[ SOURCES & LOTS · FAQ ]

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Sources

Everything about sourcing, lots, costs, and closing out.

Sources & lots

What's a "source"?

A source is where an item came from — an estate sale, thrift store, or lot you bought. Each source tracks its cost and item totals, so you can see how much you spent and what you got.

What's the difference between a source and a lot?

A source is the origin (e.g., "March estate sale"). A lot is a specific batch within that source (e.g., "Lot A — box of tools"). One source can have many lots.

How do I create a source?

  1. Go to Sources & Lots → Add Source Lot.
  2. Fill in the source details (name, date, cost).
  3. Click "Add Lot" to save.
Tip: You can create a source without assigning items right away. Items can be added later during intake.

How do I add items to a source?

During item intake, choose the source from the dropdown. If you forget, you can reassign the source later from the item's detail screen.

How to add item to source — step 1
Add item → source (1)
How to add item to source — step 2
Add item → source (2)

Where can I see a source's item counts?

Go to Sources & Lots and select a source. You'll see "Items Active" and "Sold" counts, plus the total cost and current value.

Source item counts — view 1
Item counts (1)
Source item counts — view 2
Item counts (2)

What happens if I close a source?

Nothing is deleted. It stops appearing in dropdowns for new items and is marked as closed, but you can reopen it later. Historical data and item associations remain intact.

Can I edit a source after it's created?

Yes — name, date, and cost can be edited. Changing the cost updates profit calculations for all items linked to that source. Only Managers and Owners can edit source costs.

Edit source — step 1
Edit source (1)
Edit source — step 2
Edit source (2)
Edit source — step 3
Edit source (3)

How are costs and counts calculated?

MetricCalculation
Total costSum of all lot costs assigned to the source.
Items activeItems currently in inventory (not sold or archived).
Items soldItems marked sold that originated from this source.
Cost per itemTotal cost ÷ total items (active + sold).
Heads up: If you edit a source's cost, profit reports will recalculate. This may take a few seconds to reflect across the dashboard.

Can I delete a source?

Only if no items are linked to it. Otherwise, close it instead. Deleting is permanent — Managers and Owners only.

Who can create, edit, or close sources?

ActionStaffManagerOwner
Create source✅✅✅
Edit source name / date✅✅✅
Edit source cost❌✅✅
Close / reopen source✅✅✅
Delete source❌✅✅

Reassigning & reporting

How do I reassign an item to a different source?

Open the item's detail screen, find the Source field, and select a different source. The change is logged in the activity log.

Where can I see profit by source?

Go to Reports → Sales by source (Managers and Owners). It breaks down revenue, cost, and profit for each source, so you know which buys paid off.

Why does my source show zero items?

Either no items have been assigned yet, or all items from that source have been archived or deleted. Check the Items Active and Sold tabs for details.

Quick tip: Use the search bar above to find any term — try “source”, “cost”, “close”, or “reassign”.

Still have questions?

Reach out to your manager or owner — they can help with source setup and permissions.

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