Major and Minor Inventory Groups

Major and minor inventory groups create classifications for your inventory items. You can use them to assign the correct GL account and taxes for various transactions related to purchasing, inventory, and AP.

To use taxes for major or minor inventory groups, you must have organization parameter IN 120 active. 

The major inventory group is the larger classification and the minor inventory group is the smaller classification. For example, the major inventory group is Seating and the minor inventory groups are the available seating options: Folding Chairs and Upholstered Chairs. Or the major inventory group is Beverages and the minor inventory groups are Beer, Wine, Soft Drinks and Liquor.  

Major Inventory Groups

Add a Major Inventory Group

  1. Click the Major Inventory Groups link from the Main Menu. The Major Inventory Groups page opens.
  2. Click the Add button. The Add Major Inventory Group window opens.
  3. Enter the necessary information:
    • Description - Name of the inventory group.
    • Status - Active inventory groups are available for selection from drop-downs throughout the software.
    • Code - Unique alphanumeric value.
  4. Select the GL Distribution tab if using major inventory groups for GL distribution. If no, proceed to step 8.
  5. Click the Insert Row hyperlink. A new row is inserted into the GL Distribution tab.
  6. Enter the necessary information:
    • Sequence - Order used to determine which GL distribution line to use if there are multiple options available based on event category, class and/or type.
    • GL Account Name - GL account for the distribution. Defaults to the GL account description if the GL account code is entered in the GL Account field.
    • GL Account - GL account code for the distribution. Defaults to the GL account code if a GL account is selected from the GL Account Name drop-down.
    • Type - Type of GL distribution.
    • Percent - Percentage posted to the GL account. Defaults to 100.00.
  7. Repeat steps 5 and 6 for each additional GL distribution option.
  8. Select the Taxes tab if using major inventory groups for taxes. If not, proceed to step 11.
  9. Click the Insert Row hyperlink. A new row is inserted into the Taxes tab.
  10. Select the tax resource from the Resource Description field. 
  11. Click OK.

Copy a Major Inventory Group

If you are creating similar major inventory groups, you can use the copy process to create the new inventory group more quickly.

  1. Click the Major Inventory Groups link from the Main Menu. The Major Inventory Groups page opens.
  2. Select the inventory group to copy.
  3. Right-click and select Copy. The Copy Inventory Major Group window opens.
  4. Enter a code for the new inventory group into the New Code field.
  5. Enter a description for the new inventory group into the New Description field.
  6. Click Copy. The Edit Major Inventory Group window for the newly created inventory group opens.

Change a Major Inventory Group

You can change the information for a major inventory group after you have already created it. When you change the GL distribution for a major inventory group, only new inventory transactions use the updated GL distribution; existing inventory transactions use the original GL distribution. 

  1. Click the Major Inventory Groups link from the Main Menu. The Major Inventory Groups page opens.
  2. Select the inventory group to edit.
  3. Right-click and select Edit. The Edit Major Inventory Group window opens.
  4. Make the desired change.
  5. Click OK.

Inactivate a Major Inventory Group

If you no longer use a major inventory group but want to keep record of it for reporting or other purposes, you can make it inactive. When you make a major inventory group inactive, it is no longer available for selection in drop-downs throughout the software.

  1. Click the Major Inventory Groups link from the Main Menu. The Major Inventory Groups page opens.
  2. Select the inventory group to make inactive.
  3. Right-click and select Edit. The Edit Major Inventory Group window opens.
  4. Select Inactive from the Status drop-down.
  5. Click OK.

Delete a Major Inventory Group

If you want to remove a major inventory group completely, you can delete it. You cannot delete major inventory groups that are used. Once a major inventory group is deleted, you cannot recover it. 

  1. Click the Major Inventory Groups link from the Main Menu. The Major Inventory Groups page opens.
  2. Select the inventory group to delete.
  3. Right-click and select Mark for Delete.
  4. Click the Save button.

