BoxHero Terminology Guide
These key terms help you better understand how to manage your inventory with BoxHero's unique features and functions.
A
Adjust Stock
The Adjust Stock function allows users to modify record inventory level adjustments to account for losses, damages, returns, and correct any discrepancies between system count and actual inventory. Using the Adjust Stock function will overwrite the previous item quantity.
Admin
An Admin in BoxHero has full access to manage the team's inventory, members, billing, and settings. The initial team creator is assigned as the Admin, but additional Admins can be designated with custom permissions.
Attributes
Attributes are customizable fields that provide additional information about items, such as brand, size, or color. These can be added via the Data Center and support various data types including text, number, date, and barcode.
B
Barcode
A Barcode is a machine-readable code made up of lines or shapes that represent item data. In BoxHero, barcodes make it easy to identify items quickly and accurately. They’re commonly used for scanning during Stock In, Stock Out, and other inventory tasks like inventory counting.
Add via Excel
The Add via Excel feature allows users to import data in mass using an Excel file. Multiple items, bundles, locations, attributes, and partners can be uploaded at once instead of adding them one by one. This is particularly useful for initializing inventory or making large-scale updates.
Bundles
Bundles enable users to group multiple items into a single package, ideal for promotions like "Buy One Get One" deals or product kits. Once created, bundles can be used in the Purchases & Sales menu to track grouped items that are sold to customers or purchased from suppliers.
C
Customers
In BoxHero, a Customer is a type of Partner who receives the items from your inventory. Customers are associated with a Stock Out transaction and can be used to track sales orders in the Purchases & Sales menu.
Custom Template
Custom Templates allow users to design and print barcode labels tailored to specific dimensions and layouts, including width, height, the number of columns and rows, as well as the margins. These fully customizabel label templates ensure compatibility with various label sheets and printers.
D
Dashboard
The Dashboard provides a visual summary of inventory metrics, including total stock levels and recent Stock In / Stock Out transactions, offering a quick overview of a team's inventory status.
Data Center
The Data Center is the central hub for managing items, attributes, locations, and partners. It facilitates the organization and customization of your inventory data.
Delivered (Sales)
The Delivered status indicates that all items in a sales order have been shipped to the customer, completing the transaction.
Discounts
Discounts in BoxHero can be applied as either a percentage or a fixed amount, allowing flexibility in pricing strategies during sales transactions. Users can specify the discount and the discount type by going to Settings > Orders > Discount.
Discount Type
Discount Type refers to the type of discounts BoxHero supports: Percentage Discounts (%), which reduce the price by a certain percentage, and Fixed Amount Discounts, which subtract a specific monetary value from the price.
Draft (Purchases/Sales)
A Draft status signifies that a purchase or sales order has been created but not yet finalized or sent, allowing for further edits before confirmation.
E
Exclusive (Tax)
Exclusive tax means that the tax amount is added on top of the item's listed price during purchase and sales transactions.
Export to Excel
The Export to Excel function enables users to download inventory data into an Excel file for reporting, analysis, or backup purposes. Various team data, like item data, transaction history, and reports, can be exported to Excel.
F
Fixed Amount Discount
A Fixed Amount Discount, also known as a Fixed Discount, reduces the item's price by a specific monetary value (e.g., $50 off an item).
A Fixed Amount Discount reduces the item's price by a specific monetary value, offering straightforward savings to customers.
I
Import from Excel
Import from Excel allows users to upload inventory transactions from an Excel file into their BoxHero team. The Excel file prompts a column for barcode number and a column for the quantity (for stock in/out/move/adjust inventory transactions).
Inclusive (Tax)
Inclusive tax indicates that the item's listed price already includes the tax amount during purchase and sales transactions.
Inventory
Inventory encompasses all goods and materials held by a business for sale or production. In BoxHero, inventory management involves tracking these items across various transactions and locations.
