure > Locations and add it. See Locations (https://peasyos.com/help/locations).
2. Transfer stock when you ship to Amazon. When you send a batch to a fulfillment center, create a transfer order (https://peasyos.com/help/transfer-orders) from your warehouse to the Amazon FBA location. Your inventory now reflects what's at Amazon.
3. Adjust the Amazon FBA location periodically. Amazon Seller Central reports show what's been sold and what's on hand at the fulfillment center. Use Inventory Counts (https://peasyos.com/help/counting-inventory) on the Amazon FBA location to match Peasy to Amazon's numbers — say, weekly or monthly.

This treats Amazon FBA like any other co-packer or third-party warehouse: you transfer stock there, and you reconcile the numbers on a schedule rather than per-order.

Other Marketplaces

The same patterns work for Walmart, Etsy, and other channels:

- For per-order channels (you ship each order yourself) — forward order emails to your Peasy inbox or create sales orders against a channel record.
- For warehoused channels (you send stock to a third party) — make a location, transfer stock there, and reconcile periodically.

If you're not sure which pattern fits a marketplace you use, send us a note (mailto:support@peasyos.com) and we'll point you in the right direction.

If you sell on Faire, Peasy also has a beta Faire connection for importing product catalog data. See Connecting Faire (https://peasyos.com/help/connecting-faire).

Good to Know

- Inventory accuracy depends on consistency. Pick a workflow and use it the same way every time. Sporadic order entry is what creates inventory drift.
- Forwarded emails work best when the original is structured. Amazon order confirmation emails parse well; receipts that just have a total don't carry enough detail.
- Amazon roadmap. When native Amazon support ships, it'll handle FBM order pull-in and FBA inventory reconciliation automatically. Until then, the manual workflows above are the supported path.

Related

- Using the Inbox (https://peasyos.com/help/using-the-inbox) — Forward order emails to Peasy
- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders) — Manual order entry
- Transfer Orders (https://peasyos.com/help/transfer-orders) — Move stock between locations
- Locations (https://peasyos.com/help/locations) — Set up an Amazon FBA location
- Counting Inventory (https://peasyos.com/help/counting-inventory) — Reconcile FBA stock periodically
- Integrations Overview (https://peasyos.com/help/integrations-overview) — Available integrations
- Connecting Faire (https://peasyos.com/help/connecting-faire) — Set up the Faire beta connection

---

# Reusable Spreadsheet Data Imports

Category: Integrations
URL: https://peasyos.com/help/importing-spreadsheet-sources
Keywords: data imports, spreadsheet import, CSV import, Excel import, TSV import, paste rows, bill import, sales order import, work order import, bulk work orders, record type, choose record type, suggested type, saved template, use saved template, set up new template, reusable import, mapping memory, saved mapping, save import draft, save spreadsheet draft, resume import draft, import activity, completed imports, staged import, import wizard, import bills, import sales orders, vendor invoice spreadsheet, customer order spreadsheet, work order spreadsheet, item mapping, external item matching, item families, resume import, recover import, archive data import, retire saved mapping, use selected channel, remembered customer, import warnings, import errors, review filters, record action badge, fulfilled order warning, record grouping conflict, skipped rows, edit spreadsheet, edit cells, fix typo, editable preview, update records, duplicate row, clear cells, delete pending import, remove pending upload, keep import, excluded items, exclude variant, restore excluded item, confirm import omissions

Reusable Spreadsheet Data Imports

Use a data import when you regularly receive the same CSV or Excel export and want Peasy to remember how it maps into bills, sales orders, or work orders. Each data import keeps the saved mapping, import activity, and item links from past runs, so the next file goes through faster.

Data imports cover bills, sales orders, and work orders from spreadsheets you upload yourself. Shopify and QuickBooks sync separately under Integrations — they don't appear in the Data Imports list.

How to Get There

1. Open Configure in the sidebar.
2. Expand Data Imports.
3. Click Add Data Import to start a new one, or click an existing data import to upload another file with the same mapping.

You can also reach the wizard from the command palette (Cmd+K → "Add Data Import"), or from the shared import experience for Inbox documents, bills, sales orders, and work orders. Peasy hands spreadsheet files to an embedded Data Imports wizard inside that same flow, with no navigation required. On Make > Work Orders, select Bulk upload beside New Work Order to open a Work Order spreadsheet with 25 editable starter rows.

Upload a File

Drag a file onto the upload zone, click to choose a file, or paste rows directly from a spreadsheet. Peasy accepts:

- CSV and TSV files
- XLS and XLSX spreadsheets (Peasy reads the first sheet)
- Pasted rows from any spreadsheet app

Give the data import a name like "Faire wholesale orders" or "Acme vendor invoices." The name appears in the Data Imports list and at the top of that data import's page.

Fixing Your Spreadsheet Inside Peasy

The panel showing your uploaded file is a spreadsheet you can edit, so a typo or a missing value doesn't mean re-exporting the file and starting over. Your original file on your computer is never changed — Peasy only edits the copy it imports.

Click a cell to select it, then type to replace it or press Enter to edit what's there. You can also:

- Select more than one cell — drag across a range, click a column header to take the whole column, use the # corner to take everything, or tick the checkbox on a row number to select whole rows.
- Move around with the keyboard — arrow keys move the selection, Tab moves across, Enter commits an edit and drops down a row, and Esc cancels an edit and puts the old value back.
- Copy and paste — copy a selection out, or paste rows straight from Excel or Google Sheets. Pasting into the blank rows at the bottom adds new records.
- Clear what you selected — press Delete or Backspace to empty the selected cells without removing the rows.
- Duplicate a row — use the copy icon at the end of a row to add a matching row underneath it.
- Widen a column — drag the edge of a column header. Column widths are just for reading; they aren't saved with the import.

There are always blank rows at the bottom for adding records. A blank row you never type into is ignored, so it won't turn into an empty bill or order.

Editing After Records Are Staged

Editing on the Review step works the same way. The records on the right were built from the spreadsheet as it was, so Peasy tells you they're out of date. You have two ways to bring them up to date:

- Click Complete — Peasy rebuilds the records from your corrected data and then finishes the import in one step.
- Click Update records — Peasy rebuilds the records but stays on Review so you can look them over before you finish.

Either way rebuilds from your corrected data and replaces the previous version. If your edit changes a customer or vendor name, or leaves something that still needs attention — a new item to match, or a row Peasy couldn't rebuild — Peasy stops on that step so you can sort it out, and does not finish the import until you do.

The Five Steps

After upload, the wizard walks you through five steps. Hover over or focus the action bar at the bottom of the screen to expand the step tracker.

1. Setup — Peasy parses the file and asks you to confirm whether it is Bills or Sales orders by choosing a card. When the file's headers point one way, that card shows a Suggested hint, but nothing is selected until you pick — and you can change the type before continuing. If the file exactly or substantially matches an active saved template from a past import, Peasy shows the match and lets you Use saved template (reuse its remembered mapping and defaults) or Set up a new template (start a distinct template while keeping useful field-mapping suggestions) — it no longer applies a template for you automatically. Then set any import-level choices: for sales-order imports, choose Multiple orders or Single order. Multiple orders creates one sales order per unique Order Number mapped in Map fields. Channel is always available as an optional attribution.
2. Map fields — review the suggested column mapping. The left panel shows your uploaded spreadsheet next to the mapping, and you can edit it there — see Fixing Your Spreadsheet Inside Peasy (https://peasyos.com/help/importing-spreadsheet-sources#fixing-your-spreadsheet-inside-peasy).
3. Map customers/vendors — confirm any customer or vendor matches Peasy needs before staging. The spreadsheet stays editable; changing it returns you to Map fields so Peasy can rebuild this review from the corrected rows.
4. Map items — if any line items in the file aren't linked to Peasy items yet, match or create them here. Records without item mappings can't be finalized. The spreadsheet stays editable; changing it returns you to Map fields so the staged records and item matches can be rebuilt. See Matching External Items to Peasy Items (https://peasyos.com/help/matching-external-items) for how matching works.
5. Review — check the records and row counts, and deal with anything that needs attention. You can still correct the spreadsheet here. Click Update records to rebuild and stay on Review, or click Complete to rebuild any changes and create the records.

Work Order imports use the same wizard with a shorter target-specific sequence. Peasy's starter sheet goes through Add Work Orders → Map templates → Review → Complete because its fields are already known. Other uploaded spreadsheets go through Choose Work Orders → Map fields → Map templates → Review → Complete. Each row is one work order, so there are no grouping controls. On Map templates, choose an active template for every distinct Item Name or SKU, or choose Ignore rows with this value. Peasy remembers source-specific template choices for later uploads. Rows with a Planned Date become Planned work orders; rows without one become Drafts.

The Work Order starter sheet accepts Item Name, SKU, Unit, Quantity, Planned Date, Location, and Notes. Quantity must be positive. When Unit is supplied, it must be compatible with the selected template output item's unit family. The template must be active, have an output item, and have a positive yield. Custom spreadsheets can still use headers such as Item Code or Product Code and map them to SKU.

For sales-order imports, the Channel chosen on Setup is remembered as a default for future uploads of the same data import. If you leave Customer blank in Map fields, Peasy uses that Channel as both the order's Customer and its reporting tag. You can instead select or map a different Customer while keeping the Channel for reporting. If Peasy remembers a Customer from an earlier upload and you want the selected Channel to be the buyer for this import, open Customer and choose the Use Channel … instead option. Peasy shows this option only when a remembered Customer and a different selected Channel are competing for the current import. Channel attribution does not apply to bill imports.

Single order combines every spreadsheet row into one sales order, with each row imported as a line item. In Map fields, map Customer to an uploaded column or choose one Peasy customer. Completed sales-order imports appear in Sales Orders; completed bill imports appear in Bills.

Refresh-Safe Progress

For a Bill, Sales Order, or Work Order spreadsheet, close the wizard and choose Save draft when you want to stop and continue later. Peasy saves the uploaded rows, spreadsheet corrections, mapping choices, customer or vendor decisions, and Work Order template choices without creating records. The saved import appears as one pending row in the Inbox and under Import Activity for that data import; open either row to resume at the step where you stopped.

The close dialog also offers Keep editing and Close without saving. Closing without saving discards changes made since the last draft save. If saving fails, the wizard stays open with your work intact so you can try again.

When Review contains spreadsheet corrections that have not been rebuilt, saving a draft keeps those corrections. When you return, use Update records to rebuild the staged records for another look, or Complete to rebuild and finish the import in one step.

For a Work Order spreadsheet, the saved draft also keeps your production-template choices. The browser warning remains as a fallback whenever the wizard has unsaved work.

What Peasy Detects

While you're in the wizard, Peasy looks at headers, sample rows, and the filename to detect:

- Whether the file looks like bills or sales orders — shown as a suggestion on the record-type cards, never selected for you.
- Whether it matches an active saved template from a previous data import. Peasy shows the match on Setup: an exact column match must reuse that template (to create a new one, first change the uploaded columns), while a substantial match asks whether to use the saved template or set up a new one. Choosing new may reuse field-mapping suggestions, but it does not reuse the old template's saved defaults or connection.
- How rows should group into records (multiple line items for one bill, or one record per row, or grouped by a key column like Order ID).
- Which column identifies line items.
- Whether vendor/customer review or item mapping is needed before staging.
- For sales-order imports, whether customer names come from a column or one Peasy customer, and whether the run should be attributed to a Channel.

Detected values like grouping and column mapping fill in when Peasy is confident, and the wizard asks you to pick when it isn't. The record type and a matched saved template are always your explicit choice — a detection only suggests, it never selects for you.

Item Review and Matching

Spreadsheet imports use item matching when a bill or sales order line refers to something Peasy does not recognize yet. Match each included line-item name or SKU to the right Peasy item before continuing to Review.

Peasy remembers item mappings for each data import. The next time you upload a similar spreadsheet, known line items can skip review and flow straight to record review.

For a bill or sales-order upload, excluding an item during mapping marks its lines for omission from that upload. On Review, use Excluded items to show affected records. Each affected record has a Review excluded item or Review excluded items button that returns to Map items with the Excluded tab selected. Click the exclusion notice text to highlight the affected rows in the spreadsheet.

The Excluded tab shows every excluded variant, grouped by family. If only some variants are excluded, the same family also appears under Pending or Saved with its included variants. Use Restore for one variant or Restore family for all excluded variants in that family. Use Show more excluded to see later families. Finish matching any restored items to your Peasy catalog before completing the import.

Click Complete to review the omission count. Choose Import remaining items to confirm, or Keep reviewing to return to the review. Records with no included lines are skipped. Tax and shipping stay as supplied in your file. This line-omission flow applies to bills and sales orders; work orders keep their existing item requirements.

For the shared matching rules, including when to use an existing item family versus creating a new one, see Matching External Items to Peasy Items (https://peasyos.com/help/matching-external-items).

Filters and Statuses on Review

The cards across the top of Review show how many records are in the import and what needs attention. Orders, Bills, or Work Orders appears first and shows every record. The other cards appear when applicable: Excluded items, Errors, Issues, Imported, Updates, and Skipped.

Click a card to show only those records. The selected card uses Peasy's primary color. Click the selected card again, or click the first record-count card, to return to every record.

Each record also has a badge describing what the import will do: Import, Update, Will skip, or Error. After an import, the badge shows the result: Imported, Updated, Matched, or Skipped. A fulfilled order adds Fulfilled after a dot because changing it may affect inventory. Hover over or focus a badge for more context.

When a badge links to an existing Peasy order, click it to open the order in a new tab. The tooltip calls out that action on a separate line.

Error cards keep a red border and a red Error badge. Only source rows and row numbers with an actual error receive error styling. Issues use amber styling and do not block completion. Peasy flags an issue when the same SKU appears under different product names, or when a row with a blank SKU could match multiple SKUs with the same name. Click the issue message to jump to the affected source row.

When Some Records Can't Be Imported

One bad row no longer blocks the whole file. Peasy imports every record it can and holds the rest on the Review step with the reason it couldn't be applied — a missing quantity, a blank item name, or a value it couldn't read. Use Errors to show only the records that could not be imported. An error message can take you to the exact source row so you can correct it in the spreadsheet.

If a record fails because its rows are already linked to several different Peasy records, Peasy explains what happened, what to do about it, and what happens if you do nothing. The usual fix is to upload the file again and set Record grouping to one record per order or bill instead of combining everything into one.

A cancelled or deleted sales order can't be changed by an import. Marketplace exports such as Faire's order summary repeat old orders every time, so when a row repeats a cancelled order as it was last imported, Peasy shows it as Matched and changes nothing. A row that now says the order is cancelled also matches, even if the order was open when it was first imported. If any other imported value is different — for example an open status, a quantity, a price, a date, or a customer name — Peasy holds just that row with a message such as "Order EMG25S8WYJ has already been recorded as cancelled in faire-orders-summary-2026-09-04.csv and cannot be changed," and imports the rest of the file. Skip the row to finish the import. If the change is real and the order is cancelled, use Reactivate order on it first, then import the file again. A deleted order can't be reactivated.

For each held record you can either:

- Correct the row in the spreadsheet panel and click Update records, or
- Fix the source file and upload it again, or
- Once every remaining record has failed, click Complete without N bills/orders and confirm to skip them, which leaves them out of this import.

An import finishes once every record is either imported or skipped, so a file with a few bad rows still completes. Records you already imported stay saved, and the skipped source data remains visible under Import Activity — but skipping can't be undone within that import.

Accounting footer rows — a trailing "Total" line with an amount and no item — are dropped automatically and counted as skipped rows rather than turning into an empty bill or order.

Deleting a Pending Upload

If you no longer need an upload and nobody has tried Complete yet, you can remove it from Review.

1. Open the pending upload for that data import, then continue to Review if needed.
2. Click Delete in the bottom action bar.
3. Choose Keep import to cancel, or Delete import to permanently remove the pending upload and its review work.

After deletion, Review closes and the upload disappears from the pending list. The saved data import and its mapping remain available for another upload. Deleting an upload does not undo bills, sales orders, work orders, or other records already added to your account.

If anyone has already tried Complete, or some records were imported before an error, keep the import and contact Peasy support before deleting it. A return to Review does not mean that nothing was imported.

Reviewing What You Imported

Click Complete on the Review step to create the bills, sales orders, or work orders. If every remaining record has failed, the action changes to Complete without N bills/orders and asks you to confirm before Peasy skips those records. Spreadsheet Data Imports do not create a separate Inbox document for every staged record.

When you use the full-screen Data Imports wizard, completion returns you to the data import page. An embedded import returns you to the Bills, Sales Orders, or Inbox flow where you started. To review either kind of upload later, open the data import under Configure → Data Imports.

Under Import Activity, each upload shows its file name, status, uploader, date, row and record counts, and how many records were applied. Click a completed upload to open its read-only record details; closing the details returns you to Import Activity.

If you leave after records are staged but before clicking Complete, select that upload under Import Activity to resume the wizard. A saved Bill, Sales Order, or Work Order draft can also be resumed there before records are staged. Pending imports appear as one combined row in the Inbox; they never expand into one Inbox row per spreadsheet record.

Settings on the Data Import

Open an existing data import under Configure → Data Imports. Its page includes:

- The data import name, which you can edit at the top.
- Template — review the saved field, item, customer, or vendor mappings. Use the matching Review button when a source value needs to be relinked.
- Import Activity — pending and completed uploads. Select a pending upload to resume it or a completed upload to review its read-only details.

To retire a data import, open the Actions menu beside it in the Active Data Imports list and choose Archive data import. Archiving removes it from the active list and retires its saved mapping, while keeping its import activity and the bills or sales orders it already created.

Documents linked only to archived sources are also hidden from Documents.
Files linked to another source that hasn't been archived, and uploads without
a source, stay visible. The original files and created records are preserved.

Good to Know

- Completed file imports also appear in Documents (https://peasyos.com/help/documents). Choose View import there when saved review data is available.
- Data imports stage bills, sales orders, and work orders. Importing items, customers, or vendors uses separate flows — see Importing Items from a CSV (https://peasyos.com/help/importing-items-from-csv) and the bulk-add tools on the Customers and Vendors pages.
- Files larger than 10,000 rows need to be split before upload.
- Peasy creates bills, sales orders, or work orders only after you reach Review and click Complete.
- Need help mapping or running a tricky import? Drop the file into a Beacon chat — see Using Beacon for Data Imports (https://peasyos.com/help/using-beacon-for-data-imports).

Related

- Documents (https://peasyos.com/help/documents) — Find completed file imports and open their saved review
- Using Beacon for Data Imports (https://peasyos.com/help/using-beacon-for-data-imports) — analyze and stage from chat
- Matching External Items to Peasy Items (https://peasyos.com/help/matching-external-items) — match spreadsheet line items to Peasy items
- Integrations Overview (https://peasyos.com/help/integrations-overview) — Shopify, QuickBooks, and other connections
- Importing Items from a CSV (https://peasyos.com/help/importing-items-from-csv) — item catalog import

---

# Using Beacon for Data Imports

Category: Integrations
URL: https://peasyos.com/help/using-beacon-for-data-imports
Keywords: Beacon CSV import, Beacon spreadsheet, drag CSV into Beacon, ask Beacon to import, Beacon data import, analyze CSV with Beacon, stage import from chat, MCP import, API key import staging, imports stage scope, chat CSV upload, delete pending import, remove pending upload, keep import

Using Beacon for Data Imports

Beacon can analyze a spreadsheet and stage it as a data import without making you walk through the full wizard. Drag a CSV onto a Beacon chat, ask Beacon to take a look, and it tells you what it sees before anything is saved.

When to Use Beacon vs. the Wizard

- Use Beacon when you want a quick read on what's in the file, or when you're not sure whether it's a bill or a sales order, or whether you need to clean it up first.
- Use the wizard when you already know the file is good and want full control over the mapping and review steps. See Reusable Spreadsheet Data Imports (https://peasyos.com/help/importing-spreadsheet-sources).

Both paths end the same way: records land in your Inbox for final review. Beacon doesn't create bills or sales orders directly.

Drop a CSV into Beacon

1. Open Beacon (the chat icon in the top right, or Cmd+K → "Open Beacon").
2. Drag a CSV onto the chat, paste rows, or click the paperclip and pick a file.
3. Ask Beacon to analyze it — for example, "Can you import this?" or "Is this a bill or a sales order?"

Beacon will:

- Detect whether the file looks like bills or sales orders.
- Match it against your saved mappings so it can reuse a prior data import if one fits.
- Tell you how many rows it found, what columns it can map, and any blockers (missing required columns, unknown vendor, items it can't match).
- Ask before staging anything.

Stage from the Chat

When Beacon is confident, it offers a Stage import button under its reply. Click it (or type "Yes, stage this for review") and Beacon:

- Creates a new data import for this file under Configure > Data Imports.
- Stages each row as a pending bill or sales order in your Inbox.
- Replies with links to the new data import's review page and to the Inbox.

Nothing is final yet — staged records appear in the Inbox the same way wizard imports do. Finalize them from there.

Continue in the App

After Beacon stages an import, you usually want to:

- Review the records — click the review link Beacon sent, or open the Inbox.
- Adjust the mapping — click the data import in the sidebar and open General to set a default location or customer, or Item Mappings to relink line items.
- Upload another file later — open the same data import and click Upload another run. Peasy reuses the mapping Beacon set up.

If nobody has tried Complete yet, you can also remove an unwanted upload from Review. Follow Deleting a Pending Upload (https://peasyos.com/help/importing-spreadsheet-sources#deleting-a-pending-upload) for the confirmation steps and when to keep the import instead.

Good to Know

- Beacon analyzes the file in chat — your CSV isn't saved to your data imports until you click Stage import.
- If Beacon says it can't map the file, the safest next step is to open the wizard and try the mapping by hand. See Reusable Spreadsheet Data Imports (https://peasyos.com/help/importing-spreadsheet-sources).
- Beacon only stages bills and sales orders. Item, customer, and vendor imports use different paths. A spreadsheet of inventory counts goes to the bulk count sheet instead; see Counting Inventory (https://peasyos.com/help/counting-inventory).
- Each staged run is tied to a chat thread so you can scroll back later and see exactly what Beacon proposed before you accepted.

Related

- Reusable Spreadsheet Data Imports (https://peasyos.com/help/importing-spreadsheet-sources) — the full wizard
- Using the Inbox (https://peasyos.com/help/using-the-inbox) — finalize staged records
- Connecting ChatGPT and Claude (https://peasyos.com/help/connecting-ai-agents) — connect an AI assistant or create an API key
- Integrations Overview (https://peasyos.com/help/integrations-overview)

---

# Matching External Items to Peasy Items

Category: Integrations
URL: https://peasyos.com/help/matching-external-items
Keywords: external item matching, item mapping, item families, inventory families, shared inventory families, separate items, grouped import, ungrouped import, Shopify item matching, spreadsheet item review, data import item mapping, match existing items, create new items, new family, new variant, saved item, mixed family, order import, Faire orders, importing orders, sales order import, buyer resolution, who is the buyer, choose customer, sales channel buyer, marketplace orders, order line unit, case quantity, quantity overcounting, multiple Shopify variants, Shopify aliases, many-to-one mapping, excluded items, import remaining items, confirm line omissions

Matching External Items to Peasy Items

When Peasy imports products or line items from another system, it needs to know whether each external item should become a new Peasy item or connect to something that already exists. Matching prevents duplicates and keeps inventory, sales, purchases, and sync links tied to the right item family.

You'll see this during Shopify product imports, when importing orders from Faire, Shopify, Amazon, or a spreadsheet, and during the Item Review step for reusable spreadsheet data imports. Order imports from every source share this same review — Faire is just one of the sources, not a separate system — so the steps below apply the same way no matter where the orders came from.

How to Get There

You reach this review whenever Peasy stages imported data for you to confirm:

- Product imports — during a Shopify product import.
- Order imports — after importing orders from Faire (Configure > Beta > Faire > Import orders), Shopify, Amazon, or a spreadsheet. Peasy stages the orders and takes you to the data import review page.
- Reusable spreadsheet imports — in Configure > Data Imports, on a staged run's review page.

Item Families and Variants

An item family is the product Peasy tracks as one inventory pool. A family can have multiple variants: different units, pack sizes, suppliers, sales formats, or conversion-only units that all draw from the same underlying count.

Use one family when the formats are interchangeable through unit conversion:

- A 12-oz bag, a 3-pack of those bags, and a case of twelve bags
- The same ingredient from multiple suppliers
- A pallet, case, and each that all represent the same stock

Use separate families when the products have separate inventory pools or need production work between them:

- Different colors, flavors, sizes, or SKUs that cannot substitute for each other
- A 12-oz bag and a 1-lb bag when you would need to rebag product to fulfill the order
- Finished goods and the raw materials or ingredients used to make them

Statuses You May See

The staging cards use status pills to show what will happen:

- Add family — Peasy will create a new item family.
- Add variant — Peasy will add a new variant under a family.
- Match — The external item is set to link to an existing Peasy item or family.
- Saved — The external item has already been saved into Peasy.
- Mixed — A family has some saved items and some items still waiting for review.

Choosing the Grouping

On product import screens, open the ⋮ menu above the staging table and choose Inventory grouping. The Help button opens Beacon guidance instead.

The drawer has two options:

- Shared Inventory Families — Group items into families to share the same inventory pool. Choose this when the variants are different ways to count, buy, or sell the same stock.
- Separate Items — each external variant becomes its own Peasy item family with its own count. Choose this when the variants are distinct products that should not share inventory.

Matching or Creating

For each external item, decide which of these is true:

- It already exists in Peasy. Match it to the existing family or variant so Peasy links the external item instead of creating a duplicate.
- It is the same inventory pool as an existing family, but a new unit or format. Add it as a new variant in that family.
- It is a different product or inventory pool. Let Peasy create a new family.

If you're unsure, ask whether inventory should move together. If selling one format should reduce the same stock as another format, they usually belong in the same family. If they need separate counts, separate families are safer.

For Shopify product imports, several source variants may match the same Peasy sell variant when they are truly aliases for the same unit and conversion. The review shows when a Peasy variant already has Shopify mappings, but it still lets you select it. Each Shopify identity remains a separate link, so unlinking one does not remove the others.

Saving Reviewed Items

The staging page uses Save actions. A Save can create new Peasy items, link matched external items to existing Peasy items, or do both at once.

Save from a family header to save every pending variant in that family. If you select some pending variants in that family first, the button changes to Save N variants and saves only that selection. The footer's Save N Families button saves the ready families on the currently loaded page. If your import has more pages, move to each page to review and save its families; selecting individual variants does not change the footer save scope.

Use Exclude variant for a source variant you do not want to save. The Excluded tab shows excluded variants grouped by family, with Restore for one variant and Restore family for all excluded variants in that family. A partially excluded family also appears in Pending or Saved, showing its included variants.

Each new variant needs a unit before it can be saved. Until you choose one from its unit selector, that variant shows a placeholder and the family save stays disabled with a prompt to pick a unit (or exclude the variant). A variant matched to an existing Peasy item inherits that item's unit, so it doesn't need a choice.

Spreadsheet Item Review

Reusable spreadsheet data imports use the same matching idea, but the external items are line-item names or SKUs from a CSV, Excel, or pasted spreadsheet.

When you match a spreadsheet line item to a Peasy item, Peasy remembers that mapping for future uploads from the same data import. Every included bill or sales-order line needs a required item mapping before it can be imported.

You can exclude items from a bill or sales-order upload and confirm the omissions when completing that run. Records with no included lines are skipped. To review, restore, or confirm excluded items, follow Item Review and Matching (https://peasyos.com/help/importing-spreadsheet-sources#item-review-and-matching).

Order Line Units and Quantities

When you import orders — from Faire, Shopify, Amazon, or a spreadsheet — each order line's quantity counts against whichever Peasy variant you match the line to, and that variant's unit decides how the number is read.

Some sources send an order line as a plain quantity with no unit attached. A Faire order, for example, can send a quantity of "2" without saying whether that's 2 cases or 2 eaches. Peasy takes the unit from the variant you match the line to, so the match matters:

- Match a line that was ordered by the case to the case variant, not to the each or base-unit variant.
- If you match a case line to an "each" variant, the quantity can look far too high or too low once it flows into pending inventory.

If pending inventory or order quantities look off after an order import, check that each line is matched to the variant whose unit matches how it was actually ordered.

Choosing the Buyer for Order Imports

A staged sales order also needs a buyer before Peasy can finalize it. Peasy determines the buyer from one of three things:

- A customer name on each order — when the import carries a per-order customer name, matched to your Peasy customers.
- One customer for the whole import — you choose a single customer that all the staged orders belong to.
- A sales channel as the buyer — the order's source channel stands in as the buyer.

Marketplace buyers, like Faire retailers, are not created as Peasy customers automatically. If a staged order can't be tied to a customer or channel, the import is blocked until you resolve the buyer — match the retailer to an existing customer, choose a customer for the import, or set the source's sales channel. Until every staged order has a buyer, it can't be committed.

Good to Know

- Matching is non-destructive. It links the external item to Peasy; it does not delete or overwrite the source item.
- Creating a new family is best when the item is genuinely new to Peasy.
- Adding a variant is best when the item is a new format of an existing inventory pool.
- If the wrong item was saved or linked, use the row or family cleanup actions, such as Unlink, to review it again.

Related

- Importing from Shopify (https://peasyos.com/help/importing-from-shopify)
- Connecting Faire (https://peasyos.com/help/connecting-faire) — Import Faire orders into the same review
- Reusable Spreadsheet Data Imports (https://peasyos.com/help/importing-spreadsheet-sources)
- Managing Customers (https://peasyos.com/help/managing-customers) — Who a staged order's buyer resolves to
- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units)
- Understanding Item Types (https://peasyos.com/help/understanding-item-types)

---

# Connecting ChatGPT and Claude

Category: Integrations
URL: https://peasyos.com/help/connecting-ai-agents
Keywords: connect ChatGPT, connect Claude, AI agent, MCP, MCP server, connect AI assistant, ask ChatGPT about my inventory, use Peasy in Claude, API key, connected agents, model context protocol, AI integration, Ask Anywhere, customer groups, customer payment terms, item groups

Connecting ChatGPT and Claude

You can connect Peasy to AI assistants like ChatGPT and Claude so they can answer questions about your business — inventory, orders, bills, payments, vendors, and more — using your live Peasy data. They can also stage spreadsheet imports for you to review inside Peasy and, if you allow it, make changes you approve, such as new customer payment terms. This is an optional power-user feature; you don't need it for everyday work in Peasy.

How to Get There

Go to Configure, then under Beta select Ask Anywhere. The Connected AI Agents section is at the top.

How to Connect

1. In the Connected AI Agents section, click Connect next to ChatGPT or Claude.
2. Copy the MCP Server URL shown in the dialog (it looks like https://your-workspace.peasyos.com/api/mcp). MCP is the standard way AI assistants connect to outside tools.
3. Click Open ChatGPT (or Open Claude) and, in that assistant, add Peasy as a connector and paste the MCP Server URL.
4. The assistant sends you back to Peasy to sign in, choose your workspace, and approve access.
5. Approve, and the assistant is connected. You can start asking it about your Peasy data.

What You're Approving

When you approve access, you grant:

- Read access — the assistant can look up your inventory, orders, bills, invoices, payments, sales (e.g. best sellers and units sold), vendors, and customers.
- Stage imports for review (optional) — the assistant can prepare a spreadsheet bill or sales-order import and send it to Peasy for your review.
- Make changes you approve (optional, off unless you tick it) — the assistant can propose the same changes Beacon can, such as new payment terms for a customer or a to-do. Peasy asks the assistant to show you each change and get your OK in the conversation before making it, so allow this only for an assistant you trust. The assistant can undo any change it makes.

Without that last permission, the assistant can't change your data. Even with it, the assistant can't create or pay a bill or confirm an order, and changes it makes are recorded as yours. If you connected an assistant before this option existed, remove Peasy from that assistant's connectors, add it again using the steps above, and tick Make changes you approve when you approve access.

Asking for Customer and Item Groups

You can ask for a customer group using a supported filter, such as “Show my active customers” or “Which active customers have 15-day payment terms?” These groups use your current Peasy data and exclude channel customers.

You can also ask for your active items from one vendor, category, item family or catalog, such as “List the items we buy from Acme.” If the name matches more than one vendor, category, family or catalog, the assistant asks which one you mean.

Groups are read-only results, not approval to change every record in the group. A label such as “wholesale customers” needs a supported filter rather than the assistant guessing who belongs.

Managing Connected Agents

The Connected AI Agents section lists every assistant you've connected, with the access it has and the date of its last actual tool call. Signing in, approving access, or letting the assistant discover available tools does not change that date. Click Revoke next to any agent to disconnect it immediately. You can reconnect later by going through the steps above again.

Using an API Key Instead

If you're connecting a different MCP client (not ChatGPT or Claude) and it needs a key, scroll down to Active Keys and click Create Key. Give it a name, and check Allow data import staging if you want it to stage imports too, or Make changes you approve if you want it to propose changes and make them once you approve. Copy the key right away — you won't be able to see it again — and paste it into your client where it asks for an authorization key.

Good to Know

- Workspace members. Anyone with access to your workspace can connect an assistant or create a key.
- One workspace per connection. Each connection is tied to the workspace you approve. If you manage more than one, connect each separately.
- Revoking is instant. A revoked agent or key stops working right away.
- Pasting a spreadsheet? When you connect an assistant, it can read a spreadsheet's contents that you share with it directly — it doesn't fetch files from web links on Peasy's behalf.

Related

- Integrations Overview (https://peasyos.com/help/integrations-overview) — All the ways Peasy connects to other tools
- Using Beacon for Data Imports (https://peasyos.com/help/using-beacon-for-data-imports) — Import spreadsheets with Peasy's built-in assistant
- Importing from Spreadsheet Sources (https://peasyos.com/help/importing-spreadsheet-sources) — Bring bills and orders in from CSV/Excel

---

# Connecting Faire

Category: Integrations
URL: https://peasyos.com/help/connecting-faire
Keywords: Faire, Faire integration, Faire beta, connect Faire, Faire products, Faire catalog, Faire orders, import Faire orders, Faire CSV, Faire order summary, Faire test credentials, marketplace sync

Connecting Faire

Peasy has two Faire workflows in preview. You can export orders from Faire and
upload the CSV through a guided import, or use the separate Faire beta
connection for catalog and order testing.

How to Get There

If your company is included in the preview, go to Configure → Integrations →
Faire for CSV order imports. The separate connection is under Configure →
Beta → Faire.

These sidebar entries are hidden outside the preview. A direct Faire page link
that Peasy gave you continues to work.

Import Orders from a CSV

1. Open Configure → Integrations → Faire.
2. Expand 1. Export orders from Faire.
3. In your Faire brand portal, go to Orders and click Export.
4. Choose Order Summary, set Orders to All, and select the date
   range.
5. Click Export CSV.
6. Back in Peasy, expand 2. Import orders to Peasy and upload the CSV.
7. Review any customer or item matches, then complete the import.

Peasy fills in the known Faire order settings and column mappings. If the file
does not exactly match the expected Faire export, Peasy shows suggested
mappings for you to review instead of applying them silently.

After the upload completes, use the Data Imports link on the Faire page to
open that import's settings and history. Later Faire exports with the same
layout can reuse the saved data import.

Connect the Faire Beta

1. Open Configure → Beta → Faire.
2. In Faire Connection, click Connect.
3. Sign in to Faire and approve the connection.
4. When Faire sends you back to Peasy, confirm the connection shows as active.

After Faire is connected, use the Faire page to review sync settings, import products, and check sync history.

Pull Orders through the Faire Beta

Once Faire is connected, you can pull a batch of recent Faire orders into Peasy's standard import flow.

1. On the Faire beta connection page, find Import orders.
2. Choose how many recent orders to pull (10, 25, or 50).
3. Click Import orders.

Peasy stages the orders for review and takes you to the data import screen, where you confirm the details and commit them — the same way every other source import works. Importing the same orders again updates them instead of creating duplicates. An order that is cancelled in Peasy is never changed by a later import: a repeat of it shows as Matched, and a row that changes it is held for you to skip — see When Some Records Can't Be Imported (https://peasyos.com/help/importing-spreadsheet-sources#when-some-records-cant-be-imported).

Testing Credentials

Most real Faire connections should leave Faire test credentials turned off.

If the Peasy team asks you to test against the Faire test app, turn on Faire test credentials before clicking Connect. This switch is for debug and testing only; it is not needed for normal brand connections.

Good to Know

- The Faire CSV guide and beta connection appear in the sidebar only for
  companies included in the preview.
- The current beta covers catalog import, order import, and review.
- Disconnect is not shown for Faire because reconnecting can require a new Faire approval.
- You can pause Faire inventory effects from Inventory Sync Direction while keeping the connection available.

Related

- Integrations Overview (https://peasyos.com/help/integrations-overview) — Available integrations
- Matching External Items (https://peasyos.com/help/matching-external-items) — Connect imported products to Peasy items
- Reusable Spreadsheet Data Imports (https://peasyos.com/help/importing-spreadsheet-sources) — Save recurring CSV or Excel imports
- Amazon and Other Marketplaces (https://peasyos.com/help/amazon-and-other-marketplaces) — Manual marketplace workflows

---

# Peasy and Shopify

Category: Integrations Detail
URL: https://peasyos.com/help/peasy-and-shopify
Keywords: Peasy Shopify integration, Shopify inventory management, Shopify inventory sync, Peasy Shopify connector, Shopify product import, Shopify order sync, e-commerce inventory, Shopify stock management, Shopify variant mapping, multiple Shopify variants, many-to-one mapping, item family grouping, shared inventory pool, separate variants, verify Shopify sync, sync history, inventory history, two-way sync, one-way sync, source of truth

Peasy and Shopify

Shopify is great for running your online store — but when it comes to purchasing, production, multi-location inventory, and vendor management, you need something more. Peasy fills that gap, giving you a complete operations platform that syncs with your Shopify store.

Why Connect Shopify to Peasy?

Shopify handles your storefront: product listings, checkout, payments, and shipping. Peasy handles your backend operations: purchasing from vendors, receiving deliveries, tracking inventory across locations, managing production, and selling to wholesale customers.

When you connect the two, your Shopify products and Peasy inventory can stay connected. Receive a delivery? If Peasy-to-Shopify sync is enabled, your Shopify stock levels update. Complete a production run? The new finished goods can become available to sell online automatically. Sell at a farmers market or through a wholesale channel in Peasy? Peasy can push the updated quantity to Shopify so you don't oversell.

What the Integration Does

Product Import

Bring your Shopify products, variants, and images into Peasy with AI-assisted grouping. Peasy maps Shopify variants to items, suggests categories, and lets you review everything before importing. See the complete import process in Importing from Shopify (https://peasyos.com/help/importing-from-shopify).

Variant Mapping: Shared Pool vs. Separate Inventory

During import, Peasy uses AI to group your Shopify products into item families — and you decide whether each variant pulls from a shared pool or stocks separately. This is the most important setup decision for inventory accuracy.

- Shared inventory pool — Variants like a 6-pack and a 12-pack of the same product, where loose units get assembled into either pack on demand. Group these as one family and Peasy deducts from a single pool when either variant sells.
- Separate inventory — Two SKUs you manufacture independently and stock as separate finished goods. Keep these as separate families.

Each Shopify variant maps to one Peasy sell variant, but multiple Shopify variants can map to the same Peasy sell variant when they represent the same unit and conversion. If the Shopify variants represent different pack sizes or conversions, map each one to a separate Peasy variant in the same family. You can review and adjust these mappings during import and change them later from the Shopify integration settings.

Inventory Sync

Peasy is the source of truth for inventory. When quantities change in Peasy — from receiving, selling, producing, adjusting, or transferring — Peasy can push updated levels to Shopify if Peasy-to-Shopify sync is enabled.

Shopify orders can also flow into Peasy and deduct inventory when Shopify-to-Peasy sync is enabled, with each deduction recorded as a shipment (https://peasyos.com/help/shipment) on most stores. On a store Peasy has moved to its updated order handling, a Shopify order reserves stock when it is placed and deducts it when Shopify fulfills, without a Peasy sales order or shipment — see Shopify Orders on Updated Stores (https://peasyos.com/help/shopify-sync-and-webhooks#shopify-orders-on-updated-stores). Shopify inventory-count updates do not automatically overwrite Peasy's real inventory count; they are used for comparison, initial import when enabled, and the one-time Pull all from Shopify action on the Shopify settings page. See how the sync engine works in Shopify Sync and Webhooks (https://peasyos.com/help/shopify-sync-and-webhooks).

Order Awareness

Shopify orders can flow into Peasy so your dashboard and reporting reflect sales from all channels — not just orders created directly in Peasy.

Who This Is For

Food makers selling DTC on Shopify — You use Shopify to sell directly to consumers but need Peasy to manage ingredient purchasing, recipe-based production, and multi-location inventory. When you finish a batch and add finished goods to Peasy, your Shopify store quantities can update automatically if Peasy-to-Shopify sync is enabled. See Peasy for Food Makers (https://peasyos.com/help/peasy-for-food-makers).

Retailers adding operational control — You've been running your Shopify store successfully but need better inventory tracking, purchase orders, and vendor management as you grow. Peasy adds the back-office tools that Shopify doesn't provide.

Multi-channel sellers — You sell through Shopify online and also through wholesale channels, farmers markets, or a physical store. Peasy tracks inventory across all channels and can push updated quantities to Shopify when Peasy-to-Shopify sync is enabled.

What Peasy Adds That Shopify Doesn't

Shopify and Peasy complement each other. Here's what Peasy brings to the table:

- Purchase orders and vendor management — Create POs (https://peasyos.com/help/creating-purchase-orders), manage vendors (https://peasyos.com/help/managing-vendors), track costs, and set restock points (https://peasyos.com/help/restock-points)
- Receiving workflow — Receive deliveries (https://peasyos.com/help/receiving-pending-orders) against POs to update inventory automatically
- Production and recipe tracking — Build templates (https://peasyos.com/help/creating-templates), schedule work orders (https://peasyos.com/help/managing-work-orders), track ingredient usage and yields
- Multi-location inventory — Track stock across warehouses, kitchens, and stores with transfers (https://peasyos.com/help/transferring-inventory) between locations
- Wholesale sales — Manage B2B customers with price lists (https://peasyos.com/help/price-lists) and sales orders (https://peasyos.com/help/creating-sales-orders) alongside your Shopify DTC channel
- Bill pay and invoicing — Pay vendors (https://peasyos.com/help/managing-bills) and invoice customers (https://peasyos.com/help/payments-overview) through Peasy

How to Verify the Sync Is Working

After connecting Shopify and importing products, here's how to confirm the sync is doing what you expect:

1. Check Sync History. Go to Configure > Integrations > Shopify > History. You'll see incoming Shopify orders, outgoing inventory updates, and any sync errors.
2. Spot-check an item's Inventory History. Pick any item that's been selling on Shopify and open its Inventory History (https://peasyos.com/help/inventory-history). You should see deductions tagged with the corresponding Shopify orders/shipments.
3. Place a test order. If Shopify-to-Peasy sync is enabled and you want full confidence, place a low-quantity test order on your Shopify store. Within a few seconds, the sales order appears in Sell > Sales Orders; inventory deducts once you fulfill the order in Shopify, recorded as a shipment (https://peasyos.com/help/shipment). If Peasy has moved your store to its updated order handling, look in Inventory > Logs instead — see Shopify Orders on Updated Stores (https://peasyos.com/help/shopify-sync-and-webhooks#shopify-orders-on-updated-stores).

How to Get Started

1. Connect your Shopify store — Follow the setup guide in Connecting Shopify (https://peasyos.com/help/connecting-shopify). You'll authorize Peasy to access your Shopify products and inventory.

2. Import your products — Review and import your Shopify products into Peasy. The import process groups variants, maps units, and lets you assign categories. See Importing from Shopify (https://peasyos.com/help/importing-from-shopify).

3. Set up your items and units — Configure any additional units or conversions for items that need them. See Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units).

4. Start using Peasy for operations — Create your first purchase order, receive your first delivery, or set up production templates. Turn on Peasy-to-Shopify sync when you want Peasy inventory changes to update Shopify automatically.

What Stays Separate

Shopify continues to handle checkout, customer-facing payments, shipping labels, marketing campaigns, and your online storefront theme. Peasy handles inventory tracking, purchasing, receiving, production, vendor management, and B2B sales. The integration bridges inventory between the two systems.

Common Questions

Does Peasy replace Shopify?
No. Peasy and Shopify complement each other. Shopify runs your online store; Peasy runs your backend operations. You keep both.

Does inventory sync happen in real time?
Near real-time for order and inventory-sync activity. Shopify orders flow into Peasy within seconds to minutes when Shopify-to-Peasy sync is enabled, and Peasy pushes updated counts to Shopify as Peasy inventory changes when Peasy-to-Shopify sync is enabled. See Shopify Sync and Webhooks (https://peasyos.com/help/shopify-sync-and-webhooks) for details.

Can I connect multiple Shopify stores?
Currently, one Shopify store connects per Peasy account.

Will connecting Peasy change anything in my Shopify store?
Connecting is read-only for your product data. Peasy imports your products and can sync inventory levels depending on your settings — it doesn't modify your product listings, prices, or store design. Shopify inventory quantities change only when Peasy-to-Shopify sync is enabled or you use Push all to Shopify on the Shopify settings page.

What if I sell on Shopify and at farmers markets?
Peasy tracks inventory across all your channels. Record your farmers market sales in Peasy, and the updated quantities can sync to Shopify so your online store reflects the correct available stock. This requires Peasy-to-Shopify inventory sync to be enabled.

Related

- Connecting Shopify (https://peasyos.com/help/connecting-shopify) — step-by-step connection guide
- Importing from Shopify (https://peasyos.com/help/importing-from-shopify) — bringing products into Peasy
- Shopify Sync and Webhooks (https://peasyos.com/help/shopify-sync-and-webhooks) — how ongoing sync works
- Integrations Overview (https://peasyos.com/help/integrations-overview) — all available integrations
- What Is Peasy? (https://peasyos.com/help/what-is-peasy) — overview of the full platform

---

# Peasy and QuickBooks

Category: Integrations Detail
URL: https://peasyos.com/help/peasy-and-quickbooks
Keywords: Peasy QuickBooks integration, QuickBooks inventory sync, QuickBooks Online sync, Peasy accounting sync, QuickBooks connector, QBO sync, bookkeeping integration, QuickBooks invoices, import QuickBooks invoices, invoice sync, item sync, product family, parent item sync, link existing QuickBooks item, packaging items, auto-sync retry, customer sync retried automatically, interrupted customer sync

Peasy and QuickBooks

If your bookkeeper lives in QuickBooks and your operations team works in Peasy, you don't want to enter data twice. Peasy's QuickBooks Online integration syncs customers, vendors, invoices, bills, and items between the two systems — so your accounting stays up to date without manual data entry.

Why Connect QuickBooks to Peasy?

QuickBooks is built for accounting: general ledger, tax reporting, bank reconciliation, and financial statements. Peasy is built for operations: inventory, purchasing, production, sales orders, and receiving.

Most small businesses need both. The integration lets each tool do what it's best at while keeping them in sync. Your operations team creates purchase orders, receives deliveries, and fulfills sales orders in Peasy. According to the sync settings you enable, your accountant or bookkeeper can see the resulting invoices, bills, and customer records in QuickBooks without entering them again.

What the Integration Does

Customer and Vendor Sync

Customers and vendors can sync between Peasy and QuickBooks according to your settings. For a new active Peasy customer, Peasy attempts to create or link the customer in QuickBooks when the connection is active, the customer direction allows outbound sync, and Auto-sync new customers is enabled. If that attempt is interrupted, Peasy retries it in the background for up to about 11 hours, checking each time that the customer should still be sent. If QuickBooks rejects the customer, or the retries run out, link or create it during invoice sync or from the customer's QuickBooks controls.

Inbound sync can also bring a QuickBooks vendor into Peasy when the vendor direction allows it. Configure each direction and auto-sync option for the way your team works instead of maintaining two separate contact lists by hand.

QuickBooks keeps customer, vendor, and employee names in a single shared list, so a name can only be used once across all three. If you try to add a customer whose name is already used by a vendor — or by an employee you never see in Peasy — QuickBooks refuses it. Peasy checks for this before sending anything and tells you exactly which record is holding the name, so you can rename one side and try again. When that happens, the option to create a new record is hidden, because it cannot succeed. The blocking record also will not appear in the list of QuickBooks records to link to — a customer can only be linked to a QuickBooks customer, and a vendor to a QuickBooks vendor — so renaming really is the way through.

Two businesses with similar names are fine. QuickBooks only objects when the names match exactly, so "Acme Inc" and "Acme Corp" can both exist.

Learn more about how sync works in QuickBooks Sync (https://peasyos.com/help/quickbooks-sync).

Invoice Sync

When you create a sales order and generate an invoice in Peasy, that invoice can sync to QuickBooks with the correct line items, amounts, and account mappings. Your bookkeeper sees it in QuickBooks without anyone having to re-enter the details.

Invoices can also be imported from QuickBooks into Peasy from Sell > Invoices. This is useful when an invoice was created in QuickBooks first but the customer should pay through Peasy. An imported invoice is a financial record: it carries the customer, amounts and payment status, but it does not match lines back to Peasy items and it does not move inventory. Because Peasy holds no cost for those lines, imported sales show an unknown cost of goods in the month-end COGS report instead of $0.00. An imported invoice stays QuickBooks' record: edits made to it in Peasy aren't sent back, so make changes in QuickBooks.

QuickBooks sync uses the invoice as the accounting sync target. If one sales order has multiple invoices, sync each invoice separately instead of syncing the order as a whole.

Bill Sync

Vendor bills created in Peasy can sync to QuickBooks as well, keeping your accounts payable in sync across both systems.

Item Sync

Peasy items also sync to QuickBooks as products and services. By default, Peasy creates one QuickBooks item per product family rather than one per Buy/Sell variant — variant detail like SKU, pack size, and unit price moves onto the line description on each invoice or bill. This keeps your QuickBooks item list clean and avoids creating dozens of near-duplicate products for the same family.

Items in the Packaging category are deliberately excluded — their costs post directly to expense accounts on bills, so packing tape, bags, and tins don't clutter the QuickBooks item list. Learn more in QuickBooks Sync (https://peasyos.com/help/quickbooks-sync#syncing-items).

Account Mapping

During setup, you map your Peasy categories to your QuickBooks chart of accounts. This ensures that every synced transaction lands in the right ledger account — revenue in the right income account, costs in the right expense account. The QuickBooks Setup Wizard (https://peasyos.com/help/quickbooks-setup-wizard) walks you through this mapping step by step.

Who This Is For

Businesses that already use QuickBooks for accounting — You don't need to stop using QuickBooks. Connect it to Peasy and let both tools do what they do best.

Growing businesses splitting operations from accounting — As your business grows, you need dedicated tools for inventory and order management. Peasy handles the operations while QuickBooks keeps the books.

Businesses whose bookkeeper works in QuickBooks — Your operations team uses Peasy every day. Your bookkeeper or accountant logs into QuickBooks. The integration keeps them both up to date without anyone switching tools.

How to Get Started

1. Connect QuickBooks — Authorize Peasy to connect to your QuickBooks Online account. See Connecting QuickBooks (https://peasyos.com/help/connecting-quickbooks).

2. Run the Setup Wizard — The QuickBooks Setup Wizard (https://peasyos.com/help/quickbooks-setup-wizard) walks you through mapping customers, vendors, and accounts between the two systems.

3. Map your accounts — Tell Peasy which QuickBooks accounts to use for income, expenses, and other transaction types. The wizard guides you through each mapping.

4. Enable sync — Once mapping is complete, turn on auto-sync so new transactions flow between systems automatically.

What Stays in Each System

Peasy handles: Inventory tracking, purchase orders, receiving, production and work orders, sales order creation and fulfillment, restock alerts, multi-location stock management, and payment collection.

QuickBooks handles: General ledger, chart of accounts, bank reconciliation, tax reporting, payroll, financial statements, and accountant access.

Both systems share: Customer records, vendor records, invoices, and bills — synced according to the directions and auto-sync options you enable.

Common Questions

Does Peasy replace QuickBooks?
No. Peasy handles inventory and operations; QuickBooks handles accounting and bookkeeping. They work together, each doing what it's best at.

What happens if I edit an invoice in QuickBooks after it syncs?
Peasy can detect QuickBooks invoice updates through sync and import flows, but Peasy should remain the operational source of truth for inventory-backed invoices. If the invoice affects inventory, make the operational change in Peasy and sync the invoice to QuickBooks. If the invoice is only a financial transaction created in QuickBooks, import it into Peasy from Sell > Invoices when you want to collect payment through Peasy.

Can I sync historical data?
The integration syncs data going forward from the time you connect. You can also import existing QuickBooks invoices into Peasy from Sell > Invoices. Existing Peasy transactions are not automatically backfilled into QuickBooks unless you sync or import the specific records.

Which QuickBooks plans are supported?
Peasy integrates with QuickBooks Online (QBO). All QBO plan tiers are supported. QuickBooks Desktop is not supported.

Can I use Peasy without QuickBooks?
Yes. The QuickBooks integration is completely optional. Many Peasy customers run their full workflow without an accounting integration and export data manually when needed.

Related

- Connecting QuickBooks (https://peasyos.com/help/connecting-quickbooks) — step-by-step connection guide
- QuickBooks Setup Wizard (https://peasyos.com/help/quickbooks-setup-wizard) — mapping customers, vendors, and accounts
- QuickBooks Sync (https://peasyos.com/help/quickbooks-sync) — how ongoing sync works
- Integrations Overview (https://peasyos.com/help/integrations-overview) — all available integrations
- What Is Peasy? (https://peasyos.com/help/what-is-peasy) — overview of the full platform

---

# Inventory Management

Category: Inventory
URL: https://peasyos.com/help/inventory-overview-tour
Keywords: inventory tour, inventory overview, take count, count inventory, count date, save counts, count input, unit selector, inventory cards, count status

Inventory Management

The inventory page is built around fast counting: pick a location, scan the cards, type counts, and submit. Each step below has a Show me button that lights up the compass on the matching control so you can see exactly where it lives.

The compasses live in the inventory page toolbar and on the inventory cards. Pick a location first so the cards appear.

The tour

1. Go to the Inventory page

The Inventory page is where you take counts and review stock. Pick a location once you arrive so the cards appear.

