Inventory management in Topkey

[0:00] A bit about of a quick agenda here before we get into everything. Of course, we'll talk a little bit about Topkey, who we are, where we fit into the picture, but specifically what the inventory management system looks like. Why did we build this tool? How does it fit into the property management industry. industry. Three and four here will go into the actual inventory tool itself. So, I'll jump into just a demo environment on the Topkey side, show you some data, and how to actually interact with it, and of course open up for Q&A. So, as you start to think about things throughout the course of this presentation, feel [0:37] course of this presentation, feel free to drop any sort of feedback, questions, comments, anything there into the webinar Q&A section there. You should have a separate Q&A tool here in the webinar feed. If not, you can throw it into the little chat. We'll get to that towards the end. We want to bake in time, make sure all of your feedback is heard. is heard. Okay? Really, the intention here is to make sure that by the end of the session, you'll be able to come away with something that allows you to see that there's a a real need in this area, and some ways that you can look to solve that. that. So, a bit about typical inventory [1:09] So, a bit about typical inventory processes, you know, thinking about how they may exist today, how it's always been done within your organization. And this may apply to some of you. maybe not. Maybe you are utilizing a tool today that tracks inventory. Maybe you don't have a system at all, or if it's very scattered amongst other toolings. And you can think about it in couple different steps here in terms of throughout the month, what's actually happening to that physical inventory. Well, you have a number of employees, they're moving inventory and different supplies between warehouses. Maybe there's some sort of rudimentary [1:41] Maybe there's some sort of rudimentary tracking tool. Again, this could be a software, it could be physical or in a spreadsheet. Whether or not that happens, of course, could result in some downstream effects, but really what that leads to is the visibility game. What we're finding is that any sort of unrecorded inventory unrecorded inventory that's not moved or tracked in any any given way doesn't allow you to measure it. So, stock levels are immediately off. Could lead to other things like purchasing areas. You may overweight in certain items. You may underweight in certain items. and that could cause some disruptions to [2:12] that could cause some disruptions to your business. and then finally, of course, as we all know at the end of the month, we want to make sure that critical owner billables are being taken care of. Anything that's responsible to be shipped out as a billable item to an owner needs to hit that statement. Of course, that's going to impact profit margins. profit margins. So, when you think about it, every item itself is going to be a decision. What happens to that item? Where is it physically? Who's responsible for this purchase? You got to ask yourself who's covering it. Is this an expense for the business? Is it a billable item we need to log in some way? Is there some sort [2:44] to log in some way? Is there some sort of separation there? How do we avoid this cash leakage problem that permeates the industry? If it's for a specific home, is this a item that needs to be attributed to that home because we're billing it? >> [snorts] >> [snorts] >> Or is it an asset we want to track at the property to make sure we know how much we have on hand. That's a whole separate area you'd want to make sure you have a grip on. And then finally, on [3:07] you have a grip on. And then finally, on the actual categorization side, with those items, how are we mapping them to the proper accounting reference, right? Are we capturing the cost of goods sold accurately? Are we getting this onto your P&L? Things you should be thinking about if you're not already. And we find that operators who run up to 200 units are potentially losing up to $100,000 in lost revenue lost revenue due to lack of visibility. If you don't have visibility there, you can't measure it if you're not tracking it. [3:40] As some of you may know, the Topkey story where we exist, we highly notice that the finance world, especially in the short-term rental world, is extremely complex. And how this sorts into inventory is that that you know, again, it all ties down to the statements. You really have a couple different customers you're serving, not only the guests at these homes, but also the people who own those homes, right? So, you really have a couple different downstream customers to make sure that you're taking care of. And the financial statement based around the owner's [4:13] statement based around the owner's statement that you finalize every month is extremely is extremely crucial that that's accurate. Now, Now, as you know, fragmented systems always built for their own purposes. They don't always play nice. part of those inventory management tools again may exist physically on a spreadsheet. It might not be tracked or it lives inside of a specific inventory tool. tool. Topkey today seeks to bring that in house as part of our core platform. So, the inventory management tool you see here on the left works just like it does with the rest of [4:45] works just like it does with the rest of our platform offerings like expense management, bill pay, and all these native tools, where it works nicely into the ecosystem where we can take all of the existing integrations, different things that we play with today on the maintenance side, whether you're integrated to a task tracking tool already like a Breezeway or directly to your PMS, different accounting systems. this is all built with that in mind. So, the idea is to make it really easy to fit into an existing workflow if it's not a part of it already. Also super proud to note that property [5:18] Also super proud to note that property managers do love Topkey with a 