You can configure the software to perform an inventory availability check when adding equipment (Class 2) or consumable (Class 3) resource items to an order for the items ordered date(s)/time(s). This is called Real-Time Inventory Checking (RTIC) and is available with the Basic Inventory Module. Real-time inventory checking helps you to avoid the costly mistake of overcommitting limited equipment or consumable resources.
Real-time Inventory checking in the Basic Inventory Module is used for organizations that need a simple check of inventory availability. The additional inventory module, Operational Inventory, has more complex inventory management such as purchasing, managing the flow of inventory in and out of stockpiles, etc.
Some examples of real-time inventory checking include:
- At a venue, checking availability for tables, chairs, microphones, etc. when planning an event.
- For exhibition services, checking availability for extension cables, pipe and drape, carpet, etc. for booth setups at an event.
- In registration, a quick quantity verification for course materials when scheduling a continuing education course.
To configure real-time inventory checking:
Prerequisites
- Check the Allow Manual Inventory Balance Modifications check box in the Inventory Configuration screen. If this is unchecked, you can only change the inventory starting balances using Inventory Transaction Batches to set and increase or decrease the inventory balances.
- Configure resource types for the inventory items you are adding. You can use existing resource types or create new resource types depending on your needs. Be sure to read the section below on "Create Inventory Item(s)" for some important information and tips on this process.
Create Inventory Item(s)
For the software to check a resource’s availability, you must link the resource to an inventory item. The inventory item maintains the available quantities for the equipment or consumable item, not the resource itself. When you add an inventory item, the software automatically creates a matching resource; therefore, the best practice is to create the inventory item first so the resource is automatically created for you.
- Click the Inventory Items link from the Main Menu. The Inventory Items page opens.
- Click the Add button. The Add Inventory Item window opens.
- Enter the necessary information:
- Item Description - Name of item. This becomes the Resource Code Description for the resource.
- Code - Unique alphanumeric code. Since this creates a matching resource, the best practice is to use the same organizational sequencing used for the other similar resources. While the Code may be automatically generated, we recommend manually entering the Code.
- 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.
- Current Balance - Current available quantity for the item.
- The Units of Measure section is only applicable if you are licensed for the "Operational Inventory" feature and applies to Purchasing and Selling of Inventory items.
- Expand the Settings section.
- Verify or select Active from the Status drop-down. Only active items are checked with real-time inventory checking.
- Uncheck the Non-Stock check box. Only stock items are checked with real-time inventory checking.
- Enter the number of days before the item is needed for the software to check for conflicts in the Lead Days field. This controls how far in advance of the item's start date the software 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 triggers 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. If Lead Days is left blank or set to zero (0), then the real-time inventory check is not performed unless it is a same-day order.
- Select the Resources tab. This connects the inventory item to the appropriate resource type.
- Click the Manage Resources button. The Manage Inventory Resources window opens.
- Select the resource type(s) from the Available panel 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 panel of the screen.
- Click OK. The resource is created for the inventory item for each selected resource type.
- Click OK.
See Inventory Items for details on the additional fields available when adding inventory items.
Set the Real-Time Inventory Check for the Resource
After you create the inventory item and the resource, you need to turn on the Real-Time Inventory Check setting for the resource.
- Click the Resources link from the Main Menu. The Resources page opens.
- Select the resource created from the inventory item.
- Right-click and select Edit. The Edit Resource window opens.
- Select the Additional Information tab.
- Expand the Resource Availability section.
- Select the type of inventory checking to perform when the item is added to an order from the Real-Time Inventory Check drop-down. If the item added to the order has a lead date that exceeds the current date plus the item lead hours, then no inventory checking is performed.
- Do not perform a check - No inventory checking is performed for the item.
- Warn if quantity is exceeded - When adding the item to the order, a warning displays that the inventory for the item is exceeded; however, you can still add the item to the order.
- Stop if quantity is exceeded - When adding the item to the order, you are stopped from adding the item if the inventory for the item is exceeded.
- Review other fields as needed. See Resources for details on the available fields.
Additional Information
- Remember to add any new resources to the appropriate price lists so you can order them.
- You can create inventory items from existing resources. To do this, set the code for the inventory item to the same as the resource code of the existing resource. This establishes the link between the inventory item and resource.
- You can use real-time inventory checking for items in packages or upsell items.
- There is no access privilege to allow specific roles or users to bypass the real-time inventory check. The real-time inventory check is performed on the resource regardless of the role/user placing the order. You can use the Override inventory Check Stop access privilege to allow specific roles/users to override the stop setting for items that exceed the available inventory.
Troubleshooting
- Verify there are real-time inventory settings for the resource.
- Verify the resource is linked to the correct inventory item.
- Set the Lead Days field on the inventory item to the correct days prior to the event the software needs to check inventory. Max is 9999. This is recommended if inventory checking should always take place.
- Verify the inventory item has a balance.
Comments
7 comments
does not explain how to link resources?0 upvotes
There is an option in the resources >> Resource Availability (Additional Information), find the Real-Time Inventory Check option with "Stop if quantity is exceeded", the resource code and the item code must match in this reference.
0 upvotes
Hello, I tested the solution and initially it worked with the warning coming when I created an order in an event. I registered the resources as stock articles, I created a receiving transaction for the initial amount, I see the correct stock amount in the report and I set the resource settings to warn if quantity is exceeded.. but when i try and select in an event with a known quantity above my stock, i get no warning.. any ideas how I can troubleshoot? Thanks
0 upvotes
Hi Jennifer - we have an article that's right up your alley - link below. My guess is that you don't have the Lead Days properly populated on your inventory item. Thanks.
https://supportcenter.ungerboeck.com/hc/en-us/articles/204560308-Troubleshooting-Real-Time-Inventory-Check
Mark F
0 upvotes
Hi
Any idea why I would be getting an inventory warning for an item on another event after. than the item on the previous event.
So 10 units on an event in May and unable to add the same item to an event in July without getting the inventory warning.
Thanks
Kris
0 upvotes
Kris, you will only get this warning if the volume of the Item you're trying to Order exceeds your Available Inventory Level for even a portion of the Date/Time for which you're ordering the item.
In other words, check Service Order Items for this Item for the Date of your Order - and see if you can identify which other Event has this same Item Ordered.
For example:
Let's say you have Event 6000 Booked from 8:00am July 7th to 2:00pm July 8th and they have this Item Ordered from 08:00am 7/7 to 2:00pm 7/8.
You also have Event 6025, booked on 7/8 from 12:00pm to 6:00pm and you are adding a new Service Order for this Item on 7/8 from 1:00pm to 5:00pm - you have a 1 hour overlap from the other Events Ordered Time and if the total volume of the 2 combined Orders for that 1 Hour overlap, exceed your Total Inventory Level, you will get that Warning.
If that doesn't sort this out, please report this to Support so we can get a Tech to work with you to investigate.
0 upvotes
Thanks Dave I will log a call as the event are weeks apart and the item dates and times are weeks apart also.
0 upvotes
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