[goto:/inventory|Open the Inventory page]

2. Search inventory

Search items by name or SKU. The list filters as you type — handy when you have hundreds of items.

[guidance:inv_search]

3. Filter inventory

Filter by item type (Buy / Sell / Make), category, or storage area. Combine multiple filters to narrow your view to exactly the items you need to count.

[guidance:inv_filter]

4. Choose a location

Pick which location you want to view or count inventory for. This determines which items and stock levels appear in the cards below.

[guidance:inv_location_selector]

5. Pick a count date

Choose the date your counts will be recorded under. Defaults to today; the calendar button turns red when you select a past date so you don't forget.

[guidance:inv_date_picker]

6. Read the card status

The colored left edge of each inventory card tells you its count status — red = due for a count, green = counted today, grey = other states. The card also shows current on-hand stock and the last count date for this location.

[guidance:inv_status_badge]

7. Pick a counting unit

Items with multiple units (case, each, etc) can be counted in any of them. The unit dropdown on each card lets you pick which unit you're entering the count in.

[guidance:inv_unit_select]

8. Type the count

Type the physical count into the count field on the card. Counts are staged but not saved until you click Submit.

[guidance:inv_count_input]

9. Submit your counts

Click Submit to record all staged counts. The badge on the button shows how many unsaved changes you have. You must select a location before you can submit.

[guidance:inv_save_button]

10. Quick adjustments

Click the three-line icon on any inventory card to open a quick adjustment form — useful for one-off corrections or per-item notes.

[guidance:inv_quick_count]

---

Tips

- Use filters and search to scope counts to one shelf or area at a time.
- The status badge resets to grey once you save a count for the day.
- For physical changes that aren't a recount (damage, theft, transfer), use Adjust on the item detail panel instead.

---

Related

- Inventory overview (https://peasyos.com/help/inventory-overview)
- Counting inventory (https://peasyos.com/help/counting-inventory)
- Adjusting inventory (https://peasyos.com/help/adjusting-inventory)

---

# Item Detail Panel

Category: Inventory
URL: https://peasyos.com/help/item-detail-tour
Keywords: item detail tour, item panel tour, inventory unit, category, inventory by location, inventory history, restock point, restock or adjust, inventory chart, inventory over time, pinned tooltip, on-hand tooltip

Item Detail Panel

The item detail panel groups everything you need to know about a single item — its inventory unit, its category, on-hand stock per location, and a full history of every change. Each step below has a Show me button that lights up the compass on the matching control so you can see exactly where it lives.

The compasses live inside the item detail panel and the location rows it expands. Open any item from Inventory > All Items to see them.

The tour

1. Go to the Inventory page

The item detail panel opens from the Inventory page when you click any item card. The compasses for this tour live inside that panel.

[goto:/inventory|Open the Inventory page]

2. Inventory Unit

The Inventory Unit field selects the unit used to display and count stock. Every variant (case, each, etc.) still converts back to the family's original base unit for stock tracking.

[guidance:inventory_unit]

3. Category

Categories group items in lists, KPIs, and reports. You can pick an existing category or create one inline.

[guidance:category]

4. Inventory by Location

On-hand stock per location, with rows that expand for adjusting or restocking.

[guidance:inventory_by_location]

5. Restock Point (per location)

Once you expand a location row, the per-location restock point sets the minimum on-hand level before the item is flagged for reorder at that location.

[guidance:restock_point]

6. Restock or Adjust

Inside the same expanded row, choose Restock to add new stock (creates a receipt) or Adjust to correct an existing count without affecting purchase history.

[guidance:restock_or_adjust]

7. Inventory History

Open Inventory Logs to see the item's movements and counts. On the full item detail page, the Inventory Logs tab also shows Inventory over time above the table, charting the same displayed page of up to 50 entries in the preferred inventory unit. Click a point or drag across transactions, then choose Investigate with Beacon to ask about that selection.

On that page, filter by location to narrow the count, drag the chart’s bottom border to adjust its height, or hover over a point for its details. A small count label stays above the rightmost plotted point. Hover over a point to show its date, transaction Type and quantity, and on-hand count with colored dots; moving away hides the tooltip. Filtered historical counts may differ from today’s inventory. See Inventory History (https://peasyos.com/help/inventory-history#inventory-chart-on-item-details) for chart filters and refresh options.

[guidance:inventory_history]

---

Tips

- Changing the displayed inventory unit from pounds to ounces adds a Conversion variant or selects a matching family unit and keeps existing records in their original units. A 1:1 label change only renames the unit.
- Categories are shared across the entity — adding a new one here makes it available everywhere.
- Use Adjust for corrections (e.g. "I miscounted yesterday"); use Restock when stock physically arrived without a PO.

---

Related

- Inventory overview (https://peasyos.com/help/inventory-overview-tour)
- Items overview (https://peasyos.com/help/items-overview-tour)

---

# Transfer Orders

Category: Inventory
URL: https://peasyos.com/help/transfer-orders-tour
Keywords: transfer tour, transfer orders, move inventory, destination location, source inventory, submit transfer, receive transfer

Transfer Orders

This guide walks through moving inventory between locations, from choosing a source and destination to receiving the completed transfer order. Each step has a Show me button that points to the matching control in Peasy.

You need at least two active locations to stage a transfer. With only one active location, the Source and Destination selectors are hidden because there is no valid location pair. The first four steps are on the Transfer page; the last step is on the Transfer Orders page.

How to Get There

Open Inventory > Transfer to begin.

[goto:/transfer|Open the Transfer page]

The tour

1. Choose the source and destination

Select the Source where the inventory is leaving and the Destination where it is going.

[guidance:transfer_destination]

2. Find an item

Search for the item you want to move, hover over its name, and click Transfer.

[guidance:transfer_find_item]

3. Enter the quantity

The table shows Source Inventory immediately before Destination Inventory. Enter an amount in Transfer Qty, or use the item panel to enter quantities from one or more source locations. Peasy saves the amount as a pending transfer.

[guidance:transfer_sources]

4. Submit the transfer

Click Submit & view order to create and review the transfer order.

[guidance:transfer_submit]

5. Review and receive the order

Use the table's Status column to update the full order. To receive one item instead, open the order and use the item's status badge in the right-hand panel. A Created order shows pending movement at both locations. Sent deducts actual inventory from the source while the destination remains pending. Received adds actual inventory at the destination; moving directly from Created to Received completes both sides.

[guidance:transfer_review]

Good to Know

- Peasy groups submitted transfers by source and destination.
- You can receive a whole order from the table or individual items from the detail panel.
- The guide remains available on both the Transfer and Transfer Orders pages.

---

Related

- Transferring inventory (https://peasyos.com/help/transferring-inventory)
- Transfer orders (https://peasyos.com/help/transfer-orders)
- Inventory history (https://peasyos.com/help/inventory-history)

---

# Inventory Overview

Category: Inventory
URL: https://peasyos.com/help/inventory-overview
Keywords: inventory, inventory management, track inventory, warehouse management, inventory tracking, inventory system, what is inventory, available inventory, inventory level, where is my inventory, inline transfer, all items catalog, count page

Inventory Overview

Peasy keeps track of everything you have in inventory — how much, where it is, and when it changed. The Inventory section in the sidebar is where you go to browse your catalog, count inventory, review logs, and move items between locations.

Inventory section in sidebar showing Count, All Items, Logs, Transfer, and Transfer Orders

What's in the Inventory Section

- Count — Do physical inventory counts card-by-card. Pick a location and a count mode (Reset, Add, or Subtract), type in what you see on the shelf, review the resulting quantities, and confirm. You can also import counts in bulk from a spreadsheet or export current inventory as a CSV. This is the default page for the Inventory section.
- All Items — Browse Buy, Sell, and Conversion variants, plus Make variants that have a supplier, in one neutral catalog, with stock levels and progress bars. Click any item to open a detail panel where you can see per-location quantities, make inline adjustments (add, subtract, reset, or transfer between locations), and start restocking actions like creating a purchase order or receiving items. You can save filter, sort, and location presets as named views for quick access.
- Logs — See a complete log of every inventory change — receives, sales, manual adjustments, transfers, and production. Think of it as your audit trail. Each entry shows the transaction reference (e.g. "PO #456", "WO #123") so you can quickly trace what caused a change. Supports saved views for frequently used filter setups.
- Transfer — Stage transfers by picking a destination, entering quantities across items, and submitting. Peasy groups your pending transfers by source → destination and creates formal transfer orders when you submit.
- Transfer Orders — Track and manage the transfer orders you've created. Update status, ETA, shipping carrier, and tracking number as the transfer moves from created to sent to received.

Make variants without a supplier, including building blocks, are managed from Make > Items to make.

Where to Check Stock Levels

The best place to check inventory depends on what you're looking for:

- Buy > Items to buy — See current stock for everything you purchase. The Inventory column shows on-hand quantity for each buy item. This is where you'll spend most of your time checking what needs reordering.
- Sell > Items to sell — See current stock for everything you sell to customers. The Inventory column shows on-hand quantity for each sell product. Helpful when creating sales orders or checking what's available to ship.
- Inventory > Count — Do physical counts (Reset, Add, or Subtract), or open the Import / Export menu and pick Import inventory counts to enter many counts at once in a spreadsheet view. The same menu has an Export current inventory option for downloading a CSV snapshot.
- Inventory > All Items — See stock levels for the variants in this catalog with progress bars showing how close each item is to its restock point. Click any item to open a detail panel with per-location breakdowns and inline adjustment options. Pick All locations in the location dropdown to roll totals up across every location.

For a detailed look at stock movements over time, see Inventory History (https://peasyos.com/help/inventory-history). To understand what's committed vs. available, see Understanding Availability (https://peasyos.com/help/understanding-availability).

How Inventory Tracking Works

Peasy tracks inventory at the item level across all your locations. Here's the basic idea:

1. You add items — Buy items (https://peasyos.com/help/buy-item), sell products, or production templates (https://peasyos.com/help/production-template)
2. Inventory changes when you:
   - Receive items against a purchase order (https://peasyos.com/help/purchase-order)
   - Ship a shipment (https://peasyos.com/help/shipment) against a sales order (fulfillment)
   - Mark a work order (https://peasyos.com/help/work-order) as done (production)
   - Manually adjust the count — reset it, add to it, or subtract from it
   - Transfer inventory between locations
3. Peasy alerts you when inventory gets low

Every change is logged, so you always have a full history of what happened and when.

Key Concepts

Available Inventory

This is how much you currently have available. It updates in real time as you receive, fulfill, produce, transfer, or manually adjust.

Locations

If you have multiple warehouses, stores, or storage areas, inventory is tracked separately at each one. You can see totals across all locations or drill into one specific spot.

Units and Conversions

Items can have multiple units. For example, you might buy flour in 50-pound bags but count it in pounds. Peasy handles the math — when you receive one 50-lb bag, your inventory goes up by 50 lbs. See Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units) for more.

Restock Points

You can set a Restock Point for each item — the minimum quantity you want to keep on hand. When available inventory drops below that number, Peasy flags the item so you know it's time to reorder.

How Peasy Tells You What's Low

Peasy surfaces low-inventory information in several places so you don't have to go looking:

- Buy > Items to buy filter tabs — The Low and Order tabs on the Items to buy page show items approaching or below their Restock Point. See Restock Points (https://peasyos.com/help/restock-points).
- Sell > Items to sell — The Items to sell page includes an Inventory column so you can see current levels for the products you sell. Sales orders also create pending allocations against your inventory. See Understanding Availability (https://peasyos.com/help/understanding-availability).
- Sidebar badges — A red badge on Buy > Items to buy shows how many items need ordering. A red badge on Make > Items to make shows templates with ingredient shortages.
- To-Dos — Click To-Dos near the top of the sidebar to see everything that needs attention in one place — items to buy, products to make, pending deliveries, and items due for a count. See To-Dos (https://peasyos.com/help/alerts-and-notifications).
- Template gap alerts — If you use production templates, Peasy flags when you don't have enough ingredients to complete a run. See Template Gap Alerts (https://peasyos.com/help/template-gap-alerts).

Common Questions

What's the difference between on-hand and available quantity?
On-hand is the total physical stock you have at a location. Available quantity is on-hand minus any stock that is committed or reserved — for example, items allocated to open sales orders.

How do I track inventory across multiple locations?
Each item has separate quantities per location. You can view totals across all locations or filter to one specific location. Use transfers (https://peasyos.com/help/transferring-inventory) to move stock between locations.

Does Peasy support lot tracking?
Yes. There's no setting to turn on — Peasy creates a lot record every time you receive a purchase order or complete a work order. You can view every lot for an item on the Lots tab of the item detail page, pick specific lots when fulfilling sales orders, and optionally turn on auto-FIFO lot assignment for Shopify orders. See Lot Tracking (https://peasyos.com/help/lot-tracking) for the full walkthrough.

How do I fix an incorrect inventory count?
Use an inventory adjustment (https://peasyos.com/help/adjusting-inventory) to correct a single item — you can also make inline adjustments directly from the item detail panel on the All Items page. For a full reconciliation, run an inventory count (https://peasyos.com/help/counting-inventory) to compare all items at a location against what is physically on the shelf.

What are parent items vs child items?
A parent item is the product concept — for example, "Coffee." Children are the specific variants tied to it: buy items (how you purchase it), sell items (how you sell it), and the inventory unit (how you track stock). See Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units) for more.

Good to Know

- Red badges on the sidebar tell you how many items need attention (need counting, running low, etc.).
- All inventory changes are tied to your user account, so you can see who made each change in the history.

Related

- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units) — How units and conversions work
- Counting Inventory (https://peasyos.com/help/counting-inventory) — Step-by-step counting guide
- Understanding Availability (https://peasyos.com/help/understanding-availability) — Available vs. pending inventory
- Restock Points (https://peasyos.com/help/restock-points) — Low and Order views plus restock alerts
- To-Dos (https://peasyos.com/help/alerts-and-notifications) — Everything that needs attention in one panel
- Adjusting Inventory (https://peasyos.com/help/adjusting-inventory) — Manual corrections, when to adjust vs. use another workflow
- Inventory History (https://peasyos.com/help/inventory-history) — Reviewing your audit trail

---

# Understanding Items and Units

Category: Inventory
URL: https://peasyos.com/help/understanding-items-and-units
Keywords: unit conversion, UOM, unit of measure, SKU, item family, item types, packaging, cases vs each, buy variant, sell variant, matching buy and sell variants, duplicate variants, duplicate item family, make variant, conversion variant, inventory pool, variant, how units work, conversion ratio, parent item, add variant, variant count, variants sidebar, variant badge, suggested conversion, auto-fill conversion, sub-unit, subunit, include sub-unit, price per sub-unit, preferred inventory unit, change inventory unit, pounds to ounces

Understanding Items and Units

In Peasy, every product lives inside an item family. A family shares one inventory pool — a single running count of what you have — and contains one or more variants that represent the different ways you buy, sell, make, or convert that product. Peasy handles the conversion math so all your numbers stay in sync.

How to Get There

Open any item from Buy > Items to buy or Sell > Items to sell to see its units, variants, and conversions.

The Basics

You group items into a family when they share the same inventory pool — when every variant can be broken down into, or swapped with, the others without any production step in between.

Say you sell your light roast coffee in three formats: a single 12-oz bag, a 3-pack of those same bags, and a case of twelve. A case is just bags in a box. Pop it open and you have bags. Same inventory pool. One family.

| Variant    | Type | Unit conversion |
| ---------- | ---- | --------------- |
| 12-oz bag  | Sell | 1 bag           |
| 3-pack     | Sell | 3 bags          |
| case of 12 | Sell | 12 bags         |

When you sell one case, the pool drops by 12 bags. When you sell a 3-pack, it drops by 3. You never do the math yourself.

On the other hand, a 12-oz bag and a 1-lb bag are not the same family, even though they're both light roast — you can't fulfill a 1-lb order with two 12-oz bags, and repackaging would be a production step. Different products, different inventory pools, separate families.

How Item Families Work

An item family is the parent record — it holds the name, category, and image. Everything you actually buy, sell, make, or count is a variant inside that family.

Renaming a family also updates the name of its hidden inventory unit. Templates that use that inventory unit as their output show the new name. Your Buy, Sell, Make, and Conversion variant names stay as they are.

All variants in a family share the same inventory pool. So if your "Light Roast — 12 oz Bag" family has 60 bags available, Peasy can express that as:

- 60 single bags (the 12-oz Sell variant)
- 20 three-packs (the 3-pack Sell variant)
- 5 cases (the case-of-12 Sell variant)

It's the same coffee — just counted through whichever variant you're looking at.

Another common family shape is one product, multiple suppliers. If you buy the same green coffee beans from four different farms, that's one family with four Buy variants. The beans are the same thing once they arrive, and they all feed the same inventory pool — but you track each farm separately so you always know who sent what, at what price, and when.

The Four Variant Types

Each variant has a type that describes how it's used. You'll see a color-coded badge on each variant card in the side panel:

- Buy (blue) — A unit you purchase from a vendor. Used on purchase orders and when receiving. Example: "50-lb bag" from Acme Flour Co.
- Sell (green) — A unit you sell to a customer. Used on sales orders, invoices, and in your catalog. Example: "5-lb retail bag."
- Make (purple) — A unit you produce in-house. Created automatically when you build a template in Make > Items to make — you don't add Make variants by hand.
- Conversion (orange) — A unit you only use for counting or reference, not for buying or selling. Lets you describe the same pool in a different unit.

All four types share the family's inventory pool. Producing a Make variant adds to the pool; shipping a Sell variant deducts from it (on the shipment's ship date); receiving a Buy variant against a PO adds to it.

A Buy variant and a Sell variant can have the same name, unit, and conversion without being duplicates. The Buy variant is used for purchasing and receiving, while the Sell variant is used for customer orders and shipping; both update the same inventory pool.

When to Use a Conversion Variant

Conversion variants are useful when you need a unit that exists purely for counting or receiving — never for buying or selling. For example:

- Pallets for receiving. You never sell a pallet directly, but you need to know how many cases fit on one so you can log a delivery cleanly. Add a pallet Conversion variant (e.g., 1 pallet = 48 cases) and your receiving and inventory now speak the same language.
- Recipe reference units. You buy flour in 50-lb bags but your recipes call for cups. A cup Conversion variant lets templates and work orders reference the pool in cups without adding clutter to Buy or Sell lists.

Adding a Conversion variant gives you a unit label and ratio without turning it into something customers or vendors ever see.

Creating an Item

When you add a new item, the modal has two steps:

Step 1: Pick the Family

Choose New Item to start a new item family with its own inventory pool, or New Variant to add a variant to an existing family (a shared inventory pool).

For a new family, fill in:

1. Item Name — What the family is called (e.g., "All-Purpose Flour")
2. Category — Optional, used for organizing and filtering

Click Continue.

Step 2: Add the First Variant

Pick a variant type card (Buy, Sell, or Conversion), then enter:

- Variant Name — What you want to call this specific unit (e.g., "case of 12")
- Unit — The unit label that shows up on orders and reports
- Conversion — How the variant's unit relates to the rest of the family's unit chain. When both units are standard measurements Peasy recognizes (like kg and g, or oz and lb), Peasy fills in the conversion automatically — type over it any time to override.

The first variant you add anchors the family's Inventory Unit — the base unit at the root of the conversion chain. Every other variant's conversion ties back to it. You'll see the Inventory Unit called out on the item detail side panel, where you can rename it or choose a different unit for displaying and counting stock.

Tracking a smaller sub-unit

Next to the Unit field, you'll see an Include sub-unit checkbox. Check it when you want inventory tracked at a smaller level than the visible variant — for example, you sell by the case but want stock counted in bottles.

When checked, two things appear:

- A Sub-unit dropdown for the smaller unit (e.g., "bottle"), and an inline conversion field where you set how many sub-units make one main unit (e.g., 1 case = 12 bottles). The same unit can't be picked for both — the sub-unit dropdown disables the main unit and clears any matching selection if you change the main unit later.
- A per main / per sub toggle next to Unit Price / Unit Cost. Enter the price in whichever unit is easier — if you enter $5 per bottle with 12 bottles per case, Peasy stores $60 per case so reports and orders always reflect the visible variant's unit.

Behind the scenes, the sub-unit becomes the family's hidden Inventory Unit and the visible variant maps to it at the ratio you entered. The sub-unit option is only available the first time you add a variant to a brand-new family — after that, change the Inventory Unit from the item detail side panel.

Click Save. That's it — your family and first variant are ready.

Editing an Existing Variant

Changing the Inventory Unit

Use Inventory Unit on the item detail panel to choose the unit for displaying and counting the family's stock. Changing from pounds to ounces uses an existing matching unit or adds an ounces Conversion variant, which appears in the variants table. Pounds stays available, and existing receipts, purchase orders, templates, and work orders keep their original units and quantities.

If you're only changing the wording at a 1:1 conversion, such as lbs to pounds, Peasy renames the unit without changing quantities or conversions.

Editing Variant Details

Use the same full editing form from either a regular list or a list grouped by family:

1. Go to Buy > Items to buy or Sell > Items to sell.
2. If the list is grouped by family, click the family's name to expand its variants.
3. Hover over the variant's name and click the pencil button, Edit item variant.
4. In Edit Item Variant, update the variant's details, such as Variant Name, SKU, Unit, conversion, or its buying or selling price.
5. Click Save & Close.

Clicking the variant's name opens its item detail page instead of editing it. Clicking a grouped family's name expands or collapses its variants. The edit form opens the existing variant directly, without a Back button to the new-item setup step.

If you have unsaved changes and cancel, press Escape, or click outside the form, Peasy asks Exit without saving? Choose Stay here to keep editing, or Exit without saving to discard those changes.

Adding More Variants to an Existing Family

Already have an item and want to buy or sell it in a different size?

1. Go to Buy > Items to buy or Sell > Items to sell (https://peasyos.com/help/catalog).
2. Click + New Item.
3. In the modal, click the New Variant card.
4. Choose the Item Family you're adding to.
5. Pick the variant type (Buy, Sell, or Conversion), then enter the unit name and conversion ratio.
6. Click Save.

For example, if you already buy green beans from one farm, you could add a second Buy variant for a new farm that's sending the same beans in a different bag size.

Duplicating a Buy or Sell Variant

When the new variant is similar to one you already have, open the source variant's ... menu and choose Duplicate Variant. Peasy opens the standard New Variant form with the source details filled in. Update the vendor, SKU, unit, price, conversion, or any other differences, then click Save & Close.

You can duplicate Buy and Sell variants from the Items tables, a vendor's item list, or the Variants table on an item detail page. Make variants are managed through templates and don't have this action.

Make variants don't appear as a card here — they come from templates. To add one, create a template in Make > Items to make and set this family as the output.

Duplicating an Item Family

From the family's ... menu, choose Duplicate Item Family to make a new family with its active Buy, Sell, and Conversion variants. You can review their names and SKUs before duplicating. The new family has its own inventory pool.

Templates do not come with the new family. If a copied variant uses a Make unit in its conversion, Peasy reuses an existing Conversion variant with the same unit and conversion amount when possible. Otherwise, it copies the needed Make unit as an active Conversion variant so the unit chain stays together, even if its template was archived. To produce an item in the new family, set up or duplicate a template separately in Make > Items to make (https://peasyos.com/templates) and check its output item.

If the family has only Make variants, the dialog cannot duplicate it. Use the Items to make link in the dialog to open its template instead.

Categories

Item families can be organized into categories like "Dry Goods," "Dairy," "Packaging," etc. Categories help you:

- Filter and find items faster
- Group items on reports
- Keep your list organized as it grows

You can set a category when creating a family, or update it later.

What the Variant Count Shows

The small number next to an item family — on the /all-items page, in the variants sidebar on the item detail page, and in tooltips like "3 variants in this family" — counts only Buy, Sell, and Conversion variants. These are the variants you directly add, edit, and transact in.

Two things are intentionally not in that count:

- Make variants. They're managed from the template, not from the item side panel, so they don't show up alongside the variants you add by hand.
- The Inventory Unit. This is the family's internal base unit for stock tracking. It isn't listed as its own variant card, but you can choose it as the Receiving unit when receiving against a purchase order. A Conversion variant selected for displaying inventory remains a visible variant and is included in the count.

So a family with one Buy variant, one Sell variant, one Make variant, and an Inventory Unit shows 2 variants on the badge — the Buy and Sell. Make variants remain visible and editable through Make > Items to make, and the Inventory Unit is managed from the item detail page.

Good to Know

- One pool per family. Every variant in a family draws from the same inventory count. Selling a case of 12 reduces the same pool as selling 12 individual bags.
- If there's a production step in between, it's a separate family. If moving from one unit to another requires repackaging, rebagging, or assembly, those units belong to different families — connect them with a template instead.
- Conversions can't be zero. Every variant needs at least a 1:1 ratio.
- Make variants are template-driven. If a family needs a Make variant, create the template — Peasy will create the variant for you and keep them linked.
- Same pool, different units. If you need the same family in a new unit that you'll never transact in, use a Conversion variant instead of a second Buy or Sell variant.

Related

- Understanding Item Types (https://peasyos.com/help/understanding-item-types) — Buy, Sell, Make, and Conversion variants explained in more detail
- Add Your Items (https://peasyos.com/help/add-your-items) — How to get items into Peasy
- Counting Inventory (https://peasyos.com/help/counting-inventory) — Counting inventory in different units
- Creating Templates (https://peasyos.com/help/creating-templates) — How Make variants are created
- Inventory Overview (https://peasyos.com/help/inventory-overview) — How inventory tracking works

---

# Counting Inventory

Category: Inventory
URL: https://peasyos.com/help/counting-inventory
Keywords: stock count, Beacon count sheet, Beacon fill in counts, physical count, cycle count, stocktake, audit inventory, recount, verify stock, inventory check, physical inventory, stock check, count sheet, area count, reconcile, variance, restock, how many do I have, starting inventory, initial count, first count, capture inventory, baseline inventory, opening stock, bulk upload inventory counts, count mode, reset add subtract, add to inventory, subtract from inventory, review counts, count note, count lot, all locations, count date, backdated count, count vs sale date, count baseline, unsaved counts, resume count, page refresh, lost my counts, count survives refresh, count page cards, count card, item card on count page, what's on a count card, what do the count cards show, count card details, count card fields, count card colors, color bar green red grey, last counted badge, storage area on card, unit dropdown on count card, inventory as of date, historical inventory report, compare inventory dates, inventory comparison report, opening inventory, closing inventory, inventory variance report, download inventory CSV, export inventory Google Sheets

Counting Inventory

The Count page is where you do physical inventory counts. Choose Reset, Add, or Subtract mode depending on how you want your entries applied, then enter card-by-card counts — or use the Import / Export menu to update many counts at once and run current or historical inventory reports.

Capture Starting Inventory

Before Peasy can track what's running low, it needs to know what you have right now. This is a one-time physical count to establish your starting inventory numbers.

How to Get There

Go to Inventory > Count in the sidebar.

What You'll See

The Count page shows your items as cards in a scrollable list. Each card has:

- Item name (clickable to view details) and a category tag (color-coded)
- Current inventory (e.g., "45 cases") and last counted date
- Storage area badges showing where the item lives
- A unit dropdown (if the item has multiple units) and a count input field
- Note and lot icons next to the count input — click the note icon to attach a comment to that entry, or the lot icon (available in Add and Subtract mode) to tag the entry with a specific lot
- A thin color bar on the left edge: green = counted today, red = needs counting, grey = neutral

The top of the page is split into two rows:

- Row 1 — a filter button (filter by type, category, or storage area), a Save View button (appears when you have active filters or sort), a search bar, and the Import / Export menu (import counts in bulk, export current inventory, run historical reports, or open a Beacon walkthrough)
- Row 2 — the count mode selector (Reset, Add, Subtract) on the left, and on the right a location dropdown (including All locations for an aggregate view) plus the split Submit button with the count date picker attached (Reset mode only)

When you have saved views, they appear as quick-select buttons in the header bar near the top of the page. The Submit button shows a badge with the number of unsaved changes.

Choosing a Count Mode

- Reset — Type the exact quantity you counted. Peasy sets on-hand to that number, replacing the current count. This is the default and the right choice for a full physical count.
- Add — Type a quantity to add on top of what's currently on-hand. Useful for logging a delivery or found stock without doing a full recount.
- Subtract — Type a quantity to remove from what's currently on-hand. Peasy warns you in the review step if a subtraction would take an item below zero, but still lets you confirm it.

The mode you pick applies to every card on the page and locks once you have any unsaved entries, so a number you're mid-way through typing can't suddenly mean something different. Save or discard your pending counts first if you need to switch modes.

Step by Step

1. Go to Inventory > Count.
2. Pick your location from the dropdown in the top-right (if you have more than one). Count entry is location-specific, so choose a single location rather than All locations.
3. Choose your count mode — Reset, Add, or Subtract.
4. Check the date (Reset mode only). It defaults to today. If you're entering counts from a different day, click the calendar icon to change it.
5. Walk through your storage area with Peasy open on your phone, tablet, or laptop.
6. For each item, enter the quantity you counted (or the amount to add/subtract) in the count input field on the right side of the card. Optionally add a note, or tag the entry with a lot in Add/Subtract mode.
7. If the item has multiple units, pick the unit you're counting in from the dropdown (e.g., "cases" vs. "each"). Peasy converts to the family's Inventory Unit behind the scenes.
8. Repeat for as many items as you can.
9. Click Submit in the top-right, then check the review step — it shows each item's current, entered, and resulting quantity — and click Confirm to save everything at once.

Counts are staged in memory as you type. Nothing is saved until you confirm the review step. The badge on the Submit button tells you how many items have pending changes.

Tips for Your First Count

- Count by area. Use the filter button to select a storage area like Walk-in Cooler or Dry Storage and count everything in that area first. You can also click an area badge on any card to filter to that area. Counts from different areas add up; they never overwrite each other.
- Use the unit that's easiest to count. If you have cases stacked on a shelf, count in cases. Peasy converts everything automatically.
- Don't stress about perfection. Your first count is a baseline. You'll refine it over time as you receive orders and do regular counts.
- You don't have to count everything at once. Count what you can, save, and come back for the rest later.

Taking the Tour

When you land on the Count page from the journey checklist, Peasy offers a guided tour with a steps panel that walks you through the search bar, filters, location selector, date picker, item cards (stock, last-counted date, status indicators), unit selector, count input, the Submit button, and the quick adjust feature.

Recurring Counts

After your starting inventory is in place, use this same page for regular counts, recounts, and spot checks.

How to Count Inventory

1. Go to Inventory > Count in the sidebar.
2. Pick your location using the dropdown at the top (if you have more than one).
3. Choose your count mode — Reset to set an exact count, or Add/Subtract to log a delta.
4. Check the date (Reset mode only) — it defaults to today. If you're entering counts from a different day, use the calendar icon to change it.
5. Find the items you want to count. You can scroll through the list or use the search bar.
6. Enter counts in the input field on each item card. Choose the unit you're counting in from the dropdown (e.g., "cases" vs. "individual units").
7. Click Submit, review the resulting quantities, and confirm.

That's it. When Peasy shows the success message, the inventory write has been accepted. On a busy system, a cached inventory view may take a short time to refresh and show the new total; you do not need to submit the same count again.

Reviewing Before You Submit

Clicking Submit always opens a review step before anything is saved — for Reset, Add, and Subtract alike. For each pending item it shows:

- The current on-hand quantity
- The amount you entered (the new count for Reset, or the delta for Add/Subtract)
- The resulting quantity after the change

If a Subtract entry would take an item below zero, that row is flagged so you can double-check it before confirming — Peasy still lets you submit it. Click Confirm to save, or Cancel to go back and make changes.

What You See on Each Card

Each item shows up as a card with helpful details:

- Color bar on the left:
  - Green — Already counted today
  - Red — Needs counting
  - Grey — Not yet counted (no urgency)
- Item name — Click to go to the item detail page
- Category — Shown as a colored tag
- Current inventory — What Peasy thinks you have right now, based on past counts and transactions
- Last counted — When someone last counted this item (green badge if it was today)
- Storage area — Where the item lives in your location
- Unit dropdown — Pick which unit to count in (e.g., pounds vs. 5-lb bags)
- Count input — Where you type the number you actually counted (Reset) or the delta (Add/Subtract)
- Note icon — Attach a short comment to that entry, saved along with the count
- Lot icon — In Add or Subtract mode, tag the entry with an existing lot or type a new one; disabled in Reset mode since a reset isn't tied to a specific movement

Choosing Your Counting Unit

You can count in whichever unit makes sense. If you buy flour in 50-lb bags, you might count bags instead of individual pounds. Just pick the right unit from the dropdown, and Peasy converts everything behind the scenes.

For example:

- You see 4 bags of flour on the shelf
- Select "50-lb bag" as your unit
- Enter 4
- Peasy records 200 lbs in inventory

Inline Adjustments

If you just need to add or remove a specific quantity (instead of doing a full count), click any item to open the detail panel. From there, use the inline adjustment controls for the location you want to change — you can add, subtract, or reset inventory to a specific number.

Bulk Import Inventory Counts

Use Import inventory counts when you have a spreadsheet count sheet or need to update many items at once.

1. Go to Inventory > Count.
2. Pick the location you are counting. Bulk import is disabled in All locations because counts must be written to one location.
3. Open the Import / Export menu and click Import inventory counts.
4. Enter counts in the grid, or click Upload CSV and use Peasy's template. Use Duplicate Row to repeat a row when you're entering similar adjustments back-to-back.
5. Review the rows and click Submit. The submit button shows a badge with the number of rows queued for save, and the calendar icon beside it sets the count date.

When you upload a file, Peasy matches the item names in it to items in your catalog. To help you check those matches before submitting, the review grid shows:

- An Original Input column with the exact item text from your uploaded file, so you can compare it against what Peasy matched. This column is read-only.
- Color-coding on the Item cell that reflects how confident Peasy is in a suggested match — green for a strong match, yellow when it's less certain. Once you pick an item yourself, the color clears so you can tell your choices apart from Peasy's suggestions. Rows where Peasy couldn't find a match are highlighted so you can select the correct item.

Bulk import writes count adjustments for the selected location. It is best for full shelf counts or spreadsheet-based counts; card-by-card counting on the Count page is better for quick spot checks.

Let Beacon fill in the count sheet

You can also ask Beacon to fill in the sheet for you. List your counts in a message (for example, "I counted 40 jars of honey and 12 cases of mustard at the Warehouse"), or attach the CSV or spreadsheet you counted on and ask Beacon to fill in the count sheet from it. Beacon replies with a button that opens Import inventory counts at that location and date, with the rows filled in. When you don't say which unit you counted in, Beacon uses the unit the item was last counted in at that location, or its Inventory Unit if it hasn't been counted there; change it on the sheet if you counted in another unit.

The sheet covers one location. If your spreadsheet has rows for several locations, Beacon asks which one to start with and fills in one sheet per location. A count sets an item's total, so it can't name a lot; if a counted row names one, Beacon asks whether to count it without the lot or to add or subtract instead.

Beacon never saves the counts. Nothing changes until you review the rows and click Submit yourself. Peasy matches the item names when you submit, the same way as an uploaded file, and asks you only about the ones it can't match, so check each row's item and quantity before you submit. If you already have rows in the sheet, Peasy asks before replacing them with Beacon's.

If you close the sheet without submitting, click the button in Beacon again to reopen it. Beacon's rows stay filled in until you submit or for 30 minutes. After that, the button opens the same location without Beacon's rows. On the phone, continue the chat in Peasy on the web.

Exporting Current Inventory

The same Import / Export menu has an Export current inventory option that downloads a CSV snapshot of your current on-hand quantities. Useful for spot-checks, audits, or sending counts to your accountant.

The export reflects what you see on screen. If you have a search term, category filter, or the 🚨 Count quick filter active, the CSV will only include those items. Clear all filters first if you want a snapshot of every item.

Inventory As Of

Use Inventory as of a date… to see what your inventory was at the end of a past day.

1. Open Import / Export and choose Inventory as of a date….
2. Choose a date.
3. Click Download, or Export to Google Sheets if Google Sheets is connected.

Compare Inventory Dates

Use Compare inventory dates… to compare inventory between two days.

1. Open Import / Export and choose Compare inventory dates….
2. Choose the From and To dates.
3. Click Download, or Export to Google Sheets if Google Sheets is connected.

Moving From past To clears To. Choose a new end date before exporting.

The comparison shows opening, closing, and net quantities, percentage change, and expense and sale values. Opening inventory is calculated at the start of the first day, while closing inventory is calculated at the end of the second day, using your local time.

As Of and Compare reports cover the whole business and do not inherit the Count page's search, filters, or selected location. Historical quantities are paired with your current item names, categories, types, SKUs, units, and valuation settings, so catalog changes made later may appear alongside earlier quantities.

All Locations View

If you choose All locations from the location dropdown, Peasy shows aggregate inventory across locations. This is useful for reviewing totals and opening item details, but count inputs and bulk import are disabled because a count must belong to a specific location.

Counting by Storage Area

If your location has storage areas set up (like Walk-in Cooler, Dry Storage, or Back Warehouse), you can count items by area. Use the area filter on the Count page to focus on one area at a time — count everything in the walk-in, save, then move on to dry storage.

Counts from different areas add up. They don't overwrite each other. This is the most common question we get, so it's worth repeating: areas tally, they never overwrite.

For example, say you have cocoa powder stored in two places:

- You count 10 lbs in Dry Storage
- You count 5 lbs in Walk-in Cooler
- Your total inventory at that location = 15 lbs

If you only count items in one area, the counts in your other areas stay as they were from their last count. You don't need to recount every area every time.

The same item can appear in multiple areas — handy for overflow storage. Peasy adds them all up to give you one location-level total.

Saved Views

If you regularly count with the same filters — say, only buy items in Dry Storage sorted by category — you can save that setup as a named view.

1. Apply the filters, sort, and location you want.
2. Click the Save View button that appears next to the filter button.
3. Give your view a name and optional icon, then save.

Your saved view appears as a button in the header bar. Click it to instantly apply those filters again. You can also:

- Update a view — Change your filters, then click Save View > Update this view to save the new setup.
- Rename or delete a view from the dropdown menu on the active view button.
- Clear a view — Click All in the views bar to go back to the unfiltered list. Your previous filters are restored.

Common Questions

How often should I count inventory?
It depends on your business — some do weekly cycle counts of different areas, while others do a full count monthly or quarterly. Peasy supports both approaches. The key is consistency: regular counts catch discrepancies early before they compound.

Can I count just one area at a time?
Yes. When you start a count, you can filter by storage area to count a subset of your inventory. This makes cycle counting practical even during business hours.

Who can perform inventory counts?
Any team member with access to the Inventory section can perform counts. You can see who counted what and when in the inventory history for each item.

What happens if my count doesn't match what Peasy expects?
Peasy shows the variance with color-coded indicators — green means your count matches, yellow or red means there's a difference. When you save, the system adjusts your on-hand quantity to match what you actually counted.

Can I count in a different unit than what I normally buy in?
Yes. Use the unit dropdown on each item card to switch between compatible units. For example, you can count flour in pounds even if you buy it in 50 lb bags — Peasy handles the conversion automatically.

Good to Know

- Counts are per location. If you have multiple warehouses, count each one separately by switching the location dropdown. Use All locations for review, not for entering counts.
- Count mode locks while you have pending entries. Save or discard your in-progress counts before switching between Reset, Add, and Subtract.
- Only Reset supports backdating here. Add and Subtract always apply now — they're deltas, not an "as of" count — so the count date picker only appears in Reset mode. If a saved Add or Subtract belongs on an earlier day, choose Edit on its row in Inventory History (https://peasyos.com/help/inventory-history) and change its Inventory Date.
- Unsaved changes warning — If you navigate away before saving, Peasy warns you so you don't lose your work.
- A refresh won't wipe your progress. If you accidentally reload the page, Peasy restores your count mode and any counts you'd entered but hadn't submitted, as long as it's been less than an hour. This only covers the same browser tab — opening the Count page in a new tab starts fresh.
- Count date matters (Reset mode) — If you're entering yesterday's counts, change the date first. The date turns red if it's not set to today as a reminder.
- A Reset count is your baseline as of its date. Sales, receives, and other movements dated after a count adjust from the counted number. A movement you backdate to on or before a count is treated as already reflected in that count, so it won't change today's on-hand. See Dating Inventory Movements (https://peasyos.com/help/dating-inventory-movements).
- You don't have to count everything at once. Count what you can, save, and come back for the rest later.
- Red badges in the sidebar show how many items need counting.

Related

- Inventory Overview (https://peasyos.com/help/inventory-overview) — How inventory tracking works in Peasy
- Inventory History (https://peasyos.com/help/inventory-history) — See a log of all inventory changes
- Dating Inventory Movements (https://peasyos.com/help/dating-inventory-movements) — How count dates and backdated movements affect on-hand
- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units) — How unit conversions work
- Bulk Edit Lot Assignments (https://peasyos.com/help/bulk-edit-lot-assignments) — Correct lots on transactions that already happened

---

# Inventory History

Category: Inventory
URL: https://peasyos.com/help/inventory-history
Keywords: audit trail, stock log, inventory changes, transaction history, adjustments, variance, discrepancy, what happened, who changed, stock movements, adjustments log, track changes, trace changes, inventory transactions, inventory log detail, view log detail, pending, pending transactions, scheduled, scheduled shipment, backorder, backordered, unfulfilled demand, open purchase orders, open sales orders, in-flight, upcoming, status, complete, bulk edit lots, edit lot assignments, bundle input, bundle output, bundle lot, variety pack lot, source add, source deduct, connected source, shopify inventory, shopify fulfillment, shopify restock, filter by source, manual source, sales order source, work order source, reversing entry, search by transaction id, po number, so number, work order number, transfer order number, effective date, created date, created at, date vs created date, when it happened, backdated, why did the date change, same-day recounts, recount order, timezone, local time, UTC, export inventory logs, download inventory history, inventory history CSV, google sheets, reset inventory, manual reset, set exact inventory count, delete inventory reset, delete manual adjustment, unit value, total value, unit cost, total cost, input COGS, edit production input, correct ingredient cost, order id, transaction id, invoice number, bill number, detail panel sections, receipt documents, COA, bill of lading, document upload, inventory valuation detail, valuation workbook, inventory valuation report, opening inventory value, ending inventory value, recorded unit cost, valuation unit cost, inventory chart, inventory over time, pinned tooltip, on-hand tooltip, historical inventory count, Sales Report, net sales, gross profit, gross margin, shipping charged, channel report, period costs, weighted average

Inventory History

The History page shows a complete ledger of inventory movements and related audit entries — past and in-flight. Receives, sales, manual adjustments, transfers, production, open purchase orders, open sales orders, and work orders in progress all show up here. It's your audit trail for "what happened" and your forward-looking view of "what's about to happen."

How to Get There

Go to Inventory > Logs in the sidebar.

What You'll See

Each row in the history table represents an inventory movement, count, forecast, or history-only audit entry. Here's what the columns show:

| Column                                              | What it means                                                                                                                                                                                 |
| --------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Item Name                                           | Which item was affected                                                                                                                                                                       |
| Type                                                | What caused the change (see below)                                                                                                                                                            |
| Order ID                                            | The internal Peasy order number — the purchase order, sales order, work order, or transfer order behind the row                                                                               |
| Transaction ID                                      | The external transaction number, like an Invoice # on a sale or a Bill # on a receipt                                                                                                         |
| Status                                              | Pending, Scheduled, or Complete — see "Pending vs. Complete" below                                                                                                                |
| Quantity                                            | How much was added or removed                                                                                                                                                                 |
| Inventory Date                                      | The effective date — when the change counts against inventory. Editable on the source record, so it can be backdated; for pending rows, when it's expected                                    |
| Created At                                          | The audit timestamp — the exact date and time the record was entered into Peasy. Read-only, and useful for telling apart same-day recounts                                                    |
| Performed By                                        | Who made the change                                                                                                                                                                           |
| Location                                            | Which location was affected                                                                                                                                                                   |
| Vendor (https://peasyos.com/help/vendor) / Customer (https://peasyos.com/help/customer) | The vendor or customer involved (if applicable)                                                                                                                                               |
| Notes                                               | Any extra details or system notes                                                                                                                                                             |
| Unit Value / Total Value                            | What the units were worth at selling price. A sale uses the price on its order line; every other row uses the item's list price. Blank on receipts and work order inputs, which are cost-only |
| Unit Cost / Total Cost                              | What those units cost — the vendor price on a receipt, the consumption cost on a work order input, the production cost on an output, and COGS on a sale                                       |

When a Shopify source movement is tied directly to a Shopify order, Transaction ID shows the Shopify order ID and Order ID stays blank because there is no Peasy sales order. Open the row to see the same Transaction ID at the top of the detail panel, then click it to open that exact order under Configure > Integrations > Shopify > History. Shopify Sale, Return, Shipment Cancelled, and Correction rows show Shopify in the Customer column, because Peasy does not create a customer for a Shopify buyer.

Inventory Date vs. Created At

The table shows both dates side by side, and clicking any Complete row opens its detail panel with the same two dates:

- Inventory Date — the effective date. It's when the change counts against your inventory, and it's editable on the source record (a sale's shipment ship date, a delivery's Receive Date, and so on), so a movement can be backdated. For a manual Add, Deduct, or Reset, the entry is its own source: change the date with Edit in the row's three-dot menu.
- Created At — read-only. The exact date and time the record was actually entered into Peasy. It never changes, so even a backdated movement shows exactly when it was logged — and if you make more than one manual recount on the same day, Created At is how you tell which one happened last.

The Inventory Date is what drives your on-hand math; Created At is there for your audit trail. See Dating Inventory Movements (https://peasyos.com/help/dating-inventory-movements) for how the effective date interacts with your counts.

The Detail Panel

Clicking a row opens a detail panel on the right, organized into these sections:

- Record — the order and transaction numbers, inventory date, location, and the customer or vendor. The type and status badges sit at the top right of this section.
- Item — the item and SKU, quantity, and the value and cost figures for that movement.
- Notes — any note on the record, where it came from, who entered it, and when.

Completed Received rows also have a Documents section at the bottom. Open it to upload a file or find documents attached to that receipt. Click a document card to download it, or use the filter button beside Documents to show a specific type, such as COA. Pending rows have no Documents section.

A value that's too long for the panel is shortened; hover it to see the whole thing.

For a sale (and any other row that draws stock from an existing lot), the panel has no tabs. Its Lot and Unit Cost fields link to the record that created the lot instead — the original receipt or work order — because that's where the lot's history and cost breakdown actually live. Clicking Unit Cost takes you straight to that record's Input COGs view.

For a completed work order output or co-manufacturer receipt, open Input COGs to see the ingredients and other costs recorded for that production run. Click an ingredient card to correct its quantity, lot, notes, unit-aware cost (for example, Cost per lb), or Total input cost. Saving refreshes the batch total and cost per output unit. Additional cost cards are shown for context but stay read-only here.

You can also open log details from related pages:

- On an item detail page, open Inventory Logs and click a row to see that log in the right panel.
- On a vendor detail page, open Inventory and click a row to see that vendor's inventory log detail.
- Use the row's three-dot menu and choose View log detail when you want the same detail panel without clicking the row.

Closing the detail panel returns you to the item or vendor details you were viewing.

Inventory Chart on Item Details

Open the full item detail page and select Inventory Logs to see Inventory over time above the table. The solid stepped line shows actual on-hand counts, followed by a dashed projection of pending movements, for the same table page of up to 50 entries, in the unit shown in the chart heading. Hovering highlights a transaction with a solid dot in the chart’s primary color. Completed transactions appear first in chronological order, followed by pending entries on the right even when their expected dates are in the past. Dates label completed groups; pending tooltips show Pending without an expected date.

- A small count label stays above the last actual on-hand point, before the pending projection. If the page contains only pending entries, the label marks the current scoped on-hand baseline at the left. Hover over a point to show its date without a timestamp, transaction Type and quantity, and on-hand count in a tooltip. Colored dots show the Type color and on-hand status. Zero or negative on-hand is always red. Positive counts use the current global restock point for All Locations, or the selected location’s restock point. A combined location subset without a single restock point, or unavailable restock settings, shows a neutral on-hand dot. Moving away hides the hover tooltip; the small count label remains visible. When filters hide newer entries, this historical count may differ from today’s inventory.
- Click a point or drag across transactions to select them. The pinned summary shows the selected counts and change; Investigate with Beacon opens a new chat with that selection. Click outside the selection tooltip or press Escape to clear it. Hovering a point shows a dotted guide and a Click or drag to investigate hint. Keyboard users can focus the chart selection control, use Left/Right to select a transaction, and hold Shift to extend the range. The range compares its first and last plotted counts; filtered-out movements may also contribute to that change.
- Location narrows both the logs and the chart. With no location selected, the chart totals all active locations; selecting several combines those locations into one count series.
- Search and Status change which entries appear. Each plotted count still accounts for the completed inventory changes needed to establish that balance, including changes outside the displayed entries.
- Pending tooltips show the transaction Type and quantity, then Projected on hand. This projection adds only the displayed pending movements in the active location scope to the last displayed actual count, or the current scoped baseline on a pending-only page. It is not a full forecast of hidden entries. Pending and history-only entries do not change actual on-hand inventory; history-only entries contribute no projected movement.

The table loads first. The chart then slides into view with dates and horizontal grid lines, followed by the line drawing from left to right. Drag its bottom border up or down to resize the chart; the border highlights on hover. You can also focus the border and use the Up and Down arrow keys. The Y axis has no labels; the tooltip provides the exact count. This reveal repeats when you reopen the tab. Reduced-motion preferences skip the animation. If it shows Inventory chart unavailable, the log entries stay usable; click Refresh chart to try again. An empty result shows No inventory history to chart.

Pending vs. Complete

Every row has a status badge:

- Complete (green) — The transaction has been finalized. Most Complete rows are physical movements or counts; a bundle assembled at fulfillment also has a balanced Sale and Bundle Output pair that records what happened without changing on-hand inventory.
- Pending (yellow) — The transaction is expected but hasn't been finalized yet. Inventory hasn't moved yet.
- Scheduled — A future-dated shipment that's arranged but hasn't reached its ship date. It stays Scheduled until that date arrives, when it becomes a Complete row automatically.

Pending rows come from in-flight work so you can see upcoming stock movement before it happens:

- Open purchase orders waiting to be received
- Open sales orders that haven't shipped yet — the still-unshipped quantity shows as Unfulfilled
- Open Shopify orders on a store that uses the updated Shopify order handling — the still-unshipped quantity shows as Unfulfilled, with Shopify as its Source and Customer, and its Transaction ID links to the Shopify order
- Work orders in progress (both the inputs they'll consume and the outputs they'll produce)
- Transfer orders that have been created but not yet sent or received

Pending rows don't affect your current inventory count — they're a forecast. As soon as the underlying transaction is completed (PO received, SO or Shopify order fulfilled, WO logged, transfer sent), the pending forecast is reconciled with the resulting Complete history.

Transaction Types

You'll see these types of changes in the history:

- Received — Items received from a purchase order (https://peasyos.com/help/purchase-order), or the expected receipt on an open PO (pending)
- Sales — Items deducted from a fulfilled sale, or the expected deduction on an open sales order (pending)
- Manual Add — Someone manually added inventory (like a count adjustment upward)
- Manual Deduct — Someone manually removed inventory (count adjustment downward)
- Reset — Someone set inventory to an exact count instead of adding or subtracting a quantity
- Transfer Out / Transfer In — Items moved between locations, including transfer orders that haven't sent yet (pending)
- Production Input — Ingredients (https://peasyos.com/help/ingredient) used in a work order (https://peasyos.com/help/work-order), or the expected consumption on a WO in progress (pending)
- Production Output — Finished products created by a work order, or the expected output of a WO in progress (pending)
- Bundle Input — A component used when a bundle or variety pack ships
- Bundle Output — The finished bundle assembled at shipment time. It appears with an equal-and-opposite Sale row for the bundle, so the two finished-bundle rows balance while the component inputs show what inventory was actually consumed
- Source Add — A connected source added physical stock. The Source column names the provider, such as Shopify.
- Source Deduct — A connected source removed physical stock. The Source column names the provider, such as Shopify.

Shopify source rows use more specific labels: a fulfillment is Sale, a physical return or restock is Return, stock restored after a shipment cancellation is Shipment Cancelled, and an inventory correction is Correction. Older rows and unrecognized Shopify movements keep Source Add or Source Deduct. Other connected sources also keep those generic labels. Placing, increasing, reducing, or canceling an unfulfilled order changes its pending Unfulfilled row instead of creating a physical-movement row, and a money-only refund does not move inventory.

Filtering and Searching

The history page can show a lot of data, so there are several ways to narrow things down:

- Search — Type an item name, SKU, lot number, or a transaction ID (purchase order, sales order, work order, or transfer order number) to find specific entries
- Date range — Set start and end dates to see a specific time period
- Item filter — Show history for just one item
- Location — Filter by a specific warehouse or store
- Transaction type — Show only receives, only sales, etc. Choose Unfulfilled to include open sales orders, bundle orders, and Shopify source orders together. Older saved views that selected just one kind keep that narrower selection.
- Source — Show movements initiated manually, by Shopify, by a sales order, by a work order, or by another source. A count adopted with Pull all from Shopify shows Shopify as its source.
- Status — Show only Pending rows or only Complete rows
- Vendor or Customer — See all transactions with a specific trading partner. Choose Shopify under Customer, or search for "Shopify", to see Shopify Sale, Return, Shipment Cancelled, Correction, and pending Unfulfilled rows. Blank does not include them.

Exporting Inventory History

Click Reports to open a collection of report cards. Each card explains what the report provides. Selecting a card changes the same modal to that report's details and settings. Use Back to choose another report.

To download inventory movements:

1. Apply the log filters you need.
2. Open Reports and choose Current View. With no filters applied, the same card is labeled Inventory History.
3. Click Download on the next screen.

The CSV uses the log filters, including dates, items, vendors, and locations; it does not reproduce search text or your column display settings.

The other cards offer Current Inventory, Inventory as of date, Compare Periods, Inventory Valuation Detail, Cost of Goods (COGS), and Sales Report. These reports use their own scope independently of the log filters. Choose a card, fill in any required settings, then click Download. For Compare Periods, moving From past To clears To so you can choose a new end date.