95% customer retention and 96% customer satisfaction rate. This continues to grow as we bring on 50,000 properties, recent milestone that we celebrated just recently based off all of our clients that we work directly with. So, with. So, very proud of those numbers. Now, getting into the actual overview of what we hope to cover today, the inventory training is going to cover three different sections. So, I'm going to initially go through setup and management of the tool. Now, there may be some nuance to your particular process. The intent of this is to make sure that we cover at least some of the primary areas where we can set you up for success from [6:01] where we can set you up for success from day one. Very easy to do so and get things going. things going. Next is the day-to-day operations. Who's actually managing and owning the counting and movement of inventory? How would you achieve that with Topkey? And then finally, again, coming at to those statements, how can we get that information and report upon it? What can we do with that info and how can we get it onto it onto something like an owner statement? So, with that, we're going to go ahead and jump into my environment here and get started on the initial setup. [6:34] and get started on the initial setup. So, once inventory is enabled for your Topkey account, you're going to get a new module here over on the left-hand side titled inventory. And you'll know a number of different subpages within here. So, starting off with the overview, this is meant to be just that, an overview and I a section for you to see all of the activity that's taking place specifically within this module. Now, we're borrowing from some of the other areas inside of Topkey, things like your property references, different things like things like who's actually interacting with these as well as [7:07] well as PMS related items so we can create things like work orders or expenses depending on the terminology your PMS uses uses as we're integrated. But how do you get it set up? Before we go into the details, I'm going to first pull up just our settings page here and go down to the inventory section. So, you'll find it here in this section here out to the right. I go ahead and go through just at a high level here what we can expect and then we'll jump into the actual specifics of what each of these allow you to achieve. Now, at the very bottom here, we would [7:40] Now, at the very bottom here, we would actually start with the importing step for inventory. There is a manual method for us to basically get a baseline to start with. You have your items today, you can go ahead and run a count, whether that's over the course of physical location, make sure that someone catalogs those, and can keep track of those. If you have a spreadsheet, we can actually import that list here and start to bulk import those and assign those on your behalf. If you don't have a spreadsheet for that, that's okay. You can utilize this template here that we've already sort of built. built. At a minimum, really what the spreadsheet needs to define is the actual name of the item. [8:24] actual name of the item. Other columns that will be present inside of that template will will help you. I'll show you here in a moment what the actual stock is keeping track of in terms of what those columns may be. But, But, we're looking at the name as well as a potential SKU number, which we can keep track of as well. It allows us to either create new items in the system, or in the future, if you're utilizing this to manage the stock counts as you're going through and doing routine counts, if you're using a sheet to upload and sort of override things, this can also be a [8:57] of override things, this can also be a methodology for your management team to make sure that items are all accounted for. for. So, with that, I'll go ahead and click on this upload here and grab a file real quick. Go ahead and upload, and what's going to do is analyze the file for me, and I'm going to get a preview here once it's done. it's done. We'll give it a second here to think about it. It's important to note that when we are doing matching here or creating these files files or items from a file, that the name and the SKU have exact matches. We're not going to make educated guesses on that. [9:37] going to make educated guesses on that. If it's going to be particular name of an item, make sure it's an exact match, otherwise we'll treat it as unique. We want to make sure that that's defined for you. Also worth doing a look through there. Making sure those are accurate. Now, once that's come in, you're going to have a column mapping section up here. here. I used the template that we already had, so SKU to SKU, category to category, and so on. There's no change there. But if you use a different file that had a different header system, what you're essentially doing here is taking on the left side left side the [10:10] the Topkey Topkey moniker and then mapping it to how it appears inside of the file because we want to make sure those are aligned. From my file, I have six unique items to create and 84 of them to update for my existing stock. So, you have the additional option here to showcase whether or not you want to throw it into a specific location. We can also specify that in the file if you need to, but I'm going to skip for this. this. So, for this particular one, so I'm going to go ahead and confirm the import. What that'll do is just kind of run in the background and you'll get a [10:42] run in the background and you'll get a success message here up in the top right. And where that takes us is the stock levels. So, before we go into how we'll manage those, I'm actually going to take a trip right back to that settings page and talk a little bit more about the setup real quick. Perfect. Perfect. Now, every item has a category. The intent here is to bucket these in ways that are most beneficial for how you intend to manage them. Out of the box, we're going to give you a number of these. You can see them here marked by different