How do you keep track of your items?

Former_Member · ‎10-06-2013

Hi there,

Just wondered how everyone goes about keeping track of the items in their shops? If you have say, 100 items listed, what do you do with them and how do you know where each item is when you sell it? Do you have a numbering system or something else?

MelsCreativeWishes · ‎10-06-2013

My items are ready made and when I complete and list the item I put it in a cupboard until it sells. I group all my dress up hats together, all games together etc so they are easy to find when someone buys.
Once the item sells I have an accounts book where I write down when it sold where from (I sell other online places other than etsy) and the amount.

This system works fine for me and I have close to 100 items listed.

TLCLyn · ‎10-06-2013

My process is similar to Mel's.

My items are a little large so I I can't store them in a cupboard, instead I separate them out in to tubs and label each tub with the product inside. For example my tubs are tagged scarves, hat/scarf sets, hooded scarves(pixie hoods), etc. Then each item in the tub is in a clear bag so I can see it quickly at a glance and each one has a copy of the photo I have posted of it online with it in the bag. So if I have a couple of gray scarves similar in shade, I know by the picture and matching it up to the posting, which scarf was purchased.

Lynda

Former_Member · ‎10-06-2013

Wow, thanks so much for sharing your storage methods with me.

Former_Member · ‎10-06-2013

my items are made to order. but i always have lots of materials left over. so i have four giant bins that i keep my stuff organized in. one for cardstock, one for envelopes and one for pocketfolders. all of them are organized according to color and then size so i can quickly see what i have on hand when i need to order supplies. and then i have a giant bin for all of the twine, lace and ribbon which is just sort of throw together! i really need to organize that one! :)

Former_Member · ‎10-06-2013

My items are made to order. My supplies on the other hand hardly has any organization. I have a wall full of plastic tubs for fabric and generally don't order the shirt/supplies until i get a order for it.

SpangGangDesigns · ‎10-06-2013

Many of my items are custom, so I keep my blank inventory organized on shelves that we've custom made to hold each item in bulk quantity.

Former_Member · ‎10-06-2013

My jewelry is kept in clear plastic zip bags which I have organized in little bins by my shop sections. I have all of my packaging supplies in a bigger bin, so when something sells I just pull it from the appropriate bin, package it & send it off to its new home.

LovesYouCrafts · ‎10-06-2013

Great question, most of my items are one of a kind (or a few of a kind) so I tend to remember them, but I do have an inventory system I am working on that I need to add to my shop listings, just in case I get confused. :)

Former_Member · ‎10-06-2013

I ship my journals in a box, which is 25x25 cm or so.
When I had trouble storing all the journals I had made, I decided to buy a large quantity of these boxes and put the journals in them.
When I began, almost each journal had a box. Now, since I have worked and sold, each box has 2-4 journals. Each box should have written on top with pencil what's inside... but that doesn't always happen :P. I am very messy.
When a journal sells, I use one of these boxes. I empty it, erase the pencil and use it. I relocate the other journal in another box.
By the way, I think I have to buy more boxes, I won't have enough for all my journals soon :).

Some journals are made to order... and my supplies are so messy I can't even tell :P.

SnarkFactory · ‎10-06-2013

For jewelry, I have a clear, plastic craft organizer box. It has 18 little squares which I divided amongst the alphabet. Each earring is alphabetically divided by the title. This worked when I had only 100 pairs of earring designs listed, but now at 250 designs (and counting) it's no longer working. I want to be able to organize them in a way that's 1. easy for me to find once it sells and 2. easy to identify what's in stock and what's out of stock.

UGH, I'm not quite sure how to execute this. I wish I had more space!

SnarkFactory · ‎10-06-2013

Being organized and keeping track of stock is a job and a half!

Former_Member · ‎10-06-2013

Making jewelry, I have to keep beads and supplies organized! I have pics of my studio on my about page. But as far as finished products? I put each piece in its own small zip bag. Then those are stored in large 80 pocket hanging jewelry organizers. I can keep a LOT of product in a small space that way. An example: http://www.casa.com/p/household-essentials-80-pocket-hanging-jewelry-and-accessories-organizer-white...

Former_Member · ‎10-06-2013

Right now I have a stock on Etsy of over 600 items, many with multiples of each item.

I also have a stock of items that I sell at the festivals and through my own website of just over 700 more pieces.

Every part of my inventory is managed on spreadsheets from my personal supplies to my finished items to my supply stock.

I also keep a spreadsheet of what I need to order. Since many of the companies that I deal with have minimum order amounts having everything at my fingertips is absolutely necessary.

My physical inventory is rather easy to navigate. Everything is completely sorted based on type of item. The raw materials are all stocked on banks of shelves in my room. The finished pieces are stored in clear plastic tubs on their own shelf unit.

We also run a small woodworking shop and a hobby classic car restoration business so have all sorts of inventory for that as well.

If you aren't organized it can cost you a ton of money if you have to order something simply because you cannot find it.