Inventory History and Current Inventory also offer Export to Google Sheets when a compatible inventory spreadsheet is connected. This refreshes the connected spreadsheet; log filters apply only to the CSV download. If Sheets is not ready, connect Google Sheets opens setup. Inventory as of date and Compare Periods can export their selected dates to Google Sheets separately.

For Inventory History and Current Inventory, an existing running or failed sync shows Open Google Sheets settings so you can manage it there. If a new export fails, Peasy opens those settings automatically.

Sync to Google Sheets and Request a new report are separate cards below the reports. The first opens Google Sheets settings; the second opens a request in Beacon.

This is also the most flexible way to export receiving data when the Received page does not have the exact report you need. Filter Transaction type to Received, then narrow by date, vendor, item, location, or source before exporting.

Sales Report

Choose Sales Report to download sales, discounts, shipping charged, recorded
COGS, gross profit, and gross margin as a CSV. Choose a period and group by
Invoice, Item, Date, Customer, or Channel. None shows each
invoice or order line, including SKU, unit, quantity, and selling price. Item
groups keep different selling units separate. Shopify variants that are not linked
to Peasy items stay separate by variant and store; repeat sales of the same variant
in the same store combine. Linked variants group by their Peasy item. Untagged sales appear under
Unassigned when grouped by channel; Shopify source orders appear under
Shopify. The report has its own dates and does not use the log filters.

Invoiced sales use the invoice date. Committed orders with no issued Peasy invoice
use their order date; the uninvoiced remainder of a partially invoiced order is
excluded. The report uses the same sale selection and recorded costs as Cost
of Goods (COGS). Keep invoices and uninvoiced orders Separate, or choose
Combined when grouping by item, date, customer, or channel. Uninvoiced sales
are provisional: a later invoice can move a sale into another reporting period.

Net Sales is Gross Sales less Discounts. Sales Total adds Shipping
Charged to net sales. Document discounts and shipping are allocated across lines
by sales value, or equally when sales value is zero. Money, including recorded
COGS, is rounded to cents within each document. The final Total row
reconciles across groupings; its margin is calculated from total money rather
than averaged from individual margins.

Gross Profit is net sales less recorded COGS, excluding shipping revenue and
shipping expenses. Missing costs leave COGS, profit, and margin blank for the
affected rows and total; a known zero cost stays zero. Margin is blank when net
sales is zero. Check Notes for incomplete records and provisional sales.
Shopify lines use stored line discounts, reduced proportionally for restocked
quantities. Shipping is allocated to included quantities. Tips, duties, and
money-only refunds are excluded from Shopify sales totals.

Current Shopify limitations: Order-wide discounts can be missing, and prices
that include tax can count that tax in sales and profit. Compare those amounts
with Shopify before using the totals. These issues are awaiting correction.

Inventory Valuation Detail

Click Reports, choose the Inventory Valuation Detail card, select a Start date and
End date, then click Download. If your business has multiple active
locations, choose All locations or one Location. The location filter is
hidden when there is only one active location. This report uses its own dates and
location, independently of the filters or search on the logs table.

The workbook contains Inventory Detail, Summary, and Notes & Assumptions.
It shows opening balances, inventory changes, ending balances, and totals by
category. Transactions use their recorded inventory costs when available. Missing
costs use the family's quantity-weighted period average, calculated from priced
receipts and production outputs within your selected dates and locations.
Opening Value is an estimate: opening quantity multiplied by that period
average. Changing the date range or location can change the estimate. Ending value
is opening value plus or minus the transaction cost changes.

Recorded Unit Cost shows the source record's cost. Valuation Unit Cost shows
the cost applied to that movement. For co-manufactured receipts, valuation includes
supplied ingredients as well as the manufacturer's charge. A linked purchase
line's expected charge can be used when no actual charge has been recorded. Current Inventory,
Inventory as of date, and Compare Periods retain their current-cost method, so
their values can differ from this workbook.

The notes identify missing period costs, negative ending stock, work order outputs
without a recorded production cost, and a remaining value when ending quantity is
zero. If the period has no priced receipts or production outputs, its average is
unavailable. Unknown values remain blank, and an uncosted movement leaves the
subsequent balance value unknown. Totals include only available values. For reports exceeding 10,000
log entries, choose a shorter date range.

Lot Tracking

If you track lot numbers, clicking a Complete row opens a detail panel showing lot information — the lot number, which item it belongs to, and how that lot has been used (sold, transferred, used in production, etc.). The Lot Tracking tab appears on the records that create a lot — receipts and work order outputs. It isn't shown for Pending rows, since the movement hasn't happened yet, and it isn't shown on rows that draw from an existing lot (sales, work order inputs, transfers out, manual deducts); on those, click the Lot to jump to the record that created it.

To correct lot assignments on several Complete rows at once, select the rows and click Edit lots. Peasy opens Bulk Edit Lots, where you can choose or type new lot values — each is checked automatically — and apply the updates together.

For a bundle assembled at fulfillment, the bundle's Sale and Bundle Output rows show the lot recorded on the finished bundle's shipment line. Those two history-only rows are read-only; correct the shipment lot from the order's fulfillment. Bundle Input component rows do not have their own editable lot assignments because Peasy does not allocate component lots when the bundle is assembled.

Saved Views

If you frequently check the same slice of history — say, all receives at a specific location — you can save that filter setup as a named view.

Click any filter combination, then use the Save View button to name and save it. Your saved views appear as buttons in the header bar for one-click access. You can update, rename, or delete views from the dropdown menu on the active view button. Click All to clear the active view and return to the full history.

Good to Know

- Manual Add, Manual Deduct, and Reset entries have Edit and Delete actions in their three-dot row menu. Edit changes the entry's type, quantity, Inventory Date, and notes. The date can be today or earlier, and on-hand recalculates from the new day. When a Reset was part of a count that covered several items of one family at that location, changing its date moves the whole count, and Peasy tells you how many other items moved with it. Deleting one permanently removes that log and recalculates the current inventory quantity; it cannot be undone. Entries created by orders, receives, production, transfers, or connected sources do not have those manual actions.
- You can also edit saved work order ingredients from a completed output's Input COGs tab and bulk-edit lot assignments for supported Complete rows. Correct other non-manual quantities on their source record or with a new count or adjustment.
- Source-owned rows, including Shopify Sale, Return, Shipment Cancelled, and Correction rows, cannot be edited, deleted, or included in bulk lot edits. A correcting movement creates a new row for the same item, location, lot, and quantity instead of changing the original.
- Manual entries show the user who made the change. Connected-source entries show the provider in the Source column instead.
- Quantities are shown in each family's Inventory Unit (https://peasyos.com/help/inventory-unit) (the base unit at the root of its conversion chain).
- You can customize which columns are visible using the column preferences button. Source, User, and Location start hidden to keep the table manageable — turn any of them back on there.
- CSV export includes both Pending and Complete rows when you're viewing the full history (the Status column is part of the export). To export only one status, apply the Status filter first.
- CSV and Google Sheets exports keep Quantity as the familiar positive magnitude and add Signed Quantity to show direction (positive adds inventory, negative removes it). Affects Inventory and History Role distinguish physical movements, counts, forecasts, and history-only rows.
- For a bundle assembled at fulfillment, revenue is valued once on the Sale row. Bundle Input and Bundle Output are intentionally left without sales value.
- Both the CSV export and the Google Sheets sync include a Created At column alongside Inventory Date, so you can sequence same-day recounts in the exported data the same way you can on-screen. On-screen and in the CSV, Created At shows in your own local time zone. The Google Sheets sync always shows Created At (UTC) instead — that sheet is a shared document kept in sync automatically, not a personal download, so it uses one fixed time zone rather than whoever last triggered a sync.
- Pending and Scheduled rows are not counted toward your on-hand inventory. Complete physical movements and counts drive on-hand; Complete history-only bundle rows do not.

Related

- Counting Inventory (https://peasyos.com/help/counting-inventory) — How to do counts and adjustments
- Dating Inventory Movements (https://peasyos.com/help/dating-inventory-movements) — Effective date vs. created date, and how dating affects on-hand
- Inventory Overview (https://peasyos.com/help/inventory-overview) — How inventory tracking works
- Bulk Edit Lot Assignments (https://peasyos.com/help/bulk-edit-lot-assignments) — Correct lots from Inventory History
- Transferring Inventory (https://peasyos.com/help/transferring-inventory) — Moving stock between locations

---

# Transferring Inventory

Category: Inventory
URL: https://peasyos.com/help/transferring-inventory
Keywords: move stock, transfer between locations, relocate inventory, relocate, distribute, shift stock, quick transfer, move items, send to another location, multi-location, inline transfer, single-item transfer, ship from location, output location, location ties, sales order location, work order location, where inventory deducts

Transferring Inventory

If you have multiple locations, you'll sometimes need to move inventory from one place to another. Peasy has two tools for this:

- The Transfer page — Stage a multi-item move and submit it as a transfer order (https://peasyos.com/help/transfer-orders) so you can track Sent/Received status, carrier, and ETA.
- The inline Transfer action on an item's detail panel — An immediate, single-item move when the physical transfer is already done and you just need to update the numbers.

The Transfer page is always available from Inventory. You need at least two active locations to choose a source and destination and stage a transfer. With only one active location, those selectors are hidden; go to Configure > Locations and add or reactivate another location.

How to Transfer Items

1. Go to Inventory > Transfer in the sidebar.
2. Use the Source and Destination selectors at the top to choose where inventory is leaving and where it is going.
3. Find the item you want to transfer. The table shows Source Inventory, Destination Inventory, and Elsewhere inventory outside the selected destination.
4. Enter an amount in Transfer Qty to stage it directly. You can also click Transfer beside the item name to open the right-hand panel and stage quantities from one or more source locations.
5. To view the item's full page, click the item name. The arrow that appears beside the name indicates that it opens another page.
6. Repeat for any other items you want to include.
7. Open the Pending transfers drawer at the bottom and click Submit & view order to create the transfer orders and open the Transfer Orders page. To submit without leaving the Transfer page, open the button's menu and choose Submit.

Inline Transfer for a Single Item

If you only need to move one item and don't need formal shipping tracking, you can record the move directly from the item detail panel:

1. Go to Inventory > All Items and click an item to open its detail panel.
2. Expand the location row you want to transfer into or out of.
3. In the inline adjustment form, click the action badge and pick Transfer.
4. Click the transfer icon to open the direction picker. Choose Source or Destination and select the other location.
5. Enter the quantity and click Submit.

If you try to transfer more than the source location has on hand, Peasy asks whether you want to transfer only what's available or continue anyway and let the source go negative.

How this is different from the Transfer page: The inline action moves stock immediately — there's no Draft/Sent/Received status and no transfer order (https://peasyos.com/help/transfer-orders) is created. In Inventory History (https://peasyos.com/help/inventory-history) the move appears as a paired Deduct at the source and Add at the destination, not as Transfer In / Transfer Out. Use the Transfer page when you want a formal record with shipping details; use the inline action when the items have already moved and you just need the counts to match.

This option only appears on items that have at least one other location.

The Pending Transfers Panel

When you click Transfer on an item, the right side of the screen focuses on that item:

- Destination — Confirm or change the destination, and see its on hand, restock point, and any gap to fill.
- Source locations — Set the quantity to pull from each available source location. If you ask for more than a source has on hand, Peasy flags it.

The Pending transfers drawer at the bottom is like a shopping cart for transfers — it lists everything you've queued, grouped by source and destination, and is where you submit. Pending transfers are saved automatically, so you won't lose them if you navigate away or close the page. Come back anytime to finish or adjust before submitting the transfer orders.

After You Submit

Peasy creates transfer orders grouped by source and destination. Submit & view order opens the first new order for review. Use Inventory > Transfer Orders to track other transfers, update details like ETA or shipping information, and receive the items when they arrive.

How Sales Orders and Work Orders Tie to Locations

Transfers aren't the only thing that touches multiple locations. Sales orders and work orders are both tied to a specific location, and that's where their inventory effects land:

- Sales orders have a Ship From location that seeds each shipment (https://peasyos.com/help/shipment). When you ship, Peasy deducts inventory from the shipment's ship-from location on its ship date. If you have a default ship-from set on the customer record, new orders pre-fill from there. See Managing Customers (https://peasyos.com/help/managing-customers#default-ship-from-location).
- Work orders have a Mfg Location (where production happens). When you complete the work order, Output Location defaults to the work order's location; raw materials deduct at the manufacturing location and finished goods are added at the output location. See Managing Work Orders (https://peasyos.com/help/managing-work-orders).

If a deduction isn't where you expect, the most common cause is the order or work order is tied to a different location than the one you're filtering on. Use Inventory History (https://peasyos.com/help/inventory-history) to see exactly which location each transaction touched.

Common Questions

What's the difference between a transfer and an adjustment?
A transfer moves stock from one location to another — your total inventory stays the same. An adjustment changes your total on-hand quantity at a single location, usually to correct a discrepancy found during counting.

What's the difference between the Transfer page and Transfer Orders?
The Transfer page is where you stage and submit transfers quickly. When you click Submit & view order, Peasy creates transfer orders grouped by source and destination and opens the first new order for review. The Transfer Orders page is where you review those transfers, add shipping details, and update their status as they move from created to sent to received.

How do I fix a transfer if I submitted the wrong quantity?
Open Transfer Orders (https://peasyos.com/help/transfer-orders) to review the transfer and edit its quantity. If the transfer has already been completed, create a correcting transfer or inventory adjustment so the history stays accurate.

Can I transfer items between locations in different units?
Peasy handles the item's configured unit conversions behind the scenes, so transfer quantities stay aligned with the inventory math already set up on the item.

Good to Know

- You need at least two active locations to stage a transfer. With only one active location, the Source and Destination selectors stay hidden; go to Configure > Locations and add or reactivate another location.
- The Elsewhere column shows how much of each item is on hand outside the destination.
- Submitting from the Transfer page creates transfer orders in Peasy. From there, use Transfer Orders (https://peasyos.com/help/transfer-orders) to manage ETA, shipping details, and status changes.
- Submitted transfers affect pending inventory and availability. Transfer history is recorded as the order moves through later statuses.

Related

- Transfer Orders (https://peasyos.com/help/transfer-orders) — For formal transfers with shipping details
- Locations (https://peasyos.com/help/locations) — Add more locations
- Inventory History (https://peasyos.com/help/inventory-history) — See all transfer records

---

# Transfer Orders

Category: Inventory
URL: https://peasyos.com/help/transfer-orders
Keywords: formal transfer, shipment tracking, logistics, shipping between locations, transfer number, carrier, tracking number, inter-location, transfer status, ship between locations, in transit, ETA, sent date, received date, send date, backdate transfer, late transfer, transfer date

Transfer Orders

Transfer Orders are how Peasy tracks inventory moving between locations. The Transfer page is the fast way to stage them; the Transfer Orders page is where you review and manage the orders after they are created.

Transfer and Transfer Orders only appear when Inventory mode is enabled and your company has at least two active locations. If you do not see Transfer Orders in the Inventory navigation, go to Configure > Locations and add or reactivate another location first.

When to Use Transfer Orders

Use Transfer Orders when you want to:

- Track which carrier is shipping the transfer
- Add a tracking number for the shipment
- Set an estimated arrival date
- Keep a formal record of status changes (created → sent → received)

For fast data entry across many items, start on the Transfer page (https://peasyos.com/help/transferring-inventory). For reviewing, shipping, and status management, use Transfer Orders.

How It Works

1. Start on the Transfer page — Queue up the items you want to move, then click Submit & view order (see Transferring Inventory (https://peasyos.com/help/transferring-inventory)).
2. Peasy creates transfer orders grouped by source -> destination and assigns transfer order numbers.
3. Peasy opens the Transfer Orders page and selects the first new order. You can also return to Inventory > Transfer Orders from the sidebar at any time.
4. Fill in or update the details:
   - Transfer Order number — A reference number for your records
   - Status — Draft, Created, Sent, Received, or Canceled
   - Sent Date — The day the items left the source location
   - Received Date — The day the items arrived at the destination
   - ETA — When you expect the items to arrive
   - Shipping carrier — Who's handling the shipment
   - Tracking number — The carrier's tracking reference
5. Update the status as the transfer progresses.

Transfer Order Statuses

| Status   | What it means                                           |
| -------- | ------------------------------------------------------- |
| Draft    | Pending transfer data that has not been submitted yet   |
| Created  | Transfer order has been created and is ready to process |
| Sent     | Items have left the source location and are on the way  |
| Received | Items have arrived at the destination                   |
| Canceled | Transfer was called off                                 |

You can update the full order's status directly in the table — just click the status dropdown and select the new one. To update one item instead, open the order and use that item's status badge in the right-hand panel.

Sent Date and Received Date

The Sent Date and Received Date columns record when the transfer really happened. They decide the day the items leave the source location and the day they arrive at the destination in your inventory. The ETA stays your planned arrival day.

- When you change an order to Sent, Peasy sets the Sent Date to today. When you change it to Received, Peasy sets the Received Date to today and keeps the Sent Date the order already has.
- If you record a transfer after it happened, mark it Sent or Received first, then click the date and pick the real day. The Sent Date can be changed once the order is Sent; the Received Date once it is Received.
- A date can't be in the future, can't be cleared, and the Received Date can't be before the Sent Date.
- Moving an order back to Created or Draft, or canceling it, clears both dates.
- If the ETA is before the Sent Date, a warning icon appears next to the ETA.

Changing a date moves the inventory change to that day. If the new day is on the other side of an inventory count at that location, your on-hand changes: a count already includes everything dated on or before it. See Dating Inventory Movements (https://peasyos.com/help/dating-inventory-movements).

Viewing Transfer Order Details

Click on any Transfer Order row to open the detail panel on the right side. This shows:

- The full list of items being transferred
- Quantities for each item
- Status of each line item
- Source and destination locations

Good to Know

- Transfer Orders create a paper trail for auditing and accountability.
- Status changes and shipping details are all editable inline — just click to update.
- Submitting on the Transfer page creates the transfer order. The Transfer Orders page is the follow-up workspace for status and shipping updates.
- Transfer Orders affect pending inventory first; transfer history entries are recorded as the order moves through later statuses.
- When you change the whole order's status, its items follow. Items behind the new status move forward to it, and items already further along keep their status. If you move an order back to an earlier status (for example, from Sent to Created), items past that status move back and the inventory change is undone. Canceled items stay canceled.
- Transfer Orders work best for moves between locations that involve actual shipping.

Related

- Transferring Inventory (https://peasyos.com/help/transferring-inventory) — Stage transfers quickly before managing them here
- Inventory History (https://peasyos.com/help/inventory-history) — See all transfer records
- Dating Inventory Movements (https://peasyos.com/help/dating-inventory-movements) — How dates line up with counts
- Locations (https://peasyos.com/help/locations) — Manage your locations

---

# Understanding Availability

Category: Inventory
URL: https://peasyos.com/help/understanding-availability
Keywords: available inventory, committed, in transit, reserved, on order, how much can I sell, free inventory, allocations, net available, on hand, pending

Understanding Availability

Peasy tracks more than just what's on the shelf. It also knows what's committed to orders, what's in transit, and what's being used in production. This helps you understand what's truly available.

The Key Numbers

When you look at an item, you might see a few different quantities:

| Number        | What it means                                                                                 |
| ------------- | --------------------------------------------------------------------------------------------- |
| On Hand   | What's physically at a location right now                                                     |
| Pending   | What's already committed — outbound sales orders, transfers, or items reserved for production |
| Available | On Hand minus Pending — what you can actually use or sell                                     |

Example

You have 100 lbs of flour on hand. You have an open sales order for 20 lbs and a work order that needs 30 lbs.

- On Hand: 100 lbs
- Pending: 50 lbs (20 for the sale + 30 for production)
- Available: 50 lbs

Even though you have 100 lbs on the shelf, only 50 lbs are truly available for new orders.

What Counts as "Pending"

These are the things that reduce your available quantity:

- Sales orders — Items committed to customer orders that haven't shipped (https://peasyos.com/help/shipment) yet
- Transfer orders — Items being moved to another location
- Work order inputs — Ingredients or materials allocated to production runs

Once these orders are completed (shipped, received, or produced), the pending quantities clear out and the on-hand numbers adjust accordingly. For a sale, that happens when you create a shipment (https://peasyos.com/help/shipment) — the shipment moves stock out of on-hand on its ship date.

How the Shared Pool Works

All variants in an item family share one inventory pool. If you sell your light roast in single bags, 3-packs, and cases of 12, all three draw from the same pool of bags.

Here's how Peasy shows the same pool through different variants:

- Pool total: 60 bags
- Viewed as cases: 5 cases (at 12 bags each)
- Viewed as 3-packs: 20 three-packs (at 3 bags each)
- Viewed as single bags: 60 bags

No matter which variant you're looking at, the underlying quantity is the same. Peasy just does the conversion math for display.

Restock Points and Alerts

You can set a Restock Point for each item — the minimum quantity you want to keep on hand. When your on-hand quantity drops below this number, Peasy flags the item so you know it's time to reorder.

- Set Restock Points on the item detail page or in the items table
- Per-location Restock Points are supported — you can have different thresholds at each warehouse
- Alerts show up as a red badge on Buy > Items to buy in the sidebar and in To-Dos

See Restock Points (https://peasyos.com/help/restock-points) for the full details on Low and Order views.

Good to Know

- Available quantity can go negative if you've committed more than you have on hand. This signals you need to restock.
- The red badge on Buy > Items to buy in the sidebar counts items that have dropped below their Restock Point.
- Availability is calculated in real time — it updates as orders are created, received, or completed.
- If you don't set Restock Points, you can still watch your on-hand quantities manually.

Related

- Inventory Overview (https://peasyos.com/help/inventory-overview) — How inventory tracking works
- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units) — How units and conversions work
- Fulfilling and Shipping Orders (https://peasyos.com/help/fulfilling-and-shipping-orders) — How shipments deduct stock
- Restock Points (https://peasyos.com/help/restock-points) — How replenishment alerts work

---

# Understanding Item Types

Category: Inventory
URL: https://peasyos.com/help/understanding-item-types
Keywords: item family, variant, buy variant, sell variant, make variant, conversion variant, inventory pool, item hierarchy, product structure, why can't I find my item, missing item, item setup, bundle, kit, assembled product, multi-pack, variant count, variant badge, variants sidebar, sub-unit, subunit, inventory unit

Understanding Item Types

Peasy is built on four concepts: items, families, variants, and units. Nail these and everything else clicks — what shows up in your catalog, how inventory moves, why some items appear on purchase orders and others don't.

How to Get There

Open any item from Buy > Items to buy or Sell > Items to sell to see its family, variants, and conversions.

The Four Concepts

- Item — Every physical thing your business touches. There are three kinds: things you buy (ingredients, packaging), things you sell (finished goods), and things you make (the built stuff in between — made from what you buy, destined for what you sell).
- Family — A group of items that share the same inventory pool. If you can break one down into another, or swap them with no production step in between, they belong together.
- Variant — Every format, supplier, and unit of measure inside a family. Variants are just different ways the world interacts with the same underlying inventory.
- Unit — The math that ties a family together. Each variant's unit connects to the rest of the family through a conversion ratio, so Peasy can count everything in one place.

Families: When Items Share a Pool

Items share a family when they share an inventory pool. A few rules of thumb:

One pool, one family. You sell your light roast as a bag, a 3-pack, and a case. A case is just bags in a box — open it and you've got bags. Same inventory pool, one family.

Same product, different suppliers. You buy green coffee beans from four different farms. Same beans once they arrive, same roaster. One family, four Buy variants — so you always know who sent what, at what price.

Different product, different family. A 12-oz bag of light roast and a 1-lb bag of light roast are not the same family. If a customer orders a 1-lb bag, you can't send two 12-oz bags. Rebagging is production, not a conversion. Separate families.

Dark roast and light roast. Also separate families. Different product, different inventory, different family — even though they're both coffee.

Variants: The Four Types

Inside a family, every variant has a type. You'll see a color-coded badge on each variant card in the item side panel:

- Buy (blue) — A unit you purchase from a vendor. Shows up on purchase orders, bills, and when you receive. Example: "Green beans — Farm A, 60-lb bag."
- Sell (green) — A unit you sell to a customer. Shows up in your catalog, on sales orders, and on invoices. Example: "Light roast — 12-oz bag."
- Make (purple) — A unit you produce in-house. Created automatically when you build a template in Make > Items to make. You don't add Make variants by hand — create the template and Peasy creates the variant for you.
- Conversion (orange) — A unit you use only for counting or receiving, never for buying or selling. Example: "Light roast — pallet" (48 cases per pallet), so you can receive a whole pallet cleanly.

All four types share the family's inventory pool. Receiving a Buy variant adds to the pool. Shipping a Sell variant deducts from it (on the shipment's ship date). Completing a work order for a Make variant adds to the pool and deducts the inputs.

Units: The Conversion Chain

Every family has a unit chain. A case holds four packs. A pack holds three bags. A pallet holds forty-eight cases. The chain ties every variant to every other variant so the math just works.

At the root of the chain is the family's Inventory Unit — the base unit every other variant converts back to. You'll see "Inventory Unit" on the item detail side panel, where you can rename it, change it, or add a new one. In the Bulk add spreadsheet, it has its own column.

When you receive a pallet of light roast, the pool goes up by 48 cases — which is also 576 bags, or 192 three-packs, stored internally in the family's Inventory Unit. You pick the variant that makes sense for the moment and Peasy handles the translation.

Need to add a new unit later? Add a variant with a conversion to any unit already in the chain, and it's connected to everything else.

Common Setups

Not every family needs every type of variant. Here are the most common shapes:

| Family shape       | Variants it has                         | Example                                                                |
| ------------------ | --------------------------------------- | ---------------------------------------------------------------------- |
| Buy-only           | One or more Buy variants                | Flour — you buy it, use it in recipes, never sell it directly          |
| Sell-only          | One or more Sell variants               | Granola bars you produce and sell (Make variant comes from a template) |
| Buy and sell       | Buy variants + Sell variants            | Coffee beans — buy raw, sell retail                                    |
| Multiple suppliers | Several Buy variants, same family       | Green beans from four farms                                            |
| Multiple formats   | Several Sell variants, same family      | Light roast as bag, 3-pack, case                                       |
| With receiving aid | Any of the above + a Conversion variant | Light roast with a "pallet" Conversion variant for receiving           |

Common Questions

How do I create a finished good?
Create an item and add a Sell variant. Skip the Buy variant. If you produce it using a recipe (https://peasyos.com/help/recipe), set up a template (https://peasyos.com/help/creating-templates) with this item as the output.

Why can't I find my item on sales orders?
It probably doesn't have a Sell variant. Open the family's side panel and add a Sell variant — it will appear in your catalog and be available on sales orders.

Can I sell something I also buy?
Yes. Add both a Buy variant and a Sell variant to the same family — they'll share the inventory pool, so receiving a purchase increases what's available to sell. If the sell format requires any kind of production step (rebagging, portioning, assembly), use a template instead.

How do I add non-ingredient (https://peasyos.com/help/ingredient) items like labels or packaging?
Create a new family with a Buy variant. Set the category to "Packaging" or "Supplies" to keep them organized.

What's the difference between an item and a variant?
The item family is the product concept — "Organic Honey." Variants are the specific units you buy or sell in — "5-gallon pail" (Buy variant) and "12-oz jar" (Sell variant). Variants under the same family share one inventory pool.

Why does the variant count say 2 when I can see a Make variant too?
The variant count badge — on the /all-items page and the variants sidebar — only counts Buy, Sell, and Conversion variants. Make variants are managed from their template (in Make > Items to make), and the family's Inventory Unit is an internal base unit, so neither is included in that tally. The count reflects the variants you directly add and edit from the item side panel.

Where do I manage Make variants?
Open the owning template in Make > Items to make. Make variants without a supplier, including building blocks, do not appear in Inventory > All Items. Make variants with a supplier remain in All Items and Buy > Items to buy, but the general item pencil editor and editable SKU field are unavailable for Make variants.

How do I set up a bundle or kit?
If the bundle is assembled from multiple components — a gift box, hot coffee with a cup and lid, a multi-SKU kit — that's a template in Peasy. Create a Finished Good template where the output is your bundle and the inputs are the components. When you complete a work order (https://peasyos.com/help/work-order) from that template, Peasy deducts the components and adds the finished bundle. See Creating Templates (https://peasyos.com/help/creating-templates) for step-by-step instructions.

If you're looking for a pricing bundle (buy 2 get 1 free, discount when purchasing together) — that's handled through price lists (https://peasyos.com/help/price-list) or sales order discounts, not through item structure.

Example: Small Bakery

A bakery called Sweet Spot tracks three items:

- All-Purpose Flour — Buy variant: 50-lb bag. Inventory Unit: pounds. No Sell variant (it's an ingredient).
- Vanilla Extract — Buy variant: 1-gallon jug. Inventory Unit: fluid ounces. No Sell variant.
- Sourdough Loaf — No Buy variant (they bake it). Sell variant: each. Inventory Unit: each.

When Sweet Spot receives 2 bags of flour, inventory goes up by 100 lbs. When they sell 10 sourdough loaves, inventory goes down by 10. The conversion math happens automatically.

Good to Know

- Variants can be added anytime. Need a new size, a new supplier, or a new format? Add a variant to the existing family rather than creating a new item.
- Categories are on the family. All variants share one category. Set it on the family's side panel.
- Make variants are template-driven. If a family needs a Make variant, create the template — Peasy creates the variant for you and keeps them linked.
- If there's a production step, use separate families. A rule of thumb: if moving between two units takes repackaging, assembly, or any build step, they're different families connected by a template.
- The Inventory Unit is set once. You choose it when creating an item. Changing it later can cause confusion if you already have inventory history (https://peasyos.com/help/inventory-history-explained) — if you need a different base unit, it's usually better to create a new family.
- Sub-units pick the Inventory Unit for you. If you check Include sub-unit when adding the first variant, the sub-unit you specify becomes the hidden Inventory Unit and the visible variant maps to it at your conversion ratio. This is the only place during setup where the Inventory Unit isn't just "the unit you typed" — it's the smaller unit you said you wanted to track in.

Related

- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units) — How families, variants, and units fit together
- Add Your Items (https://peasyos.com/help/add-your-items) — Getting items into Peasy
- Managing Buy Items (https://peasyos.com/help/managing-buy-items) — Working with Buy variants
- Managing Your Catalog (https://peasyos.com/help/managing-your-catalog) — Working with Sell variants
- Creating Templates (https://peasyos.com/help/creating-templates) — Setting up recipes and Make variants

---

# Editing Units and Conversions

Category: Inventory
URL: https://peasyos.com/help/editing-units-and-conversions
Keywords: change unit, update conversion, rename unit, conversion factor, fix unit, modify variant, edit buy item, edit sell item, add new size, change case size, shared conversion, multiple variants share, relabel unit, family units, all units, use unit, archive and replace, transition to new variant, connected source inventory, protected inventory history

Editing Units and Conversions

After you create an item, you might need to update a unit name, change a conversion factor, or add a new size. Here's how to make those changes — and one important thing to watch out for.

How to Get There

Open any item from Buy > Items to buy or Sell > Items to sell, then edit the variant on the item detail page.

Editing a Buy or Sell Variant

To change the unit name or conversion factor on an existing variant:

1. Go to the item's detail page.
2. Open the Variants tab, then click the Unit cell for the buy or sell variant (https://peasyos.com/help/sell-item) you want to edit.
3. Update the unit name, conversion factor, or both.
4. Click Save in the popover.

The update applies to future orders only — existing purchase orders (https://peasyos.com/help/purchase-order) and sales orders (https://peasyos.com/help/sales-order) keep their original values.

Example: Your hot sauce supplier switched from 24-count cases to 30-count cases. Open the buy variant (https://peasyos.com/help/buy-item), change the conversion from 24 to 30, and save. Your next PO will use the new case size.

When a Conversion Cannot Be Changed in Place

If a connected source such as Shopify has posted inventory movements for the variant or one of its dependent variants, Peasy will not delete that history to change the conversion. Instead, the Transition to new variant dialog opens.

Review the change, then click Continue. Peasy will:

- Mark the current variant as inactive so its inventory history remains intact.
- Create a replacement variant with the corrected conversion.
- Move future-facing records and mappings to the replacement.

The destructive repair option is no longer available after Peasy detects connected-source history. A conversion with only manually entered inventory history can still be repaired in place by an authorized admin.

When Two Variants Would Share a Unit Name

Two variants in the same item family can use the same unit name only if they also use the same conversion. Otherwise every "pick a unit" dropdown elsewhere in Peasy would have two options both labeled (for example) case and no way to tell them apart.

If you save a change that would leave your variant with the same unit name as another active variant in the family but a different conversion, Peasy blocks the save and shows an amber notice above the conversion fields. You have two ways to resolve it:

- Rename this variant's unit. Use the Unit dropdown at the top of the same popover to pick a distinct name (e.g. case → pack). The pick is staged — it isn't saved until you click Save, so you can change the unit and the conversion together in one save.
- Match the existing conversion. If you actually want this variant to be the same as the other one (e.g. you wanted pack = 6 jars to become case = 12 jars to match a sibling that's already case = 12 jars), set the conversion to match. The save will go through because the resulting state is consistent.

The notice doesn't appear when nothing has changed, when the unit name doesn't collide with another variant, or when the conversion already matches the existing variant.

Adding a New Variant

You can add buy or sell variants to any existing item:

1. Go to Buy > Items to buy or Sell > Items to sell (https://peasyos.com/help/catalog).
2. Click the dropdown arrow next to + New Item.
3. Select New Variant.
4. Choose the parent item (https://peasyos.com/help/parent-item) and enter the new unit name and conversion ratio.

Example: You sell honey in 12-oz jars but want to start offering a 32-oz bottle too. Add a new sell variant — both sizes share the same inventory pool.

Archiving a Variant

If you stop buying or selling a particular size, you can archive the variant. Historical records (purchase orders, sales orders, receives) are preserved — the variant just stops appearing in new orders.

Changing the Inventory Unit

Every item family has an Inventory Unit — the base unit at the root of its conversion chain. You'll see it labeled "Inventory Unit" on the item detail side panel, where you can rename it or swap it for a different unit.

When you open the Inventory Unit dropdown, the options are grouped:

- Family units — units already used by variants in this product family.
- All units — every other unit you've used elsewhere in your account.

Picking from Family units just swaps which variant's unit acts as the inventory unit. Picking from All units (or typing a new label and clicking Use) opens a popover with two choices:

- Relabel — rename the existing inventory unit to the new label. Any sibling variants that share the old label with a 1:1 conversion get renamed in the same step, so a case → pack rename moves every matching variant in one atomic save.
- Create new — keep the existing inventory unit and add a new variant with the new unit and a conversion ratio.

> Caution: The Inventory Unit is the foundation all your conversions are built on. Changing it does not automatically convert your existing quantities — the number stays the same, but its meaning changes. If you have 50 "lbs" and change the unit to "kg," Peasy will show 50 kg — not the converted amount.

If your family has no inventory history yet, changing the Inventory Unit is safe — just update it from the item side panel.

If your family already has inventory history, it's best to create a new family with the correct Inventory Unit and adjust your inventory over. This avoids mismatched records and keeps your history clean.

Good to Know

- Background refreshes keep your draft. If inventory refreshes while the Unit editor is open, your unsaved unit and conversion changes stay in the popover.
- Edits don't rewrite order history. Past POs, SOs, and receives keep their original values. If connected-source inventory history would be affected, Peasy preserves it by transitioning to a replacement variant.
- You can have multiple buy and sell variants. Buy flour in 50-lb bags and 5-lb bags from different suppliers — both draw from the same inventory pool.
- Archiving is reversible. Archived variants can be restored if you need them again.
- "Another change to this item family is still in progress." Two people (or two tabs) edited the same item family at the same moment. Nothing was saved and nothing was lost — wait a moment and save again.

Related

- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units) — How items, variants, and conversions work
- Understanding Item Types (https://peasyos.com/help/understanding-item-types) — Buy variants, sell variants, and finished goods explained
- Counting Inventory (https://peasyos.com/help/counting-inventory) — Counting stock in different units

---

# Working with Fractional Quantities

Category: Inventory
URL: https://peasyos.com/help/fractional-quantities
Keywords: decimal quantities, partial cases, half units, bulk ingredients, weight, pounds, ounces, non-whole numbers, fractional amounts, exact weight, can I use decimals

Working with Fractional Quantities

Peasy supports decimal quantities everywhere — inventory counts (https://peasyos.com/help/inventory-count), purchase orders (https://peasyos.com/help/purchase-order), sales orders (https://peasyos.com/help/sales-order), work orders (https://peasyos.com/help/work-order), and transfers. If your business deals with partial cases, bulk ingredients (https://peasyos.com/help/ingredient), or anything measured by weight, you can enter exactly what you have.

How to Get There

Go to Inventory > All Items, Buy > Purchase Orders, Sell > Sales Orders, or Inventory > Transfer. Any quantity field with a unit picker supports decimals.

Where You Can Use Decimals

Fractional quantities work anywhere you enter a number in Peasy:

- Counting inventory — Enter "2.5" cases when you have two full cases and a half
- Purchase orders — Order 0.5 pallets or 3.75 lbs from your vendor (https://peasyos.com/help/vendor)
- Receiving — Receive 2.25 cases if that's what showed up
- Sales orders — Sell fractional amounts to your customers (https://peasyos.com/help/customer)
- Work orders — Use 1.5 batches of an ingredient in a recipe (https://peasyos.com/help/recipe)
- Transfers — Move partial quantities between locations

Peasy stores exactly what you type — no rounding, no restrictions on decimal places.

Switch Units for Easier Counting

This is the trick that saves the most time. Whenever you see a quantity field with a unit dropdown next to it, you can switch units to count in whatever makes sense.

Example: You buy chocolate chips in 25-lb bags. You're counting inventory and you have 2 full bags plus a partial bag.

1. Go to Inventory > All Items and find the chocolate chips.
2. Click the unit dropdown next to the quantity field.
3. Pick "25-lb bag" and enter 2 for the full bags.
4. Or switch to "lbs" and enter the exact weight — maybe 58 lbs.

Either way, Peasy converts it to the right amount in the family's Inventory Unit (https://peasyos.com/help/inventory-unit). This works on the Count page, purchase orders, sales orders, and work orders.

Good to Know

- No rounding. If you enter 2.333, Peasy stores 2.333.
- Estimate or be exact — your call. Got two-thirds of a bag of flour? Enter "0.67" bags, or switch to lbs and weigh it.
- The unit dropdown is your friend. Whenever a decimal feels awkward, try switching to a different unit.

Related

- Counting Inventory (https://peasyos.com/help/counting-inventory) — How to do physical counts on the Count page
- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units) — How units and conversions work in Peasy

---

# Adjusting Inventory

Category: Inventory
URL: https://peasyos.com/help/adjusting-inventory
Keywords: adjust inventory, manual adjustment, correct stock, fix count, add inventory, remove inventory, shrinkage, damage, waste, missing stock, extra stock, bonus items, starting inventory, initial stock, quick adjust, inventory correction, stock discrepancy, write off, manual add, manual deduct, inline transfer, adjust inventory with Beacon, ask Beacon to add inventory

Adjusting Inventory

An inventory adjustment is when you change your inventory count outside of the normal workflows like receiving a purchase order (https://peasyos.com/help/purchase-order), shipping an order, or finishing a work order (https://peasyos.com/help/work-order). It's a quick way to correct a discrepancy or account for something unexpected — like damaged product, missing inventory, or items you're setting up for the first time.

How to Get There

Go to Inventory > All Items in the sidebar, then click any item to open its detail panel.

How to Adjust Inventory

From the All Items Page

1. Go to Inventory > All Items in the sidebar.
2. Find the item you want to adjust. You can use the search bar or filter by storage area.
3. Click the item to open the detail panel.
4. Find the location you want to adjust and use the inline adjustment controls to add, subtract, or reset the quantity.
5. Submit the adjustment.

The All Items page gives you context — you can see current inventory, stock progress bars, and per-location breakdowns all in one place. See Counting Inventory (https://peasyos.com/help/counting-inventory) for more on this page.

You can also adjust inventory from the command palette (Cmd+K / Ctrl+K → search "Adjust Inventory") if you already know exactly which item and location you need to change.

With Beacon

Ask Beacon to adjust an item, such as "Add 12 Oat Bar at the Warehouse" or "Set Oat Milk at the Warehouse to 40." Beacon replies that you can adjust it in the item's inventory panel, or that it can do it now, and shows two buttons:

- Show me opens the item on All Items with the adjustment filled in at that location. Each value Beacon filled has a soft glow until you change it, and Submit is highlighted. Check the adjustment and click Submit yourself.
- Do it for me shows the item, the location, and on-hand before and after. Click Adjust inventory to record it, or Cancel. After it is recorded, Undo this adjustment reverses it. Undoing a count sets on-hand back to what it was, as long as nothing else has changed that item's stock at that location since.

Use one or the other: once the adjustment is recorded either way, the other button no longer records a second one.

The quantity is in the item's inventory unit. If the item or location you name matches more than one, Beacon asks which one you mean first. If you have more than one location and don't name one, Beacon asks which location. For items with lot numbers at that location, a quantity in another unit, or a subtraction larger than what is on hand, Beacon shows an Open Adjust inventory button instead, which opens the same filled-in form. If you close the panel, click the button again to reopen it. Beacon's values stay filled in until you submit or for 30 minutes. After that, the button opens the same item and location with the form blank. On the phone, continue the chat in Peasy on the web.

When to Use Adjustments

Adjustments are the right tool when there's no other workflow that applies. Common examples:

- Corrections after a count — You counted wrong, or the system shows 50 but you actually have 48. Adjust to match reality.
- Damage, waste, or shrinkage — Product was damaged, spoiled, thrown away, or went missing. Deduct it so your numbers stay accurate.
- Starting inventory — You're setting up Peasy for the first time and need to enter what you already have on the shelf.
- Samples given away — You handed out samples at a trade show or to a walk-in customer (https://peasyos.com/help/customer), and the samples aren't tied to any order.

When to Use Something Else Instead

Adjustments are meant for corrections and one-off changes. If the inventory change came from a specific business event, there's usually a better workflow that gives you a proper paper trail.

Received items from a supplier — Use a purchase order (https://peasyos.com/help/creating-purchase-orders) or receive without PO instead. Even if the items were free (like bonus samples from a roaster or extra product after a batch), add them as a $0 line on the PO. This way you have a record of where those items came from and can track supplier patterns over time.

Produced items from a work order — Complete the work order instead of adjusting. Peasy automatically adds the finished product and deducts the ingredients (https://peasyos.com/help/ingredient), so your costs stay accurate.

Moved items between locations — Use one of the transfer workflows (https://peasyos.com/help/transferring-inventory) instead. The Transfer page creates formal transfer orders (https://peasyos.com/help/transfer-orders) with Sent/Received status and carrier tracking. If you don't need that and the move has already happened, the inline adjustment form has a Transfer action mode that records the move as a paired Deduct + Add in one step. Doing the deduct and add separately by hand still works but takes two submissions and is easier to get out of sync.

Returned from a customer — Process through the return workflow so the return is tied to the original sale.

Good to Know

- Every adjustment is logged in Inventory History (https://peasyos.com/help/inventory-history) as a Manual Add or Manual Deduct, with who made it and when.
- Adjustments don't require a reason, but adding a note helps future you (or your team) understand why the change was made.
- If you need to adjust many items at once, doing a full count from the Count page (https://peasyos.com/help/counting-inventory) might be faster than adjusting one by one.
- Lot-level adjustments — Each row in the breakdown modal has an optional Lot field. Pick an existing lot from the dropdown or type a new lot ID to tie the adjustment to a specific batch. Leave it empty to adjust without lot attribution. See Lot Tracking (https://peasyos.com/help/lot-tracking) for more on how lots work.

Related

- Counting Inventory (https://peasyos.com/help/counting-inventory) — Physical counts and inline adjustments
- Inventory History (https://peasyos.com/help/inventory-history) — See a log of all inventory changes, including adjustments
- Inventory Overview (https://peasyos.com/help/inventory-overview) — How inventory tracking works in Peasy
- Receiving Overview (https://peasyos.com/help/receiving-overview) — Receiving items from purchase orders
- Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders) — When a PO is better than an adjustment

---

# Set Your Count Badge Threshold

Category: Inventory
URL: https://peasyos.com/help/count-badge-threshold
Keywords: count badge, count threshold, recount frequency, how often to count, inventory freshness, stale count, count reminder, badge threshold, view popover, sort inventory, ask Beacon to change count threshold

Set Your Count Badge Threshold

Inventory numbers drift over time — items get used, miscounted, or moved without being logged. The count badge threshold tells Peasy how many days can pass before an item should be recounted. Items that haven't been counted within that window get flagged so you know what needs attention.

How to Get There

Go to Inventory > All Items in the sidebar, then click the View button (sliders icon) in the top-right header area.

Step by Step

1. Go to Inventory > All Items.
2. Click the View button (sliders icon) in the header. A popover opens.
3. Scroll down past the sort options to find Count badge threshold.
4. Enter the number of days — for example, 7 means any item not counted in the last 7 days gets flagged.
5. Click the Save button inside the popover.

To turn off badge flagging entirely, clear the field and save. The placeholder text says "Leave empty to turn off."

You can also ask Beacon, for example "Flag items for a count after 14 days." Beacon shows the current and new threshold, changes nothing until you tap Apply changes, and offers Undo these changes afterward. See Using Beacon for Confirmed Edits (https://peasyos.com/help/using-beacon-for-confirmed-edits).

How to Choose the Right Number

It depends on how often you want to verify your inventory:

| Threshold | Good for                                                            |
| --------- | ------------------------------------------------------------------- |
| 1 day     | High-value or fast-moving items you want to count daily             |
| 3 days    | Items you check a few times a week                                  |
| 7 days    | Weekly counts — a good default for most businesses                  |
| 14 days   | Slow-moving items or large inventories where weekly isn't practical |
| 30 days   | Low-priority items you only audit monthly                           |

Start with 7 days if you're not sure. You can always adjust it later.

What This Does

Once set, items that haven't been counted within the threshold are flagged in two ways on the Count page:

- A red "Count" badge appears next to the item name on each card
- The left-edge color bar on the card turns red (green means counted today, grey means neutral)

The sidebar badge on the Count nav item also shows how many items need counting, so you can tell at a glance without opening the page. The Count tab in To-Dos also lists items due for a count.

While You're in the View Popover

The same popover also has sort options — useful for organizing your count workflow:

- Sort by: Last count date, Item name, Category, or Area
- Sort direction: Ascending or descending (toggle with the arrow button)

Sorting by "Last count date" with ascending direction puts the most overdue items at the top — a good way to prioritize your counts.

Good to Know

- This is an account-wide setting — it applies to everyone on your Peasy account, not just you.
- It doesn't force anyone to count. It's a visual reminder to help prioritize inventory work.
- Items counted today show a green left-edge bar and no badge, so you always know what's fresh.
- You can change this anytime as your counting rhythm evolves.

Related

- Counting Inventory (https://peasyos.com/help/counting-inventory) — Full counting guide
- Inventory Overview (https://peasyos.com/help/inventory-overview) — How inventory tracking works
- To-Dos (https://peasyos.com/help/alerts-and-notifications) — All alert types in one panel

---

# Lot Tracking

Category: Inventory
URL: https://peasyos.com/help/lot-tracking
Keywords: lot tracking, lot code, lot number, batch, traceability, supplier lot id, lot id, how to assign lots, fifo, lot depleted, pick lot, recall, batch tracking, lot on receive, lot on sales order, sales order lot cell, qty used, available qty, adjust lot availability, edit lot quantity, lot availability editor, update global availability, unassigned inventory, bulk edit lots, edit lot assignments, lot browser, add lot, create lot, duplicate lot number, back to lots, inventory reconciliation, total available, in-stock lots, not lot-assigned

Lot Tracking

Lot tracking is how Peasy captures batch-level traceability for the items you receive and produce. Receiving a purchase order or completing a work order with positive output creates a lot — a record of that specific batch, its quantity, and where it came from. Lots let you trace a batch from the vendor all the way through to the sales order it went out on.

There's no setting to turn on. Lot tracking works out of the box.

How Lots Are Created

When You Receive a Purchase Order

Every line you receive on a PO creates a lot. In the Receive panel you'll fill in two lot-related fields:

- Lot ID — The lot number Peasy will use internally. Auto-generated from the item SKU and the receive date (e.g., 2026-04-12-SKU-001), but editable before you submit. If another lot with the same ID already exists for that item, Peasy bumps the numeric suffix.
- Supplier Lot ID — _(Optional)_ The lot number your vendor put on the shipment. Enter this if you want to preserve the supplier's own batch code for traceability.

Both fields live in the Receive panel next to the quantity. You can override the auto-generated Lot ID right there — once you click Submit, the lot is written and the Lot ID can't be edited from the UI after that.

When You Complete a Work Order

When you mark a work order done with a positive Qty Made, you enter a required lot number for the finished batch. That creates a lot record against the output item so the batch you just produced is traceable just like a received lot. If Qty Made is 0, the output lot field is disabled and Peasy creates no finished lot.

Where to See All Lots for an Item

Open any item from Buy > Items to buy or Sell > Items to sell and look for the Lots tab on the item detail page. The tab appears automatically once the item has at least one lot.

The Lots tab shows:

- Lot Number — The ID assigned at creation
- Source Item — Which item in the family created the lot
- Status — In Stock (has remaining quantity) or Depleted (fully consumed)
- Available Qty — How much of the lot is still available, shown with the inventory unit
- Qty Used — How much has been consumed from the lot, shown with the inventory unit
- Source — Receipt, production, or manual
- First Received — When the lot was created
- Last Activity — The last time something was drawn from it

Use the filter at the top to switch between All, In Stock, and Depleted (defaults to In Stock).

Click any lot to open its Lot Tracking panel, where you can see its full usage history and adjust how much of it is available.

Browsing and Creating Lots from the Lot Tracking Tab

You don't have to go through the Lots tab first. Open the item and go straight to the Lot Tracking tab — if no lot is selected yet, it shows the same lot browser: a search box (matches lot number, item, or source), a Source filter, and All / In Stock / Depleted status tabs (defaults to In Stock).

The Lot Tracking tab (along with Details, Documents, and Integrations) is available everywhere the item detail panel opens — the item's own page, the Inventory page, a vendor's page, and the cart panel — not just one place.

- Click a lot card to open its tracking view. A Back button at the top returns you to the browser without losing your search or filters.
- Click Add lot to create a new lot right there — it opens the same Edit availability editor described below, with an editable lot number field in place of the usual read-only one. Enter a lot number and a starting quantity, choose whether to Update global (see below), and submit.
- If you type a lot number that's already in use for the item, Peasy shows an error and leaves the existing lot untouched — pick a different number, or find that lot in the browser and adjust it directly instead.

Inventory Reconciliation Summary

At the top of the lot browser, three tiles compare your item's total stock to what's actually tracked by lots. Hover the ⓘ icon on each tile for details:

- Total available — the item's overall available quantity across all locations, regardless of lots.
- In-stock lots — how much of that total is currently represented by lots with remaining quantity.
- Not lot-assigned — the gap between the two. Its tooltip explains what a nonzero value means (inventory added without a lot attached) versus zero alongside Total available being less than In-stock lots (inventory deducted without a lot attached).

These numbers are global totals across every location and always reflect the full item — the search box, Source filter, and status tabs below only narrow the lot list, they don't change the reconciliation numbers.

How Lots Are Consumed

Lots deplete as you sell, produce, or move inventory. Different flows handle lots differently:

Sales Orders (Manual Lot Selection)

The lot that's actually consumed is recorded on the shipment (https://peasyos.com/help/shipment) — what physically moved. The lot you pick on a sales-order line is a planned default that seeds the shipment, not the final answer. On the customer order page, use the Lot cell on a line item to set that default from the dropdown; when you ship, you can override it on the shipment for the batch you really picked. This gives you precise control when you need it — useful for recalls, quality holds, or customers who ask for specific batches.

A couple of things follow from lots living on the shipment:

- A shipped line shows the lot it actually shipped from. Once a line has shipped from a single lot, its order-line Lot cell displays that shipment's lot — not the older planned default — and editing it there updates the shipment to match. If all of the line's shipments are cancelled, it returns to a planned default you can set freely again.
- One line can ship from more than one lot. Ship part from Lot A now and the rest from Lot B in a later shipment — each shipment records its own lot. When a line has shipped from more than one lot, the order-line Lot cell shows a read-only Multiple lots marker instead of a picker, since one value can't represent them — correct each lot on its own shipment.

Shopify Orders (Auto-FIFO)

Shopify orders can assign lots automatically. Go to your Shopify connection's settings card and enable Auto-assign lot IDs to Shopify orders. When on, Peasy uses FIFO — the oldest available lot is picked first, splitting across lots if one doesn't have enough quantity. Items that don't have lots aren't affected.

Work Orders

When you log inputs or complete a positive-output work order, the lot field is a free-text number — it's captured for reference but isn't linked to a specific existing lot record. Use this for lightweight batch notes on production. A zero-output completion has no output lot.

Manual Adjustments

When you adjust inventory from the breakdown modal (see Adjusting Inventory (https://peasyos.com/help/adjusting-inventory)), each row has an optional Lot field. Select an existing lot from the dropdown or type a new lot number. This lets you add, subtract, or reset quantity against a specific batch — useful for corrections like writing off damaged units from a known lot or adding found stock back to the right batch.

If you leave the Lot field empty, the adjustment applies to the item's overall inventory without lot attribution, just like before.

Subtracting from a lot is capped at what the lot has left. If you enter more than the lot's remaining quantity, Peasy deducts only what's actually there. You'll see the balance drop to zero in the breakdown. To subtract from a lot that's fully consumed, or to type a lot number that doesn't exist for the item, Peasy shows an error instead of writing a negative balance — pick an existing lot with stock remaining.

Transfers

Transfer orders aren't tied to a specific lot. They change total quantities for the item at a location without recording which batches moved.

Adjusting a Lot's Available Quantity

You can correct how much of a lot is available right from the Lots tab (or the Lot Tracking tab's browser) — no separate adjustment modal needed.

1. Open the item and click the lot you want to change, either from the Lots tab or the Lot Tracking tab. A Lot Tracking panel opens on the right with an Edit availability editor at the top.
2. Choose how to change it:
   - Reset — set the lot's available quantity to an exact number
   - Add — increase it by an amount
   - Subtract — decrease it by an amount
3. Enter the quantity. You can switch the unit (for example, count in cases instead of each) using the unit selector next to the amount.
4. Review the Preview — it shows how This lot and Global availability will change. Add a note if you want one, then click Submit.