names, different [11:15] marked by different names, different emojis. emojis. This is completely up to how you plan to organize the items and their information. Now, some things may be related specifically to bath or kitchen cleaning. cleaning. How specific you want to be is completely up to how you plan to manage your list of items. Some Some options available to you here is based off how you plan to arrange these in that storefront over on the left-hand side. So, what we can do is essentially take these if I want to put maintenance towards the top, for example, I can arrange the order in which they would lay out. But, I also have the option [11:49] lay out. But, I also have the option down here to create unique categories completely customizable by however I'd want to name them. And then you can pick an emoji if you want to give it a just a a visual there to help you out as well. On the right-hand column, we're going to quickly see how many items are attributed to each of these categories. You can even archive certain ones as others don't have anything. I'm not so concerned with that. I'm going to archive that. And it'll go ahead and pull it off the list for me. I just so it's out of the way there. [12:22] Working your way down, there's going to be a number of other defaults and preferences that you can look to go ahead and implement here. Part of this has to do with the pricing rules themselves. You'll notice this storefront display up here is going to come into play later when I talk about what the purpose of the storefront is and how you utilize it. But, you can think about it as just that in terms of an actual storefront in terms of terms of the process of checking something out or making a purchase, let's say. that's the idea here. And what it does is allow [12:54] the idea here. And what it does is allow us to essentially move inventory in and out in a very unique way. What this does is if you're going to be utilizing physical staff or using staff in a physical warehouse, we can give you a unique storefront display here. Do it allow you to display the list on say a tablet in some sort of visual kiosk on a on an iPad or on a phone that would give you a simple view that allowed the team to make sure things are moving quickly and accurately. Now, our pricing rules are going to be here as well. And they're driven by the [13:26] here as well. And they're driven by the category. But, note that on the top there there is a global default. So, essentially what this means is as you're going through the checkout process, an item's going to have a cost associated with it, but for specific reasons, you may elect to apply markups to those. So, the cost to you is not necessarily going to be the cost to, let's say, an owner. We can set things like a global default. In my example, I've just added a 3% global default, and that will take precedent unless there is an override established. established. It's a couple ways to do it. Now, I [14:00] It's a couple ways to do it. Now, I threw maintenance up to the top here, and I can add a specific override here if I'd like to, or I can leave it alone. You can see I have 5% on linens. Coming down, I can choose specifically at the item level. Now, if my 9-V batteries determine that they get a specific percentage, this is where I can go ahead and do that here, or a flat amount. You know the cost to you, and we can manage that. So, if you want to change that over time, this is where this can be managed. [14:34] Moving on, you're also going to have access to property pricing. So, you can see at the top here that that global default is inherited here by the property level, and we'll go ahead and apply that global 3%. And all owners tied to that property will also inherit that markup unless you do go through that override process. So, you can see down here that I've made the option the option to go ahead and choose my owner here. Tony Stark has inherited this 3%. He owns one property with us. I'm actually going to change him to go to cost. to cost. And you can see that that's broken down now, that his listing that is associated [15:10] now, that his listing that is associated with him is updated to cost. This all matters based off how you want to push that data to your PMS. So, if we're creating, let's say, a work order, and you're going to push that over, we want to make sure that every individual item is meeting the markup or the pricing structure that needs to get onto the statement, right? As long as that's cataloged. Before we leave settings here, I do want to go ahead and mention there's also a storefront order here. This is something that you can do to change how it would appear visually for the checkout process. [15:46] the checkout process. Similar to the category override, but we'll set that up here in a second. The last thing you'll want to check is the actual notifications. This is always something very important across Topkey as a whole. So, obviously, something we'll talk about related to inventory today, but I would also encourage you if you're a Topkey customer to just double-check these notification preferences because preferences because maybe there's something you want to opt in or out of that's important to you or your staff. your staff. you can do that here inside of your settings. And what I'm talking about here specifically is this routing. So, routing is a way for you to opt [16:21] So, routing is a way for you to opt notifications in based off of different modules and actions inside of Topkey. If the route is not present here, you can click on create route, and what it will give you is a list of different notification types that you can target by user role. I've already gone ahead and gone through the process of adding these under the inventory title. inventory title. And there's two different options available to you today. One of those are One of those is the reorder alert, and one of them is property damage. So, my [16:52] one of them is property damage. So, my reorder alert is already turned on, and we can set these at different item thresholds based