Minor Inventory Groups

Add a Minor Inventory Group

  1. Click the Minor Inventory Groups link from the Main Menu. The Minor Inventory Groups page opens.
  2. Click the Add button. The Add Minor Inventory Group window opens.
  3. Enter the necessary information:
  4. Select the GL Distribution tab if using minor inventory groups for GL distribution. If no, proceed to step 8.
  5. Click the Insert Row hyperlink. A new row is inserted into the GL Distribution tab.
  6. Enter the necessary information:
    • Sequence - Order used to determine which GL distribution line to use if there are multiple options available based on event category, class and/or type.
    • GL Account Name - GL account for the distribution. Defaults to the GL account description if the GL account code is entered in the GL Account field.
    • GL Account - GL account code for the distribution. Defaults to the GL account code if a GL account is selected from the GL Account Name drop-down.
    • Type - Type of GL distribution.
    • Percent - Percentage posted to the GL account. Defaults to 100.00.
  7. Repeat steps 5 and 6 for each additional GL distribution option.
  8. Select the Taxes tab if using major inventory groups for taxes. If no, proceed to step 11.
  9. Click the Insert Row hyperlink. A new row is inserted into the Taxes tab.
  10. Select the tax resource from the Resource Description field. 
  11. Click OK.

Copy a Minor Inventory Group

If you are creating similar minor inventory groups, you can use the copy process to create the new inventory group more quickly.

  1. Click the Minor Inventory Groups link from the Main Menu. The Minor Inventory Groups page opens.
  2. Select the inventory group to copy.
  3. Right-click and select Copy. The Copy Inventory Minor Group window opens.
  4. Enter a code for the new inventory group into the New Code field.
  5. Enter a description for the new inventory group into the New Description field.
  6. Click Copy. The Edit Minor Inventory Group window for the newly created inventory group opens.

Change a Minor Inventory Group

You can change the information for a minor inventory group after you have already created it. When you change the GL distribution for a minor inventory group, only new inventory transactions use the updated GL distribution; existing inventory transactions use the original GL distribution. 

  1. Click the Minor Inventory Groups link from the Main Menu. The Minor Inventory Groups page opens.
  2. Select the inventory group to edit.
  3. Right-click and select Edit. The Edit Minor Inventory Group window opens.
  4. Make the desired change.
  5. Click OK.

Inactivate a Minor Inventory Group

If you no longer use a minor inventory group but want to keep record of it for reporting or other purposes, you can make it inactive. When you make a minor inventory group inactive, it is no longer available for selection in drop-downs throughout the software.

  1. Click the Minor Inventory Groups link from the Main Menu. The Minor Inventory Groups page opens.
  2. Select the inventory group to make inactive.
  3. Right-click and select Edit. The Edit Minor Inventory Group window opens.
  4. Select Inactive from the Status drop-down.
  5. Click OK.

Delete a Minor Inventory Group

If you want to remove a minor inventory group completely, you can delete it. You cannot delete minor inventory groups that are used. Once a minor inventory group is deleted, you cannot recover it. 

  1. Click the Minor Inventory Groups link from the Main Menu. The Minor Inventory Groups page opens.
  2. Select the inventory group to delete.
  3. Right-click and select Mark for Delete.
  4. Click the Save button.

Related articles

Comments

4 comments

Date Votes
  • Michelle Herson

    Can you limit inventory by group?  For example, space A allows for 5 microphones.  They can select from a variety of different kinds of microphones, but only a total of 5.  I was thinking I could put all of the types of microphones in a group and then limit the group to 5.  

    0 upvotes

  • Chelsea Dolman

    Hi Michelle,

    I can confirm that limiting items by Inventory Group is not currently supported. It is possible to limit which items can be ordered in each space based on the Resource (see Resource Spaces), however this does not help with restricting the number of items per space. 

    I would recommend adding this as an enhancement request through the Product Ideas forum. 

    Here are the steps to add a product idea.

    1. Access the Support Center. (https://supportcenter.ungerboeck.com )

    2. Go to the The Community by clicking on the The Community button in the Support Center Quick-links.

    3. Click on the Product Ideas tab.

    4. Click the Enter the Forum button for the forum where you would like to add the enhancement request. (I believe your current idea would fit in several areas depending upon your thoughts on the location where you would like the fields to be enabled. Just pick one forum - no need to enter the request in multiple forums.)

    5. Click the Create a Post in this Topic button.

    6. Complete the form and click the Submit button.

    Many thanks,

    Chelsea

    0 upvotes

  • Elizabeth Hailey

    If you have checked that organization parameter IN 120 is active and major and minor says no resources are available for selection. What would need to be adjusted to have inventory be able to factor taxes?

    0 upvotes

  • Sean Tame

    Elizabeth Hailey,

    Do you have Resource Types that begin with "8AP..."?  These are what Accounts Payable tax resources need to be prefixed with to be recognised as AP taxes (which is what is needed for Inventory to be automated onto POs to be passed to AP).

    0 upvotes

Please sign in to leave a comment.