The inventory item maintains the available quantities for the equipment or consumable item, not the resource itself. Inventory items and resources are linked by the resource class (Equipment or Consumable) and the resource code.
When you add an inventory item, the software automatically creates a matching resource in the Resources screen. If you create an inventory item with the same class and code as an already existing resource, they are automatically linked. To link multiple resources to the same inventory item, the resources must have the same code but be attached to different resource types.
To add an inventory item:
- Click the Inventory Items link from the Main Menu. The Inventory Items screen opens.
- Click the Add button. The Add Inventory Item screen opens.
- Enter the necessary information:
- Item Description - Name of the item. This becomes the Resource Code Description for the resource.
- Code - Unique alphanumeric code. Since this creates a matching resource, Momentus recommends using the same organizational sequencing used for the other resources.
- Class - Resource class for the item: Equipment or Consumables. You can connect equipment items to Fixed Assets. When you order an equipment item, it is available as soon as the order item end date is reached. Consumable items are issued from stock.
- Major - Major inventory group assigned to the item.
- Minor - Minor inventory group assigned to the item.
- Product Group - Product group assigned to the item.
- Default Space - Default inventory space for the item.
- Current Balance - Current available quantity for the item.
- Department - Department assigned to the item.
- Physical Count - Determines how often inventory is taken on the item.
- Lot/Serial Control - Determines if the item uses a lot (Lot) or serial (Serial) number or uses no lot or serial number (None).
- Location - For informational purposes only. This does not connect to an actual space location.
- Sub Location - For informational purposes only. This does not connect to an actual space location.
- Expand the Units of Measure section.
- Enter the necessary information:
- Purchasing U/M - Unit of measure the item is purchased in. For example, you may purchase an item by the case, stock it by the dozen, and sell it individually.
- Stocking U/M - Unit of measure the item is stocked in. For example, you may purchase an item by the case, stock it by the dozen, and sell it individually. You cannot change the Stocking U/M once you create a transaction for the item. If you need to update the Stocking U/M, you need to reverse all the transactions on the item.
- Selling U/M - Unit of measure the item is sold in. For example, you may purchase an item by the case, stock it by the dozen, and sell it individually.
- Stock per Purchase Units - Number of stock units in the purchase units. For example, if you purchase an item by the case and stock it by the dozen, there may be 2 dozen of an item in a case. You would enter 2 into this field.
- Sell Per Stock Units - Number of selling units in the stock units. For example, you stock items by the dozen but sell them individually. You would enter 12 into this field.
- Expand the Settings section.
- Enter the necessary information:
- Status - Select active if the item is available for inventory transactions. Selecting Inactive does not automatically set the resource on the Resources screen to inactive.
- Non-Stock - If checked, the item is a non-stock item. You use non-stock items for items you need to use frequently for purchase orders but should not impact your inventory balances and inventory value. For example, you may create a non-stock item for Security Guards. You can create purchase orders to hire security guards but you do not need to keep a balance of the number of security guards you have hired and you do not want this included in your inventory valuation.
- Update Supplier Cost - If checked, the supplier cost on the Supplier tab is updated whenever a PO receipt inventory transaction posts.
- Decimals - Number of decimals for the item units.
- Lead Days - Number of days before the item is needed for the software to check for conflicts when using Real-Time Inventory Checking. This controls how far in advance of the item's start date the system triggers the real-time inventory check to ensure there are enough of the item available when the item is needed. In most cases, you want to set this to a very large number (for example, 9999) to have the checking occur at the point where orders are typically placed. For example, if Lead Days is set to 7, then only orders entered within 7 days of the item's start date trigger the real-time inventory check. If the order is entered 8 or more days before the item start date, then no real-time inventory check is performed.
- Taxed - If checked, the item is taxed when received.
- Select the Supplier tab. This contains all the suppliers for the item.
- Click the Add button. The Add Inventory Supplier screen opens.
- Enter the necessary information:
- Supplier - Supplier account for the item.
- Supplier Item Description - Name the supplier uses for the item.
- Preferred - Desired order for purchasing items from the supplier. You can only have one supplier set to Primary.
- Unit Cost - Cost per item for the supplier.
- Supplier Minimum Units - Minimum number of units the supplier requires for ordering.
- Supplier Maximum Units - Maximum number of units the supplier requires for ordering.
- Status - Active suppliers are available for selection for the item.
- Vendor Item Code - Code the supplier uses for the item.
- Lead Days - Number of days needed for the supplier to provide the item.
- Supplier U/M - Unit of measure item is sold in by the supplier.
- U/M Conversion - Number of supplier units within the stock unit of measure.
- Click OK. You return to the Edit Inventory Item screen.
- Select the Locations tab. This contains all the available inventory locations for the item.
- Click the Add button. The Add Inventory Location screen opens.
- Enter the necessary information:
- Space - Inventory space for the item.
- Minimum Units - Minimum number of units allowed in stock.
- Reorder Point - Number stock units in this location to require a reorder for the item. To receive notification of when the reorder point is reached, see Automatic Notifications for Reorder Points.
- Reorder Units - Number of units to order when inventory reaches the reorder point.
- Retired - If checked, the inventory location is no longer used.
- Select the Resources tab. This connects the inventory item to the appropriate resource type.
- Click the Manage Resources button. The Manage Inventory Resources screen opens.
- Select the resource type(s) for the resource from the Available section of the screen. Use Ctrl+Click or Shift+Click to select multiple resource types.
- Click the single right arrow button to move the selected resource type(s) to the Selected section of the screen.
- Click OK. The resource is created for the inventory item for each selected resource type.
- Click OK.
Inventory Item Security
Adding, editing, and deleting inventory items is controlled by the Allow Add/Edit/Delete of Inventory Master access privilege. This access privilege controls who can modify the information for the Inventory Items screen. Any roles/users assigned to the privilege can add, edit and/or delete items from the Inventory Items screen while any roles/users not assigned to the privilege cannot add, edit or delete any items from the Inventory Items screen. If no roles/users are assigned to the privilege, it is considered inactive and all roles/users can add, edit and delete inventory items.
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