EW Inventory Help Documentation

Welcome

EW Inventory helps retail and inventory teams sell at the register, track stock, manage customers, and run back-office tasks in one place. Use it on iPhone, Android, or in a web browser (desktop or tablet).

Getting started

Sign in

Install the app from the App Store or Google Play, or open https://app.ewinventory.com in your browser. Use Sign in with email or Continue with Google. New users tap Create one to register.

Create or join an organization

1. After sign-in, tap Sign up if you are creating a new organization, or continue if you were invited.
2. Complete your profile (name, organization details) when prompted.
3. If an admin invited you by email, sign in with that email — you will be linked to their organization automatically after the invite is accepted.

Choose a subscription trial (new organizations)

New accounts may be asked to pick a trial plan before full access. Open More → Subscription to compare plans or upgrade.

Select your location (multi-site)

If your organization has multiple stores or warehouses, use the location control on the Dashboard to choose which site you are working in. Sales and stock views respect this selection.

Navigation overview

Mobile app (phone / tablet)

Six tabs along the bottom:

Web app (desktop)

The same areas appear in a left sidebar (Dashboard, Catalog, Register, Sales, Customers, plus More shortcuts). The Register cart stays full width; other areas use a comfortable reading layout.

Dashboard

Your daily snapshot: today’s sales total, count of transactions, and low-stock products. Multi-location organizations see which site is active at the top.

1. Open the Dashboard tab.
2. Review today’s sales card — tap through to Sales if you need detail.
3. Scroll to low-stock items; tap a product to jump into Catalog.
4. Use quick actions (when shown) to open Register, Catalog, or other areas.

Catalog

Manage everything you sell: SKUs, costs, prices, barcodes, manufacturers, brands, and suppliers.

Product list

1. Go to Catalog.
2. Use search and filters to find products.
3. Tap + or Add product to create a new SKU.
4. On Premium plans, organization admins can use Export (filtered list) to download CSV for spreadsheets. Managers and cashiers do not see catalog export.

Product details

Edit name, SKU, barcode, cost, list price, tax flags, serial tracking, and images. Save before leaving the screen.

Manufacturers, brands & suppliers

Organization admins open Manufacturers, Brands, and Suppliers from catalog tools. Managers can view manufacturers and brands (read-only); suppliers and purchase orders are admin-only. Cashiers browse the product list only.

Purchase orders

Organization admins only. Managers and cashiers do not see purchase orders in the app.

1. Open Purchase order from Catalog tools.
2. Create a PO, add line items, and save.
3. When goods arrive, use Receive stock (Catalog or More) to increase on-hand quantity.

Receive stock from Catalog

Catalog includes a Receive stock screen — same workflow as More → Receive (see Receive stock section).

Register (point of sale)

Ring up sales, apply promotions, attach customers, and take payment.

Building a sale

1. Open Register.
2. Search or scan barcodes to add line items to the cart.
3. Adjust quantity with + / − or by tapping the line.
4. Optional: attach a customer for pricing or history.
5. Tap + Add to search products by name, SKU, or barcode and add them to the cart.
6. Tap Checkout when ready.

Checkout

1. Review totals, tax, and discounts on the checkout summary.
2. Choose how to finish the sale using the two buttons at the bottom:
   • Take payment — use when the customer is paying now. This completes the sale as paid, records payment (cash, card, or other methods your organization supports), and opens the receipt step so you can print, email, or share the receipt when offered.
   • Raise invoice — use only when the customer has not paid yet (for example, they will pay later or on account). This saves the sale as pending payment (an open invoice): stock is updated, but no payment is recorded until you collect it later. Do not use Raise invoice if the customer is paying at the register — use Take payment instead.
3. After Take payment, follow the prompts to record how they paid, then finish with print, email, or share receipt when offered.

Pending payment (invoices)

Sales created with Raise invoice appear under Register → Pending (badge on the Register header) until payment is collected. Open a sale and tap Take payment when the customer pays. Void open invoices only if your role allows (managers and admins; not cashiers).

Sales

Full history of completed and open sales for your location.

1. Open Sales.
2. Scroll or filter by date to find a transaction.
3. Tap a sale to view details, reprint, email PDF, or share.
4. Void completed sales only if you are an organization admin (where enabled).
5. Ship product — record carrier, tracking, and shipping cost (header button or sale detail).
6. Reprint receipt or Void sale from a sale card when your role allows.

Customers

Customer list

1. Open Customers.
2. Search by name, phone, or email.
3. Tap a row for Profile — notes, history, and price list actions (managers and admins).
4. Tap + to add a new contact. Cashiers can add contacts but cannot open profiles or edit existing contacts.