off of the total count. And we also have property damage. Whenever stock is reported as damaged or lost, lost, show you how you can do that. we can also receive notifications for that as well. So, this one is turned off, so I'm going to actually going to come in here and click enable. And that turns it on for my admins. Perfect. Perfect. Now, the setup is completed here. So, what we'll go ahead and do is walk [17:25] what we'll go ahead and do is walk through each of the stock levels and various pages inside of Inventory that allow us to actually take advantage of how do you track it? How do you keep up with the items and how do you move them move them around. There are some really cool features that have come out over the last couple of months based off of direct user feedback. So, I'm excited to share how some of those fit in as well. well. So, from this stock levels report, you'll be able to see everything based off of that list that we uploaded. at a glance, there's a lot of different columns here. These are going [17:58] different columns here. These are going to actually equate to what's in that initial upload template. So, think about anything you see here as an opportunity for you to sort of manage this from a sheet on upload if you need to as far as keeping track of current state. You have the ability over here under export CSV to similarly extract that data if you need to. need to. Everything's traceable and auditable. That's included as well. You have this updated column here that will tell you the last action that took place on any given item and who was responsible, when, and why. I [18:31] who was responsible, when, and why. I can hover over this here and you can see that the import by myself that took place today just moments ago was the last update that occurred for this particular item. I mentioned that there is a more manual way to add items as well, not necessarily through that sheet upload. You have this add item button over here out to the right and you'll get this pop-out view that'll allow you to customize what that particular item is. We can give it a name. We can choose the emoji itself. emoji itself. From here, choose any of these remaining [19:03] From here, choose any of these remaining optional fields. but I would say that although optional to create an item, still very beneficial to your process if it's any sort of data that we'd want to keep track of or keep up with, particularly things like your unit cost, what you may want to override in terms of the charge price. You can see here on a little note that the fallback price is this charge price when there are no markup rules that would apply. Otherwise, if you have anything set to cost, cost, that will override from this unit cost field. So, we're specifying this upfront, [19:36] upfront, but as we make purchases and actually attribute them to our inventory, we have a way to dynamically update this unit cost to you because that, as we know, may fluctuate up or down depending on the provider or merchant that you make those purchases for. Quick overview of the remaining tabs. The reorder point is going to be an item count where you'd want to go ahead and and be notified of that low stock alert, right? right? At what point do we want to actually initiate a reorder of this particular [20:11] initiate a reorder of this particular item? item? Reorder quantity is how many that we want to make sure that we place an order for, for, make a purchase for, and then finally the par level, which is typically the amount you'd want to keep on hand at any given time. What we're able to do is also list out different purchase links and preferred suppliers. So, if you make the pr- majority of your purchases through a single supplier like an amazon.com or a walmart.com or walmart.com or wherever you get that information, specify this here so that the person who's doing the purchasing has access to [20:45] who's doing the purchasing has access to this information. You can even add links here, even fallback links. Very helpful to have if you have a specific place that you go to place that purchase. This fits in really nicely with Topkey's expense management ecosystem because if we're making a purchase through an e-commerce site, we can very easily pull in that transaction data and tie it directly to this particular item. Lastly, I kind of teased at this earlier, you can track assets at properties themselves, which allows you to keep account on hand of what is physically at a property. Not everything [21:22] physically at a property. Not everything is consumable, right? We want to make sure that we're not only looking at things that are in a physical warehouse, for example, but also what's at a home or what is being depleted in a certain way. Where is it at? And then And then locations as well. From here, there's a couple ways to search through this. So, if I'm just looking at batteries themselves, I can filter that down by searching for it by name. You'll also see some filters over here on categories, locations as well, and then some quick links here based off low [21:54] then some quick links here based off low stock and counts assigned to yourself. What I'm able to see and achieve here is primarily permissions driven. Like everything else in Topkey, we take the security and guardrails very seriously. So, as you set up different users and levels of access inside of the roles and permissions, you can choose which of these tabs they're seeing and what functions they can achieve inside of here. here. You'll note that this is all interactive as well. So, if I made a count here and I went through and saw that these actually were closer to 115 on hand, I can override that and you'll immediately [22:26] can override that and you'll immediately see that the adjustment is shown as having taken place by me. I also have the ability to manually do this here, up or down. Maybe I was off by one. I can add that down here as well. well. And those are tracked in that log. I can interact with the item itself here by pulling up the sidebar, and this is all the