Update global vs. keep the total the same

The Update global toggle in the preview controls whether the rest of your inventory moves with the lot:

- On (default) — the item's overall available quantity changes by the same amount. Use this when the lot change reflects a real change in total stock — you found extra units, or wrote some off.
- Off — the item's total always stays the same; the change is fully offset against unassigned inventory (stock not attributed to any lot). Use this when you're reassigning quantity between a lot and the untracked pool, or correcting how a lot's quantity is booked without changing the item's overall count.

Editing and Deleting Lots

Lots are read-only after creation — the Lot ID, source, and creation date can't be changed. But you _can_ correct a lot's quantity (see Adjusting a Lot's Available Quantity (https://peasyos.com/help/lot-tracking#adjusting-a-lots-available-quantity) above). There's no delete button — this preserves the audit trail so recalls and traceability stay reliable.

- To correct a lot number at creation: Override the Lot ID field in the Receive panel before you click Submit.
- To correct lot assignments on completed transactions: Go to Inventory > History, select the rows, and click Edit lots. Use Bulk Edit Lots to choose or type the corrected lot values — each is checked automatically — then apply the updates.
- To "remove" a lot: Let the lot deplete naturally — when Available Qty hits zero, the lot moves to the Depleted status automatically. Lots are never hard-deleted.
- To correct a lot's quantity after creation: Click the lot in the Lots tab and use the Edit availability editor, or use a manual adjustment with the lot selected (see Adjusting Inventory (https://peasyos.com/help/adjusting-inventory)).

Good to Know

- Lots belong to items, not locations. A lot with 50 units can sit at Warehouse A and Warehouse B at the same time — Peasy tracks the total remaining on the lot, not a per-location split.
- Depleted lots stay visible. They're still in the Lots tab under the Depleted filter, and history entries that reference them still show the full lot detail when you click through.
- Auto-generated Lot IDs are unique per item, per entity. If the generated ID collides, Peasy increments the suffix until it's unique.
- Manufacturing and expiry dates aren't fields on the lot itself today. If you need to record them, add a custom field or capture the date in the Supplier Lot ID.
- The Shopify FIFO setting only affects Shopify orders. Regular sales orders still require you to pick the lot manually on each line — that's the default lot for the shipment, which you can override per shipment.

Related

- Receiving Pending Orders (https://peasyos.com/help/receiving-pending-orders) — Where Lot ID and Supplier Lot ID are captured
- Receiving Without a PO (https://peasyos.com/help/receiving-without-a-po) — Ad-hoc receives still create lots
- Managing Work Orders (https://peasyos.com/help/managing-work-orders) — Assigning a lot number when completing a run
- Inventory History (https://peasyos.com/help/inventory-history) — See every movement for a lot
- Bulk Edit Lot Assignments (https://peasyos.com/help/bulk-edit-lot-assignments) — Correct lots from Inventory History
- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders) — Picking a lot when fulfilling

---

# Bulk Edit Lot Assignments

Category: Inventory
URL: https://peasyos.com/help/bulk-edit-lot-assignments
Keywords: bulk edit lots, edit lot assignments, change lot, reassign lot, lot correction, inventory history lots, validate lots, blocked lot, ad hoc lot, batch correction, skip blocked rows, backorder lots

Bulk Edit Lot Assignments

Use bulk lot editing when several Inventory History rows need their lot assignment corrected at the same time. The bulk editor lets you review selected transactions, choose or type a new lot, and apply the updates together. Each lot you enter is checked automatically as you go, so you can see right away whether a row is ready.

If you're counting inventory and already know the lot, you don't need to come back here afterward — in Add or Subtract count mode, each item card has its own lot icon so you can tag the entry while you count. See Counting Inventory (https://peasyos.com/help/counting-inventory). Use bulk editing on this page when you need to correct lots on transactions that have already happened, especially across many rows at once.

How to Get There

Go to Inventory > History in the sidebar.

Change Lots for Multiple Rows

1. Select the checkboxes next to the history rows you want to update.
2. Click Edit lots in the floating toolbar.
3. In Bulk Edit Lots, review the read-only transaction details (shown with a lock icon).
4. In New Lot, choose an existing lot or type a lot code. Peasy checks each row a moment after you enter it and color-codes the cell.
5. Click Apply updates. If any rows are blocked, Peasy asks whether to skip them and update the rest.

What Can Be Edited

Bulk lot editing supports these transaction types:

- Sales
- Sales Backorder — the unshipped part of an open order; editing its lot sets the order's planned lot
- Received
- Manual Add
- Manual Deduct
- Production Input
- Production Output

An Unfulfilled row for an open Shopify order cannot be bulk edited, because Shopify fulfillments take stock from your oldest lots. Other types, such as Reset adjustments, cannot be bulk edited. If you select one, the row explains that its transaction type does not support bulk lot editing.

Rows that Peasy cannot safely update are blocked in the grid. The New Lot cell explains why, such as a pending receipt that has not been received yet or a pending work order that has not been completed yet.

Validation Messages

As you enter a lot, the New Lot cell is color-coded:

- Green means the row is ready.
- Yellow means the row can be applied, but Peasy is warning you about the lot. For example, a typed lot may be saved as an ad hoc lot.
- Red means the row is blocked and will be skipped unless you fix it.
- Gray means there is no change to apply.

Hover over a colored cell to see the validation message. The footer summarizes how many rows are ready, have warnings, are blocked, or are unchanged.

Skipping Blocked Rows

If you click Apply updates while some rows are still blocked, Peasy asks whether to skip the blocked rows and update the rest. Choose Skip and continue to apply the ready rows, or Cancel to go back and fix the blocked ones first. Blocked rows are never changed.

Good to Know

- Pending rows cannot be bulk-edited until the underlying receipt, sale, work order, or transfer is complete.
- Changing the lot on a completed Production Input refreshes that ingredient's saved cost from the new lot and recalculates the work order's production total.
- If you type a lot code that does not already exist, Peasy may save it as an ad hoc lot when you apply the update.
- Lot updates are applied only to rows with a value in New Lot. Blank rows are ignored.
- If one selected row is blocked, the other rows stay in the editor so you can review them before applying.

Related

- Counting Inventory (https://peasyos.com/help/counting-inventory) — Tag lots per item as you count, in Add or Subtract mode
- Inventory History (https://peasyos.com/help/inventory-history) — See all inventory movements and pending transactions
- Lot Tracking (https://peasyos.com/help/lot-tracking) — Understand how lots are created and consumed
- Adjusting Inventory (https://peasyos.com/help/adjusting-inventory) — Make quantity corrections from the inventory view

---

# Dating Inventory Movements

Category: Inventory
URL: https://peasyos.com/help/dating-inventory-movements
Keywords: edit inventory log date, change inventory date, ship date, shipment ship date, order placed date, fulfillment date, order date, received date, receive date, backdate inventory, backdating, effective date, created date, created at, when inventory deducts, inventory date, count date, on hand date, future date inventory, why did my inventory change, why did inventory move, date a sale, date a receipt, retroactive, as of date, same-day recounts, transfer date, sent date, transfer received date, backdate transfer

Dating Inventory Movements

Every inventory change in Peasy has a date that decides when it counts against your stock. For a sale it's the ship date on its shipment (https://peasyos.com/help/shipment); for a delivery it's the Receive Date. Setting these dates correctly is what keeps your on-hand numbers lined up with your physical counts.

The Effective Date

Each movement has an effective date — the day it actually affects on-hand. It usually equals the day you entered the record, but you can change it to backdate (or forward-date) the movement:

- Ship date on a shipment — the day a sale's items leave inventory. A sale moves stock when you record a shipment (https://peasyos.com/help/shipment), and that shipment's ship date is its effective date. Set it in the order's Shipments section. When you fulfill an order in one click, Peasy seeds the ship date from the order's Order Date (the day the order was placed, shown in the Order Date column on the Orders table), which you can backdate before fulfilling.
- Receive Date on a receive — the day a delivery's stock comes in. Defaults to today. Set in the receive panel.
- Sent Date and Received Date on a transfer order (https://peasyos.com/help/transfer-orders) — the day the items leave the source location and the day they arrive at the destination. Peasy sets each to today when you change the order's status, and you can change them in the Transfer Orders table. Neither can be in the future.
- Date on a work order's Mark as Done dialog, and the count date on the Inventory page, work the same way for production and counts.
- Inventory Date on a manual Add, Deduct, or Reset already saved in Inventory History (https://peasyos.com/help/inventory-history). Choose Edit in the row's three-dot menu to move it to the day it really happened, today or earlier. A Reset that was part of a count covering several items of one family moves together with the rest of that count.

Change the date to match when the event really happened, and Peasy records the inventory change as of that day instead of today.

How Dates Line Up With Counts

A physical count is your source of truth as of the day you took it. From there:

- A movement dated after a count adjusts the counted number — a sale shipped after your count reduces from it, a receive after your count adds to it.
- A movement you backdate to on or before a count's date is treated as already reflected in that count, so it won't change the number the count established.
- A receive or a transfer dated today counts at the moment you record it. So one you record after a count you took earlier today adds on top of that count, even late in the evening.

That second rule is the important one: if you backdate a sale or receipt to a day you'd already counted, the counted total wins and the backdated movement won't move your current on-hand. Date the movement after your most recent count if you want it to adjust today's number.

Future Dates

If you set a date in the future, the movement doesn't change your current on-hand until that day arrives — a receive dated next week, for example, won't add to stock until then. Peasy caps a shipment's ship date, a transfer order's Sent Date and Received Date, and an edited manual entry's Inventory Date at today, so this mostly affects receives, counts, and production. If an item's count looks too high, check that a receive or other movement isn't dated ahead of today.

Effective Date vs. Created At

Inventory History keeps both, shown as columns in the table (and again in the detail panel when you open a Complete row):

- Inventory Date — the effective date above. You can edit this on the source record (the sales order, the receive, etc.), or with Edit on a manual Add, Deduct, or Reset row.
- Created At — read-only, showing the exact date and time the record was actually entered into Peasy. It never changes.

The Inventory Date is what drives your on-hand math; Created At is there for your audit trail, so a backdated movement still shows exactly when it was logged — and multiple recounts on the same Inventory Date can be told apart by their Created At time.

Good to Know

- One date moves every screen. Current inventory, the item detail panel, "on hand as of" reports, and CSV exports all read the same effective date — changing a shipment's ship date updates them together.
- Shopify and other connected orders keep their own per-order event date, so consolidated feeds still deduct on the day each order came in.
- Nothing is lost when you re-date a movement. Re-dating only changes when it counts; the record, quantities, and history stay intact.

Related

- Fulfilling and Shipping Orders (https://peasyos.com/help/fulfilling-and-shipping-orders) — Set a shipment's ship date
- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders) — Set a sales order's Order Date
- Receiving Pending Orders (https://peasyos.com/help/receiving-pending-orders) — Set a delivery's Receive Date
- Transfer Orders (https://peasyos.com/help/transfer-orders) — Set a transfer's Sent Date and Received Date
- Counting Inventory (https://peasyos.com/help/counting-inventory) — How counts set your on-hand baseline
- Inventory History (https://peasyos.com/help/inventory-history) — The Inventory Date and Created At columns

---

# Creating Templates

Category: Make
URL: https://peasyos.com/help/template-creation-tour
Keywords: template creation tour, create template, new template, template builder, template inputs, finished good, building block, output unit, yield, recipe, formula, BOM, rename template, edit template name

Creating Templates

Templates let you define recipes, formulas, BOMs, and assemblies. Each step below has a Show me button that lights up the compass on the matching control so you can see exactly where it lives.

This tour spans three places: the Templates page, the New Template dialog, and the template builder where you add inputs. The compasses route you to the right place — open the New Template dialog (or any template) for the dialog and builder steps.

The tour

1. Go to the Templates page

Templates are managed on the Templates page. The compasses route you to the right place — open the New Template dialog when you reach that step.

[goto:/templates|Open the Templates page]

2. Start a new template

Click New Template on the Templates page to open the creation dialog. Templates can be Finished Goods (products you sell), Building Blocks (sub-components), or Bundles (auto-deducting kits).

[guidance:tmpl_new_button]

3. Choose the template type

In the dialog, pick the type. Finished Good — a final product you sell. Building Block — an item used to make another item. Bundle — automatically deducts inputs when sold.

[guidance:tmpl_type]

4. Pick the output item

Choose the item this template makes. This links the template to an existing inventory item.

[guidance:tmpl_output_item]

5. Pick the output unit

The unit this template produces (jar, kg, case, etc). Combined with yield, this expresses what one batch makes.

[guidance:tmpl_output_unit]

6. Set the yield

Enter how many output units one batch produces. The yield drives how much of each input is needed per batch.

[guidance:tmpl_yield_quantity]

7. Template name

For Finished Goods, the name auto-generates from the output item and yield (e.g. "Strawberry Jam - 50 jars"). Edit it if you like. For Building Blocks, enter your own descriptive name.

[guidance:tmpl_name_input]

8. Continue to the builder

Click Continue to open the template builder where you'll add inputs and configure production details.

[guidance:tmpl_continue]

9. Add an input

In the builder, click Add Input to add an ingredient or component. Each input picks an item, a unit, and a quantity needed per yield.

[guidance:tmpl_add_input]

10. Pick the input item

In the input form, pick which item from your catalog you want to use as an input.

[guidance:tmpl_input_item]

11. Pick the input unit

Choose which unit of measure to enter the input quantity in.

[guidance:tmpl_input_unit]

12. Set the input quantity

Enter how much of this input is needed to make the template's yield. Example: yield is 5 gallons and the recipe is 10 oz per gallon → enter 50 oz.

[guidance:tmpl_input_quantity]

13. Add instructions (optional)

Add per-input notes — "Use room temperature butter", "Pre-heat before adding", etc. Skip if not needed.

[guidance:tmpl_input_instructions]

14. Save (and add more)

Check Add more to keep the form open after saving so you can add another input. Click Save Input when you're done.

[guidance:tmpl_input_add_more]

15. Reopen a template later

Need to come back and tweak a template? On the Templates page, click any template name in the list to open its configuration panel on the right.

[guidance:tmpl_row_open]

16. Rename inline

At the top of the configuration panel the template name is a free-text field. Click it, type a new name, and press Enter (or click elsewhere) to save. There's no save button — changes auto-save when you blur.

[guidance:tmpl_name_edit]

---

Tips

- Use Building Blocks for sub-recipes that feed into Finished Goods — keeps ingredient lists tidy.
- Bundles automatically deduct their inputs from inventory when sold; use them for kits and assemblies.
- Yield can be expressed in batches or units; pick whichever matches your production process.
- Renaming a template doesn't affect existing work orders that referenced it.
- For Finished Goods, the template name doesn't have to match the output item name — feel free to give it a recipe-style name.

---

Related

- Making overview (https://peasyos.com/help/making-overview)
- Creating templates (https://peasyos.com/help/creating-templates)
- Building blocks (https://peasyos.com/help/building-blocks)
- Managing work orders (https://peasyos.com/help/managing-work-orders)

---

# Work Orders Management

Category: Make
URL: https://peasyos.com/help/work-orders-overview-tour
Keywords: work orders tour, work orders management, manufacturing, assembly, production, work order calendar, work order list, bulk print, create work order

Work Orders Management

Work orders track your manufacturing and assembly tasks from planning through completion. Each step below has a Show me button that lights up the compass on the matching control so you can see exactly where it lives.

The compasses live in the Work Orders page header. Visit Make > Work Orders to see them all.

The tour

1. Go to the Work Orders page

Work orders live in Make > Work Orders. The compasses for this tour live in the page header.

[goto:/work-orders|Open the Work Orders page]

2. Filter work orders

Filter by item, item category, location, or scheduled date to zero in on what you're looking for. Combine multiple filters to narrow the list, then save the combination as a reusable view from the Save View button.

[guidance:wo_filter]

3. Search work orders

Quickly find work orders by number, item name, lot number, or linked purchase order number. The list filters as you type.

[guidance:wo_search]

4. Bulk actions

Select multiple work orders with the row checkboxes to perform bulk actions like printing. Click the checkbox in a status group header to select an entire group.

[guidance:wo_bulk_actions]

5. View options

Switch between three views: List by status (work orders grouped by status), List by day (a continuous day-by-day planner with an Unscheduled side panel), or Month (a continuous-scroll calendar). Your choice is saved and remembered. Switching views does not change any filters you have set.

[guidance:wo_view_selector]

6. Create a work order

Click New Work Order to start one from a template. Choose yield by units or batches, optionally split yield across multiple work orders, and set the production date and location.

[guidance:wo_create_button]

---

Tips

- Work orders are grouped by status in List by status for at-a-glance progress tracking.
- List by day and Month are great for long-running work orders and capacity planning. Both scroll continuously and have a floating control pill in the top-right with previous/next, a date picker, Today, and Print.
- In List by day, drag from the Unscheduled side panel onto a day to schedule it; selecting multiple work orders and dragging one moves the whole selection.
- The bulk-print action saves time when prepping a day's batch — in List by day, Print generates a bundle of individual work-order PDFs for the selected rows (up to 50), or a 7-day overview when nothing is selected.

---

Related

- Making overview (https://peasyos.com/help/making-overview)
- Creating templates (https://peasyos.com/help/creating-templates)
- Managing work orders (https://peasyos.com/help/managing-work-orders)

---

# Making Overview

Category: Make
URL: https://peasyos.com/help/making-overview
Keywords: manufacturing, production, make products, assembly, fabrication, production management, how to produce, manufacturing overview

Making Overview

The Make section is for businesses that produce, assemble, or prepare products — whether that's cooking recipes, assembling kits, or manufacturing goods. You define what goes into your products (templates), then schedule when to make them (work orders).

Make section in sidebar showing Items to make and Work Orders

Two Key Concepts

Templates

A template is like a recipe or a bill of materials. It describes:

- What you're making — The finished product
- What goes into it — The ingredients, components, or materials needed
- How much of each — The quantities required

For example, a "Honey Mustard" template might need 2 lbs of mustard seeds, 1 lb of honey, and 0.5 lbs of vinegar.

Work Orders

A work order is a scheduled production run (https://peasyos.com/help/production-run). It says:

- Which template to use
- How much to produce
- When to make it
- Where to make it

Work orders pull from your inventory (ingredients go down). A completed run with a positive quantity made also creates finished product inventory; a zero-output completion records the run and its inputs without adding finished stock.

How It All Connects

1. Create a template with your recipe or assembly instructions
2. Schedule a work order when you need to produce a batch
3. Complete the work order when production is done
4. Peasy deducts the ingredients and, when the quantity made is positive, adds the finished product to your inventory

Everything ties back to inventory. If you don't have enough ingredients, Peasy will alert you.

Red Badges

- Items to make badge — Shows how many templates have ingredient gaps (you don't have enough raw materials on hand)
- Work Orders badge — Shows how many work orders are due today or overdue

Related

- Creating Templates (https://peasyos.com/help/creating-templates) — Set up your recipes and assembly instructions
- Building Blocks and Sub-Assemblies (https://peasyos.com/help/building-blocks) — Create intermediate products used as ingredients in finished goods
- Managing Work Orders (https://peasyos.com/help/managing-work-orders) — Schedule and track production
- Template Gap Alerts (https://peasyos.com/help/template-gap-alerts) — Understanding ingredient shortages

---

# Creating Templates

Category: Make
URL: https://peasyos.com/help/creating-templates
Keywords: recipe, BOM, bill of materials, formula, sub-recipe, assembly instructions, ingredients, ingredient list, manufacturing template, production recipe, work order template, create recipe, bundle, kit, assemble, gift box, samples, sample bags, farmers market, point of sale, hot coffee, packaging, real world, example, scenario, how to set up, co-manufacturer, co-man cost, cost basis, per output, per batch, co-manufacturer add to cart, order co-man template, change output unit, preserve co-man cost, purchasing history, historical purchase order, use new unit, type new unit, missing unit, item type badge, buy badge, make badge, sell badge, conversion badge, unit SKU, duplicate unit, same unit, choose exact variant, group by family, family rows, expand all groups, collapse all groups, templates page layout, ordering method, order method, vendor settings, where is order method, column not showing, fulfillment method, lead time, payment terms, co-manufacturer settings, templates location filter, restock point per location, replenish quick filter, location-aware restock point, templates page location selector, input types, item input, process step, cost input, labor cost, shipping cost, scrap allowance, non-inventory cost, overhead, add cost to template, cost per unit, cost per batch, additional batch costs, work order cost override, bulk add templates, bulk create templates, bulk upload templates, templates CSV, upload templates CSV, spreadsheet templates, paste templates, many templates at once, migrate templates, mass create templates, provided output, provided input, template item match review, circular template, output as input, same item family, bulk add inputs, paste inputs, spreadsheet inputs, bulk add ingredients, paste ingredients, bulk import template, csv upload template, duplicate template, copy template, clone template, view template, view item details, row actions menu, template actions, three-dot menu, print template, export template, template pdf, print recipe, export recipe, download template, save template as pdf, print or export template

Creating Templates

A template is your recipe, formula, or assembly instructions. It defines what you're making, what ingredients or materials go into it, and how much of each you need. Once set up, you can use it over and over to schedule production.

How to Get There

Go to Make > Items to make in the sidebar.

Creating a New Template

1. Click + New Template.
2. Enter the template name — What you're making (e.g., "Honey Mustard," "Gift Basket," "Steel Widget").
3. Add inputs — Templates accept three kinds of inputs (see Input types (https://peasyos.com/help/creating-templates#input-types-item-process-cost) below). The most common is an Item — something you stock that goes into the product. For each item input:
   - Select the item from your inventory. The item list shows Buy, Make, Sell, or Conversion badges so you can tell apart families with similar names.
   - Enter the quantity needed — you can type it before or after picking the unit
   - Choose the unit. Peasy shows each variant's SKU beside its unit. Variants with different SKUs stay separate. When variants have the same unit and nonblank SKU but different uses, their type badges identify the exact one. If a same-unit variant has no SKU, Peasy hides it when a more specific SKU choice exists. If all same-unit variants have no SKU, Peasy shows one choice without a type badge. Peasy fills in a default only when there is one clear choice. If the unit you need isn't on the family yet (for example, your recipe calls for g but the item only has kg), type the new unit name and pick Use new unit. Peasy confirms the conversion (like 1 kg = 1000 g) and creates the variant inline so you can keep building the template.
4. Set the output — Choose the item family and unit this template produces. If the family does not exist yet, choose Create new item from the Output Item dropdown. If the family exists but the unit does not, choose Add variant from the Output Unit dropdown. Peasy opens the new-variant form with Sell selected, then returns the new unit to the template after you save it.
5. Save the template.

Creating Templates in Bulk

If you need to set up many templates at once — for example when moving over from another system or launching a new product line — use the Bulk add button next to + New Template. It opens a spreadsheet-style modal where every row is one input line:

| Output Item    | Yield | Input Item     | Input Quantity |
| -------------- | ----- | -------------- | -------------- |
| Strawberry Jam | 24    | Strawberries   | 18             |
| Strawberry Jam | 24    | Sugar          | 10             |
| Strawberry Jam | 24    | Glass Jars 8oz | 24             |

A few things to know:

- Rows with the same output item and yield combine into one template. The three rows above create a single "Strawberry Jam" template with three inputs.
- Units are inferred from the items you pick — there are no unit columns. Whatever unit the item is stored in is the unit Peasy uses.
- Two ways to fill the grid. Type or paste rows directly, or click Download Template to get a CSV starter, fill it in, and click Upload CSV to load it. Up to 500 rows per batch.
- Item matching review. If the names you entered don't match your catalog exactly, the grid switches into a review view that shows your Provided Output / Provided Input text next to Peasy's suggested match. Confident matches are highlighted green; uncertain ones are yellow and need a confirmation. Items Peasy couldn't match show up red — pick the right item from the dropdown to clear them.
- What gets blocked. Rows with a missing item, a non-positive yield or quantity, or where the same item family is set as both output and input are flagged before submit. That includes another unit variant of the output item. Templates that would have the same generated name as an existing template (or another template in the same batch) are also blocked.

When you click Create Templates, Peasy creates all the templates and their inputs together. If anything fails partway, the templates and Make items it already created are soft-deleted so you can fix the error and retry without leftovers in your catalog.

Bulk Add Inputs to a Single Template (Paste from a Spreadsheet)

If you only need to populate inputs on one template — for example, a recipe you're building up from a long ingredient list — open the template, then click the icon button next to Add Input (hover for the Bulk add tooltip). A spreadsheet grid opens with three columns: Item, Qty, and Notes. Paste your rows directly from Excel or Google Sheets, review the item matches Peasy suggests for each row, and submit. Peasy creates or updates the Item inputs in one go.

This bulk flow is for Item inputs only — it does not add Process steps (like "Mix until smooth") or Cost inputs (like labor or shipping). Add those separately using the Add Input form's Process or Cost tabs. CSV file upload also isn't supported on this single-template flow — paste is the only bulk path.

If you need to copy inputs from one template into a similar product (including Process and Cost rows), the Duplicate action on the template list (three-dot menu) clones the whole template — every input type, yield, and costs — into a new template you can then tweak. Choose an output item family that is not already one of the source template's item inputs; Peasy blocks that circular setup. For setting up many templates at once from scratch, use the bulk-create flow above instead.

Input Types: Item, Process, Cost

When you click Add Input, the form shows three tabs:

- Item — An ingredient or component you keep in inventory. Item inputs deduct stock when a work order completes and are valued at the item's current cost.
- Process — A descriptive step with no inventory or cost impact (e.g. "Mix until smooth," "Heat to 350°F"). Use this to document instructions for the people running production.
- Cost — A non-inventory cost that should still flow into the template's cost of goods sold (COGS). Use this for labor, shipping, scrap allowance, packaging contracted out, or any line item that has a dollar amount but isn't tracked as inventory. Each Cost input has a name, a dollar amount, and a basis: Per unit of output, or Per batch (per production run).

Cost inputs roll into the template's per-unit and per-batch COGS automatically and are also included in the recorded production cost when a work order completes. They're carried through when you duplicate a template. In the template's input list, Cost rows use an amber indicator so they are easy to tell apart from Item rows and Process rows.

Editing a Template

Click on any template to open its detail view. From there you can:

- Rename the template — Click the name to edit it. The name can't be left blank; if you clear it and click away, Peasy puts the previous name back.
- Add or remove ingredients — Update what goes into the product
- Change quantities — Adjust how much of each ingredient is needed
- Update the output — Change what the template produces
- Change the output unit — For Finished Good templates, if the output item's family has multiple units (e.g., Coffee sold in lb, grams, and kg), an Output Unit dropdown appears. Select a different unit to switch which variant the template produces. When cost basis is set to "per output," the cost unit changes with the output but the dollar amount stays the same — for example, $1 per jar becomes $1 per case. If the old purchasing item already has work orders, purchase orders, or receipts, Peasy keeps those records in their original unit and uses the new unit for future buying.
- Change the yield — When you leave the yield field (or press Enter), Peasy saves the new value. If the template has inputs, Peasy asks whether to rescale all input quantities proportionally. Click Update inputs to let Peasy adjust them automatically, or Keep input quantities to leave them as-is. You must choose one of these options before continuing.

Most changes save automatically. Yield changes save when you leave the field or press Enter.

Printing or Exporting a Template

Open a template, then click the printer icon in the top-right of the Template Builder header (just to the left of Create Work Order). Peasy generates a print-ready batch sheet — the same layout you get when you print a work order — so a template prints exactly like the work order it would produce. The sheet shows:

- The output product and total yield
- The inputs list — item ingredients (with their quantity and unit) and process steps, shown together in the same order as in the template builder
- Any template notes

The page opens in a new browser tab, where you can print it or Save as PDF. If your browser blocks the new tab, Peasy downloads the PDF for you instead — either way you get the document. This lets you review or hand out a template's batch sheet without having to create a work order first.

Viewing Your Templates

The templates page shows your templates in a list. Use the status filter in the Display Panel (sliders icon) to switch between views:

- Active (default) — Templates currently in use
- Inactive — Templates you've set aside
- All — Everything in one list

Each template shows:

- Template name
- Output SKU — The SKU of the item the template produces. Edit this cell to update the output item.
- Ingredients count — How many different items go into it
- Gap indicators — Whether you have enough ingredients available (see Template Gap Alerts (https://peasyos.com/help/template-gap-alerts))

> Looking for Ordering Method, Fulfillment, Lead Time, or Payment Terms on a co-manufacturer template?
> Those are vendor-level settings, not template-level — they live on the co-manufacturer's vendor record, not the Items to make table. Set them on Buy > Vendors. Once set, the Ordering Method also shows as a badge in the cart panel and on the purchase order review screen when you add a co-man template to your cart. See Managing Vendors (https://peasyos.com/help/managing-vendors).

Filtering by Location

If your business has more than one location, the templates page shows a location badge at the top. Click it to scope restock-point progress, on-hand inventory, and the Replenish quick filter to a single location instead of the all-locations aggregate. Switch back to All Locations to see global totals again. The selection sticks across reloads.

When a specific location is selected, the Restock Pt column shows only that location's per-location override; if the location has no override the cell is blank (it does not fall back to the family's global restock point). With All Locations selected, the column instead shows the family's Global Restock Pt. Edit the value inline to set or clear the per-location override.

Grouping by Item Family

Templates that produce variants of the same item — for example, a Light Roast template that yields 12-oz bags and another that yields cases of those bags — are grouped under one family row by default. The family row shows the parent item's name, image, category, template count, and a restock-point progress bar that reflects current inventory across the whole family. Click the template-count badge to start a new template, click the category badge to change or create a category, or click the chevron to expand the family and see each template that feeds into it.

To turn grouping off and see every template as its own row, open the Display Panel (sliders icon) and switch off Group by family. The Category column remains available in this view and can be edited inline. Peasy remembers your preference for next time. When grouping is on, click the chevron in the Template Name column header to expand or collapse all groups at once.

Row Actions Menu

Each template row has a three-dot menu (overflow icon) with quick shortcuts:

- View template — opens the template builder panel for that template, the same as clicking the row.
- View item details — opens the item-detail panel for the template's output item family, so you can check inventory, restock points, and other details without leaving the templates page.
- Duplicate — clones the whole template (every input, yield, and cost) into a new template you can tweak.
- Mark Inactive / Mark Active — changes the template's status (see below).

Managing Template Status

You can mark templates as inactive when you're no longer using them, and reactivate them later.

Marking a Template Inactive

1. Find the template in the list.
2. Click the three-dot menu (overflow icon) on the row.
3. Select Mark Inactive.
4. Confirm in the dialog.

The template moves to the Inactive view and no longer appears in the default Active list.

Reactivating a Template

1. Switch to the Inactive or All view using the Display Panel.
2. Click the three-dot menu on the inactive template.
3. Select Mark Active.
4. Confirm in the dialog.

The template returns to the Active list and is available for work orders again.

Co-Manufacturer Cost Basis

If a supplier makes a template's finished product for you (a co-manufacturer), the template's info section has a cost field where you enter what the co-manufacturer charges. You can express that cost two ways:

- Per output unit — e.g. "$2.50 per jar." Pick this when the co-manufacturer prices by the unit they ship you.
- Per batch — e.g. "$200 per batch." Pick this when the co-manufacturer quotes a flat price per production run regardless of exact unit count.

Turn on Made by a co-manufacturer? to pick the vendor for the template. If the co-manufacturer is not in your vendor list yet, type the name in the Vendor field and choose Create vendor.

Switch between the two using the dropdown next to the cost field — labeled with your output unit (like "jar") or "Batch."

Before switching to per batch

Peasy needs to know how many output units come out of one batch before it can convert between the two modes, so set the template's yield before switching to per-batch pricing. If you try to switch while yield is unset, Peasy will show an error and keep the basis at per output unit.

The displayed dollar amount stays put

When you toggle the basis, the number in the cost field doesn't jump around. If you had "$2.50 per jar" and switch to per batch with a yield of 80, Peasy keeps the field showing "$2.50" — it doesn't suddenly render "$200." If you want a different number in the new basis, just type over it.

Include in COGS

Below the cost field is an Include in COGS toggle. It turns on automatically when you select Made by a co-manufacturer?. Turn it off if you do not want the co-manufacturer's cost included in the template's unit and batch cost for margin and reporting purposes. See COGS (https://peasyos.com/help/cogs) for how this combines with raw materials, freight, and packaging costs.

Adding Other Production Costs

For overhead, labor, shipping, scrap allowance, or packaging fees that aren't tracked as inventory, use a Cost input instead of creating a buy item. In the Add Input form, switch to the Cost tab, give it a name (e.g. "Labor," "Shipping"), enter the amount, and choose Per unit or Per batch. The cost rolls into the template's unit and batch COGS the same way ingredient costs do — and you don't have to keep a fake item in your catalog to make it work.

When you create a work order from the template, those Cost inputs appear in the work order detail panel under Additional Batch Costs. You can adjust the dollar amount for that specific run without changing the template. When the work order is complete, those costs are stamped into that run's history and show in the finished lot's Input COGS view.

Ordering from a Co-Manufacturer Template

When you create a work order from a co-man template, the dialog's primary button changes to Add to Cart instead of Create Work Order — Peasy adds the make-item to your shared cart at the supplier's price so you can send it on a purchase order. See Co-Manufacturer Templates Add to Cart (https://peasyos.com/help/managing-work-orders#co-manufacturer-templates-add-to-cart) for the full flow.

Template Types

When creating a template, you'll choose between two types:

- Finished Good — A product you sell to customers (https://peasyos.com/help/customer). The output is a sell item.
- Building Block — An intermediate product used as an ingredient in other templates (e.g., a sauce, dough, or sub-assembly). See Building Blocks and Sub-Assemblies (https://peasyos.com/help/building-blocks) for details.

Real-World Examples

Not sure how to translate what you make into a template? These scenarios show the thought process, not just the clicks.

Hot Coffee at a Farmers Market

- What you're making: Hot coffee served in a cup
- Output: "Hot Coffee" (sell item, unit: each)
- Inputs: Ground coffee (0.5 oz per cup), paper cup (1), lid (1), sleeve (1)

The coffee, cups, lids, and sleeves are all separate buy items (https://peasyos.com/help/buy-item). The template ties them together so Peasy tracks everything you use per cup sold. When you complete a work order (https://peasyos.com/help/work-order) for 50 hot coffees, Peasy deducts 25 oz of ground coffee, 50 cups, 50 lids, and 50 sleeves — all automatically.

Samples from a Larger Bag

- What you're making: 4oz sample bags from a bulk 5lb bag of coffee
- Output: "4oz Sample Bag" (sell item, unit: each, yield: 20 per batch)
- Inputs: 5lb coffee bag (1), sample bags (20), sample labels (20)

Use fractional quantities when your input doesn't divide evenly. If 1 bag = 5 lbs and each sample is 4 oz (0.25 lbs), you get 20 samples per bag. Peasy handles the conversion math if the coffee family's Inventory Unit (https://peasyos.com/help/inventory-unit) is pounds.

Assembled Gift Box

- What you're making: A gift box containing multiple products
- Output: "Holiday Gift Box" (sell item, unit: each)
- Inputs: 8oz honey jar (1), 4oz candle (1), tea sampler (1), gift box (1), tissue paper (2 sheets), ribbon (1)

This is what people often call a "bundle (https://peasyos.com/help/bundle)" — but in Peasy, it's a template. The template tracks every component so you know when you're running low on any item. Don't confuse this with selling items individually alongside each other — a template means Peasy manages the assembly.

Food Product with Packaging

- What you're making: Bottled hot sauce
- Output: "Hot Sauce 8oz" (sell item, unit: each)
- Inputs: Hot sauce base (8 oz), glass bottle (1), cap (1), label (1), shrink wrap band (1)

If the sauce itself is made from raw ingredients (peppers, vinegar, garlic, salt), create the sauce as a building block template first, then use it as an input here. Peasy tracks both stages: making the sauce and bottling it. See Building Blocks and Sub-Assemblies (https://peasyos.com/help/building-blocks) for details.

Common Questions

Can I nest one template inside another?
Yes — that's what Building Block templates are for. Create a Building Block for your sub-recipe, then use it as an input in your main Finished Good template. When you run a work order, Peasy deducts the raw ingredients all the way down.

What happens if I change a template after creating work orders from it?
Existing work orders keep the recipe they were created with. Only new work orders pick up the updated template. This means you can safely tweak recipes without affecting production that's already in progress.

Can I scale a template to different batch sizes?
Yes. When creating a work order from a template, you set the batch quantity. Peasy multiplies all ingredient quantities proportionally. If your template makes 10 jars of sauce and you enter 50, all inputs scale by 5x.

What if I need to substitute an ingredient?
If the substitution is permanent, update the template so future work orders use the right input. If it's just for one batch, keep the template as-is and note the substitution on the work order so your team follows the correct process.

Good to Know

- Templates are reusable — create once, produce many times via work orders.
- Ingredients must already exist as items in Peasy. Add your raw materials as buy items first.
- You can create templates for anything — food recipes, product assemblies, kits, bundles, or any multi-ingredient product.
- "Bundle" = template in Peasy. If you assemble multiple items into one product you sell — a gift box, a kit, hot coffee with cups and lids — create a finished good template with all the components as inputs.
- Marking a template inactive doesn't delete it — you can reactivate it anytime from the Inactive or All view.
- A guided tour is available to walk you through template creation. Access it from the help button or the Getting Started checklist.

Related

- Building Blocks and Sub-Assemblies (https://peasyos.com/help/building-blocks) — Create intermediate products for multi-stage production
- Managing Work Orders (https://peasyos.com/help/managing-work-orders) — Use your templates to schedule production
- Template Gap Alerts (https://peasyos.com/help/template-gap-alerts) — Know when you're short on ingredients
- Making Overview (https://peasyos.com/help/making-overview) — How the Make section works

---

# Managing Work Orders

Category: Make
URL: https://peasyos.com/help/managing-work-orders
Keywords: production order, WO, manufacturing order, production schedule, batch management, manufacturing run, start production, track production, make items, production status, batch production, work in progress, work order notes, production notes, email work order, work order email, email limit, too many emails, co-manufacturer work order, output location, receive and mark done, quantity accepted, edit lot number, edit quantity made, edit ingredient cost, correct input cost, cost per unit, manual input cost, co-manufacturer add to cart, co-man order, order from co-manufacturer, rename work order, work order name, custom work order title, edit work order number, rename work order number, duplicate work order number, work order number already exists, work order number based on planned date, list by status, list by day, by day view, month view, unscheduled work orders, multi-select drag, print work orders, work order pdf, infinite scroll calendar, additional batch costs, labor cost, overhead cost, separately billed freight, freight to 3PL, finished goods freight, co-packer freight invoice, work order cost override, input COGS, work order date, inventory date, production date, backdate work order, completion date, ingredient availability, max capacity, max producible, limited by ingredient, availability bar, short ingredient badge, production planning, finished date, planned date, finished lot date, correct production date, re-date work order, edit completion date, transaction date, add input, one-off input, extra ingredient, frozen recipe, recipe snapshot, template edit not applied, edit template existing work order, apply all suggested lots, suggested lot checkbox, completed work order inputs, recalculate cost after completion, ingredient not used, skipped ingredient, zero quantity ingredient, record zero used, edit zero ingredient after completion, qty made warning, quantity made warning, quantity made too high, made more than planned, made less than planned, mistyped quantity, wrong quantity made, use planned amount, quantity doesn't match plan, bulk upload work orders, import work orders, work order spreadsheet, work order CSV, max batches per work order, split import row, reprocess spreadsheet changes

Managing Work Orders

Work orders are how you schedule and track production. Each work order says "make X units of this template at this location by this date." When you complete a work order, Peasy records the run and deducts its ingredients (https://peasyos.com/help/ingredient). A positive Qty Made also adds the finished product to inventory; a zero-output completion does not.

How to Get There

Go to Make > Work Orders in the sidebar.

Creating a Work Order

1. Click + New Work Order.
2. Select the template — Which product you're making.
3. Enter the quantity — How many to produce. You can choose any unit in the item's family (for example, enter "10 cases" instead of "120 each") using the unit dropdown next to the quantity field. Peasy shows a summary below the field with the number of batches and total output in the template's base unit.
4. _(Optional)_ Set a schedule date — When production is scheduled.
5. Choose the location — Where production will happen.
6. _(Optional)_ Adjust the Work Order name — Peasy suggests a name from the template and item, so you can leave it as-is or replace it with something specific to this run (a sales order reference, "Line A morning run", and so on). If the batch splits into multiple work orders (because the template has a max batches-per-work-order limit), each one gets your name with a "(1 of 3)"-style suffix so the runs stay easy to tell apart.
7. _(Optional)_ Add notes — Any additional instructions or context for this run.
8. Click Create.

You can also create work orders from the item detail panel on the All Items page by clicking Restock and choosing the make option, or directly from the Make > Templates list by hovering a row and clicking the + button next to the template name. If a family has more than one template, the button opens a picker so you can choose which template to use.

Creating Work Orders in Bulk

On desktop, open the menu beside New Work Order and select Bulk upload. On mobile, select Bulk upload from the empty-state actions. The import opens with 25 editable rows; you can type directly, paste rows, upload a CSV or Excel spreadsheet, download the Peasy CSV template, or open the template in Google Sheets.

Each nonblank row appears as one card on Review. If the selected template limits how many batches one work order can hold, that card shows one line for each work order Peasy will create. For example, importing 300 units for a template limited to 200 units per work order shows lines for 200 and 100 units.

The accepted fields are:

- Item Name or SKU — at least one is required and identifies the output item.
- Quantity — required and greater than zero.
- Unit — optional. It must be a compatible unit in the output item's family; Peasy converts it to the template output unit.
- Planned Date — optional, in a valid date format. A row with a date creates a Planned work order; a row without one creates a Draft.
- Location — optional active location ID or an unambiguous location name.
- Notes — optional work-order notes.

When you use Peasy's starter grid, its fields are already known. If you upload your own spreadsheet, map its columns first. Peasy skips Map templates and goes directly to Review when every item already has a Known mapping. Otherwise, Map templates asks you to choose the active Work Order template that produces each distinct imported item. Known mapping means Peasy remembered a prior choice or found one unambiguous active template. Needs template requires a selection. Choose Ignore rows with this value to leave every row for that item out of this import. At least one item must remain mapped.

The imported quantity becomes Qty Planned. Peasy divides the normalized quantity by the selected template's yield to calculate the batch count. A template with no output item or a missing or non-positive yield cannot be imported.

If you change the spreadsheet while you are on Review, the records on the right still show the previously processed data. Click Complete to process your changes first. If every changed or added row has a known template, Peasy rebuilds Review so you can inspect it and then click Complete again. If a row needs a template, Peasy sends you to Map templates before returning to Review. Nothing is created until you complete the updated review.

Duplicating Work Orders in Bulk

In List by status or List by day, select the work orders you want to copy. A toolbar appears at the bottom of the page with Print, Duplicate, and a control to clear the selection. Click Duplicate to keep the original planned dates, or use its menu to choose Duplicate +7 days or Duplicate +14 days. Each option opens the same spreadsheet workflow used for bulk uploads, already filled with exactly one row per selected work order. The shifted options add the chosen number of days to every scheduled work order; unscheduled work orders remain unscheduled.

The spreadsheet carries each work order's item or SKU, unit, planned quantity, planned date, active manufacturing location, and notes. Its current template is selected automatically when that template is still active and the row's item identity has not been edited. Review or edit any cells, resolve any template that is not already known, and complete the import to create the new work orders.

Duplicates are new work orders with new numbers and current recipe snapshots. Production progress, completed quantities, lots, signatures, custom work-order titles, and purchasing links are not copied.

Create Work Order dialog with template selector, quantity with unit dropdown, schedule date, work order name, and location fields

Checking Ingredient Availability

Once you pick a template, an availability bar appears just above the dialog's buttons so you can plan against what's in stock before committing. The bar summarizes the Max capacity — the most you can produce from ingredients on hand right now — and names the Limited by ingredient that's the bottleneck (for example, "Max capacity: 48 jars · Limited by: mustard seed"). If any ingredient is short, a Short badge appears on the bar.

Expand the bar to see every ingredient with its required quantity for the amount you entered, on-hand quantity, pending quantity (incoming stock not yet received), and a status of Ready, Pending, or Short. Availability is checked against the location you selected for production. This is a planning preview only — you can still create the work order even when ingredients are short. This section is hidden for co-manufacturer templates, since those are made off-site.

Co-Manufacturer Templates Add to Cart

If you select a template whose finished product is made by a supplier (a co-manufacturer), the dialog adapts:

- The primary button changes from Create Work Order to Add to Cart.
- The Create & Mark Done option is hidden — there's nothing to produce locally.
- Submitting adds the make-item to your shared cart at the co-manufacturer's price, ready to be sent on a purchase order. The cart panel opens so you can review and submit alongside any other items.

The quantity added matches your batch and yield settings — Peasy converts batches to output units automatically based on the template's cost basis (https://peasyos.com/help/creating-templates#co-manufacturer-cost-basis). When the order arrives, follow Completing a Co-Manufacturer Work Order (https://peasyos.com/help/managing-work-orders#completing-a-co-manufacturer-work-order) for the receive flow.

Work Order Statuses

Work orders move through these stages:

| Status      | What it means                         |
| ----------- | ------------------------------------- |
| Draft       | Created but not scheduled             |
| Planned     | Confirmed and ready to go             |
| In Progress | Production is underway                |
| Complete    | Finished — inventory has been updated |
| Cancelled   | Production was called off             |

Views

The work orders page offers three ways to look at your schedule:

- List by status — Work orders grouped by status, with drag-and-drop reordering within each group.
- List by day — A scrollable day-by-day planner. The left side shows scheduled work orders grouped by date; the right side shows an Unscheduled panel for draft and unscheduled items. Use the checkbox beside a date to select or clear every work order on that day. Drag any card from Unscheduled onto a day to schedule it, or drag between days to reschedule. Selecting multiple work orders and dragging one moves the whole selection at once. Scroll up or down to load earlier or later dates without paging.
- Month — A continuous-scroll calendar. Scroll up or down to move through months naturally instead of clicking next/previous.

Switch between them using the view toggle at the top of the page. Switching views does not change any filters you have set.

Filtering and Saving Views

Use Filter to narrow work orders by item, item category, location, or scheduled date. The same filters stay active when you switch between List by status, List by day, and Month.

After setting one or more filters, click Save View to name that combination. Saved views appear in the page header so you can apply them again, rename them, update them after changing filters, or delete them. Search text, the Need Inputs quick filter, collapsed status groups, and the selected layout are not included in a saved view.

In the List by day and Month views, a small floating control pill in the top-right gives you previous/next, a date picker, Today, and Print.

Printing

- List by status and List by day selections — Select work orders, then use Print in the bottom toolbar to generate an individual-PDF bundle for those work orders (up to 50 at a time).
- List by day overview — The existing Print control in the top-right navigation pill generates a by-day overview PDF for the 7 days starting at the topmost visible day, even when work orders are selected.
- Month — Print generates a by-day PDF covering the currently visible month.

Emailing a Work Order

Open a work order and click Email in the page header. In Email Work Order, you can select a vendor, enter one or more comma-separated To and CC addresses, edit the subject and message, and preview the attached PDF. Click Send Email when everything looks right.

One work order can be emailed up to 5 times in a rolling 24-hour period. New accounts start with an account-wide limit of 3 or 30 customer-facing emails per rolling 24 hours, based on automated signup checks. Established accounts can send up to 100, and accounts verified for Peasy Payments can send up to 1,000.

A single email can include up to 3 unique recipients at the lowest new-account level, 10 after that, or 20 after Peasy Payments verification. At the lowest level, every recipient must already be saved on a customer or vendor. Until Peasy Payments is verified, Peasy removes links typed into the subject or message before sending, while keeping any links Peasy creates for the email.

If you reach a limit, wait for earlier sends to fall outside the rolling 24-hour window, verify Peasy Payments, or contact support to ask about a higher limit.

Editing a Work Order

Click any work order from the list to open its detail page. The page has two areas:

Title — The work order title at the top of the page is editable. Click it and type to give the work order a custom name — handy when you want to distinguish runs beyond the work order number (for example "Holiday batch" or "Line A morning run"). If you leave it blank, the title falls back to the template name, or the item name when no template is set.

Work Order Number — The work order number sits at the top of the right-hand panel, above Work Order Information. It's also editable — click it and type a new number, then press Enter or click away to save. It has to be unique for your entity — if you enter a number that's already in use, Peasy shows an error and puts back the previous number. Leaving it blank does the same thing, since a work order always needs a number. When Peasy first generates the number, the date portion reflects the Planned Date you scheduled the run for (not the day you created the work order) — so a work order you're creating today for a run next month is numbered for next month.

Right panel (Details) — Toggle this open with the Details button in the header. This is where you edit the core fields:

- Status — Dropdown to move the work order through its lifecycle
- Location — Dropdown to change where production happens (only shown if you have multiple locations)
- Planned Date — Date picker to reschedule the run
- Qty Planned — Click the row or the Edit button to open a modal where you update the planned quantity. Once a work order is complete, Qty Planned becomes read-only so the original plan stays intact.
- Additional Batch Costs — If the template has Cost inputs, this section shows those labor, overhead, shipping, or scrap costs for this specific run. Edit the dollar amount here when the actual run cost is different from the template default. For a one-off cost that was not on the template, click Add Cost before the work order is completed.

Left content area — This is where you write or edit notes and manage inputs. Notes sit right below the work order name — just click and start typing. They auto-save as you type, no save button needed.

Most fields remain editable at every status, including after a work order is marked complete — so you can always go back and correct a date, update notes, or fix the location. The one exception is Qty Planned, which locks once the work order is complete so the original plan is preserved. The amount you actually produced lives in Qty Made (see below), which stays editable after completion.

Once a work order is complete, a Qty Made row appears in the Details panel showing the finished quantity and, for positive output, its lot. A zero-output run has no finished lot. Click the row to open an edit modal and correct the amount produced — handy when you finish a batch in stages and need to record more output later. Editing Qty Made keeps the original completion date and updates the inventory that work order added, rather than creating a duplicate entry.

A Finished Date row also appears in the Details panel of a completed work order. This is the inventory transaction date for the run's ingredient (input) logs and, when there is positive output, its finished-product (output) log. If you completed the run on the wrong day, click the Finished Date picker and choose the correct date; Peasy re-dates the input logs and any output log together so your inventory history stays consistent. Changing the Finished Date only moves when the production counts — it doesn't change the quantities made or consumed.

Logging Inputs During Production

You can log inputs as production happens from the work order detail page, or review and edit all inputs at once when you mark the work order as done.

To log inputs one at a time during a production run:

1. Open the work order.
2. Go to the inputs section.
3. Enter the quantity used for one ingredient or material.
4. Save that input entry.
5. Repeat for the next input until everything used in the run has been recorded.

When you click Mark as Done, the modal shows every input with its logged quantity and lot pre-filled. If an ingredient was logged from more than one lot, each lot appears as its own row in the modal so you can edit them independently. Trashing a pre-filled split row deletes that log when you submit. Changing a previously saved row's quantity to zero keeps it as an explicit "not used" record.

Peasy saves each ingredient's cost when it is logged. The completed work order and its CSV export keep using that saved cost even if the item's price changes later, so the ingredient breakdown continues to match the recorded production total. Click a saved ingredient row to edit its quantity, lot, notes, unit-aware cost (for example, Cost per lb), or Total input cost. The two cost fields stay synchronized. Editing only the quantity keeps its saved per-unit cost; choosing a different lot refreshes the cost from that lot; entering either cost uses your manual value for that row, including $0.00. Each correction recalculates a completed run. A manual value does not change the item's price or the original receipt price. If you instead correct the received cost on the lot's Receiving History record, Peasy updates inputs drawn from that lot because the receipt is their source of truth. That applies to ingredients from the same item family as the receipt; a different product that happens to share the lot number is left alone.

Under Configure > Business > Cost of Goods Sold (COGS), Use landed cost as work order input cost is on by default. A newly logged input from a received lot includes that lot's recorded freight per unit. Turn it off to use the receipt's unit price alone. Switching the setting does not rewrite saved inputs. Later receipt price corrections update matching saved inputs under the current setting; manual edits to the received line's freight do so only while the setting is on. A completed work order's total updates when its inputs are repriced.

Each Work Order Keeps Its Own Recipe

When you create a work order, Peasy copies the template's recipe — the ingredients, their quantities, and any process or cost steps — onto that work order. From then on, the work order keeps the recipe it was created with. Editing the template later (adding, removing, or re-quantifying an ingredient) changes only work orders you create after that edit. Work orders that already exist are left exactly as they were, so their ingredient list, required quantities, and costs never shift under you mid-production. The template's recipe editor shows a reminder of this: "Changes apply to new work orders. Existing work orders keep the recipe they were created with."

The same applies after a work order is complete: a completed or cancelled work order shows the inputs that were actually recorded for that run, not whatever the template looks like today. Removing an ingredient from the template later won't erase it from a finished work order, and adding one won't make it appear on a run that already happened.

Adding a One-Off Batch Cost

Use Add Cost when a specific production run has an extra non-inventory cost that should roll into that run's COGS, but the cost was not part of the template. Common examples are separately billed freight, special handling, outside labor, or one-time overhead for finished goods moving from a co-packer to a 3PL.

1. Open the work order before it is completed.
2. In the right Details panel, expand Additional Batch Costs.
3. Click Add Cost.
4. Enter a cost name, such as "Freight to 3PL."
5. Enter the total cost for this work order.
6. Save.

The cost appears under Additional Batch Costs and is included when Peasy calculates the completed run's total cost and cost per unit. This is the right place to capture freight that is billed separately from the co-packer's production bill when that freight is part of getting the finished goods into inventory.

If the same cost happens on every run, add it as a Cost input on the template instead. If the work order is already complete, create the bill for accounting and contact support before changing historical COGS.

Adding a One-Off Input

Sometimes a single run needs an extra ingredient that isn't part of the template — a substitution, a one-time addition, or something you forgot to add to the recipe. Use Add Input at the top of the work order's Inputs section to add it to just that work order, without touching the template or any other work order.