Inventory Count
Inventory Count is the process of physically verifying the quantities of items in stock to ensure accuracy between actual stock and system records. In BoxHero, users can conduct a count with their team for all items or selecte (partial) items using Task Sheets.
Inventory Link
Inventory Link allows users to share real-time inventory data with external parties and stakeholders through a secure, customizable link for enhanced transparency and collaboration.
Inventory Management
Inventory Management refers to the systematic approach of ordering, storing, tracking, and controlling inventory to meet business objectives. It encompasses the full range of activities and processes used to maintain optimal inventory levels, ensure accuracy, and streamline operations.
Inventory Reports
BoxHero's Inventory Reports feature enables users to generate custom reports and track key performance indicators (KPIs) such as sales performance, inventory turnover, and profit margins. Users can utilize predefined formulas or create personalized calculations via autocomplete variables and gain insights into their business operations.
In Transit (Purchases/Sales)
The In Transit status indicates that items have been shipped but not yet received (Purchases) or have been prepared for delivery but not yet delivered (Sales).
Items
An Item is any product or material tracked within BoxHero's inventory system, identified by unique attributes such as SKU, barcode, and name. Users can add individual items or upload an Excel file for bulk additions.
Item List
The Item List displays all registered items, allowing users to view, search, and manage inventory in their team. Items can be sorted in alphabetic order or from low to high/high to low) and filtered, and grouped by various categories like location, safety stock, or other custom attributes for better organization/structure.
L
Label Design
Label Design enables users to create customized barcode labels, adjusting elements like size, layout, and included information to suit specific needs.
Label Sheet
A Label Sheet refers to a pre-formatted sheet containing multiple labels, compatible with various printers. They are used for printing barcode labels in bulk.
Low Stock Alerts
Low Stock Alerts notify users when inventory levels fall below a predefined threshold known as Safety Stock. They help prevent stockouts and maintain optimal stock levels ahead of inventory depletion. This features requires the BoxHero app to be installed and sends alerts to a user’s phone.
M
Members
Members are individuals invited to collaborate within a BoxHero team, each assigned specific roles and permissions to manage inventory collectively. Members can be invited via email or via link sharing.
Memo Field
The Memo Field is a space where users can add notes, hashtags, and attachments to items, transactions, and orders in BoxHero. It is helpful for tracking specific details, categorizing with hashtags, and uploading files like invoices or receipts.\
Move Stock
The Move Stock function records the transfer of items between different locations or warehouses within the same team to ensure accurate inventory tracking.
O
Order Number
An Order Number is a unique identifier assigned to each purchase or sales order, aiding in tracking and referencing specific transactions. Also known as an invoice number, it can either be customized or randomly generated (sequentially) in the Purchases & Sales function.
P
Partners
Partners encompass both suppliers and customers associated with your inventory transactions. Their contact details are managed within the Data Center.
Partial (Purchases/Sales)
The Partial status indicates that only a portion of the items in a purchase or sales order has been received or delivered, respectively.
Past Quantity
Past Quantity allows users to view the inventory levels of items at a specific point in time for historical analysis and reporting. It reflects the quantity of items in a team at the end of the day on a specific date.
Percentage Discount
A Percentage Discount reduces the item's price by a certain percentage, offering flexible pricing options during promotions or sales (e.g., 10% off an item).
Print Barcode
Print Barcode is a function on BoxHero that allows users to create label designs and print barcode labels to more efficiently and accurately manage inventory. Users can customize barcode designs and select the relevant items, and print the barcodes using any printer and paper.
Purchases & Sales
The Purchase & Sales menu helps manage the full inventory workflow, from creating purchase and sales orders to tracking delivery and receipt. On desktop, this feature supports order status tracking, bundled items, tax and discount settings, and more. On mobile, users can view orders created on desktop but must log in via desktop to be able to add new orders or edit existing ones.