same information that was in that creation flow, but this is what's now assigned to the item. So, if I need to make an adjustment, I I can do so here. here. and I can also split them across different [22:58] different regions. regions. If I want to make an adjustment here, is something we can then further report upon under our stock adjustments. So, for example, if I'm actually moving some of these, let's take this down to 60 and move those 16 over here to region B. B. We can just say count correction. This and description remains the same. I have the option to delete items if anything gets added by accident. and that specifically is locked behind a permission. As well, we can go ahead and save those those changes there. [23:37] One thing you'll note here is this count section. So, what we can uniquely do is assign individual items to a particular user to make sure that they're responsible for coming to you with the accurate count of that item. Now, this particular one is already assigned to me, so I can actually come into here and filter these out if I need to. But, in order to create that request, you simply can just click on request count next to the item and it's going to create this pop-out here. here. I'm choosing a teammate from the drop-down. We'll choose see this Topkey [24:11] drop-down. We'll choose see this Topkey user. user. And again, optional here if we want to make sure that this is due by the weekend so that we can start to compile our end of month counts. verify the count, please. And do the request count. Now, you'll notice that this is now assigned to this particular user, so they will be notified of this. They'll be able to filter this out. Now, this one up here for myself is assigned to me, so if the count looks good, I can go ahead and confirm that. We see that it's marked at 114 on hand. we've really [24:46] marked at 114 on hand. we've really gotten this one wrong the past couple of times, so we're changing it a lot. But, maybe I did my walk-through and we're just at 105. I'll just say the count is confirmed. Now, how we can start taking more advantage of bucketing these by where they might physically be is this locations and transits tab. So, in my case, we've created what we call warehouses. So, these are meant to be locations where inventory can be found. This is separate from it being assigned to a property. When we click that tab to track it at a [25:25] When we click that tab to track it at a property level, that's where this property stock tab over here comes into play. So, we're treating it as how many of these given items are actually physically at the home. These are meant to be a physical storehouse, an office, a warehouse, or in the case of this one, Mike's truck. So, a great use case for this is you may have a physical storehouse, but that inventory still moves onto somebody's vehicle somebody's vehicle before it is then distributed out to a home or before it is then consumed. So, a way that we can manage this inside [25:59] So, a way that we can manage this inside of Topkey is you have the ability to create however many physical locations by simply clicking add warehouse, assigning it a name, and then giving it an address. Once it's created there, you have all those other tools to be able to move stock between the different locations on that stock levels page or through any of these successive updates. Also, you can utilize this transfer stock. So, stock. So, if you click on transfer stock, we can now shift these between the original source source source warehouse and then the [26:33] source warehouse and then the destination warehouse. So, if I'm moving some of these batteries from the main supply depot to Mike's truck because he has to go service, you know, a home, we can actually just choose that. choose that. He's taking 15 of these cuz he's going to hit a couple of homes just to make sure all the remotes have batteries. We'll complete the transfer. Now, I can very easily see through that transfer process what's being moved, where it is, where it is now physically, so that once those do get expended later on, we'll be able to make sure that we have an accurate count on hand. [27:09] Another update for this to take advantage of how we're bucketing items is going to be through our templating system. system. So there's two different ways to set this up and that's through item templates and it's also through house templates. So they can stack on top of each other in the sense that the individual unit, an item, can have a count. We can create an item template that is comprised of multiple items. So essentially to set this up, we can choose what we're doing here and click on item. on item. You can give it a name. In my case, I've [27:43] You can give it a name. In my case, I've gone ahead and already created a king bed template. bed template. you can see that out to the right or left, rather. left, rather. We'll just say king bed. Let's give this an emoji. And then you can choose from within your list of items what's actually going to be included inside of that. Oh. Oh. Once you've done that, it'll live over here on the left-hand side. This is what it'll look like once you're done. In my king bed refresh, essentially what I'm saying is I need a sheet set, I need [28:16] I'm saying is I need a sheet set, I need some pillow cases. Maybe there's other items items included with that. Once the item templates exist, you also have the ability then to create house templates, which are comprised of item templates. So these stack on top of each other. each other. the purpose of going through all of this setup is really to make sure that the right items are attributed to where they are physically, how many they have, as well as how are we actually going to move these. So in the case of this king bed refresh or the case of this welcome basket, these are going to be moving inventory fairly [28:49] going to be moving inventory fairly frequently. frequently. And the two different ways that we would navigate actually navigate actually depleting inventory on hand or moving it