1. Open the work order.
2. In the Inputs section, click Add Input.
3. Pick the item to add — Buy, Make, Sell, and Conversion badges help distinguish families with similar names. You can create a new item inline if it doesn't exist yet.
4. Choose the unit variant. Its SKU appears beside the unit. Variants with different SKUs stay separate, and type badges distinguish variants that share the same unit and nonblank SKU. If a same-unit variant has no SKU, Peasy hides it when a more specific SKU choice exists. If all same-unit variants have no SKU, Peasy shows one choice without a type badge.
5. Enter how much of it goes into the output.
6. Save.

The new input appears alongside the work order's other inputs and is logged and costed like any of them when you mark the run done. Because it's added only to this work order, the template — and every other work order — is unchanged.

Completing a Work Order

When production is done, click Mark as Done on the work order detail page. A single modal opens where you can:

1. Review inputs — See all ingredients with their expected quantities. Edit the actual quantity used and assign a lot to each input. Use the checkbox beside Suggested to apply the oldest available lot (FIFO) to every input at once, or check individual suggestions.
2. Split inputs across lots — Click the split button next to any input to add additional rows, so you can record usage from multiple lots for the same ingredient. Splits you've already saved are pre-filled when you re-open the modal, and removing one with the trash icon deletes the underlying log on submit.
3. Enter completion details — Fill in the Qty Made, set the Date (the inventory date applied to this work order's logs — it defaults to the work order's planned date or today, whichever is earlier, so finishing early doesn't date your output in the future), and verify the Signed off by name. When Qty Made is positive, confirm the required auto-generated Lot Number (editable) and pick an Output Location if your entity has more than one location. At Qty Made 0, those output-only fields are disabled because no finished inventory or lot is created.
4. _(Optional)_ Check Initiate Transfer to go straight to a transfer order after completing.
5. Click Mark as Done.

Every ingredient row is recorded when you complete — including ones you set to 0. Since each row is pre-filled with the expected amount, typing a zero is your explicit record that the ingredient wasn't used in this batch. The zeroed ingredient stays visible on the completed work order with a quantity of 0, so if it turns out some was used after all, you can open it from the work order's Inputs section later and enter the real amount — costs recalculate automatically.

If the Qty Made you entered is very different from the planned amount — roughly double or more, or half or less — a note appears right below the field a moment after you finish typing. This catches a mistyped number (like entering 216 instead of 26) before it lands in your inventory and cost. Click Use [planned amount] to snap the field back to the plan, or just leave it as-is if you really did make that much. It's advisory only — the note never blocks Mark as Done, so a genuine bigger or smaller run still completes with one click. (If you type the amount and click Mark as Done so fast that the note hasn't appeared yet, that click shows you the note instead of completing — click Mark as Done again to finish at the amount you entered.)

The same note appears when you correct Qty Made later from the work order's detail panel, since that edit updates your inventory and cost the same way.

For a positive-output run, the Output Location is where the finished product lands in inventory. The tooltip next to the label reads "Where the output will go into inventory." Ingredients are always deducted from the work order's own location (set on the work order itself) — so inputs and output can live in different places if you want.

A zero-output completion is still a real completion: Peasy records the signoff and input quantities, including explicit zero inputs, but creates no finished-product inventory log and no output lot.

Peasy then:

- Deducts ingredients from your inventory (logged as "WO Input") at the work order's location
- Adds finished products to your inventory (logged as "WO Output") at the Output Location when Qty Made is positive
- Records Additional Batch Costs from the right panel so labor, overhead, shipping, and similar costs are included in the run's COGS

This keeps your inventory accurate without any manual adjustments.

Completing a Co-Manufacturer Work Order

Co-manufacturer work orders — work orders linked to a purchase order because a supplier makes the product for you — complete a little differently.

- The primary button on the work order detail page reads Receive instead of Mark as Done.
- Clicking Receive takes you straight to the Receive page with that PO line selected.
- On the Receive page, the footer button reads Receive & mark done. Clicking it opens the Mark as done dialog.
- The dialog seeds Qty Accepted (delivered minus any rejections from the receive panel). If you edited the receive form's Lot ID, that value carries into the dialog; otherwise Peasy suggests a lot from the finished output item. Both fields stay editable.
- The "very different from plan" note described above still appears if Qty Accepted is far off the planned amount, but there's no Use [planned amount] shortcut here: the quantity reflects what physically arrived, not what was planned, so edit Qty Accepted directly or go ahead and receive.
- Pick your Output Location in the dialog. Receiving the shipment and marking the work order complete happen in a single submit, and both records use the same final lot ID.

See Receiving Pending Orders — Receiving from a Co-Manufacturer (https://peasyos.com/help/receiving-pending-orders#receiving-from-a-co-manufacturer) for the step-by-step receive flow.

Filtering and Searching

Work order cards show the Lot # and linked PO# (for co-manufacturer work orders) below the work order number, quantity, and date — separated by a dot when both are present. In List by status, active work orders show their planned date. Completed work orders show when they finished and are ordered newest first; a co-manufacturer work order uses its latest received date.

- Search — Matches the work order number, the custom title, the template name, the item name, the lot number, and the linked purchase order number
- Status filter — Show only scheduled, in progress, etc.
- Location filter — See work orders at a specific location

Dependent Work Orders

When you create a work order for a building block (https://peasyos.com/help/building-blocks) template, Peasy shows which finished goods use that building block as an ingredient. You can schedule work orders for those finished goods at the same time, so your entire production chain is planned in one step. See Building Blocks and Sub-Assemblies (https://peasyos.com/help/building-blocks) for details.

Common Questions

Can I cancel a work order after starting it?
Yes. You can cancel a work order from the detail page as long as it hasn't been completed. Canceling a work order doesn't reverse any inventory — if ingredients were already deducted, you'll need to adjust inventory separately.

Can I complete only part of a work order?
Yes. When marking as done, enter the actual output in the Qty Made field. If your template was set up to produce 100 units but you only made 80, enter 80. Peasy deducts ingredients based on what you logged in the inputs table.

Can I correct the quantity made after completing?
Yes. On a completed work order, click the Qty Made row in the Details panel to edit the amount produced. This is useful when you finish a batch in stages — record what's done now and update it as you make more. Your original completion date stays the same, and the inventory that work order added updates to match the new amount. Changing a zero-output run to a positive amount requires the output lot and location that the new finished inventory needs.

Can I fix the date a completed work order counts against inventory?
Yes. Open the completed work order and use the Finished Date picker in the Details panel. Pick the date production actually happened and Peasy re-dates the run's input logs and any positive-output inventory log together. The quantities stay exactly the same — only the date the production counts changes.

Who can start and complete work orders?
Any team member with access to the Production section can create, start, and complete work orders. There's no separate approval step — if someone can see the page, they can run production.

Can I change the batch size after creating a work order?
Yes, as long as the work order hasn't been completed. Edit the work order and update the quantity — the ingredient requirements recalculate automatically.

I edited a template but an existing work order didn't change — why?
That's on purpose. Each work order keeps the recipe it was created with, so a template edit only affects work orders you create afterward. If you need the extra or changed ingredient on a work order that already exists, open that work order and use Add Input to add it to just that run. See Each Work Order Keeps Its Own Recipe (https://peasyos.com/help/managing-work-orders#each-work-order-keeps-its-own-recipe).

I fixed an input on a completed work order — did its cost update?
Yes. If you add, edit, or remove an input on a work order that's already complete, Peasy recalculates that run's production cost (COGS), total cost, and cost per unit automatically. Click a saved ingredient row and edit its unit-aware cost (for example, Cost per lb) or Total input cost when its historical stamp itself is wrong; the fields stay synchronized. The correction updates that row, the run totals, and the cost of goods sold on any sales lines sold from that run's lot — including lines on orders that are already invoiced — but never the item or receipt price. Correcting Qty Made or cancelling a completed run refreshes those sales lines the same way, so your margins and the month-end COGS report always reflect the run's current cost.

Good to Know

- Red badges on Work Orders tell you how many are due today or overdue.
- You can drag and drop work orders within a status group to prioritize them.
- Work orders can be printed individually or in bulk for use on the production floor. The printed sheet lists the recipe's item ingredients and its process steps together in order, so the floor sees the steps alongside the materials.
- If you don't have enough ingredients, Peasy will still let you create the work order — but the availability bar in the dialog shows a Short badge, and you'll see gap indicators on the template. Check Template Gap Alerts (https://peasyos.com/help/template-gap-alerts) for details.

Related

- Creating Templates (https://peasyos.com/help/creating-templates) — Set up the recipes your work orders use
- Building Blocks and Sub-Assemblies (https://peasyos.com/help/building-blocks) — Multi-stage production with dependent work orders
- Template Gap Alerts (https://peasyos.com/help/template-gap-alerts) — Knowing when ingredients are short
- Inventory History (https://peasyos.com/help/inventory-history) — See production input/output logs

---

# Template Gap Alerts

Category: Make
URL: https://peasyos.com/help/template-gap-alerts
Keywords: ingredient shortage, material shortage, insufficient inventory, missing ingredients, insufficient stock, not enough materials, production readiness, can I make this, gap alert

Template Gap Alerts

Gap alerts tell you when you don't have enough ingredients or materials to complete a production run. They help you plan ahead so you can order what you need before it's time to produce.

How Gaps Work

A "gap" means the quantity of an ingredient you have on hand is less than what a template requires. Peasy compares your current inventory to the template requirements and flags any shortages.

For example, if your Honey Mustard template needs 10 lbs of mustard seeds but you only have 6 lbs on hand, that's a gap of 4 lbs.

Where You'll See Gap Alerts

1. Templates page — A red badge on Templates in the sidebar tells you how many templates have ingredient gaps. Each template card shows whether ingredients have enough available or are short.

2. To-Dos — Shows Make alerts for items you need to produce. These alerts also highlight when ingredients are missing.

3. Template detail view — When you open a template, each ingredient shows whether you have enough. Short items are highlighted.

What to Do About Gaps

When you see a gap, you have a few options:

- Order more — Go to Buy > Items to buy and add the short ingredient to your cart. Create a purchase order to restock.
- Wait for pending orders — Check if you already have a PO out for that ingredient. The Pending tab in To-Dos shows what's already on order.
- Adjust the template — If you can substitute an ingredient or change quantities, edit the template.
- Produce a smaller batch — Create a work order for a smaller quantity that your available inventory can support.

Good to Know

- Gaps are calculated based on current on-hand inventory, not available quantity. Pending sales or other commitments may mean the real gap is larger.
- Gap alerts update in real time as your inventory changes.
- If an ingredient has a Restock Point set, Restock Points (https://peasyos.com/help/restock-points) will catch it too — so you're covered from both the buying and making side.
- Templates without any ingredient gaps won't show alerts — only the ones that need attention appear.

Related

- Creating Templates (https://peasyos.com/help/creating-templates) — Set up and edit your templates
- Managing Work Orders (https://peasyos.com/help/managing-work-orders) — Schedule production
- Restock Points (https://peasyos.com/help/restock-points) — Low and Order views for buy items
- To-Dos (https://peasyos.com/help/alerts-and-notifications) — All alert types in one panel (Buy, Make, Pending, Count)

---

# Building Blocks and Sub-Assemblies

Category: Make
URL: https://peasyos.com/help/building-blocks
Keywords: nested templates, production chain, multi-stage, dependent items, sub-assembly, intermediate product, component, semi-finished, nested template, pre-made ingredient, multi-level BOM, building block, co-manufacturer, co-packer, contract manufacturer, outsourced production, two vendors, multi-vendor, production chain, supply chain, multiple outputs, multi-output, co-product, by-product, two products from one batch, split a batch, one output per template, variety pack, assortment, multi-pack, mixed case

Building Blocks and Sub-Assemblies

A building block is a template for an intermediate product — something you make as a step in your production process, then use as an ingredient in a finished good. Think of it like a sub-recipe: you make a batch of sauce, then use that sauce when assembling your final product.

Building blocks let you break complex production into manageable stages, track inventory of intermediate products, and schedule production across multiple steps.

When to Use a Building Block

Use a building block when you produce something that isn't sold directly but goes into other products. Common examples:

- Food & Beverage — Sauces, doughs, spice blends, marinades, syrups, or brines
- Manufacturing — Sub-assemblies, pre-mixed compounds, or partially assembled components
- Cosmetics & Supplements — Base formulas, tinctures, or pre-mixed blends

If you sell the product directly to customers (https://peasyos.com/help/customer), use a Finished Good template instead. If the item is an intermediate step in your production, a Building Block is the right choice.

How to Get There

Go to Make > Items to make in the sidebar.

Creating a Building Block Template

1. Click + New Template.
2. Select Building Block as the template type.
3. Enter the template name — What you're making (e.g., "BBQ Sauce Base," "Sourdough Starter," "Spice Mix").
4. Set the output unit — The unit you'll measure this building block in (e.g., lbs, gallons, batches).
5. Click Continue to create the template.
6. Add ingredients — Select the items that go into this building block and enter the quantity needed for each.

New Template modal with Building Block selected, showing name and output unit fields

Using a Building Block in Another Template

Once you've created a building block, it becomes available as an ingredient in other templates — just like any other inventory item.

1. Open a Finished Good template (or another building block template).
2. Click Add Input to add ingredients.
3. Search for your building block by name and select it.
4. Enter the quantity needed per batch of the finished good.

For example, if your "Honey Mustard" finished good needs 2 lbs of "Spice Mix" (a building block), add Spice Mix as an ingredient with a quantity of 2 lbs.

Building blocks can also use other building blocks as ingredients, letting you model multi-level production (e.g., Spice Mix → Sauce Base → Finished Product).

Dependent Work Orders

When you create a work order (https://peasyos.com/help/work-order) for a building block, Peasy shows you which finished goods use it. This lets you plan your entire production chain at once.

1. Go to Make > Work Orders and click + New Work Order.
2. Select a building block template and enter the number of batches.
3. Peasy displays a Dependent Work Orders section showing every finished good that uses this building block.
4. For each dependent template, enter how many batches you'd like to produce.
5. A progress bar shows how many building block units are allocated vs. produced, helping you avoid over- or under-producing.

For example, if you're making 100 units of Spice Mix:

- Honey Mustard needs 2 units per batch — you schedule 20 batches (40 units)
- BBQ Sauce needs 3 units per batch — you schedule 15 batches (45 units)
- 85 of 100 units allocated — 15 units remain unallocated

Peasy will warn you if your dependent work orders would consume more building block units than you're producing.

How Inventory Works

Building blocks flow through inventory just like any other produced item:

1. Complete the building block work order — Peasy deducts the raw ingredients and adds the building block to inventory (logged as "Production Output").
2. Complete the finished good work order — Peasy deducts the building block (and any other ingredients) and adds the finished product to inventory.

This two-step process means you always know exactly how much of each intermediate product you have on hand.

Building Block vs. Finished Good

|                                   | Building Block                           | Finished Good    |
| --------------------------------- | ---------------------------------------- | ---------------- |
| Badge color                   | Blue                                     | Orange           |
| Output                        | Intermediate product (not sold directly) | Sellable product |
| Used as ingredient            | Yes — appears in other templates         | No               |
| Dependent work orders         | Yes — shows which finished goods need it | No               |
| Tracks inventory              | Yes                                      | Yes              |
| COGS (https://peasyos.com/help/cogs) calculated | Yes                                      | Yes              |

Building Blocks and Co-Manufacturers

Many businesses work with multiple suppliers in a chain — one company makes a component, another assembles the final product. Building blocks are perfect for this because each step maps to both a template AND a purchase order (https://peasyos.com/help/creating-purchase-orders).

Example: Coffee in a Tea Bag

Say you work with two co-manufacturers:

- Ampersand infuses your coffee beans
- Steeped Coffee packages the infused beans into tea bags

Here's how to set it up:

1. Create the intermediate item — "Infused Coffee Beans" as its own item family (https://peasyos.com/help/understanding-item-types) with a buy variant (https://peasyos.com/help/buy-item) (vendor (https://peasyos.com/help/vendor): Ampersand).
2. Create a building block template — Inputs: raw coffee beans + infusion ingredients. Output: Infused Coffee Beans.
3. Create the final item — "Coffee Tea Bags" as a separate item family with a buy variant (vendor: Steeped Coffee, if they handle packaging) or a sell variant (https://peasyos.com/help/sell-item) (if you sell them directly).
4. Create a finished good template — Input: Infused Coffee Beans (the building block). Output: Coffee Tea Bags.

The purchasing side: When it's time to produce, you place a PO (https://peasyos.com/help/purchase-order) with Ampersand for the infused beans. When you receive them, your Infused Coffee Beans inventory goes up. Then you either ship those to Steeped Coffee (using a transfer order (https://peasyos.com/help/transfer-order) if needed) or place a second PO with Steeped Coffee for the final packaging.

The key point is that each co-manufacturer should be set up as a separate vendor (https://peasyos.com/help/managing-vendors), and the intermediate product (Infused Coffee Beans) should have its own buy variant so you can place POs for it. This gives you a full audit trail of who made what, when, and at what cost.

Making More Than One Product

Each template produces one output. Peasy can't split a single work order into several different finished products, so how you model "more than one thing" depends on what you mean:

- A batch that yields several distinct products (for example, a main product plus a by-product). Set up a separate template for each output and run a work order for each. There is no single work order that produces two different items at once.
- A multi-stage process (a component that feeds a final product). Use a building block for the intermediate and add it as an input to the finished good — the pattern described above.
- A sellable multi-pack or variety pack (several finished items sold together, like a mixed case). Create a Finished Good template whose inputs are the individual finished items. See Creating Templates (https://peasyos.com/help/creating-templates) for the assembled and bundle options.

Good to Know

- Building blocks can nest — A building block can use another building block as an ingredient. This is useful for multi-stage production processes.
- Gap alerts apply — If a building block template is short on ingredients, you'll see gap alerts just like with finished goods. See Template Gap Alerts (https://peasyos.com/help/template-gap-alerts).
- Cost rolls up — Peasy tracks the cost of goods sold (COGS) for building blocks. When a building block is used in a finished good, its cost flows into the finished good's COGS automatically.
- You can filter by type — On the Templates page, use the filter button to show only Building Blocks or only Finished Goods.
- Building blocks appear in inventory — After a work order is completed, the building block shows up in your inventory like any other item, so you can count it and track it.
- Co-manufacturers need separate POs — If two companies are involved in making your product (one produces an ingredient, another does the final assembly), each step should be a separate purchase order to the respective vendor (https://peasyos.com/help/managing-vendors). The building block template tracks the production side; purchase orders track the purchasing side.

Related

- Making Overview (https://peasyos.com/help/making-overview) — How the Make section works
- Creating Templates (https://peasyos.com/help/creating-templates) — General template setup and editing
- Managing Work Orders (https://peasyos.com/help/managing-work-orders) — Schedule and track production
- Template Gap Alerts (https://peasyos.com/help/template-gap-alerts) — Understanding ingredient shortages

---

# Co-Packer Workflows

Category: Make
URL: https://peasyos.com/help/co-packer-workflows
Keywords: co-packer, co-manufacturer, copacker, contract manufacturer, third-party manufacturer, outsourced production, co-pack, contract packing, co-packing, hire a co-packer, ship raw materials to co-packer, co-packer location, co-packer vendor, output SKU, finished item SKU, inactive manufacturing location, archived location warning, co-packer lot tracking, raw ingredient lot, raw material lot, record ingredient lots, receive and mark done, co-pack invoice, separately billed freight, freight to 3PL, finished goods freight, co-packer freight invoice, contract production, work order schedule, production date, manufacturing location, receive location, duplicate co-man item, same item twice, separate co-packer runs, multiple work orders

Co-Packer Workflows

A co-packer (or co-manufacturer) is a third-party that produces finished goods for you. Peasy supports the two most common arrangements: you ship raw materials to the co-packer, or the co-packer sources everything themselves. The setup is similar in both cases — the difference is whether your raw materials are tracked through the production run.

Add the Co-Packer as a Vendor

Either model starts the same way: add the co-packer as a vendor (https://peasyos.com/help/managing-vendors) so you can purchase from them.

1. Go to Buy > Vendors.
2. Click + New Vendor.
3. Enter the co-packer's name and contact info.
4. Save.

If you also want to track inventory that's physically at the co-packer's facility (raw materials you've shipped, or finished goods waiting to ship to you), create a location (https://peasyos.com/help/locations) for them too:

1. Go to Configure > Locations.
2. Click + New Location.
3. Name it after the co-packer (e.g., "Acme Co-Pack").

A co-packer location works like any other location — Peasy doesn't have a special "co-packer" location type. Treat it as a regular warehouse for transfer and inventory purposes.

Model 1: You Ship Raw Materials to the Co-Packer

Use this when you buy ingredients and packaging yourself and send them to the co-packer to assemble.

1. Build the Production Template

Set up a template (https://peasyos.com/help/creating-templates) that lists every raw material and packaging component the co-packer uses, plus the finished good as the output. This is what tells Peasy how much to deduct.

2. Transfer Raw Materials to the Co-Packer's Location

If you set up a co-packer location, create a transfer order (https://peasyos.com/help/transfer-orders) to move the raw materials from your warehouse to the co-packer's location when you ship them. Now your inventory shows what's physically at the co-packer.

3. Create a Work Order at the Co-Packer's Location

When you're ready to schedule the run, create a work order (https://peasyos.com/help/managing-work-orders) from the template. Set the Location to the co-packer's location so the deductions and additions both happen there.

You can also use the Co-Manufacturer Cost Basis field on the template to capture the labor cost the co-packer charges you per unit or per batch. See Co-Manufacturer Cost Basis (https://peasyos.com/help/creating-templates#co-manufacturer-cost-basis).

4. Complete the Work Order When Finished Goods Arrive

When the co-packer ships you finished goods, mark the work order Complete. This deducts the raw materials from the co-packer's location and adds the finished goods.

If you want the finished goods at your warehouse instead of the co-packer location, follow the work order completion with a transfer back, or set the work order's Output Location to your warehouse before completing.

5. Capture the Co-Packer's Invoice as a Bill

When the invoice arrives, log it as a bill (https://peasyos.com/help/managing-bills) against the co-packer vendor. This keeps your spend tracked and lets you sync to QuickBooks if you're connected.

Model 2: The Co-Packer Sources All Materials

Use this when the co-packer buys their own ingredients and packaging — you only see the finished good. Peasy treats this much like buying any other finished good.

1. Build a Co-Manufacturer Template

Create a template (https://peasyos.com/help/creating-templates) for the finished good and use the Co-Manufacturer Cost Basis field to record what the co-packer charges per unit (or per batch). You can leave the inputs list empty since you don't track the co-packer's own materials.

2. Add to Cart and Send a PO

When you create a work order from a co-manufacturer template, the dialog's primary button changes to Add to Cart. Peasy adds the make-item to your shared cart (https://peasyos.com/help/cart-workflow-tour) at the co-packer's price so you can send it on a purchase order (https://peasyos.com/help/creating-purchase-orders). See Co-Manufacturer Templates Add to Cart (https://peasyos.com/help/managing-work-orders#co-manufacturer-templates-add-to-cart).

In the cart, the co-manufacturer's group shows a Work Order card with two fields: a production date and a manufacturing location. Peasy creates a draft work order with these values when you submit the PO, so the work order is scheduled at the right place from day one. The manufacturing location defaults to the location row associated with the co-packer vendor (if you've set one up under Configure > Locations), otherwise to your entity's default location. The production date is optional — leave it blank if you don't have a target date yet.

If the saved manufacturing location is inactive, the card shows a red warning and asks you to choose an active location. The same warning appears on an open work order that still points to an inactive location, with the location field available so you can correct it.

Peasy also creates the linked draft work order when a co-manufactured line is added through a manual PO or an RFQ conversion. Each purchase line gets its own work order, even when the same finished item appears more than once on the PO.

If the same co-manufactured item needs separate lines — for example, two production runs that should have separate work orders — create the PO with the first line, then open the PO and click Add item for each additional run. Select the same item again, enter that run's quantity and unit price, then click Save Changes. The New PO screen and cart select an item once, but the PO detail view keeps each added line separate and creates one linked work order for each line.

On multi-location accounts the Create Work Order modal also shows a Receive Location field. Use it to pick where finished goods land when the shipment arrives. It defaults to the manufacturing location.

You can also order a co-manufacturer item straight from Buy > Items: hover the item's row and click the cart icon. Because a co-packer produces in batches, the popover gives you a Batch field alongside the finished-unit field — enter however you think about the order. If you type a number of batches, Peasy multiplies by the template's yield and puts the finished-unit amount on the order, so your co-packer always sees an explicit quantity (for example, 2 batches becomes 200 jars) rather than a batch count they might misread.

3. Receive Finished Goods Against the PO

When the shipment arrives, receive (https://peasyos.com/help/receiving-pending-orders) the PO to add the finished goods to inventory. Peasy shows the finished product's SKU with an Output SKU badge on the Items and Receive pages, so the purchasing make-item does not hide which finished item is arriving. Enter a finished-goods lot ID at receive time so you keep traceability.

If the linked work order includes raw-material inputs, Receive & mark done is also where you record the ingredient lots the co-packer used:

1. Enter the delivered quantity and finished-goods Lot ID on the Receive panel.
2. Click Receive & mark done to open the Mark as done dialog.
3. Review each ingredient's Qty used, then use Lot to select an existing raw-material lot or choose Add Lot.
4. If one ingredient came from more than one lot, use the split button at the right of that ingredient to add an Additional lot row.
5. Review Qty Accepted and the finished-goods Lot Number, then click Mark as Done.

The ingredient Lot fields and the finished-goods Lot Number are separate. Recording only the finished-goods lot does not identify which raw-material lots went into the run.

4. Capture the Bill

Log the co-packer's invoice as a bill (https://peasyos.com/help/managing-bills). Same pattern as Model 1.

5. Add Separately Billed Freight to the Work Order

If freight is billed separately from the co-packer's production invoice — for example, the co-packer ships finished goods directly to a 3PL and the freight charge arrives on its own bill — add that freight as an Additional Batch Cost on the linked work order.

1. Open the linked work order from Make > Work Orders or from the PO's work order link.
2. In the right Details panel, expand Additional Batch Costs.
3. Click Add Cost.
4. Name the cost something clear, such as "Freight to 3PL."
5. Enter the total freight amount for that production run.
6. Save the cost, then complete the work order through the receive flow when the shipment arrives.

This keeps the freight with the finished goods batch so it can roll into that run's total cost and cost per unit. You can still enter the freight bill in Peasy for accounts payable and QuickBooks sync; Add Cost is what ties the amount to the production batch's COGS. Add the cost before completing the work order, because completed work orders are historical records and do not show Add Cost for new cost lines.

Lot Traceability Through a Co-Packer

Both models preserve lot tracking (https://peasyos.com/help/lot-tracking):

- Model 1 — In the Mark as done dialog, select the raw-material lot for each ingredient used. Peasy records those consumed lots and ties them to the finished-goods lot, preserving forward and backward traceability.
- Model 2 — Lot tracking starts at the receive step. The co-packer's internal materials aren't tracked in Peasy, but the finished-goods lot you assign at receive time gives you traceability from there forward.

Ask your co-packer to print or label finished goods with the lot ID you assign — that way the lot in Peasy matches the lot on the case.

Good to Know

- You don't need a co-packer location. If you don't care about tracking what's physically at the co-packer's facility, skip the location and just use your own warehouse for the work order. The finished goods will appear there when the work order completes.
- Templates are reusable across co-packers. If two co-packers make the same product, you can use the same template and pick a different vendor at PO time.
- Cost rolls into COGS. Include in COGS is on by default for co-manufacturer templates. Turn it off if you do not want that labor cost included in your unit cost calculation. See COGS (https://peasyos.com/help/cogs).

Related

- Creating Templates (https://peasyos.com/help/creating-templates) — Including the Co-Manufacturer Cost Basis field
- Managing Work Orders (https://peasyos.com/help/managing-work-orders) — Completing co-manufacturer work orders
- Lot Tracking (https://peasyos.com/help/lot-tracking) — Forward and backward traceability
- Locations (https://peasyos.com/help/locations) — Set up a location for the co-packer
- Managing Bills (https://peasyos.com/help/managing-bills) — Capture the co-packer's invoice

---

# Payments Overview

Category: Payments
URL: https://peasyos.com/help/payments-overview
Keywords: money, payments system, returned payment, failed payment, Peasy Payments, pay vendors, collect payments, financial, billing, accounts, how payments work, payment processing

Payments Overview

Peasy helps you track money coming in from customers and money going out to vendors. You can accept online invoice payments, record offline payments, and pay vendor bills by ACH without leaving the bill workflow.

How It Works

1. You send an invoice to your customer from Sell > Invoices or from the invoice actions on a customer order.
2. The customer receives an email with a payment link.
3. They click the link, review the invoice, and enter their payment details.
4. Peasy tracks the payment and updates the invoice balance as it processes.

For vendor bills, open the bill and choose Pay Bill. From there you can record an offline payment, pay the vendor by ACH through Peasy, enter the vendor's bank details, or email the vendor a secure link to add their own bank in the vendor portal.

Payment Methods

Customers can pay invoices using:

- Bank transfer (ACH) — Direct payment from their bank account
- Credit or debit card — Standard card payments

Vendor bill payments sent from Peasy currently use ACH. Offline payments such as check, cash, wire, outside ACH, or card can be recorded manually so invoice and bill balances stay accurate.

Payment Processing

Online payments sent or collected through Peasy are processed securely through Peasy Payments. Here's what happens behind the scenes:

| What happens                 | What you see                                  |
| ---------------------------- | --------------------------------------------- |
| Customer submits payment     | Invoice status changes to Pending Payment |
| Payment is confirmed         | Invoice status changes to Paid            |
| Payment fails or is returned | Invoice status returns to Unpaid          |

For bills, Peasy shows pending ACH payments on the bill and updates the paid amount and balance when payments are recorded or confirmed.

Good to Know

- Payments need to be set up in Configure > Payment Settings before customers can pay invoices online or you can pay vendors by ACH. See Setting Up Payments (https://peasyos.com/help/setting-up-payments).
- Each payment is linked to a specific invoice or bill, so your balances stay tied to the record being paid.
- Payment history is available in the payments settings area.
- Invoice reminders can automatically follow up with customers who haven't paid. See Invoice Reminders (https://peasyos.com/help/invoice-reminders).
- If QuickBooks is connected, invoice and bill payments can sync to QuickBooks based on your payment ledger sync settings.
- If a Peasy Payments payment fails or is returned after it already reached QuickBooks — a customer's invoice payment or your payment to a vendor — Peasy voids that payment in QuickBooks too, so both show the invoice or bill as owed again. See Returned Peasy Payments payments (https://peasyos.com/help/quickbooks-sync#returned-peasy-payments-payments).

Related

- Setting Up Payments (https://peasyos.com/help/setting-up-payments) — Get started with payment processing
- Payment Methods (https://peasyos.com/help/payment-methods) — What payment options are available
- Managing Invoices (https://peasyos.com/help/managing-invoices) — Sending invoices to customers

---

# Setting Up Payments

Category: Payments
URL: https://peasyos.com/help/setting-up-payments
Keywords: connect bank, payment setup, Peasy Payments, Moov, enable payments, bank account, link bank, payment configuration, activate payments, bank connection, Set up payments, Continue Setup in Peasy, document upload, account action required, business activity, card acceptance, refund policy, fulfillment, skip bank account, optional bank account, draft saved, auto-save setup, resume payment setup, finish setup later

Setting Up Payments

Before your customers (https://peasyos.com/help/customer) can pay invoices (https://peasyos.com/help/invoice) online, or before you can pay vendor bills (https://peasyos.com/help/bill) by ACH from Peasy, you need to set up Peasy Payments. This verifies your business and connects the bank accounts Peasy can use for payment activity.

How to Get There

Go to Configure > Payment Settings in the sidebar.

Getting Started

When Peasy Payments is not set up yet, go to Configure > Payment Settings and select Set up payments. If you've started before, you'll see Continue Setup in Peasy instead, which picks up where you left off. Either way, you enter your business and bank details directly in Peasy.

The setup process walks you through a few steps:

1. Business verification — Provide your business details (legal name, address, tax ID). This is required by payment regulations.
2. Business activity — Estimate payment volume, average and maximum transaction amounts, customer mix, card acceptance mix, fulfillment timing, and refund policy.
3. Representative verification — Verify the identity of a business owner or authorized representative.
4. Bank account connection — Connect the bank account where you'd like to receive customer payments and the account you want to use for eligible ACH payments. This step is optional — use Skip to continue and link a bank account later.
5. Documents — Upload any requested processing or bank statements from the past three months. Seasonal businesses should use their three busiest months.

Your progress is saved automatically as you go — you'll see a brief Saving draft... and then Draft saved. If you close the setup form and come back, Peasy restores where you left off.

The verification process may take a short time to complete. You'll be notified when everything is approved and ready to go.

Business Activity Details

The Business Activity step helps our payment processor understand how payments will flow through your business. Enter average and maximum transaction amounts as whole dollars, not cents or decimals.

The customer-type and card-acceptance percentage fields must each add up to 100%. If less than 80% of card payments happen In person, Peasy also asks how customers get their purchase, when they get it, and what refund policy applies.

Fixing Setup Issues

If payment setup is incomplete or more information is needed, Peasy shows the action needed to continue.

- Use Continue Setup in Peasy when more information is needed. Peasy opens the setup step that matches the missing item, such as business details, owners and control, bank account, or documents.
- When Peasy lists the specific items still needed, each item has a Fix link that takes you straight to the step that resolves it, so you don't have to click through the whole flow.
- Requested documents should be uploaded in Peasy first. If Peasy upload does not work, the Documents step includes a link to the payment processor's fallback form.
- If terms need to be accepted, Peasy shows an Accept Terms action before setup can finish.

What Happens After Setup

Once Peasy Payments is active:

- Your invoice emails will include a Pay Now link
- Customers can pay online using bank transfer or card
- You can use Pay Bill to send ACH payments to vendors that have a bank destination on file
- Funds are deposited to your connected bank account
- Payment statuses update automatically on your invoices

Managing Account Details After Setup

After your payment account is created, use Account Settings > Manage Account Details in Configure > Payment Settings to review your payment account.

Some business profile fields may be locked after verification starts. You can still update customer support details, payment settings, and connected bank accounts from payment settings.

Common Questions

How long does bank account verification take?
Most bank accounts are verified within 1-2 business days. During this time, you can still use Peasy normally, but online invoice collection and Pay Bill may stay blocked until verification completes.

Which banks are supported?
Our payment processor supports most US banks and credit unions. If instant bank linking isn't available for your bank, you may need to complete verification manually instead.

What are the fees for receiving payments?
Fees can change over time. Your business pays the processing fee for invoice payments based on how the customer pays, such as card or ACH. Peasy shows current rates in Configure > Payment Settings, so check there for the latest pricing during setup.

Is my banking information secure?
Yes. Sensitive details like your bank and tax information are sent directly to Moov, the licensed partner that processes Peasy Payments, and are not stored on Peasy's servers. Payments are processed securely using bank-level encryption.

Good to Know

- Payment setup is a one-time process — once you're verified, you're good to go.
- Your business information is verified securely and is not shared with your customers.
- If you need to link or change a bank account, go to Configure > Payment Settings and use the bank accounts section.
- If a verified business profile field is locked and you need to change it, contact support.
- Vendors do not need a full Peasy account to receive a bill-payment request. If they need to add a bank, Peasy emails them a secure vendor portal link. If the vendor's email address already has its own Peasy account, the link asks them to sign in to Peasy first and then open it again.
- Peasy Payments is optional — you can still use Peasy for inventory, purchasing, and sales without setting up payments.

Related

- Payments Overview (https://peasyos.com/help/payments-overview) — How payments work in Peasy
- Payment Methods (https://peasyos.com/help/payment-methods) — Bank transfer vs. card payments
- Payment History and Ledger (https://peasyos.com/help/payment-history-and-ledger) — Tracking your transactions

---

# Payment Methods

Category: Payments
URL: https://peasyos.com/help/payment-methods
Keywords: ACH, credit card, debit card, check, cash, wire transfer, Peasy Payments, external payment, how to pay, payment options, accepted methods, payment types, verify bank account, micro-deposits, deposit amounts, verification code, MV code, bank verification, two small deposits, verification attempts

Payment Methods

When your customers (https://peasyos.com/help/customer) receive an invoice (https://peasyos.com/help/invoice) from Peasy, they can choose how to pay online. Peasy also lets your team record offline payments and pay vendor bills by ACH.

How to Get There

Click Configure (gear icon) in the sidebar, then select Payment Settings. To see the customer-facing payment options, send an invoice from Sell > Invoices.

Bank Transfer (ACH)

- What it is: A direct transfer from your customer's bank account to yours
- How it works: The customer enters their bank details (routing and account number) or connects their bank
- Processing time: Usually 2-3 business days
- Fees: Your business pays the ACH processing fee; the customer sees the invoice amount they are paying

Verifying a Bank Account

A new bank account has to be verified before it can be used. Open the payment method and click Verify Bank Account. You can verify two ways — switch between them with the Deposit Amounts and Verification Code buttons at the top of the form.

Deposit Amounts — Look for two small deposits in your bank account. They may appear as "MOOV" or "Verification". Enter both amounts and click Submit.

Verification Code — Enter the 4-digit code from your bank statement. It may appear as MV followed by four digits, such as MV1234. You can type it either way.

If the details don't match, Peasy shows what went wrong and offers to switch you to the other method.

When new deposits are sent

If you use up the verification attempts for a cycle, Peasy automatically starts a new one and tells you: _"New micro-deposits are being sent to your bank account. Please allow 1-2 business days, then try again."_ This is a status message, not an error — the form stays open so you can read it, and your existing payment method stays selected until the new account is confirmed.

If an account runs out of attempts entirely, remove it and add the bank account again to start fresh.

Credit or Debit Card

- What it is: Standard card payment (Visa, Mastercard, etc.)
- How it works: The customer enters their card details on the payment page
- Processing time: Usually processed within 1 business day
- Fees: Your business pays the card processing fee; the customer sees the invoice amount they are paying

Vendor Bill Payments

When you pay a vendor bill from Peasy, the online payment rail is ACH. Open the bill, choose Pay Bill, then choose Pay with Peasy under Payment action. If the vendor has no bank destination yet, you can enter their bank details or email them a secure vendor portal link so they can add the bank themselves.

Before you send a vendor bill payment, Peasy shows:

- The payment amount going to the vendor
- The Peasy service fee
- The total amount debited from your payment method

The vendor receives the bill payment amount. The Peasy service fee is paid by your business and retained by Peasy for facilitating the payment.
The fee is shown to your business before you send the payment, but it is not shown to the vendor as a deduction or extra line on their payment.

Offline Payment Methods

Choose Record an external payment for money that moved outside Peasy Payments, then select the actual method: check, cash, wire, card, or ACH. Recording the payment updates the invoice or bill balance, but it does not move money through Peasy Payments.

What Customers See

When a customer clicks the payment link in their invoice email:

1. They see the invoice details (items, amounts, total)
2. They choose their payment method (bank transfer or card)
3. They enter their payment information
4. They confirm the payment

The whole process takes just a couple of minutes.

Good to Know

- Available payment methods depend on your account setup, verification status, and whether you're collecting an invoice payment or paying a vendor bill.
- All payment information is handled securely — Peasy never stores your customers' card numbers or bank details directly.
- Customers can save their payment method for future invoices, making repeat payments even faster.

Related

- Payments Overview (https://peasyos.com/help/payments-overview) — How the payment flow works
- Setting Up Payments (https://peasyos.com/help/setting-up-payments) — Getting payment processing ready
- How Customers Pay (https://peasyos.com/help/how-customers-pay) — The customer's payment experience

---

# Payment History and Ledger

Category: Payments
URL: https://peasyos.com/help/payment-history-and-ledger
Keywords: transaction history, payment log, ledger, past payments, payment records, payment origin, manually recorded payment, QuickBooks payment, payment rail, Peasy Payments, who paid what, track payments, financial history, payment ledger, why is my deposit less than the invoice, deposit smaller than invoice, net deposit, payout amount, PEASYPAY, deposit minus fee, recent activity, view all payments, payment overview

Payment History and Ledger

Once you start using Peasy Payments, you'll want to see what's come in from customers, what's gone out to vendors, what's pending, and where your money is. The payment settings area gives you a view of that activity.

How to Get There

Go to Configure > Payment Settings and look at the payment history section.

Recent Activity on the Overview

The Payment Settings Overview shows a short Recent activity list of your newest settled transactions. Each row shows the transaction type, the amount, and a status badge. Underneath, it shows the related customer or vendor and the order number when the payment is linked to one.

Click a row to jump straight to the linked invoice, order, or bill. Rows with no linked record open the full History page instead. View all always goes to History.

What You'll See

The History page includes search, status filters, direction filters, and the full payment table. The table shows:

- Date — When the payment was made
- Type — Money in or money out
- Amount — How much was paid
- Status — Processing, completed, failed, or reversed
- Description — The linked invoice (https://peasyos.com/help/invoice), bill, customer, vendor, or reference when available

Open a payment to see more details, including its direction, currency, and Rail. The CSV export includes the Rail too.

Payment Rail

Rail tells you how the money moved, such as ACH or card. History is specifically a record of Peasy Payments activity, so every transaction on this page was processed through Peasy.

Origin Outside Payment History

Origin tells you where Peasy learned about a payment: Peasy, Manually recorded, or QuickBooks. You may see it when reviewing payment activity on an individual bill or order, or when asking Beacon about payments.

Origin is different from Rail. For example, a card payment can be manually recorded, while a Peasy payment can use either a card or ACH. The History page does not need an Origin column because it includes only Peasy Payments transactions.

In the rare case that Peasy cannot safely identify an origin, it shows Unknown while keeping the rest of the payment activity available. Beacon will describe the origin as unavailable rather than guessing.

Payment Statuses

| Status     | What it means                                                       |
| ---------- | ------------------------------------------------------------------- |
| Processing | Payment submitted and still moving or settling                      |
| Completed  | Payment completed successfully                                      |
| Failed     | Payment didn't go through (card declined, insufficient funds, etc.) |
| Reversed   | A completed payment was later reversed                              |

Payouts

Funds from completed payments are automatically deposited to your connected bank account — no manual transfer needed. The processing fee is generally taken out first, so your deposit is usually the invoice amount minus the fee rather than a separate charge. Payouts typically arrive within 1–3 business days and show up on your bank statement as PEASYPAY.

The first time funds move from Peasy to your bank, you'll get a confirmation email. After that, payouts run quietly in the background — and you can always review the breakdown (amount, fee, and net deposit) in the payment history.

Good to Know

- Payment history is linked to invoices and bills — you can always trace a payment back to the record it affects.
- A failed or returned payment no longer counts toward the invoice, so the invoice goes back to open for the customer (https://peasyos.com/help/customer) to pay again. If that payment had already synced to QuickBooks, Peasy voids it there too.
- For accounting purposes, payment records include all the details you need for reconciliation.
- If you use QuickBooks, payment data can be synced there too.

Related

- Payments Overview (https://peasyos.com/help/payments-overview) — How payments work
- How Customers Pay (https://peasyos.com/help/how-customers-pay) — What the experience looks like for your customers
- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders) — The invoices that payments are linked to

---

# How Customers Pay

Category: Payments
URL: https://peasyos.com/help/how-customers-pay
Keywords: receive payment, collect money, customer payment, Peasy Payments, magic link, payment link, send invoice, get paid, customer pays, payment portal, invoice details, itemized invoice, view invoice

How Customers Pay

When you send an invoice from Peasy, your customer (https://peasyos.com/help/customer) gets a simple, secure way to pay online. Here's what the experience looks like from their side.

How to Get There

Go to Sell > Invoices in the sidebar, open an invoice, then use Send Invoice to access the customer payment flow. You can also send an invoice from the invoice actions on a customer order.

The Customer Experience

1. They receive an email with a link to view their invoice.
2. They click the link and land on a payment page branded with your company name and logo.
3. They review the invoice — line items, quantities, prices, subtotal, discounts, shipping, and total.
4. They choose a payment method — Bank transfer or credit/debit card.
5. They enter payment details and confirm.
6. They get a confirmation that their payment was submitted.

The whole process takes just a couple of minutes. No account creation required — they just click, review, and pay.

If the email address you sent the link to already has its own Peasy account, the link won't sign them in to it. They'll see a prompt to sign in to Peasy first, then open the link again. A customer who never set a password can use Forgot password? on the sign-in page to set one.

Customers can also click View invoice on the payment page to open the invoice PDF before they pay.

Security

- The payment link uses secure authentication — only the intended recipient can access it.
- Payment details are handled by our payment processor and are never stored in Peasy.
- The payment page works on any device — desktop, tablet, or phone.

After They Pay

Once the payment processes:

- The invoice status updates to Paid in your Peasy account
- The customer sees a confirmation on their end
- If automatic reminders were set up, they stop for that invoice

Good to Know

- Customers don't need a Peasy account to pay — the payment link is all they need.
- If a payment fails (card declined, etc.), the customer can try again using the same link.
- You can resend the invoice email anytime from the Invoices page (https://peasyos.com/help/managing-invoices) if the customer lost the original.

Related

- Payments Overview (https://peasyos.com/help/payments-overview) — How payments work in Peasy
- Payment Methods (https://peasyos.com/help/payment-methods) — What payment options are available
- Invoice Reminders (https://peasyos.com/help/invoice-reminders) — Automatic follow-ups for unpaid invoices

---

# Recording a Payment

Category: Payments
URL: https://peasyos.com/help/recording-a-payment
Keywords: record payment, receive payment, manual payment, Peasy Payments, external payment, mark as paid, received payment, invoice paid, bill paid, log payment, enter payment, partial payment, check payment, check number, offline payment, record bill payment, record invoice payment, memo, payment memo, void payment, voided payment, undo payment, View payments, edit payment, correct payment, fix payment amount, change payment date, wrong payment amount, payment corrected, correct payment in QuickBooks, edit synced payment, hasn't confirmed payment reached QuickBooks, can't correct payment, zero-total invoice, $0 invoice

Recording a Payment

Use Record an external payment when money moves outside Peasy Payments — for example, a check in the mail, a bank transfer, or a manual ACH. Request payment with Peasy and Pay with Peasy are payment actions; check, cash, ACH, wire, and card describe how the money moved.

How to Get There

You can open the payment chooser from either the invoice or bill list:

- Invoices — Go to Sell > Invoices, click the ⋮ menu on the invoice row, and choose Record Payment. You can also open the invoice — from the Invoices list, or from the order's Invoice tab — and click Record payment on it. As a shortcut, click the Unpaid or Partially Paid chip in the Payment column on the Invoices or Orders list. The chooser offers Request payment with Peasy or Record an external payment. On the Orders list this shortcut appears once the order has an invoice.
- Bills — Go to Buy > Bills, click the ⋮ menu on the bill row, and choose Pay Bill. This action is available even if Peasy Payments is not set up. The chooser offers Pay with Peasy or Record an external payment. You can also open the bill panel and start from Pay Bill there.

For an invoice that's part of a sales order with multiple invoices, Peasy first asks which invoice to apply the payment to.

Step by Step

1. Open the payment dialog using one of the methods above.
2. Under Payment action, choose Record an external payment. If the exact Peasy flow is ready, Peasy is the default; otherwise external recording is the default and Peasy remains visible with the setup requirement.
3. Pick the actual Payment method — check, cash, ACH, wire, credit card, or other.
4. Enter the Amount, or click Pay Full Balance to fill in the remaining balance automatically.
5. If the method needs one, fill in the reference field that appears — it's labeled Check Number for a check, or a confirmation/reference number for ACH and wire.
6. Pick the Payment date.
7. Optionally add a Memo — it's an internal note, and if QuickBooks is connected the memo syncs along with the payment.
8. Review the summary near the bottom, then click Receive Payment (invoices) or Record Payment (bills).

What Happens After

- The Paid column on the Invoices or Bills page updates to reflect the amount you just recorded.
- If the payment covers the full balance, the payment status changes to Paid.
- If it only covers part of the balance, the status changes to Partially Paid and the remaining Balance stays visible.
- If QuickBooks is connected, Peasy syncs the new payment to the matching QuickBooks invoice or bill in the background.

Good to Know

- Do not record a $0 payment. An invoice with a final total of $0 becomes Paid when issued, without a payment record. If later edits add an amount due, the status and balance update while keeping any real payments already recorded.
- Record an external payment is for offline payments only. For customers paying online, choose Request payment with Peasy; for paying a vendor by ACH directly from Peasy, choose Pay with Peasy. History shows where each payment record originated; see Payment History and Ledger (https://peasyos.com/help/payment-history-and-ledger).
- You can record multiple partial payments. Record each one separately and the balance decreases each time.
- If an online payment is already in progress, you can only record what's left. While a bank transfer is still moving, the dialog shows a Payable Now amount — the part of the balance that isn't already covered by the in-flight payment — and Pay Full Balance fills that amount. If the whole balance is already being paid, you'll see a "Payment already in progress" message and can't record more until that payment finishes or fails.
- You can void a recorded invoice payment. Open the order, go to its invoice, and click View payments next to Total paid. Click Void on the payment, then Void payment. The payment stays in the list marked Voided, with who voided it and when. It no longer counts toward the invoice, so the balance goes back up. No money is refunded or moved, and a void can't be undone. If the payment was synced to QuickBooks, Peasy voids it there too. If that step can't finish, the payment's row in View payments shows Remove from QuickBooks, even on a canceled invoice. If QuickBooks is connected but Peasy can't check it for the payment, the void doesn't go through: you're told why, and nothing changes. See QuickBooks Sync (https://peasyos.com/help/quickbooks-sync#voided-recorded-payments).
- You can void a recorded bill payment the same way. Open the bill and click View payments next to Total paid, then Void and Void payment. The bill's balance goes back up, and if the payment was synced to QuickBooks, Peasy voids it there too. Bill payments can't be edited here yet.
- Only payments recorded in Peasy can be voided. Peasy Payments and QuickBooks payments can't be voided here, and neither can a payment on a canceled invoice or a cancelled bill.
- You can correct a recorded invoice payment. If you typed an amount, date, method, or reference wrong, open View payments and click Edit on the payment. Change what's wrong and click Save correction. Peasy updates the same payment and the invoice balance, and the order's Activity shows Payment corrected with who changed it and the old and new values. The amount can go up to what's still owed on the invoice plus the payment's own amount.
- A payment already in QuickBooks is corrected there first. Peasy updates the QuickBooks payment, then saves the correction in Peasy. If QuickBooks can't take the change — for example, someone changed the payment in QuickBooks, or QuickBooks isn't connected — Peasy saves nothing and tells you why. If Peasy says it couldn't confirm whether QuickBooks saved it, click Save correction again; Peasy won't apply it twice. If QuickBooks is connected but Peasy can't check it for the payment, the correction doesn't go through: you're told why, and nothing changes.
- A payment still on its way to QuickBooks can't be corrected yet. If Peasy sent the payment to QuickBooks but hasn't confirmed it arrived, Save correction is refused with "Peasy hasn't confirmed whether this payment reached QuickBooks. Sync the payment to QuickBooks from the invoice, then correct it." Once the sync finishes, correct the payment as usual. If the QuickBooks company it was sent to has since been disconnected, the message asks you to reconnect that company first, then sync the payment and correct it.
- Some payments can't be edited. Payments from Peasy Payments or QuickBooks, voided payments, and payments on a canceled invoice have no Edit button.

Related

- Managing Invoices (https://peasyos.com/help/managing-invoices) — View and act on all invoices from the Invoices page
- Managing Bills (https://peasyos.com/help/managing-bills) — View bills, record payments, and pay vendors via ACH
- How Customers Pay (https://peasyos.com/help/how-customers-pay) — How the online payment flow works for customers
- Payments Overview (https://peasyos.com/help/payments-overview) — How payment collection works in Peasy
- Invoice Reminders (https://peasyos.com/help/invoice-reminders) — Automate follow-up emails for unpaid invoices

---

# Receiving Pending Items

Category: Receive
URL: https://peasyos.com/help/receive-pending-tour
Keywords: receive tour, receiving pending, receive pending items, receive PO, ETA, ordered pending received, receive from scratch, receive from PO, quick filters

Receiving Pending Items

The Receive page tracks every PO line item that's still waiting to come in. Each step below has a Show me button that lights up the compass on the matching control so you can see exactly where it lives.

The compasses live in the toolbar and on the table column headers. Visit Receive > Pending to see them all.

The tour

1. Go to the Receive page

Pending items waiting to be received live on the Receive page.

[goto:/receive|Open the Receive page]

2. The Receive Pending table

Every row is one PO line item that still needs to be received. The columns track quantities, ETA, and the receive action.

[guidance:receive_table]

3. Ordered column

The total quantity originally ordered on the purchase order. Stays constant — represents what you asked the supplier for.

[guidance:receive_ordered_qty]

4. Pending column

The key column on this page — how much is still waiting to be received. Decreases as you receive items, never below zero.

[guidance:receive_pending_qty]

5. Received column

How much has already been received out of the ordered quantity (e.g. "5 of 10"). Useful for tracking partial receipts.

[guidance:receive_received_qty]

6. ETA

Estimated arrival date for this shipment. Click to edit it inline — this is what powers the "Due" quick filter view.

[guidance:receive_eta]

7. Quick filters

Use the quick filters at the top of the page to switch views. "Due" shows items past their ETA, "All" shows everything pending, and "Received" shows your receiving history.

[guidance:receive_quick_filters]

8. Receive from scratch

Use the Receive button in the page header when receiving items that aren't on an existing purchase order. Creates an inventory receipt directly without a prior PO.

[guidance:receive_header_button]

9. Receive from a purchase order

Click the Receive button on any pending row (or the item name) to open the receive panel. Choose the Receiving unit beside Qty Delivered if you want to receive in another existing unit from the same family. Peasy converts the quantities and per-unit cost; the PO keeps its ordered unit. Enter what arrived, lot numbers, expiration dates, and any custom fields.

[guidance:receive_action_button]

---

Tips

- ETA changes here update the PO too — single source of truth.
- Partial receipts decrement Pending and increment Received automatically.
- The "Received" view is your audit trail of every receipt.

---

Related

- Receiving overview (https://peasyos.com/help/receiving-overview)
- Receiving without a PO (https://peasyos.com/help/receiving-without-a-po)
- Viewing receive history (https://peasyos.com/help/viewing-receive-history)

---

# Receiving Overview

Category: Receive
URL: https://peasyos.com/help/receiving-overview
Keywords: check in delivery, goods receipt, receive shipment, delivery arrived, mark received, accept delivery, incoming goods, receiving process

Receiving Overview

The Receive section is where you check in deliveries. When orders arrive from your vendors (https://peasyos.com/help/vendor), you mark them as received here — and Peasy updates your inventory automatically. No manual counting needed.