Former_Member · ‎10-06-2013

I need to streamline my 'system'. I have several sectioned little storage boxes where I store my ready-made jewelry. Some of it is grouped by style/size, but sometimes I have to look through every box to find a pair that has been purchased. I'm planning on getting a few more boxes and separate by style and label the boxes, that'll make it easier! My supplies that I use and sell I have all organized well in a couple big drawer shelves, so those are always easy to find.

Former_Member · ‎10-06-2013

my items are rather small so they do not take up a lot of space. i have a small shelf where i store them and when one sells i got there take it out of the heap of items and ship it

ContempoCranes · ‎10-06-2013

I keep an Excel spreadsheet and do inventory once in awhile to make sure all my numbers are correct.

SnuggableStitches · ‎10-06-2013

We have two closets in our home that we separate our items. Big items like Afghans go in one closet and smaller items in the other closet. We do use rubber maid tubs to store some items that we take the shows/farmers market weekly. It is a challenge to store completed projects, with two closets it makes it a littl easier to find items for us.

MountainGoth · ‎10-06-2013

I put an inventory number at the bottom of each of my listings. When I list an item, I put the item in a ziplock style plastic bag and put a sticker on the bag with the inventory number. I then put the items in plastic tubs in numerical order.
Really helps when it comes time to pull the order.

Former_Member · ‎10-06-2013

This is what i think I'm going to do. I'm going to start a spreadsheet so that I can keep track of my items. Each one will have a number, which I will stick to the outside of the plastic bag that I've put the item in. I will then try and store everything in a plastic drawer in numerical order. When i have a sale (she says hopefully) i can look at my list, find the number and locate the item. The spreadsheet will hopefully help me to keep track of my items, my stock levels, my expenses and my profits.

Sounds like a cunning plan, but can I make it work?

BrushStrokeOrnaments · ‎10-06-2013

I have about 300 different ornament designs - that means boxes of ornaments EVERYWHERE! :) While my husband thinks I should have some type of inventory spreadsheet system, I've determined that would be WAY too time consuming to maintain. I have a basic system that roughly follows the categories in my shop. For example, wedding and cross ornaments are in the hallway closet. Birthday, baby and sport ornaments are in another closet. Mini ornaments and extra shipping supplies are in my son's bedroom closet. etc. etc. I store my ornaments in the cardboard boxes they come in - I write on the box what is stored in each. So everything is stacked neatly and I can see at a glance what is in each. While it might be hard for a stranger to come in and find everything, I have a good working knowledge and it typically doesn't take me long to put my hand on the appropriate item.

Since you don't have that many items/designs, couldn't you just keep your individual types in baggies and filed in something like a photo/recipe box - with little tabs to differentiate - maybe by color or pattern?

WhatnotGems · ‎10-06-2013

I use FileMaker Pro Database to stay organized. I run separate data bases for books and Gems. Each item is assigned an inventory number automatically.
Beginning as a book seller, I had shelves upon shelves of books. Each book case has a letter and a shelf location. I have carried this further to the clear plastic shoe boxes, where I store smaller items.

Location DA1-1
Would be
D- Diningroom
A- Book Case A (lettered right to left)
1- shelf 01 (numbered top to bottom)
-1 -box 1 (I have one red box the location then is DA1-red)

One book case has 13 shelves hence the - before box.

This has helped me move 2500 book titles and all my items "Gems" for sale in an organized fashion. Yes we located to a new home 9 months ago and will be relocating again in 1-2 months. Some items I store in Filing cabinets this has the same system.

I use these bags for clothing and fabric

https://www.etsy.com/listing/160607041/48-clear-hanging-vinyl-plastic-display?ref=shop_home_active&g...

Selling on different venues, Each requires different criteria, Etsy is the easiest
to list on. One site I have to do all the coding for Google searches. The data base allows me to create formulas to create the coding for google. I also use this to create keywords

I can also use it for creating supplies for each item, and supplier. The pull up a list of what sold in a certain period to show, what I have used and need to replace.

Not all of my items qualify to list on Etsy.

I have create check boxes for each shop I sell in so I can see what is for sale where. This way when I sell and item I can close the listing in other places.
one option is "do not list on Etsy" to prevent me from listing non vintage.

At one time I had over 12,000 book titles for sale. Some books I had 100 copies of. without organization I would never have made it.

I just began listing on Etsy this year. I love Etsy it is much simpler to use.

TheFamilyJewelsWI · ‎10-08-2013

Charlene, I am going to try your idea for my finished jewelry. I love it!

Great post!

Former_Member · ‎10-08-2013

my inventory are in plastic bins by different categories and labels outside. I mentally remember where I put them so there are no serial number for them.

I did start numbering my washi tape cause they are harder to store. I have numbers for them and have mini bins with the same numbers. It's easier to track this way. Other than that everything else has it's own bin/section.

Former_Member · ‎10-08-2013

I have some shelves in a bedroom closet where I keep my pillow covers, folded up. When something sells I just search out the sold items, iron, package and mail!

How do you keep track of your items?

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