around would be through the storefront itself. What the storefront is is essentially a checkout process that we've created that allows you to put items into say a shopping cart in the sense of you're not necessarily purchasing it, that purchase that you physically have it, but the idea is to essentially check it out of where it exists today. So, what I'm able to do is sort an item, [29:27] So, what I'm able to do is sort an item, create a cart here. If I'm moving to a property, I can choose a property, choose where I'm headed. In my case, I'm going to go to Bob's Bungalow. Bob's Bungalow. Then I have the option to start adding items, taking trash bags, taking all-purpose cleaner, right? maybe I have a template I need to go do the king bed refresh. bed refresh. And what you'll notice is it's starting to populate this checkout with all of the items themselves in a very clear way to say to say what am I actually grabbing and where am I heading, right? I'm moving to this [29:59] am I heading, right? I'm moving to this particular home. Now, we can add multiple layers of properties here if we're doing this all through a single checkout. You can think of myself as I'm going down to this warehouse and this is what I'm grabbing off the shelf. It's coming with me. I added this here under damage waiver because what I wanted to show was that with our RevHub module, which is separate from what we're covering today, where it covers our revenue reconciliation and owner statements, this ties in very nicely with our [30:31] this ties in very nicely with our ability to capture items that are covered through a damage waiver. It's a binary yes or no. This is something that we can tie into that. So, just wanted want that there as well. well. If this particular checkout process involves an external expense, maybe this is a work order. You could think about this as a clean. A great example would be maybe we're task tracking. You utilize a tool that's external to Topkey today like a Breezeway. This would be something that we would work with those tasks to be able to expedite how you're able to attribute [31:04] expedite how you're able to attribute all these together. I can pull in this task here, tie it to my items, and essentially complete my checkout. So, let's go ahead and do that. Checkout is completed successfully. What this then allows me to do is see in a very a very a very simple list of ongoing charges, charges, who's moving inventory and where is it going. going. Now, note that those items have depleted all of those items that belonged into the template or the individual items automatically from those stock levels [31:41] automatically from those stock levels we're used to seeing before as the initial updated list here. You can see that those that those are now adjusted. That's going to be the primary method of moving inventory moving inventory in the day-to-day. The second option is the receiving. How do we keep track of these on the other end? Well, we have a very simple receiving tool here. If you're using Topkey today, you're already used to our billable field. If this is on an expense or a bill or any [32:15] this is on an expense or a bill or any sort of record inside of the system that allows you to choose how should we categorize and assign this, you're going to have a lot of bill to options, which is why we uniquely have the bill to inventory tag. inventory tag. So, what you see here are 11 different purchases that we've flagged as billable to say the inventory that have occurred on different transactions inside of Topkey. Now, we have the ability to go straight from that purchase, and this goes back to what I was saying about having those purchase links. So, you can think about [32:48] purchase links. So, you can think about once those stocks go below a certain level and you're notified that something requires requires restocking, restocking, you're ready to go in and make that purchase directly from that purchase link. link. What that will actually look like is you'll receive a notification like so from from Topkey that just says, "Hey Jason, Jason, your tea bags are below the par level that you want to keep on hand. So, we're giving you this notice here to go back in and create that order for you." It's on a card that's inside of Topkey. We're going to flag it. We're going to send a text to the team. They can say [33:22] send a text to the team. They can say it's billable to inventory. So, that when you actually go in there and click on to receive the stock, we're going to prefill a lot of this data for us, so you can easily come over here, select the location it's going to, and then choose that item. Just say, sake of example, these are yoga mats. Go ahead and confirm. That unit cost is very helpful because what that does is it actually influences that unit cost of the item to change that dynamically. So, now we've updated that to keep track of any sort of trends [33:59] that to keep track of any sort of trends in its expense to you. Couple overviews that you'd want to see is the stock adjustments here. So, these show any of the changes that you'd made intentionally. intentionally. From a reporting standpoint, you'd want to see any sort of stock adjustments that are taking place, who is doing that, what the actual change is. All the ones we've done live together today, you can see all of those are captured here in the first five or six actions. That is a running list. A user allows you to tag over and see [34:34] A user allows you to tag over and see who's doing what. Now, Jason's here. There are other users. You can see the Topkey user has had some recently this month as well. you can filter these out just like you can anywhere else in Topkey if you want to set different time frames so you can look at it based off a weekly, monthly, quarterly basis, what whatever you're doing there to review it. And then as always, export it to CSV. We also keep track of things like damage and loss. and loss. So, you can come in here and log damage as well. as well. Remember that we we opted into those notifications, so