Receive section in sidebar showing Items to receive, Orders to receive, and Received Logs

How Receiving Works

1. You create a purchase order (or items come in from a vendor).
2. The items show up under Items to receive — meaning they're expected but haven't arrived yet.
3. When the delivery arrives, you go to the Receive page and mark items as received.
4. Peasy updates your inventory at the selected location.

That's the whole flow. Buy → Wait → Receive → Inventory updated.

Three Views

The Receive page has three views, accessible from the sidebar or via tabs:

- Items to receive — Individual items that are on their way but haven't been received yet.
- Orders to receive — Incoming purchase orders grouped for order-level receiving.
- Received Logs — A log of everything you've already received. Use this to look back at past deliveries.

Why It Matters

Without receiving, your inventory numbers would just be guesses. Every time you mark a delivery as received:

- On-hand inventory goes up by the received quantity
- The purchase order (https://peasyos.com/help/purchase-order) status updates (partially or fully received)
- An entry is logged in your Inventory History (https://peasyos.com/help/inventory-history)
- The pending alert for those items clears

Related

- Receiving Pending Orders (https://peasyos.com/help/receiving-pending-orders) — How to receive a delivery
- Bulk Receiving (https://peasyos.com/help/bulk-receiving) — Receive many items at once in a spreadsheet grid
- Receiving Without a PO (https://peasyos.com/help/receiving-without-a-po) — How to receive walk-in deliveries and items without a purchase order
- Viewing Receive History (https://peasyos.com/help/viewing-receive-history) — Looking at past receives
- Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders) — How items get into the pending queue

---

# Receiving Pending Orders

Category: Receive
URL: https://peasyos.com/help/receiving-pending-orders
Keywords: receive PO, check in order, partial receive, delivery checklist, receive against PO, mark delivered, mark purchase order line done, clear pending item, order arrived, partial delivery, create bill while receiving, inline bill, freight during receiving, vendor invoice, co-manufacturer, co-manu, receive and mark done, output location, output SKU, finished item SKU, receive retry, received cost per unit, received cost total, per unit vs total cost, receive from purchase orders page, truck button, inline receive panel, remainder open, remainder close, close remainder, short shipment, shorted, rejected qty, record rejection, add evidence, credit request, vendor credit, outbox draft, receive date, backdate receive, arrival date, received date, when inventory adds, Peasy Lot, receiving unit, receive in pounds, cases to pounds, rejection reason required

Receiving Pending Orders

When a delivery arrives, head to the Receive page to check it in. This is the moment your inventory actually increases. Creating a purchase order alone does not add stock. You can receive everything on a purchase order at once, or just the items that actually showed up.

First Delivery

If this is your first delivery in Peasy, the Receive page is where you tell the system what actually came in. Until you receive, your inventory numbers do not change.

What You'll See

The Pending view shows a table of items waiting to be received, one row per line item across your open purchase orders. Each row shows:

| Column       | What it shows                                                                                  |
| ------------ | ---------------------------------------------------------------------------------------------- |
| Item Name    | The item you ordered                                                                           |
| Item SKU     | The item's SKU; co-manufactured rows show the finished output SKU with an Output SKU badge |
| Ordered Qty  | How many you ordered                                                                           |
| Received Qty | How many you've received so far                                                                |
| Pending Qty  | How many are still outstanding                                                                 |
| ETA          | Expected delivery date                                                                         |
| Supplier     | Which vendor the order is from                                                                 |
| PO Number    | The purchase order reference                                                                   |

You can filter by location, search by item name or PO number, and use the Due filter to show items with ETAs due today or earlier.

Step by Step

1. Go to Receive > Pending.
2. Find the item that just arrived and click Receive. You can also click the item name.
3. The Receive panel opens on the right. Fill in:
   - Receive Date — defaults to today. This is the day the stock counts as received; backdate it to when the delivery actually arrived so the increase lands on the right day relative to your counts. See Dating Inventory Movements (https://peasyos.com/help/dating-inventory-movements).
   - Receiver — who is accepting the delivery
   - Purchase Order — pre-selected if you opened from a PO row
   - Item — pre-selected from the row
   - Qty Delivered — the actual quantity that arrived, in the Receiving unit
   - Receiving unit — to the right of Qty Delivered. Choose an existing active unit from the item's family. Peasy converts the expected, delivered, and rejected quantities and the per-unit received cost when you change it. The expected and received amounts appear below these fields.
   - Received Cost — optional, depending on your settings. Use the Per unit / Total tabs next to the field to switch between entering a per-unit price or the full line-item total — Peasy converts for you either way. When an expected cost is available, the helper text below shows its per-unit amount and, after you enter a delivered quantity, the expected total.
   - Vendor's Invoice · Bill # — select an existing bill or create a new one (see below)
   - Location — where the inventory should go
4. Optionally fill in Supplier Lot ID, Lot ID, and any notes. Expand Documents and click Upload to choose one or more files with No type. To classify them, click its chevron and choose COA, BOL, Spec Sheet, or Other; the file picker opens immediately. The files attach to this individual receipt after it saves.
5. Use the split button at the bottom to choose what happens next:
   - Receive & Next PO Item — save and move to the next item on the same PO
   - Receive — save and close the panel
   - Receive & New Item — save and clear the form for a different item
   - Receive & Same Item — save and reset for another receive of the same item

Receiving Multiple Items from the Same PO

You do not need to close the panel between items. Receive & Next PO Item is the fastest way to work through a full delivery one line at a time.

For larger deliveries — a PO with many line items, or a vendor drop spanning multiple POs — open the Bulk Receive grid (https://peasyos.com/help/bulk-receiving) instead. Select the pending rows you want to check in, click Bulk receive in the floating toolbar, review the required Peasy Lot, fill in quantity, cost, and supplier lot per row, and submit them all at once.

Receiving in a Different Unit

You can order in cases and receive in pounds, as long as both units already belong to the same item family. For example, three cases of 50 pounds become 150 pounds when you choose pounds as the Receiving unit. Review the converted quantity and enter what actually arrived.

The purchase order keeps its original item, quantity, unit, and price. The receipt records the unit you selected, with quantities and per-unit cost in that unit. Changing the receiving unit keeps the total cost the same. The per-unit cost field displays two to four decimal places.

Receiving unit is always shown, even when the family has only one available choice. Add a missing unit to the item family before receiving; the receiving dropdown selects existing units.

What Happens After You Receive

- Inventory increases immediately at the selected location by the quantity you entered
- The PO status updates automatically to Partial or Received
- The receive is logged in inventory history with details like who received it, when, from which PO, and any lot numbers
- A confirmation toast lets you know the receive was saved
- Receipt documents also appear in the item's family Documents tab, the vendor's Documents tab when a vendor is recorded, and the lot view when the receipt has a lot ID. If a document upload fails after the receive saves, use Retry documents; the receipt is not submitted again.

How to Receive a Delivery

1. Go to Receive > Pending in the sidebar.
2. Select your receiving location using the location dropdown at the top — this is where the items are going.
3. Find the items or purchase order you want to receive.
4. Click Receive on an item (or select multiple items).
5. The receive panel opens on the right. Enter the quantity you actually received.
6. Choose what to do after receiving:
   - Close panel — Return to the pending list
   - Stay on same item — Receive more of the same item
   - Move to next item — Jump to the next pending item
   - Move to next PO — Jump to the next purchase order
7. Confirm the receive.

Your inventory updates immediately.

Partial Receives

Not everything always arrives at once. If you ordered 10 cases but only 8 showed up:

- Enter 8 as the received quantity
- An Undelivered quantity control appears with two options:
  - Keep open (default) — the remaining 2 stay in Pending and the PO updates to Partial status. You can come back and receive the rest when it arrives.
  - Close as short — Peasy shows Short: 2, writes off those units, and closes the PO line without adding them to inventory.
- The control appears whenever received is less than expected, including zero. Once received matches expected, it hides.

If nothing arrived and the supplier will not send it, enter zero and choose Close as short. Zero is not allowed for Keep open or for a receipt without a PO line.

Clearing a Pending Line Without Receiving It

Use Close remainder as short when an outstanding purchase order line is no longer coming and you want to remove it from the receiving queue without adding inventory.

1. Find the line in Receive > Pending, Receive > Orders, or the purchase order's detail panel.
2. Open the line's three-dot actions menu and choose Close remainder as short.
3. Review the confirmation and click Close as short.

The line is marked Received, its pending quantity becomes zero, and it disappears from the pending receiving views. Peasy does not add inventory or create a Receive History entry for the quantity you close.

If the line updates but a list cannot refresh, the confirmation stays open and shows Refresh list so you can try the refresh again without repeating the update.

Recording Rejected Items

Use Record rejection when goods physically arrived but were damaged, unusable, the wrong item, or otherwise unacceptable. Expand it to fill in:

- Rejected Qty — how many of the delivered units you're rejecting
- Add evidence — optional JPG or PNG photos to include with the draft
- Reasons — required when Rejected Qty is greater than zero. Pick one or more: Damaged, Unusable, Wrong Item, or Other.
- Note — explanation to send the supplier
- Add a credit request draft to your Peasy outbox — leave this checked to prepare an editable email using the rejection details and evidence

Rejected quantity cannot exceed received quantity. A shortage is different because those goods never arrived. Record it with Close as short under Undelivered quantity instead.

Rejected quantity uses the Receiving unit too. If a required field is missing when you submit, Peasy shows a small red message below that field and asks you to fix the required fields to receive.

Saving a rejected receipt with the credit-request option checked adds a draft to Outbox; it does not send the email automatically. Open the draft to review the recipients, subject, message, requested-credit calculation, and attachments before sending. The receive row's three-dot menu also includes View credit request so you can return to the linked draft. See Reviewing and Sending Outbox Emails (https://peasyos.com/help/reviewing-and-sending-outbox-emails).

What You See for Each Pending Item

- Item name and unit
- Expected quantity — How much was ordered
- Vendor / PO number — Where it's coming from
- ETA — When it was expected to arrive

Receiving from the Item or Vendor Detail Page

You can also start a receive without leaving an item's or vendor's detail page. Open the item (from Buy > Items to buy, or a vendor's item list) and expand a location row in Inventory by Location, then click Select action and choose Receive. The receive panel opens in place in the same right-hand panel — you never navigate to the Receive page — with the item, location, and quantity already filled in. Closing the panel, or navigating to a different item or vendor, returns you to the regular detail view.

Receiving from the Purchase Orders Page

You don't have to come to the Receive page to check in a delivery. The same receive panel is available on Buy > Purchase Orders:

- Click the truck icon on any PO row to open the panel for that order.
- Or open the PO's detail panel and use Receive Order (top of the items list) or the per-line Receive button.

The panel works identically wherever you open it — fill in the same fields, use the same split-button options, and your inventory updates the same way. After a successful receive, the Purchase Orders table and pending list both refresh automatically.

Receiving from a Co-Manufacturer

If a purchase order line is linked to a co-manufacturer work order — meaning you bought a finished product from a supplier who makes it for you — the receive panel changes slightly so you can receive the shipment and complete the work order in one step.

What's different

- On the purchase order detail, Receive all is not shown while a co-manufactured line still needs its linked work order handled. Use the individual Receive action instead.
- The split button at the bottom is replaced with a single Receive & mark done button.
- Pending rows and the item picker show the finished product's SKU with an Output SKU badge, rather than the make-item SKU used to place the order.
- The standalone Location field in the receive panel is hidden. Instead, you'll pick the destination in the next dialog.
- Clicking Receive & mark done opens the Mark as done dialog. Review the inputs, then pick an Output Location — the tooltip next to the label reads "Where the output will go into inventory." This is where the received stock lands.
- The dialog seeds Quantity Accepted (delivered minus any rejections you entered on the receive panel). If you edited the receive form's Lot ID, that value carries into the dialog; otherwise Peasy suggests a lot from the finished output item. Both fields stay editable.
- Submitting the dialog receives the delivery into that location and marks the linked work order complete in a single action. The saved receipt and work order use the same final lot ID. The ingredients consumed by the co-manufacturer are deducted from the work order's own location, which is separate from where you're receiving.

If the receive fails

If a receive can't save — for example, a network timeout — you'll see an error toast with a Retry button. Your form data is preserved, so you can click Retry to resubmit without re-entering anything. Retries are safe: Peasy won't create duplicate inventory entries for the same submission.

Receiving Without a Purchase Order

If items arrive without a purchase order — a walk-in delivery, vendor sample, or emergency restock — you can receive them directly using the + Receive Item button. See Receiving Without a PO (https://peasyos.com/help/receiving-without-a-po) for the full walkthrough.

Creating a Bill While Receiving

If you have a vendor invoice in hand but haven't created the bill yet, you can do it right from the receive panel without leaving the page.

1. In the receive panel, find the Vendor's Invoice · Bill # field.
2. Type the bill number and click Create New Bill.
3. A quick form appears with:
   - Vendor's Invoice · Bill # — pre-filled from what you typed
   - Date — defaults to today
   - Vendor — pre-filled from the purchase order
   - Freight Cost — enter the shipping cost from the vendor's invoice
   - Notes — optional
4. Click Create Bill. The new bill is automatically linked to the purchase order and selected in the receive form.
5. Continue receiving as usual.

This is the fastest way to capture freight when a delivery arrives with an invoice. The freight cost on the bill will be distributed proportionally across the items you receive. For more on how freight works, see Managing Bills — Freight Cost (https://peasyos.com/help/managing-bills#freight-cost).

Common Questions

Can I receive more than the ordered quantity?
Yes. Peasy allows over-receiving — just enter the actual quantity that arrived, even if it exceeds what the PO says. Your inventory reflects what you physically received.

What happens to inventory when I receive?
Your on-hand quantity increases immediately at the receiving location by the quantity you enter. The change is logged in Inventory History (https://peasyos.com/help/inventory-history) with a full audit trail.

Can I create a bill while receiving?
Yes. In the Vendor's Invoice · Bill # field, type the bill number and click Create New Bill. You can enter the freight cost and other details without leaving the receive panel. See Creating a Bill While Receiving (https://peasyos.com/help/receiving-pending-orders#creating-a-bill-while-receiving) above.

Can I undo a receive?
There is no direct undo for a receive. If you entered the wrong quantity, you can edit the delivered quantity in Receive History (https://peasyos.com/help/viewing-receive-history) or use an inventory adjustment (https://peasyos.com/help/adjusting-inventory) to correct the count at that location.

Can I receive items to a different location than the PO?
The receive goes to whichever location is selected in the location dropdown on the Receive page. This defaults to the PO's receiving location, but you can change it before receiving.

What does "Partial" status mean on a PO?
It means some but not all line items or quantities on the purchase order have been received. The remaining items stay in the Pending view until you receive them.

Good to Know

- Location matters — Make sure you select the right receiving location before checking items in. Inventory goes to whatever location is selected.
- Receiving is logged — Every receive creates an entry in Inventory History (https://peasyos.com/help/inventory-history) so you have a full audit trail.
- The red badge on Receive > Pending tells you how many items are waiting to be received.
- You can receive against multiple POs in one session without leaving the page.
- Receiving is what updates inventory. A PO stays pending until you actually receive it.
- If you enter a different cost than what is on the PO, you may be able to update the item's base cost going forward depending on your settings.

Related

- Bulk Receiving (https://peasyos.com/help/bulk-receiving) — Receive many items at once in a spreadsheet grid
- Receiving Without a PO (https://peasyos.com/help/receiving-without-a-po) — Receive items that aren't on a purchase order
- Viewing Receive History (https://peasyos.com/help/viewing-receive-history) — See what you've already received
- Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders) — How items get into the pending queue
- Dating Inventory Movements (https://peasyos.com/help/dating-inventory-movements) — How the Receive Date controls when inventory adds
- Inventory History (https://peasyos.com/help/inventory-history) — The full audit trail of changes

---

# Viewing Receive History

Category: Receive
URL: https://peasyos.com/help/viewing-receive-history
Keywords: past deliveries, received items log, delivery history, what was received, receipt log, receiving records, receive history, output SKU, finished item SKU, co-manufacturer receipt, edit received, change receiving location, change received cost, edit rejection reasons, freight cost, landed cost, delete receive, correct receive, print receive page, export received items, download receiving history, received CSV, view credit request, linked outbox email, vendor credit draft

Viewing Receive History

The Received view shows a log of everything you've already checked in. Use it to look back at past deliveries, verify what was received, correct mistakes, and review costs including freight.

How to Get There

Go to Receive in the sidebar, then switch to the Received (History) view.

What You'll See

Each row represents a single received line with details including:

- Item Name — What was received
- Item SKU — The item's SKU. Co-manufactured receipts show the finished product's SKU with an Output SKU badge.
- Supplier Name — Who it came from
- Location — Where it was received
- Received Date — When it was received
- Received — How many were received (shown as "X of Y" against the ordered quantity)
- Pending — How many are still outstanding
- Rejected — How many were rejected, if any
- Unit — The unit it was received in
- Unit Cost — The cost per unit at the time of receiving
- Line Cost — Total cost for the line (unit cost multiplied by quantity). When freight is allocated, a "landed" subtext shows the line cost plus freight combined.
- Freight Cost — Freight allocated to this line from the bill, shown separately (see below)
- Supplier Lot ID — The vendor's lot number
- Lot ID — Your internal lot number
- Receiver — Who checked it in
- Note — Any notes added during receiving

Editing Receive History

When you receive a PO line in a different family unit, the receipt's quantities and per-unit cost use that receiving unit. Its ordered and pending quantities are converted to the same unit for comparison. The purchase order keeps the original ordered unit. Enter delivered and rejected quantity corrections in the receipt's unit.

Receipt Documents

Open a saved received log to upload or review its documents. Click Upload to choose files with No type, or click its chevron and choose COA, BOL, Spec Sheet, or Other to open the file picker with that type. The same file appears on the related item family's Documents tab, the vendor's Documents tab when a vendor is recorded, and the lot view when the receipt has a lot ID. You can also open the received row in Inventory > History to find its documents at the bottom of the right-hand panel. The document follows the receipt's current relationships when they are corrected.

Use the document filter button to narrow the list by type. You can change a document's type later or download it from its row.

Most fields in receive history are editable. Click a cell to make changes. Editable fields include:

- Received date, delivered quantity, and rejected quantity
- Receiving location
- Rejection reasons
- Unit cost and freight cost
- Supplier lot ID, lot ID, and notes
- Custom fields (select, checkbox, and signature types)

When you make changes, a floating toolbar appears at the bottom of the table with Save and Discard buttons. Your edits are held in memory until you save, so you can update multiple fields across multiple rows before committing.

If a save fails, Peasy shows an error and keeps your unsaved edits in the table so you can try again without re-entering them.

Correcting a receipt's unit cost also updates completed work orders that used that lot: any production ingredient of that same item family logged from the receipt's lot picks up the corrected cost, and that work order's production total recalculates. This keeps a completed run's cost accurate when you fix a receiving mistake after the fact.

The same correction — and edits to a receipt's lot ID or received date — also refreshes the cost of goods sold (COGS) on sales lines sold from that lot, including lines on orders that are already invoiced. Fixing a receiving mistake flows all the way through to your sales margins and the month-end COGS report, so you never have to restate them by hand.

Lot numbers are free text, so an unrelated item can carry the same lot number. Correcting a receipt only updates ingredients and sales lines from the same item family as the receipt — a different product that happens to share the lot number keeps its own cost.

Changing a receipt's location corrects the original receiving history in place. It does not create an inventory transfer or a replacement receipt. Inventory History shows the same receipt at the corrected location, and Peasy recalculates on-hand inventory for both the old and new locations.

Fields that are not editable include item name, SKU, supplier, receiver, and calculated fields like line cost and pending quantity.

Freight Cost

The Freight Cost column shows how much freight has been allocated to each received line. This value comes from the bill linked to the receive.

- When a linked bill has freight, Peasy records each new received line's share from the planned quantities of the PO lines covered by that bill. The cell shows the recorded amount, with the bill's freight total beneath it (e.g., "Bill freight: $25.00").
- You can edit the freight cost on any line. This is useful when one item costs significantly more to ship than others.
- Clearing the freight cost removes it from that received line. It does not restore the amount originally calculated from the bill.
- Editing one line does not change the bill or the freight on other received lines. A later bill freight edit also leaves existing received lines alone.

When Use landed cost as work order input cost is on in Configure > Business, this recorded amount is included in new work order inputs that use the received lot. Editing the received line's freight also updates inputs already saved from that lot. With the setting off, freight edits do not reprice those inputs.

For more on how freight works, see Managing Bills — Freight Cost (https://peasyos.com/help/managing-bills#freight-cost).

Row Actions

Click the three-dot menu on a row to access additional actions:

- View credit request — Open the linked email in Outbox when the receipt created a vendor credit-request draft
- Print Receive Log — Download a PDF of the receive record (available when a receive log template is configured)
- Print Received Date Label — Download a date label for the received item
- Delete — Remove the receive record (inventory is adjusted accordingly)

Filtering History

- Date range — Look at a specific time period
- Vendor — See everything received from one supplier
- Item — Track receiving history for a specific product
- Location — Filter by where items were received

Printing or Exporting Received Data

Use Print Receive Log from a row's three-dot menu when a receive log template is configured. For a spreadsheet or a broader filtered report, open Inventory > History, filter Transaction type to Received, add any date, vendor, item, location, or source filters, then click Reports > Current View to download a CSV.

Good to Know

- This is a subset of the full Inventory History (https://peasyos.com/help/inventory-history), which shows all types of inventory changes (not just receives).
- Receive records include cost and freight information, so you can see what you paid for each delivery and how freight was allocated.
- You can select multiple rows using checkboxes for bulk actions like printing or updating signature fields.

Related

- Receiving Pending Orders (https://peasyos.com/help/receiving-pending-orders) — How to check in deliveries
- Reviewing and Sending Outbox Emails (https://peasyos.com/help/reviewing-and-sending-outbox-emails) — Review or send a linked vendor credit request
- Receiving Without a PO (https://peasyos.com/help/receiving-without-a-po) — How to receive items without a purchase order
- Managing Bills — Freight Cost (https://peasyos.com/help/managing-bills#freight-cost) — How freight is tracked and distributed
- Inventory History (https://peasyos.com/help/inventory-history) — Full audit trail of all inventory changes
- Receiving Overview (https://peasyos.com/help/receiving-overview) — How the Receive section works

---

# Receiving Items Without a Purchase Order

Category: Receive
URL: https://peasyos.com/help/receiving-without-a-po
Keywords: no PO, unplanned delivery, direct receive, emergency stock, walk-in vendor, walk-in delivery, no purchase order, sample delivery, emergency restock, ad hoc receive, receive without order, petty cash purchase, rejections and shorts, shorted

Receiving Items Without a Purchase Order

Sometimes items show up without a formal purchase order (https://peasyos.com/help/purchase-order) — walk-in deliveries, vendor (https://peasyos.com/help/vendor) samples, emergency restocks, or petty cash purchases. Peasy lets you receive these directly and still keeps your inventory accurate.

When to Use This

- Walk-in deliveries — A vendor drops off product without a prior order
- Vendor samples — Free or trial items that need to be tracked in inventory
- Emergency restocks — You grabbed supplies from a store and need to log them
- Petty cash purchases — Small buys that don't warrant a full purchase order
- Donations or returns — Items coming back into your inventory

How to Receive Without a PO

1. Go to Receive in the sidebar (any view works — Pending, Orders, or History).
2. Click the + Receive Item button in the top right. If the button says "Receive Order" instead, click the dropdown arrow next to it and select Receive Item.
3. The receive panel opens on the right. Fill in the Basic Info section:
   - Receive Date — defaults to today
   - Receiver — who is checking the items in
4. In the Order section, leave Purchase Order blank. Optionally add a Vendor's Invoice (https://peasyos.com/help/invoice) number if you have one.
5. In the Item section:
   - Select the Item you received — when no PO is selected, the dropdown shows every active item in your system
   - Enter the Qty Delivered
   - Review Receiving unit beside Qty Delivered — without a PO, it shows the selected item's unit. To use another unit, choose the corresponding item in the Item dropdown.
   - Enter the Received Cost if you want to track what you paid
   - Enter the Supplier Lot ID if your business tracks lot numbers from the vendor
6. Optionally expand Record rejection to log damaged, unusable, wrong, or otherwise rejected goods that physically arrived. Shortages apply only to purchase order remainders.
7. Fill in the remaining fields at the bottom:
   - Lot ID — auto-generated from the item's SKU and the receive date (you can edit it)
   - Location — if you have multiple locations, make sure the correct one is selected
   - Note — any additional details about this delivery
8. Click Receive to save. Or use the dropdown arrow to choose:
   - Receive & New Item — clears the form so you can receive a different item
   - Receive & Same Item — keeps the item selected, resets the quantity

Your inventory updates immediately at the selected location.

What Happens Behind the Scenes

When you confirm a receive without a PO:

- Inventory at the selected location goes up by the delivered quantity
- A Lot ID is auto-generated from the item's SKU and the receive date (you can override it before submitting)
- The entry appears in Receive History (https://peasyos.com/help/viewing-receive-history) and Inventory History (https://peasyos.com/help/inventory-history) — just like a PO-based receive
- If you entered a received cost, that cost is recorded for the lot
- The item's default supplier is linked automatically — or you can click Choose different supplier in the Item section to override it
- No purchase order is created or affected — the receive stands on its own

Good to Know

- All items are available. When no PO is selected, the Item dropdown shows every active item in your system — not just items on open orders.
- Supplier is optional but helpful. Linking a supplier ties the receive to that vendor in your reports, even without a PO.
- Cost may be required. If your business has enabled required cost tracking, the Received Cost field becomes mandatory.
- Location matters. If you have multiple locations, double-check that the correct one is selected before submitting. Inventory goes to whatever location is shown.
- You can create new items on the fly. If the item isn't in your system yet, select Create new item from the Item dropdown to add it without leaving the receive panel.

Related

- Receiving Pending Orders (https://peasyos.com/help/receiving-pending-orders) — How to receive against a purchase order
- Viewing Receive History (https://peasyos.com/help/viewing-receive-history) — See past receives including non-PO ones
- Creating Purchase Orders (https://peasyos.com/help/creating-purchase-orders) — When you do want to create a PO first
- Inventory History (https://peasyos.com/help/inventory-history) — Full audit trail of all inventory changes

---

# Bulk Receiving

Category: Receive
URL: https://peasyos.com/help/bulk-receiving
Keywords: bulk receive, receive many items at once, multi-receive, spreadsheet receive, grid receive, batch receive, receive multiple pending items, receive all pending, partial success receive, bulk receive floating button, receive PO lines at once, receive into inventory from bill, receive from bill, save bill and receive, Peasy Lot, co-manufacturer bulk receive, why receive all is missing

Bulk Receiving

When a single delivery has lots of items on it, you can receive them all at once instead of one at a time. Bulk Receive opens a spreadsheet-style grid where you fill in quantity, cost, supplier lot, and Peasy Lot across every row in the same view.

When to Use It

Bulk Receive is the fastest way to check in a delivery that spans more than a couple of items. Use it when:

- A purchase order has many line items that all arrived together
- You want to receive the same item across multiple POs in one pass
- You only need to capture quantity, lot, location, and cost per unit — nothing more

The single-row Receive panel is still the right tool when you need to choose a different receiving unit from the item's family, attach a vendor bill, log rejections, close an undelivered remainder as short, add photos, or fill in custom fields. Bulk Receive intentionally keeps the grid simple — those richer fields aren't available here.

How to Open Bulk Receive

There are four ways in, depending on where you are:

From Receive > Pending

1. Go to Receive > Pending.
2. Select the rows you want to receive using the checkboxes on the left.
3. A Bulk receive (n) button appears in the floating toolbar at the bottom of the page.
4. Click it. The modal opens with one grid row per selected pending line, prefilled with the item, expected quantity, and the PO's receiving location.

From a Purchase Order

1. Go to Buy > Purchase Orders and open any PO with pending lines.
2. Any of these open the grid:
   - Click Receive all at the top of the items list to open Bulk Receive prefilled with every pending line on that order.
   - Select specific pending rows and use the Bulk receive (n) button in the floating toolbar.

If the purchase order includes a co-manufactured item that still needs its linked work order handled, Receive all is not shown. Use the individual Receive action so you can receive the item and finish the work order through Receive & mark done.

From Saving a Bill

When creating or editing a bill that's linked to a purchase order, tick Receive into inventory before saving. Peasy saves the bill, closes the bill form, and opens Bulk Receive with one row per matching line item. Each row shows a Status column — Ready to receive, Partially received, or Already received — so you can see which lines still have inventory to receive. See Managing Bills (https://peasyos.com/help/managing-bills#receive-into-inventory-after-saving) for the full walkthrough.

Adding Rows Manually

Once the grid is open from any of the entry points above, you can add extra rows before submitting.

Filling in the Grid

Each row has the following columns:

| Column       | What it is                                                                        |
| ------------ | --------------------------------------------------------------------------------- |
| Item         | The item being received. Type to search; suggestions come from your active items. |
| Location     | Where the stock lands. Only shows when your account has more than one location.   |
| Qty          | The actual quantity that arrived for this row.                                    |
| Cost / Unit  | Optional. The per-unit cost for this delivery, if you want to record it.          |
| Supplier Lot | Optional. The lot or batch number from your supplier.                             |
| Peasy Lot    | Required. Peasy suggests a lot code automatically, and you can edit it.           |

Below the grid:

- Receive Date — defaults to today; applies to every row.
- Location — when your account has one location, this footer field applies to every row. When you have multiple locations, the per-row Location column takes over.

Submitting

Click Receive Items to submit. Peasy creates a separate receive log for each row.

Supplier Lot is optional. Peasy Lot is required, but Peasy suggests a unique lot code automatically; review or edit it before submitting.

Partial Success

Rows are submitted independently. When you click Receive Items, the modal closes right away and a progress toast appears while Peasy works through the rows. If any row fails — for example, the item was deleted between when you opened the modal and when you clicked submit — you'll see a toast with a Review button. Rows that succeeded are not rolled back. Click Review to reopen the modal pre-loaded with just the failed rows (with your edits intact), fix or remove them, and submit again.

After You Receive

The same automatic updates as a single-row receive apply to every row:

- On-hand inventory goes up at the row's location
- Each affected purchase order's status advances to Partial or Received
- Every row creates an entry in Inventory History (https://peasyos.com/help/inventory-history)
- The Receive Pending list refreshes — fully received rows drop off

Good to Know

- Bulk Receive supports up to 200 rows per submit. Split larger deliveries into multiple passes.
- Bulk Receive does not create bills on its own — but when you open it from saving a bill with Receive into inventory checked, the bill reference flows through and every received log is linked back to that bill. If you opened Bulk Receive any other way and need a bill on the receive entries, use the single-row Receive panel (https://peasyos.com/help/receiving-pending-orders#creating-a-bill-while-receiving) instead, or create the bill separately afterwards from Bills.
- Bulk Receive does not record rejections or close an undelivered remainder as short. Use the single-row receive panel to reject goods that arrived damaged or to choose Close as short when the supplier will not deliver the rest.
- On single-location accounts, the location filter at the top of Receive Pending is hidden — there's only one place stock can go.

Related

- Receiving Pending Orders (https://peasyos.com/help/receiving-pending-orders) — The detailed single-row receive panel
- Receiving Without a PO (https://peasyos.com/help/receiving-without-a-po) — Receive a delivery that isn't tied to a purchase order
- Viewing Receive History (https://peasyos.com/help/viewing-receive-history) — Look back at past receives

---

# Catalog Overview

Category: Sell
URL: https://peasyos.com/help/catalog-overview-tour
Keywords: catalog tour, catalog overview, product catalog, customer pricing, catalog visibility, catalog search, price list selector, sellable products

Catalog Overview

The Catalog is a read-only browse of your sellable products with customer-specific pricing. Each step below has a Show me button that lights up the compass on the matching control so you can see exactly where it lives.

The compasses live in the Catalog page toolbar and column headers. Visit Sell > Items to sell to see them all.

The tour

1. Go to the Catalog page

The Catalog lives in Sell > Items to sell. The compasses for this tour live in the page toolbar and column headers.

[goto:/catalog|Open the Catalog page]

2. Pick a catalog

Pick a catalog (price list) to see customer-specific pricing and visibility. Each catalog can have its own prices and product visibility — handy for customer segments and tiered pricing.

[guidance:catalog_price_list]

3. Filter the catalog

Filter the catalog by category, price, or any custom attribute. Combine filters to narrow your view.

[guidance:catalog_filter]

4. Search products

Search products by name, SKU, category, or other attributes. Results filter as you type.

[guidance:catalog_search]

5. Price column

The $ per unit price for each sell variant in the selected catalog. Expand a product's family row, then click a variant's price to edit it inline — changes apply only to the selected catalog.

[guidance:catalog_price_column]

6. Visibility column

The Visibility column (eye icon) toggles whether each sell variant is included in (green eye) or hidden from (red eye) the selected catalog. Pick a catalog first — on the base view the eye is a dimmed placeholder.

[guidance:catalog_visibility_column]

---

Tips

- The Catalog is read-only for product details — to edit name, SKU, or variants, use the Items page instead.
- Pricing and visibility changes are scoped to the active catalog, so you can tier pricing for different customer segments without forking the catalog.
- Use catalogs to share filtered product lists with customers via Storefront.

---

Related

- Selling overview (https://peasyos.com/help/selling-overview)
- Managing your catalog (https://peasyos.com/help/managing-your-catalog)
- Price lists (https://peasyos.com/help/price-lists)

---

# Selling Overview

Category: Sell
URL: https://peasyos.com/help/selling-overview
Keywords: sales, sell products, invoicing, fulfillment, order entry, revenue tracking, orders, customer orders, revenue, sales process, how to sell, sales workflow, selling overview

Selling Overview

The Sell section is where you manage your customers, create sales orders, send invoices, and set up your product catalog. Whether you sell to businesses, retail customers, or both, this is where the money-making side of Peasy lives.

Sell section in sidebar showing Sales Orders, Customers, Channels, Invoices, and Items to sell

How Selling Works in Peasy

1. Add your customers — Who you sell to (including channels like farmers markets or storefronts)
2. Set up your catalog — The products you offer, with prices
3. Create sales orders — What a customer is buying
4. Fulfill orders — Record shipments (https://peasyos.com/help/shipment) as goods leave your warehouse; this is what deducts inventory
5. Send invoices — Bill the customer. Each invoice snapshots its own Ship To and Bill To addresses at creation, so later edits to the customer record don't change invoices you've already sent — see Managing Invoices (https://peasyos.com/help/managing-invoices#billing-and-shipping-addresses) for how address corrections work.
6. Get paid — Accept payments through Peasy (optional)

You can use as much or as little of this flow as you need. Some businesses just track customers and orders; others use the full invoicing and payment flow.

Customers and Channels

Peasy supports both traditional customers (businesses or individuals you sell to) and channels (sales outlets like farmers markets, retail storefronts, or POS systems). You can also organize multi-location customers using parent customers and sub-customers — helpful when selling to chains or businesses with multiple locations. See Managing Customers (https://peasyos.com/help/managing-customers) for details on setting these up.

Inventory and Sales

When you create a sales order, the items on that order become pending against your inventory. This means Peasy knows that inventory is committed even though it hasn't left the shelf yet. The stock isn't actually deducted until you fulfill the order by recording a shipment (https://peasyos.com/help/shipment) — see Fulfilling and Shipping Orders (https://peasyos.com/help/fulfilling-and-shipping-orders). See Understanding Availability (https://peasyos.com/help/understanding-availability) for how available and pending quantities work together.

Your Items to sell page shows an Inventory column so you can see current inventory for each product. If you also set Restock Points (https://peasyos.com/help/restock-points) on your items, the Low and Order badges on Buy > Items to buy and To-Dos will tell you when inventory is getting low — so you can reorder or produce more before you run out.

What's in the Sell Section

- Customers — Your customer list with contact details, order history, and custom pricing
- Channels — Sales channels for distributing your products
- Sales Orders — Customer orders you've created
- Invoices — Customer invoices and their payment status
- Items to sell — Your product catalog with prices and visibility settings

Related

- Managing Customers (https://peasyos.com/help/managing-customers) — Add and organize customers
- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders) — Build orders and invoices
- Fulfilling and Shipping Orders (https://peasyos.com/help/fulfilling-and-shipping-orders) — Record shipments and deduct stock
- Managing Your Catalog (https://peasyos.com/help/managing-your-catalog) — Set up your product offerings
- Understanding Availability (https://peasyos.com/help/understanding-availability) — How sales orders affect available inventory
- Restock Points (https://peasyos.com/help/restock-points) — Get notified when inventory is running low

---

# Managing Customers

Category: Sell
URL: https://peasyos.com/help/managing-customers
Keywords: client, buyer, customer list, add customer, customer details, contact info, customer management, who do I sell to, client list, customer contact, ship from, default ship from, default location, ship-from location, customer email, multiple emails, additional recipients, cc on invoice, ship to address, bill to address, billing address, shipping address, separate billing and shipping, copy address, copy from billing address, copy from shipping address, discard address changes, same as shipping, delivery address, multiple addresses, packing slip address, edit address on order, edit address on invoice, customer with many locations, address line 2, address 2, second address line, customer payment terms, change terms with Beacon, clear payment terms, apartment, apt, suite, unit, floor, change email with Beacon, clear customer email, add customer with Beacon, create customer with Beacon, customer note with Beacon, change catalog with Beacon, change ship-from with Beacon, rename customer with Beacon, change customer address with Beacon, Shopify sales, Shopify customer, Shopify orders on Customers page, Shopify buyers not customers, standing orders, repeating orders, repeat icon, storefront invitation template, welcome email

Managing Customers

The Customers page is your contact book for everyone you sell to. Add customer details, assign price lists (https://peasyos.com/help/price-list), track order history, and keep everything organized.

How to Get There

Go to Sell > Customers in the sidebar.

Channels vs. Customers

Before adding customers, it helps to understand the difference between Channels and Customers:

- Channels are sales outlets that aren't traditional customers — like a farmers market stall, your retail storefront, or a pop-up shop. Use channels to track sales through these outlets without treating them as full customer accounts.
- Customers are the businesses or individuals you sell to directly. They can have contact info, billing details, and custom pricing.

Customers appear under Sell > Customers and channels appear under Sell > Channels. Channels can also be used as a reporting tag on sales orders, invoices, and sales-order spreadsheet imports, even when the buyer is a separate customer.

On the Channels page, Customers with Orders is the number of distinct buyers on non-deleted orders attributed to that channel. Importing an order through a channel updates this count, but it does not permanently assign that buyer to the channel. A saved channel association on a customer is a separate choice that can provide a default for future orders.

When to Use Channels

Use a channel when you want to record sales from:

- Farmers markets or craft fairs
- Your retail storefront
- Point-of-sale (POS) systems that aren't integrated
- Pop-up shops or temporary locations
- Any sales outlet where you're capturing aggregate sales rather than individual customer orders

Creating a Channel

1. Click + New Customer.
2. Enter a name for the channel (like "Ballard Farmers Market" or "Retail Storefront").
3. Click Create.

To record sales through a channel:

1. Open the channel from your Customers list.
2. Create a new order.
3. Add the items you sold (for example, at the end of a market day, enter all the products you sold).
4. Mark the order as fulfilled.

Each order represents a batch of sales through that channel — like a Sunday at the farmers market or a week of storefront sales.

Note: If you use Shopify POS, those sales import automatically and you don't need to manually create channel orders.

Parent Customers and Sub-customers

If you sell to customers with multiple locations or divisions, you can organize them using parent customers and sub-customers. This lets you:

- Track orders for each location separately
- See all orders across all locations rolled up to the parent
- Maintain location-specific details while keeping the relationship visible

Example: Multi-Location Customers

Let's say you sell to Whole Foods, which has 30 locations. You can:

1. Create a parent customer called "Whole Foods"
2. Create sub-customers for each location like "Whole Foods Interbay", "Whole Foods Capitol Hill", etc.
3. Link each sub-customer to the parent

When you view the parent customer (Whole Foods), you'll see orders from all sub-customers. When you view a sub-customer (Whole Foods Interbay), you'll see only that location's orders.

Setting Up Parent and Sub-customer Relationships

Step 1: Create the Parent Customer

1. Click + New Customer.
2. Enter the parent name (e.g., "Whole Foods").
3. Fill in any shared details.
4. Click Create.

Step 2: Create Sub-customers

1. Click + New Customer again.
2. Enter the sub-customer name (e.g., "Whole Foods Interbay").
3. Fill in location-specific details like address and contact.
4. Go to the Relationship tab.
5. Under Parent Customer, select the parent you just created — or type a new name and click Create "<name>" to add the parent right there without leaving the form.
6. (Optional) Under Channel, you can also associate this sub-customer with a channel for additional grouping (useful for regional sales reps or distribution territories). The same type-to-create shortcut works here for new channels.
7. Click Create.

The sub-customer now appears in the list with the parent name shown underneath.

Tip: You don't have to set up the parent first. Anywhere you pick a parent customer or channel — the New Customer form or the Parent Customer and Channels fields on an existing customer's details panel — you can type a name that doesn't exist yet and create it on the spot.

Viewing Orders Across Parent and Sub-customers

- On the parent customer page: You'll see all orders from the parent and all its sub-customers combined.
- On a sub-customer page: You'll see only that sub-customer's orders, with the parent customer name displayed in the details panel.

This makes it easy to track performance by location while still seeing the big picture for the entire account.

Adding a Customer

One at a Time

1. Click + New Customer.
2. Fill in the details:
   - Customer Name (required)
   - Email — The first, primary contact email for this customer. Add more contacts after creating the customer and choose which receive invoices (https://peasyos.com/help/invoice).
   - Phone — Contact number
   - Shipping address — Where orders for this customer are delivered (street, Address Line 2 for an apt/suite/unit, city, state, ZIP)
   - Billing address — Where invoices are billed. Leave Same as shipping address checked to reuse the shipping address, or uncheck it to enter a separate billing address (it has the same Address Line 2 field).
   - Any custom fields (https://peasyos.com/help/custom-field) you've set up
3. Click Create.

Check Create more to keep adding customers without closing the form.

With Beacon

Ask Beacon to add a customer, such as "Create a new customer: Target Co-op, buyer@targetcoop.com, net 30." Beacon replies that you can create it in the New Customer form on the Customers page, or that it can do it now, and shows two buttons:

- Show me opens New Customer with those details filled in. Each field Beacon filled has a soft glow until you change it, and Create Customer is highlighted. Check the details and click Create Customer yourself.
- Do it for me shows the new customer's details. Click Create customer to create it, or Cancel. After it is created, Undo this customer makes it inactive, as long as nobody has changed it and it has not gone to QuickBooks.

Use one or the other: once the customer is created either way, the other button no longer creates a second one. Beacon checks first that no customer already has that email.

For a sub-customer, such as "Add a customer called Acme West under Acme," Beacon shows an Open New Customer button instead. If the parent customer you name matches more than one customer, Beacon asks which one you mean first. If you close the form, click the button again to reopen it with the same details. The button works until you create the customer or for 30 minutes; after that the form opens blank. On the phone, continue the chat in Peasy on the web.

In Bulk

1. Click the bulk add icon (table icon) in the toolbar.
2. A spreadsheet-style form opens where you can paste or type multiple customers at once.

The bulk form accepts name, email, payment terms, price list, note, and shipping address (street, Address 2, city, state, zip). If you paste from a CSV, Peasy maps headers like address, address 2 (or suite/unit), city, state, and zip (or ship to address, shipping city, etc.) into the matching columns automatically.

Editing Customer Details

Click an editable field in the customer table to update it. Most changes save automatically. Click a Contacts cell to manage that customer's contacts; the address shown is the primary contact's email. A small +N badge shows how many additional active contacts the customer has. An empty cell shows Add contact on hover.

The Address column is the customer's shipping address. Click an empty address cell to add one, or click an existing address to edit the street, an optional Address Line 2 (apt, suite, or unit), city, state, and ZIP code. To edit the billing address (or to keep it separate from shipping), open the customer's detail panel — it has separate Shipping and Billing address sections, each with its own Address Line 2.

You can also ask Beacon to change a customer's name or its shipping or billing address, such as "Change Acme's billing city to Austin." Review the change, then click Apply changes; Undo these changes puts the old values back. If your company syncs customers to QuickBooks, a customer linked to QuickBooks is updated there too. See Using Beacon for Confirmed Edits (https://peasyos.com/help/using-beacon-for-confirmed-edits).

Changing Payment Terms with Beacon

Ask Beacon to change a customer's payment terms, such as "Change Acme's payment terms to 45 days," or to clear them. Review the current and proposed terms, then tap or click Apply changes. For a customer group, each preview includes at most 10 customers; any next batch needs its own approval. Review the result on Customers in Peasy on the web.

Use Undo these changes to restore the previous terms when they still match Beacon's change. Existing invoice due dates stay unchanged. On the phone, review and approve the preview in your Ask Peasy conversation. See Using Beacon for Confirmed Edits (https://peasyos.com/help/using-beacon-for-confirmed-edits) for the full flow.

Changing Notes, Catalogs, and Ship-From Locations with Beacon

Ask Beacon to change a customer's Quick note, Catalog, or default Ship From location, or to clear one. For example, "Set Acme's catalog to Wholesale" or "Ship Acme's orders from the Denver warehouse." Name an active catalog or location in your company. Beacon picks the closest match and shows its name on the proposal, so check it before you apply. If the name matches more than one equally well, or none, Beacon asks which one you mean. A note change replaces the customer's whole Quick note. Review the proposal, then tap or click Apply changes.

If the catalog or location is archived before you apply, that customer is left unchanged. Use Undo these changes to restore the previous values when they still match Beacon's change. A customer whose previous catalog or location was deleted stays unchanged. See Using Beacon for Confirmed Edits (https://peasyos.com/help/using-beacon-for-confirmed-edits) for the full flow.

Changing Customer Email with Beacon

Ask Beacon to change a customer's email, such as "Change Acme's email to billing@example.com" or explicitly ask to clear it. Review the current and proposed email, then tap or click Apply changes. A cleared email appears as None. Each preview includes at most 10 customers, and any next batch needs its own approval. Review the updated email and primary contact on Customers in Peasy on the web.

Use Undo these changes to restore the previous email and affected contact changes when they still match Beacon's result. Peasy leaves later changes to those values alone. On the phone, review and approve the preview in your Ask Peasy conversation. See Using Beacon for Confirmed Edits (https://peasyos.com/help/using-beacon-for-confirmed-edits) for the full flow.

Customer Contacts

Click the Contacts cell in the Customers table, or open a customer and expand Contacts in the Details tab. Both places offer the same contact controls. Choose Add contact to save another email address, with an optional name and phone number, and set its Billing Emails preference. Click an active contact's card to edit it. Use its colored badge menu to deactivate it or choose Primary.

Every active contact email can identify this customer when that person signs in to the wholesale storefront, and can match the customer in incoming mail. If the same email is active on more than one customer, Peasy does not automatically choose one for storefront access or inbox matching. Deactivating a contact removes that association.

Click a contact's colored badge to set Primary, To · Billing, CC · Billing, or Off. The menu controls invoice emails and automatic invoice reminders. Primary always receives billing emails in To; making another contact primary switches that contact to To. A new additional contact starts at Off. Changing this setting does not change storefront access or incoming mail matching. You can still edit recipients for an individual invoice send.

You can search the Customers list by an active contact's email address.

Catalog Assignment

You can assign a catalog to a customer, which gives them customer-specific pricing and item availability on your catalog (https://peasyos.com/help/catalog) items. This is useful for wholesale customers, VIP accounts, or different customer tiers.

Set the catalog in the customer's detail view under the Catalog dropdown. See Catalogs: Custom Pricing and Availability (https://peasyos.com/help/price-lists) for the full setup workflow.

Default Ship From Location

If your business has more than one location (https://peasyos.com/help/locations), each customer can have a default Ship From location. New sales orders for that customer pre-fill the ship-from field with this value, so you don't have to set it every time.

To set a customer's default ship-from location:

1. Open the customer's detail panel.
2. Click the Ship From field and pick a location.

Channels can also have a default — the Ship From column on the Channels page lets you set it inline.

If you don't set a customer default, new orders fall back to your entity's default location (https://peasyos.com/help/locations#the-default-location). The field doesn't appear at all if your business has only one location.

Customer Shipping & Billing Addresses

A customer record holds a separate shipping address and billing address. The customer's detail panel has both sections — the Shipping address is where orders are delivered (and prints as Ship To on packing slips and invoices), and the Billing address is where invoices are billed (and prints as Bill To on invoices). Each address has an optional Address Line 2 for an apartment, suite, unit, or floor, which prints on the document and syncs to and from QuickBooks. If the two are the same, use Copy shipping → billing (or Copy billing → shipping) so you don't retype it.

When you create a packing slip or invoice from a sales order, the Ship To auto-populates from the customer's shipping address and the Bill To from the billing address, and your Ship From auto-populates from the location's address (set up in Business Settings (https://peasyos.com/help/business-settings) and Locations (https://peasyos.com/help/locations)).

Adjusting an Address on One Order

Go to Sell > Sales Orders and open the order. Ship to appears at the top of the Fulfill panel, and Bill to appears at the top of the Invoice panel. Select the address you want to change, make the change, then click Save.

To reuse the other address, choose Copy from billing address or Copy from shipping address. Copy fills the form so you can review it; it does not save until you click Save. On desktop, closing with unsaved changes asks whether to Keep editing or Discard. On mobile, use Cancel or Save.

The saved address belongs to this order. It does not change the customer's default or invoices that already exist. Invoices created afterward use the order's saved address. Updating the customer record itself only changes the default for future orders; it never rewrites addresses already saved on existing orders or invoices.

Customers with Multiple Delivery Locations

If a customer ships to several distribution centers (think a regional grocery chain with multiple DCs), use parent customers and sub-customers (https://peasyos.com/help/managing-customers#parent-customers-and-sub-customers). Create a parent for the brand and a sub-customer for each DC, each with its own address. When you create a sales order, pick the specific sub-customer and the right address flows onto the packing slip.

What Peasy Generates

Peasy generates packing slips from sales orders, plus invoices for billing. Businesses with configured custom templates can also print Bills of Lading (BOLs) and pallet labels from the order's printer menu. Before fulfillment, each shipping option creates one document for the complete order. After fulfillment, packing slips include one page per active fulfillment plus a final Not yet shipped page when quantities remain; BOLs and pallet labels continue to create one document per active fulfillment.

Standing Orders

In the customer's Order Status column, select the repeat icon and count to open their standing-order list. Select a template's T- number to open it in Sales Orders and manage its recurring defaults or schedule. See Managing Standing Orders (https://peasyos.com/help/standing-orders) for the full workflow.

QuickBooks Sync

If you've connected QuickBooks, you can sync your customers:

- Select customers and use the Sync to QuickBooks button
- Keep customer records consistent between both systems
- See Connecting QuickBooks (https://peasyos.com/help/connecting-quickbooks) for setup

Exporting Your Customer List

To download some or all of your customers as a CSV:

1. Select one or more customers using the checkboxes in the table.
2. Click Export in the floating toolbar that appears at the bottom of the page.
3. A CSV file downloads with the date in the filename (e.g. customers-export-2026-05-26.csv).

The export includes: Customer Name, Email, Terms, Catalog, Ship From, Address (street + city, state, ZIP), Note, Order Status, Payment Status, and Open Tasks.

This is handy for sharing your customer list with a partner, importing it into another tool, or keeping a snapshot for your own records.

Making a Customer Inactive

If a customer is no longer active:

1. Select the customer(s) using checkboxes.
2. Use the bulk action to deactivate them.

Inactive customers are hidden from dropdowns but their order history is preserved. You can reactivate them later.

Custom Fields

If you've set up custom fields (in Configure > Custom Fields), they'll appear as additional columns in the customer table. This lets you track business-specific info like account numbers, regions, or credit terms.

Good to Know

- Customer emails are used for sending invoices — make sure they're correct.
- Each customer can have multiple contacts. Set each contact's Billing Emails preference to To · Billing, CC · Billing, or Off to choose who receives invoices and automatic reminders. You can still edit To and CC when sending an individual invoice. See Creating an Invoice (https://peasyos.com/help/creating-an-invoice) for the send flow.
- Each customer can have a different price list for custom pricing.
- The customer table shows order counts so you can see your most active accounts at a glance.
- Channels have a simplified detail panel since they don't require full customer information like contact details or billing terms.
- When viewing a parent customer, all orders from sub-customers appear in the order list, making it easy to see total sales across all locations.
- Sub-customers can be linked to both a parent customer and a channel — useful for organizing by region, sales rep, or distribution territory.

Shopify Sales on Updated Stores

If Peasy has moved your Shopify store to the updated order handling (https://peasyos.com/help/shopify-sync-and-webhooks#shopify-orders-on-updated-stores), Shopify buyers are not added as customers. Their orders show under Shopify instead.

When the store has Shopify orders in the last 30 days, a Shopify bar appears above the customer table with the order count and revenue. Click View Shopify sales to open the Shopify sales page. It lists each order newest first, 50 per page, with its order name, date, units, revenue and cost. Customer reads Shopify on every row. Choose Last 30 days, Last 90 days or Last 365 days from the period menu, and use Previous and Next to page. A cost Peasy cannot work out yet shows Incomplete rather than $0. The page is read-only.

The bar does not appear on a store Peasy has not moved yet. Those Shopify orders still show on their buyers' customer pages.

Inviting Customers to Your Storefront

With your storefront enabled, open a customer and open the ⋮ menu to the right of New Order, then choose Invite to storefront. You can also use Invite to storefront in a customer row’s ⋮ menu. To invite several customers, select their rows in this table and choose Invite to storefront. Customers without an email show Missing email and have no email preview. Add an email in their Contacts section before inviting them. Inactive customers show Inactive customer and must be reactivated first. Remove customers with warnings from the batch to continue with the others. Review the messages and send immediately, or choose Save drafts to outbox from the send-button dropdown.

To customize the starting subject and message, go to Configure > Storefront, choose the pencil beside Invite customers, and choose Save template after editing. New invitations use this saved copy with each customer’s details filled in. Editing an individual invitation does not change the saved template.

