In some ways, Inventory Items can be considered a pillar feature in Inventory. With this functionality, users have the ability to not only build out the items they will count at their organization but also establish the details of how they will be counted. Along with that, users are able to link vendor items to an individual Inventory item as a way to accurately track their on-hand amounts.
For example, as a restaurant manager, you order bread items from multiple vendors. Whenever you construct these bread items you will have the option to link each one to the same individual bread inventory item so that, anytime you order bread, regardless of the circumstance, the order will contribute to the total on hand amounts of bread that you have. You can learn more about building vendor items here.
You can get to the inventory items page by opening the Inventory tab, selecting the Setup sub-tab, and choosing Item.
Setting up Inventory Items
On the inventory items page, you will see any previous items that have been built. Each item will have details displayed in 8 different columns.
- Item Name will display the name of the item
- Code will display its item code
- Category will display the item category it has been assigned to
- Linked will tell you whether the item has been linked to vendor items or not
- Base Unit will display the items base unit
- Conversion will display the conversion that the item has assigned to it, if any.
- Assigned will show the number of stores the item is assigned to.
- Status will display whether the item is active or inactive.
You will also have different options that allow you to filter items by a particular category, whether they have conversions set up, and if the items have any vendor items assigned to them.
Selecting Export will generate a .CSV file containing a list of Inventory items not linked to any vendor items.
You can create a new inventory item by clicking Add.
The next page that opens is where you will set up the item. In the first section, you will add some basic details.
A - The name of the item will be added here. It is important to note that the name must be unique in the system to be used.
B - Whatever code is associated with the item will be implemented here.
C - Categories that have been created by your organization are assigned here.
In the next section you will choose the base unit, reporting unit, and count units for the item you are building. Each of these units will correlate to the item in the following ways:
- Base Unit - The smallest unit for an item. It is required.
- Reporting Unit - The unit of measure used for an item in reporting. It is required.
- Count Units - The different units that users will use to count items. They are not required.
The options available for Base Unit include the following:
The reporting unit will automatically default to whatever the base unit is, however, users can still edit it by clicking the drop-down menu and choosing another unit.
If the reporting unit chosen falls under a different weight class than the base unit, you will be required to establish a unit conversion. A unit conversion will be done anytime that the reporting unit or count unit fall under a different Unit Class than the base unit. For example, if you set Each as the base unit and then Wt Oz. as the reporting unit, you will be required to define how much the specified amount of each is in the specified amount of wt oz. An example of this would be if you set the base unit to be each but then chose a reporting unit of Wt. Oz. You’ll need to define how much of “each” is in a Wt. Oz for that item. You have the ability to assign two unit conversions to an item.
Clicking the icon in the middle of the conversion window will swap the fields for ease of understanding.
Once this has been defined, some text displaying the conversion will appear. This text will match the order chosen in the conversion menu.
Next, you will define the three units that the item will be counted at.
After you have set everything, click Save.
Assigning Inventory Items
After building your new Inventory items, they will be assigned to the stores that make up your hierarchy. To do so, click the Assign button at the top right-hand corner of the page.
The next page will display all of the Inventory Items that have been built. You can search for items by using the Filter bar. From here, choose the items you would like to add and click Next.
The next page is where you will select the stores you would like to assign the items to. Clicking the top-level checkbox for a group will select all of the stores beneath it. You can also select stores individually. The items that you are adding will be listed on the left side of the page.
Once you are finished choosing the stores, click Done.
Organizations that are set up to use WAC (Weighted Average Cost) will have the ability to view transaction activity for any of their items.
To view item activity, go to the item details page and select the Item Activity tab at the top of the page.
This will bring you to a page displaying the current WAC for the item, its reporting unit, and the transactions that contributed to the WAC for the date range selected.