we would also receive [35:10] notifications, so we would also receive a notification here for that particular one I had just done. You can see that a report was made on these beach chairs that they were damaged. Inside of the notes, we're able to add reasons why. In this case, it says there was a detached armrest. So, this is a reason for us to log this. We've tied it to that particular home. under this property. And then this allows us to make an amendment or a reorder if we need to. The log process is extremely simple. Anything that's flagged as a property asset at the at the stock level will [35:44] asset at the at the stock level will appear here in this list. So, if there's another beach chair folding beach chair that's damaged, we can can say through our sweep at the property down at Casey's condo. we have a few options. We can say it's damaged, lost, stolen, worn out, or some other explanation. let's just go ahead and say stolen. One missing from poolside. We'll log the damage. And then just to show there is that property stock here, so anything that's an asset that has it on hand, we can see very easily where each of those are at. [36:33] Okay. Finally, we do want to look at how we can get those logged onto a statement. So, that's really where your charges report comes into play. Now, this has appeared a couple times as we've gone through a couple different checkout processes, but what essentially this is showing is again that running list of all of the checkouts that are taking place inside of Topkey. This information can be extracted over here through an export CSV, but what's primarily helpful is this work order column. Again, the language may be different depending upon your PMS if [37:05] different depending upon your PMS if this says charge or expense, the idea is the same. We need to get this record pushed into your PMS to be logged on the statement. That function remains the same. same. I can essentially click onto the create option, which will allow me to go into this new view where I'm essentially pushing this information. In my case, I'm connected to Guesty, so some of these differ depending upon your PMS, but the intent's the same. You'll find that the charges themselves are logged here as a line item. And what's an improvement upon this since last time is we can now itemize [37:39] since last time is we can now itemize these, these, do them by category or by single line. This would be helpful if we have multiple items here, and you can break those down as such. It inherited a markup here that we already had set, so this is perfect. I can go ahead and push these 9-V batteries to you know, this property statement by clicking create in Guesty. The attach function will work the same as it as it does across any of the other fields as well that fall into attention a list of drafts or a list of outstanding tasks. [38:14] outstanding tasks. You can go through that attach flow. These initial drafts up top are actually stemming from that checkout that we did where we chose that inspection task. So, one thing that I'm able to do is these are all for Bob's Bungalow. So, what I'm going to want to do is actually filter these out. And I'll have the option to take all of Bob's Bungalow Bob's Bungalow and actually bill as a single work order. order. You're going to get a pop-up here that breaks this down for you. So, this four of these charges were already on a work order. That's because we pulled it from an existing list, so [38:48] we pulled it from an existing list, so it actually is intelligent enough to skip those over. We'll give you the hyperlink just so you can validate. And you'll see here that the breakdown shows that we've combined all three of these into this one total line comprised of 9-V batteries, the air freshener, and the trash bags applied with that additional markup. So, the process remains the same of getting it into Guesty, but we've attached more information there. information there. We've also compiled it up top that just uniquely says inventory charges with the date range. date range. This pre-fills automatically. You can, of course, override this, but the intent [39:22] of course, override this, but the intent here is based off how you need that to log as a line item in the description on your statement. This is what that information influences. Take advantage of that where necessary. Just like before, there's the flat option, the by property, by owner, or by item. item. These filters help you narrow it down even further. Okay, going back to our overview, all this is sort of come into play now. You'll start to see that all of these tiles up top in these different lists are culminations of all the varying subpages we were just taking a look at. Taking a stroll through this page, you'll see some information on low stock alerts, information you might want to be [40:06] alerts, information you might want to be aware of up front. but these are all interactive as well. So, if I wanted to simply click on low stock alerts, it'll give me a quick little report on that. And maybe I can export this to a CSV, hand that off to a team member who's responsible to make those purchases, and go from there. There's a lot of different applications for this, so we're very excited to continue to roll that out. And I hope that today you had the opportunity to learn a little bit about what it looks like to set that up, how to take advantage of it, as well as some different reporting and tools that exist [40:38] different reporting and tools that exist for you today. What I'd like to do next is just open it up to the crowd here, if we have any sort of feedback or questions that we can go through. I see quite a few here, so I'm going to pull this up on my screen out here to the side, so I can go ahead and hopefully address all of these here. here. But I appreciated everybody. We have a little bit of time left in the hour, so we might be able to get to everyone. If we don't get to everybody, we will note it down and make sure we have a chance to follow up with [41:10] sure we have a chance to