Open Outbox to review invitation drafts, failures and sent copies. See Storefront (https://peasyos.com/help/storefront#inviting-customers-to-your-storefront) for the invitation flow and contact requirements.

Related

- Managing Standing Orders (https://peasyos.com/help/standing-orders) — Find and manage recurring customer orders

- Price Lists (https://peasyos.com/help/price-lists) — Set up customer-specific pricing
- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders) — Sell to your customers
- Selling Overview (https://peasyos.com/help/selling-overview) — How the Sell section works
- Custom Fields (https://peasyos.com/help/custom-fields) — Add custom data to customers

---

# Creating Sales Orders

Category: Sell
URL: https://peasyos.com/help/creating-sales-orders
Keywords: SO, create SO, new sales order, duplicate order, copy order, repeat order, order entry, line items, line fields, description field, lot ID field, fulfillment, order date, order placed date, target date, planning date, need by date, requested date, promised date, requested ship date, requested delivery date, backdate order, when inventory deducts, inventory date, ship order, shipment, shipments, customer order, fill order, process order, take order, sell to customer, invoice, quote, sales order, review order changes, review changes, unsaved changes, revert edit, update invoice description, edited resend, backorder, backordered, unfulfilled demand, billing status, uninvoiced, partially invoiced, invoiced, invoice status, payment status, cancel order, cancel invoice separately, cancel fulfillment separately, QuickBooks invoice, sample, add sample, free sample, product sample, sample QuickBooks sync, zero dollar invoice line, $0 QuickBooks invoice line, customer order page, order status dropdown, lot selection, ship from, ship-from location, multi-location order, saved views, save view, order filters, add customer while creating sales order, new customer sales order, create channel while creating sales order, new channel sales order, change sales order customer, reassign order, move order to another customer, wrong customer, email no items found, add order items manually

Creating Sales Orders

Sales orders track what your customers (https://peasyos.com/help/customer) are buying. You can create an order, add line items, choose lots for fulfillment, send an invoice (https://peasyos.com/help/invoice), and accept payment from the customer order page.

How to Get There

Go to Sell > Sales Orders in the sidebar and click + New. You can also use the command palette's Create Order action or create an order from a customer record.

Creating a New Order

1. Click + New on Sell > Sales Orders, or choose Create Order from the command palette.
2. Select a customer — Choose an existing active customer from your customer list. If the customer is not there yet, type the name and choose Create customer from the picker.
3. Click Continue. Peasy creates the order and opens it inside that customer's page.
4. Add line items — Select products from your catalog (https://peasyos.com/help/catalog), enter quantities and prices.
5. Review the total, then use Save, Save & Confirm, or Review changes. Peasy buffers consequential changes—such as line quantities, prices, lots, and the ship-from location—so related order, fulfillment, and invoice updates can be reviewed and saved together. Notes, order date, order number, purchase order reference, and Channel still save when you leave the field.

If the sale belongs to a sales outlet such as a farmers market, storefront, or POS, use the optional Channel field in the new-order modal. Channel tags the order for reporting by outlet; it does not replace the customer on the order. If the channel is not there yet, type the name and choose Create channel from the picker.

For a channel-level sale with no separate customer, open the Channel from Sell > Channels and create the order there. Peasy uses that Channel as the buyer and keeps the order in the Channel's order history.

> Tip: Need to apply a discount or credit? Add a line with a negative unit price (e.g. -$10.00). The negative line reduces the order subtotal.

Duplicating an Existing Order

Use Duplicate order when a customer places an order similar to one you already have:

1. Find the order on Sell > Sales Orders or the customer's order history.
2. Open the row's ⋮ menu and choose Duplicate order. You can also open the order and choose Duplicate order from the header's ⋮ menu.
3. Peasy creates and opens a new draft with a new order number and today's date.

The draft keeps the customer, active line items, prices, discounts, notes, custom fields, saved addresses, and any ship-from location or Channel that is still available. If an address is blank on the original order, the draft uses the customer's current address instead. It clears the customer PO number and Target Date, and does not copy invoices, payments, fulfillments, tracking details, or outside-system links. The original order does not change. An order whose customer has since been deleted can't be duplicated; Peasy shows a message instead.

You can also ask Beacon or Ask Peasy to duplicate an order, such as "Duplicate SO-1042." You approve the copy on a preview first, and Undo this copy removes it while nobody has changed it. Beacon can also change an order's number, PO, notes, dates, shipping, ship-from location, or addresses after you approve a preview. See Using Beacon for Confirmed Edits (https://peasyos.com/help/using-beacon-for-confirmed-edits).

Standing Orders

For a repeating customer order, open a saved order's Order panel and select Make this a standing order. Peasy keeps the original dated order and creates a separate numbered template. See Managing Standing Orders (https://peasyos.com/help/standing-orders) for schedules, one-date changes, pause/resume, deadlines, and recovery.

Order Statuses

A sales order shows three independent things:

Order status — where the order is in its lifecycle:

| Status    | What it means                                |
| --------- | -------------------------------------------- |
| Draft     | Being prepared — not yet finalized           |
| Open      | Finalized and active                         |
| Cancelled | Order was cancelled — its stock was released |

Fulfillment — how much of the order has shipped. Peasy derives this automatically from the order's shipments, so it keeps itself up to date as you ship. There is no "Fulfilled" status to set by hand — you fulfill by recording shipments.

| Fulfillment         | What it means                         |
| ------------------- | ------------------------------------- |
| Unfulfilled         | Nothing shipped yet                   |
| Partially fulfilled | Some, but not all, items have shipped |
| Fulfilled           | Every item has shipped                |

Payment status (tracked separately on the invoice):

| Status         | What it means    |
| -------------- | ---------------- |
| Unpaid         | No payment yet   |
| Partially Paid | Some payment in  |
| Paid           | Fully paid       |
| Overpaid       | Excess collected |

On the Orders list, the Payment chip checks each invoice before showing the
order-wide payment status. Overdue appears first, then Coming Due; when
neither applies, the chip shows Unpaid, Partially Paid, Paid, or Overpaid for
the order as a whole.

Activate or cancel an order from its row menu (or the order header); fulfillment updates on its own as you record shipments.

Cancel order changes only the order. Its invoices and fulfillments stay unchanged, and the confirmation reminds you to cancel either of those separately if needed.

Fulfilling the Order

A sales order is a promise — creating it commits stock but doesn't deduct inventory. Inventory moves only when you fulfill the order by recording a shipment (https://peasyos.com/help/shipment):

- Ship it all at once — Choose Fulfill remaining on the order's clickable Status chip (on the Sales Orders list, the slide-out panel, or the order detail). Peasy opens Fulfill order with every remaining quantity filled in. Review the quantities, lots, ship-from location, ship date, carrier, and tracking number, then click Fulfill. Peasy creates one shipment, and the order shows Fulfilled when every item has shipped.
- Ship part of it — Open the order's Fulfill tab and click + Fulfill to ship specific quantities, pick the lot for each line, and add a ship date, carrier, and tracking number. The order shows Partially fulfilled until everything has shipped.

For the full walkthrough — partial shipments, over-shipping, editing or cancelling a shipment, and invoicing a single shipment — see Fulfilling and Shipping Orders (https://peasyos.com/help/fulfilling-and-shipping-orders).

Invoices

Invoices are created from the order's Invoice tab:

1. Open the order from Sell > Sales Orders or from the customer page.
2. Go to the Invoice tab and click Send.
3. In Review, choose the draft invoice lines and quantities. Click Update invoice if you change them, then review the recipient and send or issue the invoice.

Anything you remove or reduce stays under Not yet invoiced, where you can add it to a new or existing invoice later. One order can have multiple invoices.

Invoices for each order are managed on the Sell > Invoices page — see Managing Invoices (https://peasyos.com/help/managing-invoices).

Editing Orders

Click on any order to open it. The detail is organized into three tabs — Order, Fulfill, and Invoice — that follow the order's lifecycle. From there you can:

- Add or remove line items
- Change quantities and prices
- Change the Customer from the order detail panel
- Activate, cancel, or delete the order from the order header's ⋮ (Order options) menu
- Change the Channel reporting tag from the order detail panel
- Add notes
- Delete the order if it was created by mistake

Changing Customer saves immediately and moves the order to the selected customer's page. Peasy replaces the order's Bill to and Ship to details with that customer's current addresses and moves every linked invoice to the same customer. Previously sent invoices show Edited - resend, their old payment links expire, and any linked QuickBooks invoices are marked for an update. Review the new customer and addresses, then resend any affected invoices so the new recipient gets a current copy and payment link.

Consequential edits are buffered. The Items bar shows the number of unsaved changes and a Save or Review changes action. Review lists the affected Order, Fulfillments, and Invoices side by side; related changes are suggestions you can include or decline, not silent propagation. Changes that can alter a paid invoice require an explicit acknowledgement. Record-local notes and dates continue to save when you leave the field.

Review counts only meaningful changes. If you change a field and then restore its saved value, it drops out of the unsaved-change count and Review.

Discount changes appear as one Discount row with the appropriate percentage or dollar amount. Changing an order-line description can also suggest the same change on linked invoices. These suggestions start selected unless the invoice has recorded payments. Applying the change to an issued invoice keeps it issued and marks it Edited - resend; Peasy does not resend it automatically.

To remove a Not yet fulfilled or Not yet invoiced remainder from active work, choose Cancel remaining. Peasy opens Review changes immediately and shows the resulting Sales order, Fulfillment, Invoice, and remaining-work quantities side by side. Each changed column has its own checkbox, so you can independently keep the Sales order quantity, cancel only the fulfillment remainder, cancel only the invoicing remainder, or apply selected changes to linked fulfillment and invoice records. Canceled quantities appear in the matching Canceled remainder section and can be made active again with Reopen.

The order URL includes the customer context, so shared links open back to the same customer order page.

The Order Date

Each sales order has an Order Date — the day the order was placed (its "order placed date"). It shows as the Order Date column on the Orders table and in the order detail panel, and it defaults to the day you create the order. Peasy shows the earlier of the day you created the order and any date you set, so a future date never reads as the placed date.

This date no longer deducts inventory on its own — inventory leaves stock when you record a shipment (https://peasyos.com/help/shipment), dated by that shipment's Ship date. The Order Date dates the order for the Orders table, date filters, and reorder timing. A new shipment's Ship date starts at today; change it in Fulfill order if the goods left on a different day.

Once a shipment exists, its ship date is what counts the sale against your on-hand — change it on the shipment itself in the Shipments section, not here. If you set a shipment's ship date in the future, those items won't come out of stock until that day arrives. For the full picture of how ship dates interact with counts, see Dating Inventory Movements (https://peasyos.com/help/dating-inventory-movements).

> The Order Date is the day the order was placed — it is not a fulfillment date. Fulfillment is dated by the shipment's Ship date. (You may have seen the order field briefly labeled "Fulfillment Date" in an earlier version.)

The Target Date

Target Date is an optional planning date for prioritizing an order. Use it for the date the order is intended, requested, promised, or scheduled to be ready, shipped, delivered, or otherwise completed. Actual shipment and delivery dates are set separately on the order's fulfillments.

Set or clear Target Date from the order detail panel or directly in the Target Date column on Sell > Sales Orders. The field saves when you choose a date. Hover over the icon beside the field or the table header to see the planning-date explanation.

Use Filter > Target Date to show orders within an inclusive date range, or sort the Target Date column to prioritize upcoming work. Orders without a Target Date remain blank and sort after dated orders. Saved views remember the Target Date filter and column setup.

Showing Description and Lot ID Fields

The items section header has a sliders icon (Configure). Click it, then under Line fields turn on:

- Description — Shows a description field on every order line.
- Lot ID — Shows the lot picker on every order line.

You can turn these on while building a brand-new order and fill in descriptions right away. The lot picker also appears immediately. It becomes available as soon as you pick an item for the line, so you can choose from that item's available lots before saving the order.

These settings are saved for your company, so the same fields appear the next time you or a teammate opens the sales-order items section.

If you leave a field hidden, you can still use it from the line's hover actions or ⋮ menu when that line needs extra detail.

The same Configure popover has a Layout section that switches the items list between Cards and Rows. That choice is yours alone — it stays in your browser rather than being shared with the company.

Choosing the Ship From Location

If your business has more than one location (https://peasyos.com/help/locations), each sales order has a Ship from field that picks the default location for its first fulfillment. Before a fulfillment is created, the field appears in the Fulfill panel.

Peasy fills it in for you when the order is created:

1. If the customer has a default ship-from location (https://peasyos.com/help/managing-customers#default-ship-from-location), the order uses that.
2. Otherwise the order falls back to your entity's default location (https://peasyos.com/help/locations#the-default-location).

Before creating the first fulfillment, click the field to choose a different location and save the order changes. After any fulfillment is created, the order field is hidden and each fulfillment shows its own editable Ship from field instead. Changing a fulfillment's location does not change the location saved on the order. Businesses with a single location won't see the order field.

Picking Lots for Order Lines

If an item is lot-tracked, use the Lot cell on the order line to choose which batch should ship. Click the cell and pick from the dropdown. Regular sales orders use manual lot selection; Shopify orders can use automatic FIFO when that Shopify setting is enabled.

Adding Samples to Orders

You can add sample products directly to a sales order for tracking purposes. Samples are free line items that deduct inventory but don't affect the order total — perfect for tracking what you've sent to prospects without creating revenue.

Add a Sample Item

1. Open the order on the customer page.
2. Click Add Sample in the products section.
3. Select the product you're sending as a sample.
4. Optionally create a tracking thread in Tasks & Notes to follow up on the sample.

The sample appears on the order with a sample badge. Inventory is deducted when the sample ships (it goes out on the order's shipment (https://peasyos.com/help/shipment) like any other line), but the line item shows $0.

Mark an Existing Line Item as a Sample

If you've already added an item to an order and want to mark it as a sample:

1. Click the ⋮ menu (three dots) on the line item row.
2. Select Mark as Sample.
3. A sample badge appears on the row. If the sample should be free, set the line's unit price to $0.

To remove the sample designation, click the ⋮ menu again and select Remove Sample.

Sample Badges and Tracking

Sample line items display a flask icon badge. Clicking the badge shows:

- Which tracking thread is linked (if you created one)
- Quick navigation to the thread to log follow-ups

Samples reduce your inventory just like regular sales, but they don't create revenue — so your reports stay accurate.

Uploading Order Documents

You can upload order documents (like customer POs (https://peasyos.com/help/purchase-order) or signed quotes) directly to an order using the upload button. Peasy processes PDFs and images and helps extract the details.

For a customer order email in Inbox, you can choose Sales orders and use Add item even when Peasy finds no items in the email or attachment. Compare the fields and total with the original order before saving. See When Peasy Finds No Items (https://peasyos.com/help/using-the-inbox#when-peasy-finds-no-items) for the manual-entry and Retry options.

CSV, TSV, XLS, and XLSX files do not attach to a sales order — they always go through Data Imports so the column mapping can be saved and reused. Drop a spreadsheet on the Sales Orders upload area (or paste tabular text) and Peasy hands it off to the Data Imports wizard inside the same flow. Map the columns once, finalize, and the staged orders land in your Inbox for review. See Reusable Spreadsheet Data Imports (https://peasyos.com/help/importing-spreadsheet-sources).

QuickBooks Sync

If you've connected QuickBooks, you can sync invoices:

- Use the Sync to QuickBooks option from the invoice detail panel
- Keep your accounting records up to date automatically

Sample lines sync like other invoice lines. If an invoice includes a sample item with a $0 price, QuickBooks receives an invoice line for the mapped product or service with the quantity, Unit price of $0, and Amount of $0. If the sample's item is not linked to QuickBooks yet, the sync check asks you to link or create that QuickBooks item before sending the invoice.

Filtering Orders

- Status filter — Show only draft, open, paid, etc.
- Customer filter — See orders from a specific customer
- Channel filter — Show orders attributed to one or more channels (sales outlets like a farmers market or Faire). Choose No Channel to show only orders with no channel attribution — useful for filtering _out_ a channel by selecting every other one plus No Channel.
- Date range — Filter by Order Date (the order's placed date)
- Target Date range — Filter by the optional planning date for the order
- Quick filter — "New" shows recently created orders

If you use the same filters or table columns often, click Save View to save that setup. Saved view chips appear next to the built-in order filters at the top of the page.

Common Questions

What's the difference between a sales order and an invoice?
A sales order tracks the full lifecycle of a customer order. An invoice is the payment request generated from that order. In Peasy, invoices are separate entities — one order can have multiple invoices. Manage invoices on the Sell > Invoices page.

Can I edit an order after it's been fulfilled?
You can still edit pricing, add notes, or upload documents on a fulfilled order. However, changing line items or quantities after fulfillment may affect your inventory records, so it's best to make corrections before marking items as shipped.

Does Peasy support backorders?
Yes. If you create a sales order for more than you have in stock, Peasy lets you proceed — it doesn't block the order. Other systems call this unshipped order demand a _backorder_; Peasy shows it as Unfulfilled, and the shortfall shows up as a red On-hand count. You'll see the stock status on the order, and you can ship it once inventory is available. You can also ship what you have now in one shipment (https://peasyos.com/help/shipment) and the rest in a later shipment — see Fulfilling and Shipping Orders (https://peasyos.com/help/fulfilling-and-shipping-orders).

How does sales order numbering work?
Peasy auto-generates sequential order numbers (SO-0001, SO-0002, etc.). You can also add a customer PO number as a reference if your buyer provides one.

Can I add a new customer while creating an order?
Yes. From Sell > Sales Orders > New Order, type the new name in the customer picker and choose Create customer. Peasy creates and selects the customer, then you can continue into the order. The optional Channel picker works the same way for new channels.

Good to Know

- Orders are linked to inventory — when an order is created, the items are "pending" against your available inventory. See Understanding Availability (https://peasyos.com/help/understanding-availability).
- The red badge on Orders shows new, unreviewed orders (typically from incoming emails or Shopify).
- You can create orders from uploaded documents — PDF purchase orders from customers are processed automatically.
- An order has three separate invoicing-related states, and it helps to keep them apart:
  - Invoice Status — the lifecycle of invoice documents on the order: Draft, Issued, or Canceled. The Orders list also includes Partially invoiced in this filter when issued invoices cover only part of the order's quantity.
  - Payment Status — the Orders chip shows Overdue first, then Coming Due when either applies to an invoice; otherwise it shows the order-wide Unpaid, Partially Paid, Paid, or Overpaid state.
  - Billing Status — the issued-invoice quantity coverage: Uninvoiced, Partially invoiced, or Invoiced. Peasy uses this behind the scenes for reporting and invoicing recommendations.

Related

- Managing Customers (https://peasyos.com/help/managing-customers) — Your customer list
- Fulfilling and Shipping Orders (https://peasyos.com/help/fulfilling-and-shipping-orders) — Record shipments to fulfill an order
- Managing Your Catalog (https://peasyos.com/help/managing-your-catalog) — Products and pricing
- Managing Invoices (https://peasyos.com/help/managing-invoices) — View, send, and track all invoices
- Saving Views for Orders and Invoices (https://peasyos.com/help/saving-views-for-orders-and-invoices) — Save table filters and columns you use often
- Storefront (https://peasyos.com/help/storefront) — Let customers place orders directly
- Payments Overview (https://peasyos.com/help/payments-overview) — Accepting payments
- Dating Inventory Movements (https://peasyos.com/help/dating-inventory-movements) — How a shipment's ship date controls when inventory deducts

---

# Managing Your Catalog

Category: Sell
URL: https://peasyos.com/help/managing-your-catalog
Keywords: product catalog, sell items, sell variant, product list, price list, what can I sell, catalog management, product offerings, catalog items

Managing Your Catalog

The Catalog page shows the products you sell to customers (https://peasyos.com/help/customer). Here you can set prices, control which items are visible, and manage your product offerings. This is also what powers your Storefront (https://peasyos.com/help/storefront-explained) if you have one set up.

How to Get There

Go to Sell > Items to sell in the sidebar.

What You'll See

The catalog table shows each sell item (https://peasyos.com/help/sell-item) with:

- Product name — What you're selling
- Category — How the product is grouped
- Price — The selling price per unit
- Unit — What unit you sell in (each, case, lb, etc.)
- Visibility — Whether the item appears on your Storefront
- Inventory — Available inventory

Adding Products to Your Catalog

Sell items are added the same way as buy items (https://peasyos.com/help/buy-item):

1. Click + New Item and select Sell as the type.
2. Enter the product name, selling unit, and price.
3. The item appears in your catalog automatically.

You can also add sell variants to existing items. For example, if you already have "Coffee" as a buy item, you can add a "12-oz bag" sell variant.

See Adding Your First Items (https://peasyos.com/help/add-your-items) for detailed instructions.

Setting Prices

Click on the price cell in the catalog table to update it. Changes save automatically. You can also set prices when creating the item.

For customer-specific pricing, use price lists — assign a price list to a customer to give them different rates. See Price Lists: Setup and Custom Pricing (https://peasyos.com/help/price-lists) for the full workflow.

Controlling Visibility

Each item has a visibility setting that controls whether it shows on your Storefront:

- Visible — Customers can see and order this item
- Hidden — Only visible to you in the Peasy dashboard

Toggle visibility directly in the catalog table.

Good to Know

- Catalog items share inventory with buy items when they're on the same parent. If you buy flour and sell flour, both draw from the same stock.
- Prices are per sell unit. If your sell unit is a "6-pack," the price is for the whole 6-pack.
- A guided tour is available for the catalog page — access it from the help button.

Related

- Price Lists (https://peasyos.com/help/price-lists) — Set up customer-specific pricing
- Storefront (https://peasyos.com/help/storefront) — Let customers browse and order from your catalog
- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders) — Create orders using catalog items
- Understanding Items and Units (https://peasyos.com/help/understanding-items-and-units) — How sell units relate to inventory

---

# Storefront

Category: Sell
URL: https://peasyos.com/help/storefront
Keywords: B2B, B2B portal, wholesale portal, customer portal, direct ordering, online ordering, online store, order page, e-commerce, catalog link, share product list, customer ordering, B2B store, public catalog, default storefront catalog, unlock pricing, enable storefront, storefront setup, replace BlueCart, replace Wholesale Guerilla, alternative to BlueCart, alternative to Wholesale Guerilla, B2B ordering, wholesale storefront, storefront URL, storefront link, minimum order, guest pricing, hide pricing, login to see pricing, order form, bulk order form, order form view, order grid, MOQ, minimum order quantity, per-item minimum, order notifications, order notification email, cc order emails, storefront order email, who gets storefront orders, notify team of orders, favorite brands, recommend brands, cross promotion, Peasy Wholesale Co-op, invite brands, invitation email, Outbox drafts, saved carts, other brands, draft subtotal, invite customers, bulk invitations, invitation template, welcome email, storefront name, storefront colors, edit appearance, wholesale inquiries, public contact email, customer approval

Storefront

The Storefront is your built-in B2B ordering portal. Wholesale customers (https://peasyos.com/help/customer) log in, see their negotiated pricing, place orders directly, and you receive those orders right in Sell > Sales Orders. It replaces the back-and-forth of email orders and removes the need for a separate B2B tool like BlueCart or Wholesale Guerilla.

How It Works

1. You set up your catalog — Add sell items (https://peasyos.com/help/sell-item) with prices and mark them as visible.
2. Peasy generates a public Storefront URL — One unique URL per company that you share with customers.
3. Customers browse and order — They see the products available in their assigned catalog (https://peasyos.com/help/price-lists), pick what they want, and submit an order.
4. You review the order — It shows up as a draft in Sell > Sales Orders. Confirm it when you're ready, then invoice and fulfill it through the normal sales-order workflow. Inventory deducts when you ship the order (https://peasyos.com/help/fulfilling-and-shipping-orders): marking it fulfilled records a shipment dated by the order's Order Date.

Your Storefront URL

Your storefront has a unique public URL based on your company slug:

``
https://easy.peasyos.com/storefront/your-company-slug
`

You'll see the exact URL on the Configure > Storefront page once the storefront is enabled. Share it with customers via email, on your invoices, or on your website.

Setting Up Your Storefront

1. Go to Configure > Storefront (under the Sales section in the sidebar).
2. Click the Enabled / Disabled dropdown and pick Enable.
3. Leave Require login to see pricing on for the safest starting point, or turn it off if anyone with the link should see prices.
4. Turn on at least one catalog and star one enabled catalog as the default storefront catalog.
5. Click Enable storefront.
6. Copy the storefront URL and share it with your customers.

The Enable storefront button stays unavailable until the catalog and pricing choices are valid. If you cancel and open the setup again, Require login to see pricing returns to its safe on setting.

Settings You Can Control

- Enable / Disable — Turn the storefront on or off any time. Disabling hides the page without deleting any data.
- Order Notifications — Add one or more email addresses and Peasy copies them on every order submitted from your storefront, so a shared inbox and the person who packs your orders both get it as it comes in. Separate addresses with commas. Peasy sends one shared message to your Peasy orders inbox and copies the buyer plus these addresses, so everyone on the CC line can see the other copied recipients. Leave it blank and the message goes to your Peasy orders inbox with only the buyer copied.
- Standing Order Deadlines — Set the customer ordering cutoff for repeating orders. See Managing Standing Orders (https://peasyos.com/help/standing-orders#set-customer-deadlines).
- Minimum order — Set a dollar minimum each customer must hit before they can submit an order. Useful for wholesale where you don't want to fulfill tiny orders.
- New customer payment terms — Set the terms Peasy saves for a first-time buyer. They apply when you issue that customer's invoice after reviewing the draft order. Customers you've already given specific terms on their customer record (https://peasyos.com/help/customer) always keep those.
- Require login to see pricing — In Catalogs and Pricing, turn this on to hide prices from visitors until they sign in.
- Require customer approval to see pricing — Below the login setting, turn this on to keep prices hidden until the signed-in buyer matches an active contact on one of your active customer records (https://peasyos.com/help/customer). Create the customer and add their sign-in email as a contact to give them access. This works even when the login setting is off. Buyers without access can browse products and use your wholesale inquiry card if you've enabled it, but cannot place orders.
- Catalogs — In Catalogs and Pricing, use each switch to choose which catalogs are available through the storefront. While the storefront is live, at least one catalog must remain enabled; enable another catalog before turning off the last one. One enabled catalog must be starred as the default storefront catalog. Buyers without an assigned catalog (https://peasyos.com/help/price-lists) use this default. Logged-out visitors see its pricing only when Require login to see pricing is off.
- Show category labels — In Edit appearance, turn this on to show each item's category on storefront cards and in the order form's Category column. It is off by default.
- Name, hero image, and description — Set these in Edit appearance to brand the top of your storefront.

Matching Your Brand

Your storefront header shows your company logo. If you haven't uploaded a logo, or it can't load, it shows the Peasy logo. A Storefront by Peasy badge appears at the bottom of the page.

1. Go to Configure > Storefront.
2. Under Appearance, choose Edit storefront appearance. Your storefront opens in Admin mode with a customization sidebar.
3. Choose your Page background, Header bar background, Primary accent, and Secondary accent. Header bar background colors the top navigation bar. Primary colors style icons and controls; Secondary colors style control surfaces.
4. Under Header hero image, upload, replace, or remove your image. Then set your Storefront name and Storefront description. Hero text sets the name color; the description automatically uses a slightly lighter shade.
5. Set Product name text color, then choose whether to show a Product image border and Show category labels. Product names use their own color on cards and in the order form. The photo border uses your Secondary accent.
6. Choose Save appearance to publish your changes. Reset previews the default colors shown in the pickers and turns the image border off; save to publish the reset. Primary action buttons keep Peasy's standard button colors when using defaults.

Storefront name overrides the company name only on your storefront and its public brand listings. It does not change your company name in Business Settings or on invoices. Leave it blank to use your company name. Names can contain up to 120 characters; descriptions can contain up to 500.

If you close the sidebar with unsaved changes, choose Save, Discard changes, or Keep editing. Discarding leaves your saved storefront unchanged. If saving fails, your edits stay available so you can try again.

You can also choose Edit appearance while viewing your storefront in Admin mode. Changes preview against your actual products before you save. The existing storefront layout stays the same.

Collecting Wholesale Interest

In the same customization sidebar, find Wholesale inquiries. Add a Public contact email, turn Show wholesale card on, and edit the card heading, description, send-button text, and confirmation message. Choose whether to show the Retail / Restaurant selector, then choose Save appearance. The card is off by default.

The email address appears on the card with a copy button and receives the inquiries. Visitors enter their name, email, location, and message. When the selector is on, they can choose Retail or Restaurant; when it is off, no business type is attached. Replies go to the visitor's email address.

The rounded card floats over the catalog with part of it visible. Clicking its heading reveals the full form at the bottom of the page. It also appears below the order form, but not in order history. Sending an inquiry contacts your team by email; it doesn't create or approve a customer account. Your team handles replies and keeps or deletes the message in your mailbox.

Previewing a Customer's Catalog

In Sell > Customers, open a customer's three-dot menu on their table row or customer detail page and choose View storefront as customer. The storefront opens in a new tab using that customer's assigned catalog. Customers without an assigned catalog use the default storefront view.

The preview uses Admin mode, including its editing controls, and keeps you signed in as yourself. Your customer's order history is not part of this preview. The option appears when your storefront is enabled and has a storefront URL.

Recommending Favorite Brands

1. Go to Configure > Storefront.
2. In Peasy Wholesale Co-op, choose Enroll. This lets other participating brands choose your enabled storefront.
3. Once enrolled, choose Edit beside Favorite brands.
4. Search by brand name or storefront URL and select up to three brands.
5. Use the up and down arrows to choose their order, or remove a brand with the X button.
6. Choose Save to publish your choices. Cancel leaves your saved choices unchanged.

Participation is off by default. Only participating brands with enabled storefronts appear in search. Choosing another brand does not automatically make them recommend you.

Your recommendations appear under Shop [your brand]'s friends partway through your product cards, or below the order form. Removing all your choices hides this section.

Choose the info button beside the Peasy Wholesale Co-op heading or Tell me more beside Enroll to open Beacon and ask about the program. To leave, open the Enrolled dropdown and choose Unenroll. This hides your recommendations and removes your brand from other brands’ recommendations. Your saved choices stay in place; rejoining restores those that are still eligible.

Customers can open a recommended brand's storefront while keeping their current cart and seller note saved in the same browser. Each brand has its own cart, pricing, and checkout.

To return to another brand's saved cart, open Cart and expand Carts at other brands at the bottom. Choose a brand card to open its storefront and cart. The section starts collapsed each time you reopen the cart or visit another storefront, and also appears when your current cart is empty.

Each card shows the saved quantity and a Draft subtotal from that cart. Pricing stays hidden when the brand requires sign-in, customer approval, or catalog access that you do not yet have. Final pricing is confirmed when you submit to that seller. Quantities and seller notes stay in this browser through navigation and refresh; they do not sync to other devices. Submitting an order clears only that brand's cart. Other brands' carts remain saved, with separate orders and minimums.

Inviting Brands to Peasy

1. In Configure > Storefront, choose Invite brands beside Favorite brands in Peasy Wholesale Co-op after enrolling.
2. In Invite emails, enter the brand's email in To, then move to another field to add its card under Brands. Comma-separated addresses stay together on one email for that brand. Add CC addresses if needed.
3. Edit the subject and message. Choose Add another below the brand cards to start another invitation. Select a card or use the up/down arrows to review each email; use its X to remove it before sending.
4. Choose Send invitations. For multiple brand emails, a progress panel appears in the bottom-right corner; it closes after all emails succeed. A single email sends in this window, which closes after success. Email history is saved in Outbox (https://peasyos.com/help/reviewing-and-sending-outbox-emails).

The invitation starts with your first name and brand name, and includes a small Peasy logo and mission line. Peasy automatically CCs the person sending the invitation and directs replies to their email, including when a teammate sends a saved draft. Each brand chooses its own favorites after joining; sending or accepting an invitation does not add recommendations automatically.

To send later, open the dropdown beside Send invitations and choose Save drafts to outbox. The window closes after the drafts are saved. Open Outbox to review, edit, and send them later. If saving fails, the invitations stay open so you can review the error and try again.

If some emails fail, choose Review errors and retry in the progress panel to return to the invitations and see the explanation. Retry unsent skips invitations already sent. Your account's usual email limits apply; at the lowest new-account level, recipients must already be saved on a customer or vendor.

Recipients sign up normally, set up their own storefront, and enroll. You then choose each other manually in Favorite brands. Sending an invitation does not enroll the recipient or add either brand to favorites.

Inviting Customers to Your Storefront

With your storefront enabled, choose Invite customers beside the Storefront heading in Configure > Storefront to open Beacon’s invitation guide. Use Go to Customers in the chat, select customer rows, then choose Invite to storefront in the toolbar at the bottom. The invitation buttons in settings, the Customers table and customer details are hidden while your storefront is disabled.

To customize the starting email for future invitations:

1. Go to Configure > Storefront with your storefront enabled.
2. Choose the pencil beside Invite customers to open Storefront invitation template.
3. Edit the Subject and message.
4. Choose Save template. Saving the template does not send an email. Cancel leaves the saved template unchanged.

Use {customer_name}, {entity_name}, {sender_name}, and {storefront_link} to fill in each customer's name, your business name, the sender's first name, and your current storefront URL. Keep the braces around each field. The saved subject and message become the starting copy for new invitations; edits to an individual invitation affect only that invitation.

Open a customer from Sell > Customers and open the ⋮ menu to the right of New Order, then choose Invite to storefront. You can also use Invite to storefront in a customer row’s ⋮ menu. To invite several customers, select their rows in the Customers table and choose Invite to storefront. All selected customers open in one invitation window.

The same invitation window opens for one customer or many. Each customer gets their own message, initially addressed to their primary active contact. Select a customer on the left to review or edit their To, CC, subject, and message. You can remove a customer from this batch without changing their customer record. Customers without an email show a Missing email warning and have no email preview. Hover over the warning for guidance, add an email in their Contacts section, then reopen the invitation. Inactive customers show an Inactive customer warning with no email preview; reactivate them before inviting them. Remove customers with warnings from the current batch to send or save invitations for the others. Every To address must identify this customer uniquely.

Choose Send invitations to send now. Bulk sends show progress in the bottom-right corner and process one message at a time. Keep the tab open until sending finishes. If you follow a link to another page, refresh, or close the tab while sending, a warning asks you to stay; leaving may stop the remaining invitations. If a message fails, review its error and retry; successful invitations are not sent again. To send later, open the send-button dropdown and choose Save drafts to outbox. Saving drafts sends no email.

The standard invitation includes your public storefront URL. Include {storefront_link}` in your saved template to keep that link in your customized message. You can edit the copy before sending. Open Outbox to review drafts, failures and sent copies. Opening the invitation window again creates a new invitation.

Per-Customer Pricing and Catalogs

Storefront pricing follows your price lists / catalogs (https://peasyos.com/help/price-lists). Assign a customer to a specific catalog from their customer record (under the Catalog dropdown), and that's what they see when they log in. This is how you give different wholesale tiers different pricing without setting up multiple storefronts.

If a signed-in buyer has no assigned catalog, they use your default storefront catalog. Every enabled storefront has one default. Assigned customer catalogs still take priority, so negotiated pricing remains limited to the customers assigned to it.

Controlling What's Visible

Only catalog items marked as Visible show on the Storefront. Toggle visibility from the Catalog page (https://peasyos.com/help/managing-your-catalog) — useful for items you sell only by request, items you want to sunset, or seasonal items.

What Customers See

Logged-in customers see a clean, branded page with:

- Your storefront name, logo, and hero image
- Products from the catalog they have access to (or the default catalog)
- Their negotiated pricing
- An add-to-cart button on each product
- A cart panel with Review & Submit Order to review before submitting, plus a dropdown Submit Order option to submit directly
- The minimum-order amount (if you've set one)

Storefront and Order form views

Use the view selector above the catalog to browse products or open orders:

- Storefront — the default card grid with product images, descriptions, and add-to-cart controls. Variants that share a parent product (for example an 8oz jar and a case of the same product) are grouped onto one card with a unit selector. If a variant has no image, the card uses its parent product's image. The card keeps the unit already in the cart selected after a refresh, while still letting the customer choose another unit. A search box above the grid filters by product name, SKU, or category. Best for browsing.
- Order form — a searchable table with columns for Item, Unit, SKU, Price, MOQ, and Qty (plus a Category column when Show category labels is on). Customers type quantities directly into the Qty column to add lines without clicking through cards. Setting a quantity to 0 (or clearing it) removes the item from the cart.
- Orders — Find standing orders and dated order history. See Repeating Orders in a Storefront (https://peasyos.com/help/storefront-repeating-orders) for creating or editing a repeating order and downloading order PDFs.

Order form appears only when the catalog has items and pricing is visible. Storefront and Orders remain available even when pricing is locked or you have not signed in.

Previewing and submitting an order

With items in the cart, buyers can choose Preview order PDF above the checkout button, even before signing in or completing their business details. On desktop, the preview shows a draft purchase order PDF; on phones, it shows an order summary.

- Before signing in: Sign In & Submit Order opens the cart's Sign In or Sign Up form. The same button in the preview closes the preview and opens that form. New and returning customers use the same passwordless sign-in options.
- After signing in: Review & Submit Order opens the preview, where Submit Order places the order. The dropdown next to the cart button also offers Submit Order to skip the preview.
- Buyers who have not completed their business and shipping details are asked for them before the order is placed. Order minimums still apply to submission, but do not prevent previewing the cart.

To include delivery instructions or another message, choose Add note beside Preview order PDF. Enter your message under Note for the seller, then choose Save note to keep it or Cancel to leave the saved note unchanged. Use Edit note to change a saved note. The note appears in the preview and is included with the submitted order and notification email.

The preview and emailed purchase order use the buyer’s primary business-location address when available. Otherwise, they use the shipping address on the seller’s active customer record matched to the buyer’s signed-in email address.

The order notification includes Open your Peasy inbox for the seller to review the draft. See Using the Inbox (https://peasyos.com/help/using-the-inbox#when-the-email-updates-one-specific-order) for confirming a matched draft.

How Customers Sign In

Storefront sign-in is passwordless — there are no passwords to create, remember, or reset. Customers choose either method:

- Email a sign-in link — the customer enters their email and Peasy sends a secure, one-time link from your store's name. Clicking it signs them in and confirms their email address in one step (no separate confirmation email to hunt for).
- Continue with Google — one-tap sign-in with a Google account.

A buyer can sign in with any active contact email saved on their customer record (https://peasyos.com/help/managing-customers#customer-contacts), not just the primary contact. Peasy uses that customer’s assigned catalog and existing details. Deactivated contacts no longer identify the customer. If the same email belongs to multiple active customers, Peasy cannot choose one automatically; correct the contact records before that buyer places an order.

The first time a customer checks out, they're asked once for their business name and shipping address — prefilled with anything Peasy already has on file for them (from an existing account or the customer record you set up), so an existing wholesale buyer rarely has to retype it — and on later visits they go straight to checkout. Requiring one of these sign-in methods is what confirms a real email address before an order is placed.

When Require login to see pricing is on, a logged-out visitor sees an Unlock pricing button over blurred purchasing controls on each product card. Prices are withheld until they sign in. After signing in, buyers without an assigned catalog use the default storefront catalog.

When Require customer approval to see pricing is on, signing in alone does not unlock prices. The buyer's sign-in email must match an active contact on an active customer record for your business.

Per-Item Minimum Order Quantity (MOQ)

Each sell item (https://peasyos.com/help/sell-item) has an optional Order Min (MOQ) field. When set, the storefront enforces it at checkout:

- In the Order form view, the MOQ column shows the minimum and the Qty cell highlights in red when the typed quantity is below it.
- In the cart panel, the quantity input highlights in red and a "Min N" hint appears beneath any line below its MOQ.
- Checkout and submission buttons are disabled while any line is below its MOQ. A message reads "1 item is below its minimum order quantity." (or "N items are below their minimum order quantities.") until the customer raises the quantity or removes the line. Preview order PDF remains available.

The whole-cart Minimum order dollar amount (Configure > Storefront) is separate and still applies on top of per-item MOQs.

How Customers Pay

Submitting an order does not create or send an invoice. Peasy saves a draft sales order for you to review and sends one order email—with the order PDF attached—to your Peasy orders inbox, the buyer, and any configured Order Notifications recipients.

After you confirm the order, issue its invoice through the normal sales-order workflow:

- Due on Receipt — The invoice is due immediately. If Peasy Payments is set up, the invoice can include a secure payment link.
- Net terms — The invoice uses the terms set on the customer's record (or your storefront default for a first-time buyer).

You set the starting terms for first-time buyers with New customer payment terms under Configure > Storefront. Storefront checkout itself never issues the invoice or syncs one to QuickBooks; those actions happen only when you proceed with invoicing.

Common Questions

Who can see my storefront?
Anyone with the link can open your storefront. If Require login to see pricing is on, visitors can browse but won't see prices until they sign in. Signed-in customers see the pricing and catalog assigned to them — or your default storefront catalog if they have no specific assignment.

Why do product cards say "Unlock pricing"?
Your storefront requires sign-in or customer approval before showing prices. The item remains visible, but its purchasing controls are blurred. Selecting Unlock pricing opens the passwordless sign-in flow. If you're already signed in and prices stay locked, contact the seller so they can add your sign-in email to your customer record.

Can I hide certain items from the storefront?
Yes. Use the visibility toggle on each catalog (https://peasyos.com/help/managing-your-catalog) item. You can also restrict items to specific catalogs so certain customers don't see them at all.

Do storefront orders create sales orders automatically?
Yes. When a customer submits an order through the storefront, it appears as a draft sales order in your Orders page for review. No invoice is created at checkout. See How Customers Pay (https://peasyos.com/help/storefront#how-customers-pay).

Can I customize the pricing customers see?
Yes. Storefront pricing follows your price lists. Assign customers to a specific catalog for customer-specific pricing, and choose one default storefront catalog for buyers without an assigned one.

Can retail or DTC shoppers see my wholesale pricing?
Assigned customer catalogs take priority, so buyers never see another customer's negotiated pricing. Buyers without an assigned catalog use your default storefront catalog. To keep logged-out visitors from seeing its prices, turn on Require login to see pricing.

Does the storefront replace tools like BlueCart or Wholesale Guerilla?
For most CPG brands, yes. The storefront covers the core B2B ordering use case — branded portal, per-customer pricing, order minimums, login gating — without a separate subscription.

Can I require customer approval before they can place orders?
Yes. Turn on Require customer approval to see pricing in Configure > Storefront > Catalogs and Pricing. New buyers can browse products, but signing in alone does not reveal prices or allow orders. Give a buyer access by creating an active customer record with their sign-in email as an active contact. You can also add their contact to an existing active customer.

Good to Know

- The Storefront updates in real time — when you add new products or change prices, customers see the changes immediately.
- Orders placed through the Storefront show up in Sell > Sales Orders just like any other order.
- You can share the Storefront URL via email, text, or your website.
- Storefront settings are managed in Configure > Storefront.

Related

- Repeating Orders in a Storefront (https://peasyos.com/help/storefront-repeating-orders) — Customer instructions for schedules, changes, and order history
- Managing Your Catalog (https://peasyos.com/help/managing-your-catalog) — Control which products appear
- Price Lists (https://peasyos.com/help/price-lists) — Customer-specific pricing
- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders) — Processing incoming orders
- Wholesale vs. Shopify Orders (https://peasyos.com/help/wholesale-vs-shopify-orders) — When to use the storefront vs. other channels
- Business Settings (https://peasyos.com/help/business-settings) — Company branding (logo, name)

---

# Invoice Reminders

Category: Sell
URL: https://peasyos.com/help/invoice-reminders
Keywords: automate collections, payment follow-up, overdue invoices, chase payments, payment reminder, overdue notice, follow up, unpaid invoice, collections, reminder email, send reminder, outstanding payment, past due

Invoice Reminders

Invoice reminders automatically follow up with customers (https://peasyos.com/help/customer) who haven't paid. Instead of manually tracking who owes what and sending reminder emails, Peasy does it for you.

How to Get There

Go to Configure > Invoice Reminders (under the Sales section).

How It Works

1. Set up a reminder schedule — Choose when reminders go out (e.g., 7 days after the due date, 14 days, 30 days).
2. Peasy watches your open invoices — When an invoice hits the reminder date and hasn't been paid, Peasy sends an automatic email to the customer.
3. The customer gets a friendly nudge — Active customer contacts marked Primary or To · Billing receive the reminder; contacts marked CC · Billing are copied.

Setting Up Reminders

On the Invoice Reminders settings page, you can:

- Enable or disable automatic reminders
- Set the timing — How many days before or after the due date to send each reminder
- Customize the cadence — One reminder, two, or more at different intervals

Good to Know

- Reminders are only sent for open (unpaid) invoices. Once an invoice is paid, reminders stop automatically.
- If online payments are available and the reminder has one To recipient, it includes a payment link. A reminder with multiple To recipients is sent without a person-specific payment link.
- If the customer has no active contact marked Primary or To · Billing, Peasy skips the reminder. You can change a contact's badge in Managing Customers (https://peasyos.com/help/managing-customers#customer-contacts).
- Reminders use your business name and branding so they look professional.
- You can still send manual invoice emails anytime from the Invoices page (https://peasyos.com/help/managing-invoices).

Related

- Managing Invoices (https://peasyos.com/help/managing-invoices) — Sending invoices to customers
- Payments Overview (https://peasyos.com/help/payments-overview) — How customers pay
- Selling Overview (https://peasyos.com/help/selling-overview) — The full sales workflow

---

# Catalogs: Custom Pricing and Availability

Category: Sell
URL: https://peasyos.com/help/price-lists
Keywords: tiered pricing, wholesale, bulk pricing, discount structure, customer-specific pricing, margin, markup, custom pricing, customer pricing, wholesale price, special price, discount, pricing tier, price override, different prices per customer, item visibility, hide items, bulk edit prices, bulk edit margin, edit pricing, pricing editor, spreadsheet pricing, filter by category, search items in catalog, sort catalog columns, category column, clear catalog selection, base item prices, default prices, default catalog, base price vs catalog price, visibility column, per-variant pricing, cant find visibility, where is visibility, eye icon column, show or hide products, column picker, show or hide columns, columns showing, reset default columns, bulk pricing visibility checkbox, N of X columns showing, paste visibility, checked visible true, unchecked hidden false, confirm pricing update, truncated item name, full item name, manual sales order, sales order item picker, item missing from order

Catalogs: Custom Pricing and Availability

The Catalog page is where you configure what each catalog actually contains — which items are available and at what price. To create and manage catalogs themselves, see Catalogs (https://peasyos.com/help/catalogs).

> Important: Catalogs control both custom pricing AND availability. For example, if a Brand has 10 items they sell, they might make only 8 of them available to Distributors (via a "Wholesale" catalog) because 2 are exclusive to direct-to-store sales (in a "Retail" catalog). This means catalogs control not just what price customers see, but which items they can see and purchase at all.

How to Get There

Go to Sell > Items to sell in the sidebar.

Base Item Prices vs. Catalog Prices

Peasy keeps two layers of price for each item:

- Base item prices are the prices stored directly on the item. They apply to any customer who doesn't have a catalog assigned, and they're the fallback any catalog uses when it doesn't have its own override for that item.
- Catalog prices are overrides that belong to a specific catalog. They only affect customers who are assigned to that catalog or who reach it through your storefront catalog settings.

The catalog selector on Sell > Items to sell is what decides which of these two layers you're editing. To edit base item prices, open the catalog dropdown and pick Clear selection at the top — the page then shows each item's base price and editing a cell updates that base price. To edit a catalog's prices, pick that catalog from the dropdown — editing a cell creates or updates the override for just that catalog. This is true for every catalog, including the one you've marked as the default.

> Heads up if you're used to older behavior: Picking the default catalog and editing prices used to write straight through to the base price (so the change applied to _every_ customer). It no longer does. Editing the default catalog now writes a catalog-specific price like any other catalog, and only affects customers assigned to it. If you want a price change to apply to everyone, edit it from Clear selection instead.

Selecting a Catalog

Look for the catalog selector in the toolbar (it shows a colored badge with the current catalog name). Click it and choose the catalog you want to view or edit.

You can also create a new catalog directly from here — type a new name into the selector dropdown and click Create New Catalog.

Your last pick is remembered, so the page reopens with the same catalog you were working in. To switch back to the base-item-prices view, open the dropdown and choose Clear selection at the top.

What "Default" Means on a Catalog

A catalog marked as Default is the one Peasy preselects for new customers you create. It is separate from the starred default storefront catalog, which you choose under Configure > Storefront. The Default label does _not_ mean "this catalog secretly edits base prices." If you want every customer to see a new price, edit base item prices from Clear selection, not from the default catalog.

Setting Prices

Prices are set per sell variant (for example an 8oz jar and a 12-case are priced separately), so expand a product's family row to reach its variant rows.

With a catalog selected:

1. The $ per unit column shows prices for that catalog.
2. Expand the product's family row, then click a variant's $ per unit cell to edit it inline.
3. Changes save automatically — no need to click a save button.

Variants that don't have a custom price for the selected catalog show the base item price (slightly dimmed under a Base: label). Once you edit a price, that variant gets a custom override for that catalog.

To remove a custom price (so the variant falls back to the base item price), clear the price field.

To edit base item prices directly, pick Clear selection from the catalog dropdown — the $ per unit column then shows and edits each variant's base price.

Bulk Editing Prices

For larger catalog updates, open the bulk pricing editor instead of clicking each cell:

- Click the three-dot menu next to the catalog selector and choose Edit pricing, or
- Open the $ per unit column menu and choose Edit in bulk, or
- Select multiple rows in the items table and click Edit pricing in the selection toolbar.

The editor opens a spreadsheet with one row per active sell item and these columns:

- Item — for reference (read-only, always shown). Hover over a shortened Item name to see the full name.
- Unit and Category — for reference (read-only, shown by default)
- COGS — the average cost per unit, pulled from receipts (shown by default)
- Sale price — what customers pay (shown by default)
- Margin % — calculated as (sale price − COGS) / sale price. Capped below 100% (the formula has no answer at or above 100%). Hidden by default.
- Markup % — calculated as (sale price − COGS) / COGS. Useful when you think in cost-plus terms (a $3 item sold for $10 is a 233% markup, or a 70% margin — same transaction, two views). Hidden by default.
- Visibility — shown by default; see From the bulk pricing editor (https://peasyos.com/help/price-lists#from-the-bulk-pricing-editor) below. With no catalog selected the column shows empty cells, since there's nothing to toggle yet.

Click the N of X columns showing button in the toolbar to choose which columns are visible. Item can't be hidden; every other column (including Visibility) can be toggled independently, and Reset restores the default set.

The three pricing columns stay in sync — edit any one and the other two recalculate from COGS.

The list opens sorted by Item name (A–Z). Use the search bar at the top of the editor to narrow the list by item name, category, or unit. The adjacent Category filter lets you pick one or more categories and only show their items. Click any column header to sort by that column instead — an up or down arrow shows the current sort direction. Rows stay in place while you edit, even when you change a value in the sorted column. Click the heading again to re-sort using the latest values and reverse the direction; a third click clears the sort.

You can:

- Edit any Sale price, Margin %, or Markup % cell directly. Editing margin or markup recalculates the sale price from COGS.
- Select rows with the row checkboxes (or Select all in the header), then click Edit price, Edit margin, or Edit markup to apply the same value to every selected item.
- Copy and paste a column of values from a spreadsheet into any editable column. In the Visibility column, checked, visible, true, and 1 mean visible; unchecked, hidden, false, and 0 mean hidden. Capitalization doesn't matter. Invalid pasted values are skipped and reported without changing those cells.

Changed cells are highlighted and a changed counter appears in the footer. Nothing is saved until you click Save — use Cancel to discard your edits. Saving changes to more than five items opens Confirm pricing update, where you can review how many items are marked as changed and either cancel or confirm the save.

If any selected items don't have COGS, margin and markup can't be calculated for them. Peasy will offer to skip missing COGS and apply the value only to the items with a known cost.

Hiding Items from a Catalog

Visibility is set per sell variant and is a catalog-level setting — you need a catalog selected (including the default) to see or change it. You can toggle it from either the items table or the bulk pricing editor; both control the same setting.

From the items table

Visibility lives in the Visibility column (the eye icon) — expand a product's family row to reach its variants. When you have a catalog selected, each variant's eye is clickable:

- Visible (green eye) — The variant is available in this catalog
- Hidden (red eye) — The variant won't appear for customers in this catalog

Click the eye to toggle visibility — this saves immediately. Under Clear selection (base prices) the Visibility column shows a dimmed placeholder eye, since there's no catalog to hide the item from.

From the bulk pricing editor

With a catalog selected, the bulk pricing editor's Visibility column shows a checkbox per row — checked means the item is visible in that catalog, unchecked means it's hidden. Unlike the items table's eye icon, this doesn't save right away: it's a pending change like an edited price, included in the changed counter and only applied when you click Save.

Without a catalog selected (Clear selection), the Visibility column's cells are empty — hover the info icon in its header for a reminder to pick a catalog first.

Both ways of hiding items are useful for creating curated catalogs — for example, hiding retail-only items from your wholesale list.

Assigning a Catalog to a Customer

1. Go to Sell > Customers in the sidebar.
2. Open the customer's detail view.
3. In the Catalog dropdown (in the Details section), select the catalog.
4. The change saves automatically.

That customer's assigned items and prices will now apply whenever you create an order for them.

How Prices Apply to Orders

When you create a sales order and select a customer:

- The item picker only shows variants available in the customer's assigned catalog. Variants marked Hidden do not appear when you manually add or replace an item on the order.
- If the customer has an assigned catalog, items use the custom prices from that catalog.
- If an item doesn't have a custom price in the customer's catalog, it falls back to the base item price.
- If the customer has no catalog assigned, every item uses the base item price directly.

You don't need to do anything special — the right prices appear automatically based on the customer.

Storefront

When a wholesale customer signs in to the Storefront, Peasy shows the catalog assigned to that customer. If they haven't been assigned a catalog, they see the default storefront catalog. Under Configure > Storefront, turn on each catalog you want available and star one enabled catalog as the default. Every enabled storefront requires one. Logged-out visitors see its pricing only when Require login to see pricing is off.