Purchases
Purchases is a tab within the Purchases & Sales menu used to create and manage purchase orders (POs). Orders go through statuses like Draft, In Transit, Partial, and Received. Users can filter by date, order number or other attributes, edit columns, as well as apply taxes and discounts.
R
Received (Purchases)
Received is one of the statuses used in tracking a purchase order through BoxHero. It refers to when you have received all items from the purchase order.
Reports
Reports is one of the main tabs on BoxHero’s menu bar that encompasses a summary of all transactions, a visual dashboard of inventory, and an analytics feature for relevant formulas. All Admins of a team receive Weekly Reports via email.
Returns
Returns let you record items sent back by customers in the Purchase & Sales function. Once you add a return to a sales order, BoxHero will automatically calculate the refund based on the return quantity.
S
Safety Stock
Safety Stock is the minimum quantity of an item you want to keep to avoid running out of inventory. You can set up a safety stock attribute in Other Features > Low Stock Alert to get notified when your stock is low.
Sales
Sales is a sub-function within the Purchases & Sales menu in BoxHero, and can be used to create and track the status of a sales order (SO), which includes Draft, In Transit, Partial, and Delivered. Similar to the Purchases function, users can filter sales orders by date, status, or even hashtags used in memos.
Sales Analysis
Sales Analysis is a sub-function within the Purchases & Sales menu in BoxHero, and can be used to analyze sales data. It encompasses profit analysis, including metrics like average sales price, sales amount, net profit, and profit rate. Sales Analysis can also be used to check purchase & sales metrics, including sales quantity and sales amount.
Stock In
Stock In is a function used in BoxHero to record a change in inventory quantity. It records inbound stocks from suppliers, thereby increasing item quantity stored in a particular team. The Stock In function can be performed by selecting items, scanning barcodes, or importing data from Excel.
Stock Out
Stock Out is a function used in BoxHero to record outbound stocks. It is the opposite of the Stock In feature, which means the quantity of a particular item is decreased in a user’s team to reflect the inventory moving out to customers.
Summary
BoxHero’s Summary is a sub-function within Reports that enables users to check the total incoming and outgoing volumes of inventory at a glance. It shows an overview of all inventory transactions during a specified period.
Suppliers
In BoxHero, a Supplier is a Partner who provides items that you include in your inventory. A supplier is associated with a Stock In transaction and can be used to track purchase orders in the Purchase & Sales menu.
T
Task Sheet
Task Sheets are used for inventory counts in BoxHero. Appointees can enter stock quantities manually or scan barcodes. Only the team admin or the assigned appointee can edit a Task Sheet. If an item is added to multiple sheets, BoxHero will automatically sum the quantities when the count is finalized.
Taxes
In BoxHero, Tax refers to any of the relevant taxes to be included in a sales order or purchase order including, but not limited to sales tax and value-added tax (VAT). Users can specify the tax type and the tax rate, and whether it is inclusive or exclusive by going to Purchases & Sales > Tax & Discounts > Add Tax.
Team
A Team is a shared virtual workspace in BoxHero where you can register items, invite members, and manage inventory together.
Thermal Label
A Thermal Label is a type of adhesive label that is printed using a thermal printer, and is created by applying heat to the paper that changes color when heated. When choosing a thermal label to print barcodes on BoxHero, users can specify the width and height in mm.
Transactions
Transactions refers to any of the functions used in BoxHero to record a change in inventory quantity (i.e. Stock In / Stock Out / Adjust / Move). It is also used to refer to the history of all transactions made for a particular team in the menu bar, which users can access for past activities. Transactions can be filtered by item, date, transaction type, and more.
V
Variants
Item Variants let you manage items with different options, like size or color, under one item. Instead of adding each variation separately, you can create them all at once by going to Item list > Add Item > Add Item Variants.
Viewer
A Viewer is one of the main authorization levels for individuals who can view and access the data in BoxHero, but cannot modify anything.
User Guide
For a more comprehensive overview of BoxHero, please refer to our User Guide.