Lists (groups)

Lists group customers for marketing or pricing (managers and admins). Create a list, add members, and email or share price lists to the group when your plan supports it. Cashiers do not see customer lists.

More menu

On mobile, More is a hub of tiles. On web, the same tools appear in the sidebar under More. Availability depends on your subscription plan and role.

Receive stock

Increase on-hand quantity when purchase orders or transfers arrive.

1. Open More → Receive or Catalog → Receive stock.
2. Search for products or scan barcodes.
3. Enter quantities received; confirm.
4. Serial-tracked items may prompt for serial numbers per unit.

Reports & export

Business reports

More → Business reports — KPI-style views: sales, stock, voids, catalog, CRM, and more. Use date ranges and filters shown on each report card.

Export reports (admin)

More → Export reports — download accounting-friendly CSV or PDF bundles for audits (sales register, tax summary, stock movements, expenses, serial numbers on hand, and more). Organization admins only. On web, CSV downloads in the browser; PDF opens the print dialog (choose Save as PDF).

Expenses

Track cash expenses, COGS, petty cash, and recurring bills.

1. Open More → Expenses.
2. Add an expense with amount, category, date, and optional receipt photo.
3. Use Recurring bills (web sidebar / More) for repeating costs.
4. Export expense data when your plan includes reporting.

Returns, cycle count & activity log

Return purchase

Send stock back to suppliers — reduce quantity and record reason (manager / Premium plan required).

1. Open More → Return purchase.
2. Select a product; for serial-tracked items, tap each serial to include in the return.
3. Optionally enter vendor name and return reason (stored on the stock movement).
4. Tap Process return to remove quantity from stock.

Cycle count

1. Open More → Cycle count.
2. Count physical stock per product; enter counted quantity.
3. Submit to adjust system on-hand to match the floor.

Activity log

More → Activity log — read-only audit trail: receive stock, return purchase, cycle count, catalog changes, shipments (from Sales → Ship product), and voided sales or invoices. Use tabs and date filters to narrow results. Open invoice balances are under Register → Pending, not in this log.

Catalog CSV import (Premium)

Bulk-create products from a spreadsheet. More → Catalog CSV import (create-only: existing SKUs are skipped).

1. Download or prepare a CSV with required columns sku and name.
2. Optional columns: barcode, cost, price, track_serial, on_hand (non-serial opening qty only), reorder_point.
3. Upload with Choose CSV file or paste rows and tap Parse pasted CSV.
4. Review preview, then tap Run import.

Promotions

Create deals that apply at Register checkout (percent off, bundles, date ranges — per your configuration).

1. Open More → Promotions.
2. Tap add to create a promotion; set rules and active dates.
3. At Register, eligible promotions apply automatically or via manual selection.

Settings & organization

Settings (all users)

• Account email and profile
• Sign out
• Tax and display preferences (where available)
• Session role / ACL profile (Premium custom roles)

Organization (admin)

Settings → Organization profile (or More → Organization) — set business name, industry, and each location’s address and contact details. The active location controls which site’s inventory and sales you work in and sets the currency symbol shown on prices.

PDF templates (admin)

Settings → PDF template customization — choose paper size (A4 or thermal 80 mm), colors, and header/footer text for documents.

• Invoice — request for payment; use with Raise invoice or while payment is still due.
• Receipt (paid sales) — proof of payment after Take payment; use invoice until paid, then receipt if the customer wants a paid record.

Payment gateway (admin)

Settings → Payment gateway — configure POS and online payment integration (organization admin).

Users & roles

Organization admins manage team access.

Invite users

1. More → Users → Invite user.
2. Enter email and assign a role (Admin, Manager, Cashier, or custom Premium role).
3. Invitee signs in with that email to join the organization.

Custom roles (Premium)

Settings → Manage Roles (or More → Roles) — create roles with fine-grained read/write/blocked permissions per area (catalog, register, reports, etc.). Each person has one active access mode: a default role (Admin, Manager, Cashier) or a custom role, not both.

1. Tap New to create a custom role, or open an existing role to edit permissions.
2. Under Users, assign the custom role when inviting or editing a team member.
3. Organization admins: on the Roles screen, tap View what each default role can do for the built-in Admin, Manager, and Cashier permission list.

Edit a user

Tap a user in the list to change name, phone, role, status (Active / Inactive / Pending), and home location (which site they work in).

Subscription

Settings → Manage subscription (or More → Subscription) — view your plan (Basic or Premium), compare features, add team packs, and upgrade through the App Store, Google Play, or web billing (per platform).

Help & FAQ

• In-app: Dashboard → ? or More → FAQ
• Video: Training video & guides
• Website: Help documentation
• Web app: app.ewinventory.com

Document version: 1.1 · Screenshots live in help-documentation/images/ on the server.