Good to Know

- Each customer can have one catalog at a time.
- Prices and visibility changed from the items table save automatically — there's no save button. In the bulk pricing editor, both are pending until you click Save.
- Items without a catalog-specific price fall back to the base item price.
- The catalog marked Default is the preselect for new customers. The starred default storefront catalog is a separate choice under Configure > Storefront.

Related

- Catalogs (https://peasyos.com/help/catalogs) — Creating and managing catalogs
- Managing Your Catalog (https://peasyos.com/help/managing-your-catalog) — Your overall product catalog
- Managing Customers (https://peasyos.com/help/managing-customers) — Assigning catalogs to customers
- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders) — How prices apply to orders
- Storefront (https://peasyos.com/help/storefront) — Customer-facing ordering portal

---

# Reviewing Accounts Receivable

Category: Sell
URL: https://peasyos.com/help/reviewing-accounts-receivable
Keywords: accounts receivable, AR, review receivables, outstanding invoices, overdue invoices, coming due invoices, balance due, unpaid invoices, invoice aging, payment status, open invoices, sell journey step 13

Reviewing Accounts Receivable

The Invoices page is where you track what customers owe you. Use it to spot overdue invoices, see what is coming due soon, and follow up before balances slip.

How to Get There

Go to Sell > Invoices in the sidebar.

What to Watch

The Invoices table gives you the main Accounts Receivable signals in one place:

- Invoice # — The invoice number
- Customer — Who the invoice is for
- Order # — The order this invoice bills, linking back to where it came from. An invoice can bill a whole order or a single shipment (https://peasyos.com/help/shipment), so one order may have several invoices
- Status — Whether the invoice is Draft or Issued
- Invoice Date — When the invoice was created
- Due Date — When payment is due
- Total — The full invoice amount
- Paid — How much has already been collected
- Balance — What is still outstanding
- Payment — One clear state: Draft, Canceled, Processing, Coming Due, Overdue, Unpaid, Partially Paid, Paid, or Overpaid

The Balance column is color-coded:

- Yellow — Coming due soon
- Red — Overdue

Step by Step

1. Go to Sell > Invoices.
2. Click the Overdue filter chip near the top to see invoices that are past due.
3. Click Coming Due to see invoices that need attention soon.
4. Use the search bar to find a specific customer or invoice number.
5. Click the Filter button to narrow the list by Invoice Status, Payment Status, or Customer.
6. Review the Balance, Due Date, and Payment columns together to understand which invoices need follow-up first.
7. Click an invoice number to open the invoice detail panel.
8. Open the row actions menu and choose Send Invoice (or Resend Invoice) or Record Payment based on what the customer needs next.

A Simple AR Routine

If you want a lightweight weekly routine:

1. Open Sell > Invoices.
2. Check Overdue first and follow up on anything red.
3. Check Coming Due next so you can remind customers before invoices become late.
4. Record any payments you have already received so your balances stay current.

Good to Know

- Overdue and Coming Due are based on the invoice due date and remaining balance.
- For issued invoices, Processing appears while a payment is still settling. Otherwise, Overdue or Coming Due replaces Unpaid or Partially Paid when aging needs attention.
- One order can have several invoices — one per shipment (https://peasyos.com/help/shipment) or a single whole-order invoice. The Orders page shows a Fulfillment status chip so you can see what has shipped at a glance; billing is read from the order's own invoices rather than a separate order-level chip.
- If online payments are enabled, Send Invoice can include a payment link so the customer can pay online from the email (there is no separate "Request Payment" action).
- A small envelope icon with a count appears when an invoice has already been emailed.

Related

- Managing Invoices (https://peasyos.com/help/managing-invoices) — View, send, and track all invoices
- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders) — Create orders and generate invoices
- Invoice Reminders (https://peasyos.com/help/invoice-reminders) — Automate follow-up for unpaid invoices
- Payments Overview (https://peasyos.com/help/payments-overview) — How payment collection works in Peasy
- Setting Up Payments (https://peasyos.com/help/setting-up-payments) — Enable online payment collection

---

# Managing Invoices

Category: Sell
URL: https://peasyos.com/help/managing-invoices
Keywords: manage invoices, invoices page, invoice list, AR, accounts receivable, billing, view invoices, invoice table, filter invoices, invoice status, cancel invoice, cancel invoice separately, void QuickBooks invoice, keep QuickBooks invoice, cancel invoice payment still in QuickBooks, payment status, processing payment, payment settling, billing status, overdue invoices, coming due, send invoice, record payment, invoice actions, QuickBooks invoice sync, import QuickBooks invoices, invoice notes, customer note, internal note, saved views, save view, invoice filters, edit invoice, revise invoice, invoice discount, percent discount, dollar discount, review changes, active payment link, live payment link, payment link warning, edit paid invoice, ship to address, bill to address, billing address, shipping address, invoice address, address snapshot, correct invoice address, edit invoice address, edited resend badge, resend badge, date-only edit, change due date with Beacon, change invoice notes with Beacon, change invoice customer, reassign sales order customer, move invoice to another customer, wrong customer, zero-total invoice, $0 invoice

Managing Invoices

The Invoices page is your central view for all customer billing. From here you can see what's been sent, what's been paid, what's overdue, and take action on any invoice without leaving the list.

How to Get There

Go to Sell > Invoices in the sidebar.

Filter Chips

Three quick filters appear at the top of the list:

- All — Every invoice regardless of status
- Coming Due — Invoices with an open balance that are approaching their due date
- Overdue — Invoices with an open balance that are past their due date

Click any chip to narrow the list instantly.

What the Columns Show

| Column       | What it means                                                                 |
| ------------ | ----------------------------------------------------------------------------- |
| Invoice #    | The invoice number — click it to open the detail panel                        |
| Customer     | The customer the invoice was billed to                                        |
| Order #      | The sales order the invoice was created from                                  |
| Channel      | The attribution channel inherited from the linked sales order (blank if none) |
| Status       | Draft or Issued — editable inline (see below)                                 |
| Invoice Date | The date the invoice was created                                              |
| Due Date     | When payment is due                                                           |
| Total        | The full invoiced amount                                                      |
| Paid         | How much has been collected so far                                            |
| Balance      | What is still owed — color-coded yellow (coming due) or red (overdue)         |
| Payment      | One lifecycle, Processing, aging, or payment badge, plus email count          |

Opening an Invoice

Click the invoice number in any row to open it on the right. This is the same order detail panel you get from the Orders page, opened to the order's Invoice tab with this invoice in focus — so you see the invoice's details, a collapsible Notes section, Balance & Payments, its line items, and invoice actions (including Record payment) in the context of the order it belongs to. See Creating an Invoice (https://peasyos.com/help/creating-an-invoice#invoice-notes) for the difference between the two notes fields.

Invoices inherit the linked sales order's Channel when they are created. You can edit the invoice's Channel directly in the detail panel, but if the linked order's Channel changes later, Peasy updates that order's non-canceled invoices to match. Canceled invoices are left alone.

Notes inherited from the linked sales order become the invoice's notes when the invoice is created. The detail panel does not show a separate read-only "From order" notes block afterward.

In Balance & Payments, use the $ or % control beside Discount. In percent mode, Peasy shows the matching dollar deduction beneath the percentage field, and Invoice Total updates as you type. Click out of the field to stage the change, then choose Review changes and Save. If the change affects an invoice with payments, choose Save & Confirm after reviewing the payment impact.

If your account is connected to QuickBooks and the invoice hasn't been synced yet, a Sync to QuickBooks button appears at the bottom of the detail panel so you can push the invoice without navigating away.

If the invoice is already linked to QuickBooks, the detail panel shows its QuickBooks status. If Peasy detects local invoice changes that have not been pushed yet, you can update the QuickBooks invoice from the invoice actions.

Billing and Shipping Addresses

An invoice snapshots its Ship To and Bill To addresses from the sales order (or the customer record, if the order has no override) when the invoice is created. There's no address editor on the invoice itself. To correct the address for invoices you create afterward, open the sales order and edit Ship to in the Fulfill panel or Bill to in the Invoice panel. Those ordinary address edits do not change existing invoices.

Changing the sales order's Customer is different: Peasy moves every linked invoice to the selected customer and replaces its address snapshots with that customer's current Bill to and Ship to addresses. A previously sent invoice shows Edited - resend, its old payment link expires, and a linked QuickBooks invoice is marked for an update. Resend the invoice to deliver the updated copy and create a payment link for the new recipient. See Managing Customers (https://peasyos.com/help/managing-customers#customer-shipping-billing-addresses) for the full address model.

Row Actions Menu

Click the ⋮ menu at the end of any row to see actions for that invoice:

- Send Invoice — Opens a dialog where you can review the recipient email, subject, and message before sending. The email always carries the invoice PDF, and — for entities set up for online payments — an option to include a payment link so the customer can pay online from the email
- Resend Invoice — Appears instead of Send Invoice once the invoice has been emailed
- Record Payment — Request payment with Peasy or record money received externally. See Recording a Payment (https://peasyos.com/help/recording-a-payment)
- View Order — Jump to the originating sales order
- Sync to QuickBooks — Push this invoice to QuickBooks or update the linked QuickBooks invoice when changes are pending
- Cancel Invoice — Cancel the invoice

Importing from QuickBooks

If an invoice was created in QuickBooks first, use Import from QuickBooks on the right side of the Invoices table toolbar to bring it into Peasy.

Imported invoices can be used for Peasy payment collection. During import, Peasy checks whether QuickBooks line items are linked to Peasy items. If anything needs mapping, Peasy prompts you before completing the import.

An imported invoice stays QuickBooks' record, so edits you make to it in Peasy aren't sent back to QuickBooks — its QuickBooks status shows Out of Date with a note saying so. Make the change in QuickBooks instead. Payments you collect in Peasy still sync to QuickBooks.

Changing Invoice Status

The Status column has an inline dropdown. Click the current status on any row to switch between Draft and Issued. For an unpaid invoice, the same dropdown also offers Canceled and opens a confirmation instead of changing the status immediately. This works from the Invoices list and from the invoice card inside an order's Invoice tab.

The confirmation makes clear that canceling an invoice changes only that invoice. Its sales order and fulfillments stay unchanged and can be canceled separately if needed. Keep Invoice closes the confirmation without changing anything.

If the invoice is linked to QuickBooks, choose whether to leave the QuickBooks invoice active or void it while canceling the Peasy invoice. A QuickBooks invoice with payments cannot be voided from Peasy, but the Peasy invoice can still be canceled without changing QuickBooks.

If a payment on the invoice was voided or returned in Peasy but QuickBooks still counts it, the confirmation warns you that QuickBooks still counts a payment on this invoice. You can still cancel. To fix QuickBooks, open View payments on the invoice and choose Remove from QuickBooks.

Invoices with payments cannot be canceled, but their Draft or Issued status can still be updated.

Editing Sent Invoices, Payment Links, or Payments

You can edit invoice details after an invoice has been sent — including the due date, shipping, discount, totals, and line items. Most edits save right away. Peasy only asks you to confirm first when the invoice already has a payment (partially or fully paid) and your edit changes the invoice total — that's the only time an edit moves the balance owed. Edits that don't touch the total, like the invoice date, invoice number, or notes, always save right away, even on a paid invoice.

When a confirm appears, edits that change the total show the invoice total before and after your edit. Choose Save changes to apply the edit, or Discard change to undo it and restore the saved value. The confirm can't be dismissed by clicking outside — each edit must be explicitly saved or discarded.

When you save a customer-facing change:

- An issued invoice stays Issued
- The existing payment link stays active and the payment page shows the updated invoice
- Any email or PDF the customer already received may still show the earlier version
- If the invoice was already sent, Peasy shows Edited - resend and the send action becomes Resend Updated Invoice until you resend — except when you only changed the invoice date or due date, which doesn't flag a resend
- Existing payments stay recorded as they were, and the balance updates to match the new total
- If QuickBooks is connected and the invoice is partially or fully paid, some QuickBooks updates may need review after saving

These points describe ordinary invoice edits. Changing the linked sales order's Customer is the exception: Peasy expires the old payment link and requires the reassigned invoice to be resent to the new recipient.

Customer notes, internal notes, and date-only changes save without a confirm and don't flag a resend. A date change still updates the invoice in QuickBooks.

You can also ask Beacon or Ask Peasy to change an invoice's notes, invoice date, or due date, such as "Move the due date on INV-1042 to November 15." You approve the change on a preview first, and Undo these changes puts the old values back. See Using Beacon for Confirmed Edits (https://peasyos.com/help/using-beacon-for-confirmed-edits).

Bulk Actions

Select one or more invoices using the checkboxes, and a toolbar appears with bulk actions:

- Send — Open Review with every selected invoice, then confirm each invoice's recipient and message before sending. You can include a payment link when online payments are set up.
- Record Payment — Available when exactly one invoice is selected
- QuickBooks icon — Create selected invoices in QuickBooks. The preflight modal groups anything blocking by reason (customer not synced, items not mapped, accounts not set, or an invoice that already exists in QuickBooks with a different total) and lets you fix each one inline. An invoice that was imported from QuickBooks is listed as Imported from QuickBooks — QuickBooks already has this invoice and is not sent again. Continue stays disabled with a tooltip until everything is resolved.
- Print icon — Generate PDFs for the selected invoices

Invoice email recipients start from the customer's active contacts: Primary and To · Billing fill To, while CC · Billing fills CC. Off contacts are excluded. Your business's invoice CC addresses are included too. You can change To or CC for one send without changing the saved contact settings. An invoice needs at least one To recipient to email it. A payment link requires exactly one To address; move additional addresses to CC or turn off the payment link before sending.

Filtering and Saved Views

Click the Filter button to narrow the list. You can filter by:

- Invoice Status (Draft, Issued)
- Payment Status (the same state shown in the Payment column)
- Customer
- Channel (including No Channel for invoices with no channel attribution)

You can also use the search bar at the top to find invoices by invoice number or customer name.

Once you have a filter combination you use often, save it as a view so you can get back to it in one click.

Saved view chips appear at the top of the page after the built-in invoice filters. See Saving Views for Orders and Invoices (https://peasyos.com/help/saving-views-for-orders-and-invoices) for the full workflow.

Good to Know

- A $0 invoice needs no payment. Once issued, an invoice whose final total is $0 shows Paid, with a $0 balance and no new payment record. If you later add an amount due, its payment status updates from the current total and any payments already recorded.
- Coming Due and Overdue are determined by the invoice due date and the remaining balance. A fully paid invoice is never flagged as overdue even if it was paid late. Overdue balances appear in red; coming-due balances appear in yellow.
- The Payment column shows one clear state at a time. Draft and canceled invoices show Draft or Canceled. For issued invoices, Processing appears while a payment is still settling; otherwise Coming Due or Overdue replaces Unpaid or Partially Paid when aging matters.
- The envelope icon in the Payment column shows how many times an invoice has been emailed. A count of 2 means the invoice was sent twice.
- Invoices are created from within a sales order — see Creating an Invoice (https://peasyos.com/help/creating-an-invoice). From the order's Invoice tab, Send opens Review, where you choose the draft lines and quantities before issuing; on a shipment in the Fulfill tab, Invoice shipment bills just that shipment. One order can have multiple invoices.
- QuickBooks sync happens at the invoice level. If a sales order has multiple invoices, sync each invoice from this page instead of syncing the whole order.

Related

- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders) — How to create orders that invoices are generated from
- Creating an Invoice (https://peasyos.com/help/creating-an-invoice) — How to generate an invoice from a sales order
- Managing Customers (https://peasyos.com/help/managing-customers) — Customer billing and shipping addresses, and how to correct one on an order
- Invoice Reminders (https://peasyos.com/help/invoice-reminders) — Automate follow-ups for unpaid invoices
- Recording a Payment (https://peasyos.com/help/recording-a-payment) — Log a payment you received offline
- Reviewing Accounts Receivable (https://peasyos.com/help/reviewing-accounts-receivable) — A routine for staying on top of what you are owed
- Saving Views for Orders and Invoices (https://peasyos.com/help/saving-views-for-orders-and-invoices) — Save table filters and columns you use often

---

# Creating an Invoice

Category: Sell
URL: https://peasyos.com/help/creating-an-invoice
Keywords: create invoice, new invoice, generate invoice, invoice from order, sales order invoice, how to create an invoice, customize invoice, invoice customization, invoice branding, invoice logo, change invoice address, invoice template, invoice layout, billing customer, invoice number, partial invoice, multiple invoices, choose invoice lines, change invoice quantity, remove invoice line, not yet invoiced, nothing left to invoice, cancel remaining invoice, reopen canceled remainder, draft invoice, update invoice, send invoice to multiple emails, cc on invoice, default invoice CC, additional recipients, payment link recipient, email limit, too many emails, invoice notes, customer note, internal note, private note, memo, staff-only note, zero-total invoice, $0 invoice

Creating an Invoice

Invoices in Peasy are created from sales orders. When you are ready to bill a customer, open their order, go to its Invoice tab, and send an invoice — Peasy takes care of the invoice number and links everything together automatically.

How to Get There

Go to Sell > Sales Orders in the sidebar, then click an order to open it. Go to the order's Invoice tab and click Send.

What You Can Customize

Peasy uses a consistent built-in invoice layout, while letting you customize the business and customer details it displays:

- Business name and logo — Set these under Configure > Business. Your logo appears at the top of the invoice; without one, Peasy shows your business name instead. See Business Settings (https://peasyos.com/help/business-settings).
- Seller address — The invoice uses the order's Ship from location, or your Default location when no location is selected. Edit location addresses under Configure > Locations. See Locations (https://peasyos.com/help/locations).
- Bill To and Ship To — These normally come from the customer record. Before creating the invoice, you can override Ship to in the order's Fulfill panel and Bill to in its Invoice panel. See Managing Customers (https://peasyos.com/help/managing-customers#customer-shipping-billing-addresses).
- Customer note — The invoice's Customer Note prints in the PDF's Memo section.
- Email message — Customize the default email body under Configure > Sell > Default Emails > Invoice template. The subject is generated automatically. In Review, you can edit To, CC, Subject, and the email message for that send. See Default Emails (https://peasyos.com/help/default-emails).

Peasy does not currently provide an in-app editor for invoice PDF colors, fonts, columns, or layout.

Step by Step

1. Go to Sell > Sales Orders.
2. Click the order you want to invoice to open it.
3. Go to the Invoice tab and click Send.
4. In Review, use the checkboxes to choose which draft invoice lines to keep. Change a line's quantity if you only want to bill part of it.
5. Click Update invoice to save line or quantity changes. The removed or reduced quantity stays under Not yet invoiced for later.
6. Review the recipient email, subject, message, and payment link choice.
7. Leave Send email on and click Send 1 email to issue and email the invoice. Turn Send email off if you want to issue it without notifying the customer.

The invoice appears on the Sell > Invoices page, linked to the order.

If the order does not have an active invoice yet, Review prepares one draft from the remaining order lines. When lines remain after an invoice is issued, expand Not yet invoiced, choose the lines and quantities, then add them to a New Invoice or an Existing Invoice.

If you use Cancel remaining to close every uninvoiced unit and the order has no invoices, the Invoice tab reads Nothing left to invoice instead of suggesting that an invoice exists. The canceled units appear under Canceled remainder; choose Reopen if you need to make them available for invoicing again.

Invoicing a Single Shipment

If you fulfill an order in pieces, you can bill for each shipment (https://peasyos.com/help/shipment) separately instead of invoicing the whole order at once. In the order's Fulfill tab, find the shipment and click Invoice shipment — Peasy creates an invoice for exactly the quantities in that shipment. Once it's invoiced, the shipment shows a View invoice link that opens it.

This is the natural choice when you ship and bill incrementally. Invoicing the whole order with Send (above) and invoicing per shipment both feed the same Sell > Invoices page. See Fulfilling and Shipping Orders (https://peasyos.com/help/fulfilling-and-shipping-orders) for the shipment workflow.

Invoice Notes

Every invoice has two separate notes fields, each with a different audience:

- Customer note — Prints on the invoice PDF and syncs to QuickBooks as the customer-facing memo. Use this for anything you want the customer to see (e.g. "Thanks for your business — payment due Net-30").
- Internal note — Staff-only. Stays in Peasy and syncs to QuickBooks as a private note. Use this for collections context, AR follow-ups, or anything the customer should not see (e.g. "Customer disputed line 3 — agreed to revised total via email 4/15").

Both fields appear in the Notes section of the invoice detail panel. They auto-save when you click out of the field.

When you create an invoice from a sales order, both notes are inherited from the order's customer note and internal note. After that, the invoice's notes are independent — editing them does not change the sales order.

Edits on the order can flow down to the invoice while it's still a draft. When the order has exactly one non-cancelled invoice and that invoice is still in Draft, edits to the order's customer or internal note also update the invoice — but only if you haven't already typed something custom into the invoice's matching field. Once you've edited the invoice's note independently, the two diverge for good and order edits stop overwriting it. Orders with two or more invoices skip this auto-propagation entirely; edit each invoice directly.

After You Create an Invoice

Once the invoice exists, your next steps are usually:

- Send it — Open the invoice row actions menu and choose Send Invoice. A dialog opens where you can review and edit the recipient email, CC, subject line, and message before sending. The To field pre-fills with the customer's email; you can add more addresses by separating them with commas, and every address receives the invoice. If your business has a default invoice CC under Configure > Sell > Default Emails, it is prefilled here. Edit or clear it for this send without changing the saved default. Every invoice email includes the invoice PDF as an attachment — if Peasy can't generate the PDF, nothing is sent and you'll see an error so you can try again.
- Receive a payment — Use Record Payment from the row actions menu, then request payment with Peasy or record an external payment. See Recording a Payment (https://peasyos.com/help/recording-a-payment).

Good to Know

- A $0 invoice is automatically Paid when issued. This includes totals reduced to zero by a discount. You do not need to record a $0 payment, and Peasy creates no payment record. A draft stays Draft until you issue it.
- One order can have multiple invoices. If you only need to bill for part of an order now, select just those items when creating the invoice, or invoice a single shipment (https://peasyos.com/help/shipment). You can come back and create additional invoices for the remaining items later.
- Draft line changes save before sending. When you change a quantity or remove a line in Review, click Update invoice first. The send or issue button returns after the draft is saved.
- Need to apply shipping or a discount? Open the invoice detail panel and use Balance & Payments. Shipping is entered as a dollar amount. Discounts can be entered as either a percent or a dollar amount.
- Invoice numbers are auto-generated. Peasy assigns a sequential invoice number (e.g., INV-0042) — you do not need to set one manually.
- An invoice's status is either Draft or Issued. You can switch between them anytime from the Sell > Invoices page.
- The invoice PDF is always attached. Every invoice email carries the invoice as a PDF attachment. If the PDF can't be generated, Peasy sends nothing and shows an error rather than emailing a bill with no invoice — re-send and it will try again.
- Sending to multiple people — Both the To and CC fields on the send dialog accept multiple email addresses separated by commas. All addresses receive the invoice email and the PDF attachment.
- Your sender copy stays included — Peasy automatically copies the team member sending the invoice. Clearing the editable CC field removes the saved default for that send, but not this automatic copy. Duplicate addresses are included only once.
- Defaults have a narrow scope — The saved invoice CC applies to invoice Review. It does not change automated invoice reminders or the separate bulk-send action on the Sales Orders page.
- Payment link exception — If you include a payment link with the invoice, the To field must be a single address. Move any additional recipients to CC. Each payment link is tied to one recipient's secure link, so multiple primary recipients would break the payment page for everyone.
- Email sending limits — One invoice can be emailed up to 5 times in a rolling 24-hour period. The invoice composer accepts up to 10 unique addresses across To and CC; your own automatic CC copy does not count. The saved default accepts up to nine CC addresses so there is always room for the customer.
- New accounts start with an account-wide limit of 3 or 30 customer-facing emails per rolling 24 hours, based on automated signup checks. Established accounts can send up to 100, and accounts verified for Peasy Payments can send up to 1,000. At the lowest level, every recipient must already be saved on a customer or vendor.
- Until Peasy Payments is verified, Peasy removes links typed into the subject or message before sending. Links Peasy creates for the email, such as a secure payment link, are kept.
- If you reach a limit, wait for earlier sends to fall outside the rolling 24-hour window, verify Peasy Payments, or contact support.

Related

- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders) — Create the order before generating an invoice
- Fulfilling and Shipping Orders (https://peasyos.com/help/fulfilling-and-shipping-orders) — Ship an order and invoice a single shipment
- Managing Invoices (https://peasyos.com/help/managing-invoices) — View, filter, and act on invoices from the Invoices page
- Invoice Reminders (https://peasyos.com/help/invoice-reminders) — Automate follow-up emails for unpaid invoices

---

# Wholesale vs. Shopify Orders

Category: Sell
URL: https://peasyos.com/help/wholesale-vs-shopify-orders
Keywords: wholesale orders, distributor orders, B2B orders, where to enter wholesale, double deduction, duplicate inventory, Shopify wholesale, DTC vs wholesale, direct to consumer, channels, order entry, where do orders go, distributor email, forward order email, wholesale storefront vs Shopify, Shopify order sync

Wholesale vs. Shopify Orders

If you sell through Shopify and also take wholesale or distributor orders, the question comes up often: where should each one go? The short answer — Shopify is for direct-to-consumer (DTC) only. Wholesale and distributor orders belong in Peasy directly.

Why It Matters

When Peasy is connected to Shopify and Shopify-to-Peasy sync is enabled, Shopify orders create sales activity in Peasy and deduct inventory when Shopify fulfills the order (Peasy records the deduction as a shipment). On a store Peasy has moved to its updated order handling, the order reserves stock when it is placed and deducts it when Shopify fulfills, with no Peasy sales order — see Shopify Orders on Updated Stores (https://peasyos.com/help/shopify-sync-and-webhooks#shopify-orders-on-updated-stores). Either way the risk below is the same. If you also enter that same order manually in Peasy — or push a wholesale order through Shopify just to "get it into Peasy" — you'll deduct inventory twice.

The result: your on-hand counts drift, your finished goods look low when they aren't, and your Shopify order history fills up with orders that never actually shipped through Shopify.

Keep the channels separate:

- Shopify — DTC orders only (your online store, Shopify POS, etc.)
- Peasy — Wholesale, distributor, B2B, farmers market, and any non-Shopify orders

Three Ways to Enter Wholesale Orders in Peasy

1. Create a Sales Order Manually

Best for one-off orders or when you need to tweak line items as you enter them.

1. Go to Sell > Sales Orders.
2. Click + New Sales Order.
3. Pick the customer (or add a new one).
4. Add line items — if the customer is on a price list (https://peasyos.com/help/price-lists), their prices fill in automatically.
5. Save the order, then fulfill it when you ship.

See Creating Sales Orders (https://peasyos.com/help/creating-sales-orders) for the full flow.

2. Forward the Order Email to Your Peasy Inbox

Best when distributors send orders as emails or PDFs and you don't want to retype them.

1. Find your Peasy orders address under Configure > Sell > Default Emails (it looks like yourcompany@orders.peasyos.com).
2. Have the customer email orders to that address, or forward the email yourself.
3. The email lands in your Inbox with the body and any attachments.
4. Open it, review the parsed customer/items/quantities, and convert it into a sales order.

See Using the Inbox (https://peasyos.com/help/using-the-inbox) for the email-to-order workflow.

3. Invite Customers to Your Storefront

Best for repeat wholesale buyers who want to place their own orders without emailing back and forth.

1. Set up your Storefront (https://peasyos.com/help/storefront) and assign each wholesale customer a catalog (https://peasyos.com/help/managing-your-catalog) with their negotiated pricing.
2. Share the Storefront link.
3. Their orders flow into Sell > Sales Orders automatically and inventory deducts when you fulfill (Peasy records a shipment dated by ship date).

The Storefront replaces the back-and-forth of email orders and removes the need for a separate B2B portal tool.

Don't Route Wholesale Through Shopify

It's tempting to create a wholesale order in Shopify so it syncs into Peasy "for free," but this causes problems:

- Duplicate deductions if you also enter the order in Peasy manually.
- Confusing Shopify order history — your Shopify reports start mixing real DTC orders with internal wholesale traffic.
- Wrong pricing — Shopify variant prices are your DTC prices, not your wholesale price list.
- Wrong customer record — Shopify treats each order as a guest checkout unless the customer signs in, so your wholesale customer's order history ends up scattered.

Use Shopify for what it's good at (DTC checkout) and keep wholesale in Peasy.

Good to Know

- Channels in Peasy are different from customers — use a channel for sales outlets like a farmers market or a retail counter where you don't track individual buyers. See Managing Customers (https://peasyos.com/help/managing-customers#channels-vs-customers).
- Shopify POS sales come in through the Shopify integration automatically — you don't need to enter them as channel sales.
- If you accidentally entered the same order in both Shopify and Peasy, look for a duplicate sales order in Sell > Sales Orders and cancel one before fulfilling. On a store with updated order handling the Shopify order has no Peasy sales order, so cancel the one you entered by hand and let the Shopify order stand — see Shopify Orders on Updated Stores (https://peasyos.com/help/shopify-sync-and-webhooks#shopify-orders-on-updated-stores).

Related

- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders) — Enter wholesale orders directly
- Using the Inbox (https://peasyos.com/help/using-the-inbox) — Forward order emails to Peasy
- Storefront (https://peasyos.com/help/storefront) — Let wholesale customers place their own orders
- Peasy and Shopify (https://peasyos.com/help/peasy-and-shopify) — How the Shopify sync works
- Managing Customers (https://peasyos.com/help/managing-customers) — Channels vs. customers

---

# Saving Views for Orders and Invoices

Category: Sell
URL: https://peasyos.com/help/saving-views-for-orders-and-invoices
Keywords: saved views, save view, custom view, sales order view, invoice view, order filters, invoice filters, table columns, column preferences, saved filters, favorite filters, close view, update view, rename view, unfulfilled demand, billing status, uninvoiced, partially invoiced, invoiced

Saving Views for Orders and Invoices

Saved views let you keep a filtered table setup you use often on Sell > Sales Orders or Sell > Invoices. A saved view remembers the filters you choose from the Filter button and your table column preferences, so you can return to that setup from the top of the page.

How to Get There

Go to Sell > Sales Orders or Sell > Invoices in the sidebar.

Create a Saved View

1. Click Filter.
2. Choose the filters you want for the table.
3. Adjust the table columns if you want the view to remember a different column setup.
4. Click Save View.
5. Enter a View name.
6. Optional: choose an icon for the view.
7. Click Save.

After you save it, the view appears as a chip in the breadcrumb bar after the built-in quick filters like All, Overdue, or Coming Due.

Use a Saved View

Click the saved view chip to apply it. Peasy updates the table filters and column setup to match that view.

To leave the saved view, click All or open the saved view's menu and choose Close view. Choosing a built-in quick filter also clears the active saved view, so only one view is active at a time.

Update or Manage a Saved View

When you change filters or columns while a saved view is active, Save View becomes a dropdown.

Use that dropdown to:

- Update this view - Replace the saved view with your current filters and columns
- Save as new view - Keep the existing view and create another one

Use the menu on the active saved view chip to:

- Close view - Return to the default table setup
- Rename - Change the view name
- Update with current filters - Save your current filters and columns back to the view
- Delete - Remove the saved view

Good to Know

- Saved views are available on Sales Orders and Invoices.
- Saved views remember filters from the Filter button and table column preferences.
- Orders show a Fulfillment status, so you can save views like "Unfulfilled."
- On Sales Orders, use the Invoice Status filter for invoice lifecycle values (Draft, Issued, Canceled) and Partially invoiced when issued invoices cover only part of the order's quantity. Save that filter as a "Partially invoiced" view when you need to revisit orders with remaining quantity to invoice. See Fulfilling and Shipping Orders (https://peasyos.com/help/fulfilling-and-shipping-orders).
- The built-in quick filters, such as All, New, Overdue, Coming Due, and To Fulfill, stay separate from saved views.
- The table search box is temporary and is not saved as part of a view.

Related

- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders) - Create and manage customer orders
- Managing Invoices (https://peasyos.com/help/managing-invoices) - View, send, and track invoices

---

# Fulfilling and Shipping Orders

Category: Sell
URL: https://peasyos.com/help/fulfilling-and-shipping-orders
Keywords: fulfill order, ship order, shipment, shipments, fulfillment, fulfillments, fulfill tab, fulfill button, status chip, confirm order, cancel order, cancel order separately, cancel fulfillments, cancel remaining, canceled remainder, settled outside peasy, quickbooks invoice order, imported invoice fulfillment, nothing left to fulfill, reopen remainder, partial shipment, ship part of an order, ship date, ship from, fulfillment location, change fulfillment location, tracking number, carrier, over ship, ship overage, cancel shipment, correct shipment, correct fulfillment, correct quantities, quantities locked, invoice shipment, per-shipment lot, bundle lot, variety pack lot, fulfill remaining, order detail tabs, schedule shipment, scheduled shipment, future ship date, pending shipment, backorder, backordered, unfulfilled demand, packing slip, print packing slip, fulfillment packing slip

Fulfilling and Shipping Orders

Fulfilling an order in Peasy means recording a shipment (https://peasyos.com/help/shipment) — what physically left your warehouse. The shipment is what deducts inventory, and it's dated by the day the goods shipped, so your stock counts stay accurate. You can ship a whole order at once or in pieces over time.

How to Get There

Open the order, then go to its Fulfill tab. You can open an order from a few places — they all land on the same order detail:

- Sell > Sales Orders — click an order.
- Sell > Invoices — click an invoice to open its order (focused on the Invoice tab).
- A customer's page — open one of their orders.

The order detail is organized into three tabs that follow the order's lifecycle left to right — Order, Fulfill, and Invoice. On a wide screen the three sit side by side and you click one to focus it; on a narrow screen they stack as sections you expand and collapse. Fulfillment lives in the Fulfill tab. Each shipment you record shows there as a numbered fulfillment — Fulfillment 1, Fulfillment 2, and so on. Before you've recorded any, the tab reads Not fulfilled yet — or Nothing left to fulfill if you cancelled the remaining units instead of shipping them (see Cancelling What You Won't Ship (https://peasyos.com/help/fulfilling-and-shipping-orders#cancelling-what-you-wont-ship)).

The Fast Way: The Status Chip

Every order's Status chip is clickable, and the same menu appears wherever you see it — the Sell > Sales Orders list, the slide-out order panel, and the order detail. Click it and choose the action that fits the order's state:

- Fulfill remaining — Opens Fulfill order with everything that hasn't shipped yet filled in. Review or change the quantities, lots, Ship from, Ship date, carrier, and tracking number, then click Fulfill. Peasy creates one shipment, and fulfillment changes to Fulfilled when every item has shipped.
- Confirm order — Moves a draft order to open (committed) so it's ready to fulfill.
- Cancel fulfillments — Reverses _every_ shipment on the order at once (returning the stock to inventory) but leaves the order open, so it reads Unfulfilled again. Use this to start the fulfillment over. It only appears when the order actually has a fulfillment to reverse — including one that's still scheduled (https://peasyos.com/help/fulfilling-and-shipping-orders#scheduling-a-shipment-for-a-future-date) for a future date. An order that reads Fulfilled only because you cancelled its remaining units has nothing to reverse, so the action isn't offered.
- Cancel order / Reactivate order — Changes only the order's lifecycle or brings a cancelled order back. Canceling an order leaves its invoices and fulfillments unchanged; cancel those records separately if needed.

There is no "Fulfilled" status to set by hand — fulfillment is always derived from the shipments you record.

Shipping from the Fulfill Tab

For partial shipments or more control over what ships, go to the Fulfill tab and click + Fulfill (when the order hasn't shipped yet, the same button sits in the centered Not fulfilled yet box; it's disabled once there's nothing left to ship). It opens the Fulfill order window:

1. Set the shipment details — Ship from defaults to the order's location and can be changed for this fulfillment. Ship date (defaults to today), Carrier, and Tracking number are also editable. Set the ship date to a future day to schedule the shipment for later (see Scheduling a Shipment for a Future Date (https://peasyos.com/help/fulfilling-and-shipping-orders#scheduling-a-shipment-for-a-future-date)).
2. Choose what ships — Under Items to ship, each line shows how much is left (for example, "8 of 10 remaining"). Each line defaults to its remaining quantity; type a different number to ship less.
3. Pick the lot per line — If an item is lot-tracked (https://peasyos.com/help/lot), use the lot picker on the line to choose which batch is in this shipment. It defaults to the lot planned on the order line, but you can override it for this shipment.
4. Ship it — Click Ship N units. Peasy creates the shipment, deducts inventory on the ship date, and adds it to the shipment list below. (If you set a future ship date, the button instead reads Schedule N units and the deduction waits until that date — see below.)

Anything you didn't ship stays open on the order, so you can come back and add another shipment for the rest later.

Printing a Packing Slip

Each fulfillment has its own packing slip. In the Fulfill tab, find the fulfillment you want and click its Print packing slip button. The slip shows what was packed in that fulfillment, including quantities, lots, ship date, carrier, and tracking number.

You can also use the printer menu in the Order header. Before the order has any fulfillments, Packing Slip prints one full-order pick list with blank packed, lot, and ship-date fields. After fulfillment starts, Packing Slips combines one fulfillment-specific slip for each active fulfillment and adds a final Not yet shipped page for any quantities that still remain. Cancelled fulfillments are not included, and a fully fulfilled order has no remainder page.

To print packing slips for several orders at once, select the orders on Sell > Sales Orders, open Print in the floating toolbar, and choose Packing Slips. The resulting PDF keeps each selected order's fulfillment and remainder pages together.

Configured Bill of Lading and Pallet Label templates follow the same rule in the Order printer: one full-order document before fulfillment, then one document per active fulfillment. Their menu labels are plural when more than one document will be created.

Scheduling a Shipment for a Future Date

Going out on a future date? Set the Ship date ahead when you fulfill, and Peasy _schedules_ the shipment instead of shipping it right away:

- The button reads Schedule instead of Ship, with a note that the shipment stays scheduled until that date.
- The shipment is created immediately but shows as Scheduled — its stock stays reserved and isn't deducted from on-hand until the ship date arrives, when it becomes a normal shipped shipment automatically (no extra step).
- On the Sell > Sales Orders list, an order whose only fulfillment is still in the future shows Scheduled, so you can see at a glance it's arranged but hasn't shipped. It still counts as unfulfilled until the goods actually move.
- A scheduled shipment is a real fulfillment, so the Status chip offers Cancel fulfillments for it — use that to call off a shipment you arranged but no longer want to send.

Future shipment units stay in pending inventory. Any remaining quantity that is not on a future shipment shows separately as Unfulfilled. (Other systems call unshipped order demand a _backorder_; Peasy shows it as Unfulfilled.)

This works the same way a future-dated receive does — the movement is recorded now but only counts on its effective date.

Shipping More Than Was Ordered

Sometimes you need to ship more than the order called for — replacements, samples, or an extra case as a courtesy. Enter a quantity higher than what remains and the line flags the overage inline, showing how many units are over the remaining amount. You don't have to confirm anything extra — go ahead and ship, and the extra units are deducted from inventory like any other shipment.

Editing, Correcting, or Cancelling a Fulfillment

Each fulfillment in the Fulfill tab can be edited after it's created. You can change these in place:

- Ship date and Delivery date
- Ship from location
- Tracking number and Carrier
- The lot on each line — pick a different batch from the line's lot selector if you shipped the right amount from the wrong lot
- The shipped quantity on each line — edit the quantity directly. Enter 0 to remove a line from that fulfillment.

Changes to Fulfillment status, Ship from, Ship date, Delivery date, Tracking, and Carrier save automatically and briefly show Saving... / Saved in the Fulfill header. Quantity and lot corrections remain under Review changes so you can review related invoice effects before saving.

Changing Ship from moves the fulfillment's inventory attribution from the old location to the new active location; it does not change the sales order or its lines. Peasy asks for confirmation only when the fulfillment has already taken effect — Shipped or Delivered with a ship date of today or earlier. Draft, packed, and future-scheduled fulfillments change without that warning. When you use the composer to add more lines to an existing fulfillment, its saved Ship from is shown but locked; change the fulfillment row separately if you need to move the whole fulfillment.

Changing a shipped quantity updates the staged fulfillment edit. Peasy does not silently rewrite a linked invoice. Click Review changes to compare the fulfillment correction with any suggested invoice change, choose which related records to update, and save them together. If an included invoice already has payments, Review requires an explicit acknowledgement that the new total may leave a credit or balance to reconcile.

To undo one fulfillment, click Cancel on it and confirm Cancel fulfillment (or Keep fulfillment to back out). To reverse the whole order's fulfillment in one step, use Cancel fulfillments on the Status chip (https://peasyos.com/help/fulfilling-and-shipping-orders#the-fast-way-the-status-chip), which appears whenever the order has at least one fulfillment. Either way, the units return to inventory.

Cancelling What You Won't Ship

Sometimes the rest of an order is never going out — the customer trimmed it, or you're closing it short. Rather than shipping units you didn't send, use Cancel remaining (in the Fulfill tab's More fulfillment actions menu) to take those units out of active work. Peasy opens Review changes so you can decide what happens to any linked invoice before saving; see Creating Sales Orders (https://peasyos.com/help/creating-sales-orders) for the full Review walkthrough.

Once the whole remainder is cancelled, there's no work left, so the order reads Fulfilled even though nothing shipped:

- The Fulfill tab reads Nothing left to fulfill, and the Fulfill button is disabled with the note Every remaining unit on this order was canceled.
- The Status chip does not offer Cancel fulfillments, because there is no shipment to reverse.
- The cancelled units appear under Canceled remainder, and Reopen puts them back into active work if you change your mind.

Units closed by an imported QuickBooks invoice look similar but are labelled Settled outside Peasy instead, because nobody here cancelled them — see Good to Know (https://peasyos.com/help/fulfilling-and-shipping-orders#good-to-know).

Already invoiced? Quantity corrections stay available, but fulfillment and billing remain separate records. Review offers a corresponding invoice correction when it can identify the linked line; you decide whether to apply it. Paid-invoice changes are never included without acknowledgement.

Invoicing a Shipment

Once a shipment exists, you have two ways to bill for it:

- Invoice one shipment — On the shipment in the Fulfill tab, click Invoice shipment to create an invoice (https://peasyos.com/help/invoice) for exactly what went in that shipment. This is the natural fit when you ship and bill in pieces. After it's invoiced, the shipment shows a View invoice link that opens the invoice.
- Invoice the whole order — Go to the Invoice tab and click Send to bill across the order. See Creating an Invoice (https://peasyos.com/help/creating-an-invoice).

One order can have several invoices — for example, one per shipment. Manage them all on the Sell > Invoices page.

Good to Know

- Inventory moves on the ship date, not the click date. If you record a shipment for goods that left last week, set the ship date to last week and the deduction lands then in your inventory history (https://peasyos.com/help/inventory-history-explained).
- The order is just a promise. Creating a sales order commits stock (it shows as pending) but doesn't deduct anything. Only a shipment deducts inventory. See Understanding Availability (https://peasyos.com/help/understanding-availability).
- Lots live on the shipment. Because each shipment records the lot that actually moved, a single order line can ship from more than one lot across multiple shipments.
- Bundle lots describe the finished pack. For a bundle or variety pack assembled at fulfillment, the line's lot picker records the finished bundle's shipment lot. Peasy deducts the components from their inventory pools but does not assign a separate component lot during that assembly.
- Imported and Shopify orders. Orders that come in already fulfilled (such as shipped Shopify orders) arrive with their shipment already recorded, so their inventory is accounted for automatically. A store Peasy has moved to its updated order handling gets no Peasy sales order or shipment for a Shopify order at all — see Shopify Orders on Updated Stores (https://peasyos.com/help/shopify-sync-and-webhooks#shopify-orders-on-updated-stores).
- Orders from a QuickBooks invoice are different. A QuickBooks invoice is a record of a sale that already completed outside Peasy — nothing was picked or packed here — so Peasy does not invent a shipment for it. The order reads Fulfilled because there is no work left, its Fulfill tab records no fulfillments and reads Nothing left to fulfill, and the Fulfill button is disabled with the note This order was settled outside Peasy, so there is nothing to ship. Those units appear under Settled outside Peasy rather than Canceled remainder. If you do intend to ship the order from Peasy after all, use Reopen on that row to put the units back into active work. See QuickBooks Sync (https://peasyos.com/help/quickbooks-sync).

Related

- Shipment (https://peasyos.com/help/shipment) — What a shipment is and what it tracks
- Fulfillment (https://peasyos.com/help/fulfillment) — The fulfillment concept in Peasy
- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders) — Build the order first
- Creating an Invoice (https://peasyos.com/help/creating-an-invoice) — Bill for a shipment or a whole order
- Understanding Availability (https://peasyos.com/help/understanding-availability) — How orders and shipments affect available stock
- QuickBooks Sync (https://peasyos.com/help/quickbooks-sync) — Importing a QuickBooks invoice, and why its order carries no shipment

---

# Managing Standing Orders

Category: Sell
URL: https://peasyos.com/help/standing-orders
Keywords: standing order, recurring order, repeating order, repeat customer order, weekly order, every two weeks, standing order template, T number, edit schedule, recurring defaults, one off order, pause standing order, resume standing order, cancel standing order, ordering deadline, failed generation, retry generation

Managing Standing Orders

A standing order repeats a customer's products and quantities on selected weekdays. Manage it from Sell > Sales Orders using the same order panel you use for ordinary orders.

Create a Standing Order

1. Open a saved draft or open order with a customer, products, and quantities.
2. In its Order panel, open Order options (the three-dot menu) and select Make this a standing order below Duplicate order. Save any pending order changes first.
3. Set Schedule, On these days, and Start date. Add an End date (optional) if needed.
4. Select Save changes.

Peasy creates a separate standing-order template with a T- number. The original order keeps its dates and always shows a clickable standing-order summary, such as Standing order · every 1 week, that opens the standing order. If its Target Date (or Order Date when Target Date is blank) falls within the selected schedule, it counts as that date’s order; otherwise it stays separate from the scheduled occurrences. An original outside the schedule keeps ordinary order edits; click the standing-order summary to open and change its standing order. Products must use their selling units; sample lines cannot become recurring defaults.

Start date defaults to the later of today and the order’s Target Date. When Target Date is blank, Peasy uses Order Date instead, or today if neither date is set. You can choose today or a future date; past dates are unavailable. Orders repeat on the selected weekdays on or after Start date; the start itself does not need to be a selected weekday. No orders are scheduled on or after End date. Leave End date blank to repeat indefinitely. A delivery address is optional.

Find Templates and Dated Orders

- In Sales Orders, use the Status filter's Standing orders option. Templates have a Standing badge, schedule summary, and Next scheduled date under Target Date.
- On the Customers table, select the repeat icon and count to open that customer's standing-order list.
- Open a template number to edit recurring defaults. Open a dated order to work on that occurrence. Dated orders link back to their standing order.

Each schedule stays independent, even when another schedule or ordinary order has the same customer and date. Templates cannot be fulfilled or invoiced; use their generated dated orders for those actions.

Change Quantities or the Schedule

1. Open the template and edit its products or quantities.
2. After making edits, use the date picker beside Save to choose an effective date. It defaults to the earliest permitted date after the latest generated order; earlier dates are unavailable.
3. Select Save.

A recurring change creates a separately numbered replacement standing order. The original stops on the effective date, and both remain accessible. Recurring edits apply only to orders that have not been created yet. Existing orders, invoices, and fulfillments stay unchanged, including cancelled orders. Edit an existing dated order directly when it needs a change.

Changes saved on an existing dated order apply only to that order. Recurring products and quantities stay unchanged. Click its standing-order summary to open the standing order and change those defaults. On the standing order, click the Schedule value to change weekdays or repeat interval. It shows the selected days with the repeat frequency underneath.

To skip a dated order, cancel it using the normal order controls. The cancelled date stays skipped when the standing order is edited; other dates continue as scheduled.

Pause, Resume, or End

1. Open the standing order and click its Schedule value.
2. Open the status dropdown beside Repeat every and choose Paused, Enabled, or Disabled.
3. Set the dates and select Save changes.

Paused lets you set Pause from and an optional Resume on date. Leave Resume on blank to pause indefinitely. Choose Paused again to edit a saved pause. Enabled resumes generation or cancels a scheduled pause. Disabled sets End from; once the standing order ends, create a new one to restart.

Dates default to the earliest permitted date after the latest generated order. Earlier dates are unavailable. These actions affect only orders that have not been created yet. Existing orders, invoices, fulfillments, and cancellations stay unchanged; edit dated orders directly when needed. One current or scheduled pause period is supported.

Set Customer Deadlines

Go to Configure > Storefront > Standing Order Deadlines. Under Customer deadline, open Disabled and choose Enable. Set Days before fulfillment and Cutoff time, then select Save deadline.

Peasy uses your browser’s timezone automatically. The current local time and timezone abbreviation appear beneath Cutoff time for reference.

With the deadline enabled, 0 days means the same-day cutoff. Choose Disable from Enabled to immediately remove the ordering cutoff. Customers must make changes before the cutoff; staff can edit afterward. Recurring changes still begin after the latest generated order.

Resolve Generation Problems

Use Status > Standing order · Needs attention, then open the template to read the problem. Correct the indicated product, pricing, or delivery setup and select Retry generation. You can also select retryable template rows and use the bulk Retry generation action.

Retry queues work for the next hourly run; it does not immediately create an order. If generation is already running, refresh after it finishes. A missed deadline requires staff review and cannot be bypassed with Retry. Changes to existing dated orders must be handled on those orders directly.

Good to Know

- One schedule uses the same quantities on every selected weekday. Use separate standing orders for different quantities, repeat intervals, or pauses.
- Peasy creates dated orders automatically in hourly runs for eligible dates within the next seven days, extending that window when notice deadlines require it. Future dates shown on a schedule do not mean all those orders already exist.
- Generated orders use current customer pricing. Creation does not automatically create invoices, payments, or fulfillments.
- Generated orders use the usual SO- numbering, with the customer’s initials, the dated order’s Order Date, and a counter to keep numbers unique.
- One-date editing is available for orders that already exist. Creating an arbitrary future occurrence just to edit it is not available yet.

Related

- Creating Sales Orders (https://peasyos.com/help/creating-sales-orders)
- Repeating Orders in a Storefront (https://peasyos.com/help/storefront-repeating-orders)
- Fulfilling and Shipping Orders (https://peasyos.com/help/fulfilling-and-shipping-orders)

---

# Repeating Orders in a Storefront

Category: Sell
URL: https://peasyos.com/help/storefront-repeating-orders
Keywords: storefront standing order, repeating order, recurring order, customer portal, repeat this order, create repeating order, save repeating order, edit schedule, weekly delivery, pause my order, resume my order, end repeating order, order history, download order PDF, ordering cutoff

Repeating Orders in a Storefront

Create and manage repeating orders in the seller's storefront cart. Use the storefront's Orders tab to find saved standing orders and view dated orders.

Create a Repeating Order

1. Sign in to the seller's storefront and add products to your cart.
2. Open the cart, open the dropdown beside Review & Submit Order, and select Repeat this order. This option appears only for existing customers of the storefront.
3. Select Edit schedule above the item total in the cart footer.
4. Set Schedule, On these days, and Start date. Add an End date (optional) if needed.
5. Select Done to return to the cart.
6. Select Create repeating order. Complete your business profile or delivery address if prompted.

Done only closes the schedule dialog. Items and schedule changes stay unsaved until you select Create repeating order. Successful creation clears the cart you used for the order.

Peasy uses your browser’s timezone automatically.

Orders repeat on the selected weekdays on or after Start date. No orders are scheduled on or after End date; leave it blank to repeat indefinitely.

The target date is when the order is intended to be shipped, collected, or delivered. Schedule supports repeating every one to 52 weeks. All weekdays selected in one schedule use the same products and quantities. Create separate repeating orders when Monday and Wednesday need different quantities, repeat intervals, or pauses.

Edit a Saved Repeating Order

1. Open Orders, then find Standing orders.
2. Select its order number to open it in the cart.
3. Edit quantities, remove products, or change the note. Use Edit schedule for dates, weekdays, or cadence.
4. Choose Changes effective beginning for recurring changes.
5. Select Save repeating order.

Product, quantity, note, or cadence changes create a separate replacement standing order from the effective date. The previous one ends on that date and remains visible. The effective date defaults to the earliest permitted date after the latest generated order, also respecting the seller’s ordering deadline. Earlier dates are unavailable. Recurring edits leave all existing dated orders unchanged; contact the seller to change one of those orders.

Opening a saved standing order keeps your ordinary shopping cart separate. Closing the cart discards unsaved repeating-order edits. Use Preview order PDF to review before saving; opening or closing the preview does not save changes. On phones, the preview shows an order summary.

Pause, Resume, or End

1. Open the standing order and select Edit schedule.
2. Use the status dropdown beside Repeat every to choose Paused, Enabled, or Disabled, then set its date.
3. Select Done, then Save repeating order.

Paused lets you set Pause from and an optional Resume on date. Leave Resume on blank to pause indefinitely, or choose Paused again to edit a saved pause. Enabled resumes generation or cancels a scheduled pause. Disabled sets End from; once the standing order ends, create a new repeating order to restart.

Dates default to the earliest permitted date after the latest generated order, also respecting the seller's ordering deadline. Earlier dates are unavailable. Existing dated orders stay unchanged; contact the seller to change one of those orders. One current or scheduled pause period is supported.

Deadlines and Pricing

The seller controls ordering deadlines. Schedule date fields allow only permitted dates, and saving checks the deadline again. Choose a permitted future date or contact the seller if a cutoff prevents your change.

New orders and changes to recurring products must meet the seller's product availability, minimum quantities, and minimum order amount. Pausing or ending without other edits remains available when products are unavailable, subject to deadlines. Resuming checks the ordering rules again.

Prices follow your current customer pricing; future dated orders use the prices in effect when they are created. A repeating order does not lock today's prices for every future date.

View Dated Orders

Under Orders > Order history, select an order number to preview it and use Download PDF. Phones show an item summary with the same download option. This view includes dated orders already created for upcoming dates as well as past orders; it does not edit individual dated orders. Contact the seller for a one-date change.

If Orders shows an access message, sign in using the email the seller knows for your customer account. Ask the seller to confirm your customer access if the message remains after sign-in. The Orders tab stays visible even when you do not yet have access or order history.

Related

- Storefront (https://peasyos.com/help/storefront)
- Managing Standing Orders (https://peasyos.com/help/standing-orders) — Instructions for seller staff

---