follow up with you. Okay. So, starting here, Carly Oh, hey Carly. I know we work together. together. Clicking on markups, it's not doing anything. anything. Could it be related to your permissions? possibly. Do I would want to take a look at that separately. Would you mind just kind of emailing that to me or sending it into our support team? We could take a look on any sort of troubleshooting related items. Probably best to send either to to me there or to our support team. [41:43] Sarah, can you request counts in bulk? Not just yet. It just came out in the past few days there, but it's a very fast follow for us to to build in that bulk function. So, I appreciate you asking. We're going to make sure that we file that with the team, and let you know once that comes out. Carly, how do I add more users to Top Carly, how do I add more users to Topkey so they can be assigned to count Key so they can be assigned to count inventory? inventory? That may be a permissions thing as well. This is separate from the module itself, but inside of settings you should have a manage users option. [42:17] you should have a manage users option. If that's something you have access to, you should be able to invite users there and then manage their roles and permissions here out to the right. Sarah, can you create your card on mobile? Yes. mobile? Yes. What we would have you do is share the storefront URL with your team members. They can access it just from any mobile screen just like they would with you know, like the text message if they receive a text message from Topkey, right? We're not sending a text message [42:51] right? We're not sending a text message per se, like we normally give those links, but Topkey is mobile accessible. So, they can still sign in and access this page based off their permission set. When you built the inventory in the transactions list, will that transaction populate in the receive stocked list be itemized and added? Yes, Galen, that's correct. We can go through an example here together. here together. If I jump up into transactions, this is the feed of of items coming through. If we classify this here as built to inventory, [43:28] this here as built to inventory, this now is accessible to us inside of that receiving page. I think that was 785 on the 21st, which is this one here. You know, outside of this, it doesn't always necessarily need to be tied to a particular transaction. That's just kind of a quick way to grab it. You can still go through receive stock and update it this way so you have a history of that if that's something we'd be doing outside of those those purchases if they're not necessarily logged in the system. [44:05] Okay. Has this been enabled yet? I do not this area in the drop to the left. Andrea could could be permissions related, but also this is an add-on module for Topkey, so it would carry an existential add-on cost to that. So, that'd be something to explore with your account manager. obviously something we'd all be interested in exploring further with you if it's of interest. So, if you're not on inventory yet, we can have that conversation through your account manager if it isn't it available for you. Reach out to us through this need help down here. We'll help get that enabled pretty [44:40] We'll help get that enabled pretty quickly for you. you're welcome there. Now, we do have around 10 minutes left in our session, so I want to make sure that there's plenty of room for anybody to share any sort of questions, feedback, or anything we can utilize to review this together. As I mentioned at the onset, these are recorded sessions and will be sent out to you all to review in the future. we could also share those at another time. Best way to get more info and go over [45:12] Best way to get more info and go over next steps, book time with you. Yeah, Gaylen, I know we work together. Feel free to just ping me. we can set up some time to chat further if you want to. All right. And I'll keep this here just for a few minutes. Make sure everyone has an opportunity to ask any particular questions here. I'll pull this up for us just so you can see just some contact information for us on our support team if you have any particular questions, but if you're not a Topkey customer, you can also reach our team directly on this site through the demo page. [45:49] How are refunds handled? We received 10 items, returned three. Can we receive a negative number? what I would say there, Kathleen, is are you refunding those? Are you receiving a refund on the transaction? If so, you can flag that as built to inventories, then we can process that as a as a as a deduction from the total count. As a as a receiving function. Hey Jason, is there a way to not require selecting a property to a transaction that is built to inventory? So, anything that's on a transaction is typically set in your settings under transaction settings. [46:36] transaction settings. whatever whatever's required at the actual inventory level. there is a sub setting inside of the transaction categories page. I know I'm just kind of talking here. We have it You know, let me show everybody where that's at. that's at. if it's relevant to you, transaction settings is where we can enforce requirements for card transactions. transactions. Inside of this categories section under transaction categories transaction categories is where we can enforce whether or not property's required. property's required. All right, if that's not something you'd have access to, you can you know, reach out to us. We could take a look at that together. [47:20] Yep, absolutely. I appreciate all the questions. A lot of great feedback. A lot of great interest and questions here. we're also very receptive to any sort of use cases that you you might be considering on the inventory front. We want to hear all of it and make sure we have an opportunity to address. So, again, I'll I'll give a couple of minutes here if there's anything left, but otherwise, I appreciate the time, everybody, and hope you all have a great rest of day here, rest of the week.