Inventory Management Overview

Step-by-step instructions

1. 1 Open Current Inventory

   In the left sidebar, click Counter (or Point of Sale) to expand the menu. Click Current Inventory. You will see a searchable list of cards for every item in your shop.

   

2. 2 Use the search bar

   Click the search box at the top of the list. Type a keyword — year, denomination, partial title, or a slab cert number (PCGS/NGC serial saved on the item). The list filters as you type. Press Enter or wait for results to refresh. See Track Slab Certification Numbers.

3. 3 Filter by category or status

   Use the category dropdown and the filter chips above the list (in stock, online, Greysheet-linked, and so on). Combine search, category, and chips to narrow a large catalog.

4. 4 Low stock alerts

   The yellow Low Stock Alerts box on this page and the Dashboard line Restock N low master item(s) list master/bin items with fewer than 10 on hand. There is no on/off switch. Restock those items (Edit → quantity 10 or more) to clear the list. The Low stock chip above the cards is only a filter. If that SKU should not be a bin item, open Edit → Stock options and turn off One barcode for the whole bin.

5. 5 Set how many cards to show

   Use Items per page to show 21, 45, 57, or All. Choose All when you need to select a large group at once (for example, to start over during trial setup).

6. 6 Open an item to edit it

   On each card, click Edit. The pro edit form opens where you can update description, photos, price, quantity, barcode, Greysheet link, category, and web visibility.

   

7. 7 Select multiple items

   Each card has a checkbox in the top-left corner. Or check Select all on this page next to the result count (above the first card). A blue bar appears at the bottom when items are selected.

8. 8 Delete several items at once

   With cards selected, click Delete selected on the bar at the bottom of the screen. Confirm in the dialog. This removes the items from Current Inventory and does not record a sale. To start over, set Items per page to All, check Select all on this page, then Delete selected. Per-card Delete still works for one item. For Greysheet-linked prices, use Update Greysheet on the same page — not this select bar.

9. 9 Put items online or take them offline

   Click Put online at the top of the list to choose several in-stock items and list them on ExtraCoins at once. To take several listings down, click Take offline next to it, check the items, and confirm. That moves them to Vault / Backroom and removes the ExtraCoins listing — the coins stay in inventory so you can still sell them at the counter. On a single card, use Put online or Take offline in the card footer. You can also open Edit and change Location away from Online.

10. 10 Add a new item

    Fastest path: members app → Add to inventory — two photos, check the ID, tap Add to inventory, usually in less than a minute. That is AI Inventory Builder: photograph, identify, price, describe, crop, add. Or click + New Inventory Item (top right) / Add stock → New Inventory Item for the full form. See Add an Inventory Item and AI Inventory Builder. For catalog product lines (mint sets, proof singles, ASE), use Inventory Quick Add.

11. 11 Understand the inventory loop

    Items enter inventory from manual entry, Inventory Quick Add (catalog product lines), NumisNexus stock purchases, CSV import, or Tag & Scan. They exit when sold in Sales Checkout or on your online store. Every sale deducts quantity here automatically. Coins sent to grading, another dealer, or a show stay in this list — use Out of the case so checkout and ExtraCoins cannot sell them until they are back.