Editing Inventory

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In the Inventory section of the Inventory module you can setup and access all inventory items. View stock for the item, move stock between warehouses, view item purchase history, and setup ordering information for the item. You can also initiate a PO from the inventory item.
 
In the Inventory section of the Inventory module you can setup and access all inventory items. View stock for the item, move stock between warehouses, view item purchase history, and setup ordering information for the item. You can also initiate a PO from the inventory item.
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== Inventory Management ==
 
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Managing inventory takes different levels of effort depending upon the amount of inventory control you want for your company.  SME does LOTS of automation to automatically handle many of the steps and business process, however if you want complex inventory control, it will require more effort from inventory personnel.  SME will handle any of the level of inventory control you want for your business.  You can also start with simple inventory control and get more elaborate as your business needs by adding warehouses and serialized inventory tracking.
 
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Here is a list of amount of inventory management required based upon how much inventory control you want from least amount of effort to most amount:
 
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# Don't track any stock and everything is just JIT.  This requires no additional effort or management, but also you would not know how much stock you have.
 
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# Normal inventory stock management with one warehouse.  This requires someone to track inventory allocations, manage PO's and make sure allocations are made if for example you added something that doesn't exist to an order now and then do an independent PO later.
 
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# Inventory stock with multiple warehouse.  Requires the above plus making sure inventory pulled and added to correct warehouse and requires transfers between warehouses.
 
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# Serialized inventory with multiple warehouses.  Requires serial number tracking from PO receipt all the way through system
 
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# Serialized, multiple warehouse, and strict inventory control.  Requires the most management.
 
  
 
== Inventory Item Summary ==
 
== Inventory Item Summary ==
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In each inventory item you can track your stock levels and see how many parts are available for orders and how many parts are reserved on orders.<br>
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In each inventory item you can track your stock levels and see how many parts are available for orders and how many parts are reserved on orders.
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To see how SME handles inventory stock valuation see [[Inventory Valuation]]
 
  
 
Circled in the image below, you will see the inventory summary for an inventory item.
 
Circled in the image below, you will see the inventory summary for an inventory item.
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[[File:StockSummary.jpg]]
 
[[File:StockSummary.jpg]]
  
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'''On Hand''' - The quantity of stock in your warehouses. On Hand increases when stock is added to your warehouses, decreases when stock is delivered to customer (reserved on an order and the order is closed)
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{|
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| style="border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 81.9pt" width="109" valign="top" | <font size="3px"><font face="Arial,Verdana,sans-serif"><div style="line-height: normal; margin: 0in 0in 0pt">'''On Hand'''</div></font></font>
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'''Allocated''' - Number of parts requested to be reserved for a service order, install orders, or itemized invoices.
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| style="border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 396.9pt" width="529" valign="top" | <font size="3px"><font face="Arial,Verdana,sans-serif"><div style="line-height: normal; margin: 0in 0in 0pt">The quantity of stock in your warehouses.
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On Hand increases when stock is added to your warehouses, decreases when stock is delivered to customer (reserved on an order and the order is closed)</div><div style="line-height: normal; margin: 0in 0in 0pt"> </div></font></font>
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'''Reserved''' - The number of parts applied to service orders, install orders, or itemized invoices.
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|-
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| style="border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 81.9pt" width="109" valign="top" | <font size="3px"><font face="Arial,Verdana,sans-serif"><div style="line-height: normal; margin: 0in 0in 0pt">'''Allocated'''</div></font></font>
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'''Unallocated''' - The number of parts that are available to allocate to an order (parts available to request to reserve on an order) (Unallocated = Available - Allocated)
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| style="border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 396.9pt" width="529" valign="top" | <font size="3px"><font face="Arial,Verdana,sans-serif"><div style="line-height: normal; margin: 0in 0in 0pt">Number of parts requested to be reserved for a service order, install orders, or itemized invoices.</div><div style="line-height: normal; margin: 0in 0in 0pt"> </div></font></font>
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|-
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'''Available''' - The number of parts in your warehouses that aren’t reserved. (on hand – reserved = available)
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| style="border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 81.9pt" width="109" valign="top" | <font size="3px"><font face="Arial,Verdana,sans-serif"><div style="line-height: normal; margin: 0in 0in 0pt">'''Reserved'''</div></font></font>
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| style="border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 396.9pt" width="529" valign="top" | <font size="3px"><font face="Arial,Verdana,sans-serif"><div style="line-height: normal; margin: 0in 0in 0pt">The number of parts applied to service orders, install orders, or itemized invoices.</div></font></font>
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|-
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| style="border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 81.9pt" width="109" valign="top" | <font size="3px"><font face="Arial,Verdana,sans-serif"><div style="line-height: normal; margin: 0in 0in 0pt">''' '''</div></font></font>
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| style="border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 396.9pt" width="529" valign="top" | <font size="3px"><font face="Arial,Verdana,sans-serif"><div style="line-height: normal; margin: 0in 0in 0pt"> </div></font></font>
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|-
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| style="border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 81.9pt" width="109" valign="top" | <font size="3px"><font face="Arial,Verdana,sans-serif"><div style="line-height: normal; margin: 0in 0in 0pt">'''Unallocated'''</div></font></font>
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| style="border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 396.9pt" width="529" valign="top" | <font size="3px"><font face="Arial,Verdana,sans-serif"><div style="line-height: normal; margin: 0in 0in 0pt">The number of parts that are available to allocate to an order (parts available to request to reserve on an order)</div><div style="line-height: normal; margin: 0in 0in 0pt"> </div></font></font>
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|-
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| style="border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 81.9pt" width="109" valign="top" | <font size="3px"><font face="Arial,Verdana,sans-serif"><div style="line-height: normal; margin: 0in 0in 0pt">'''Available'''</div></font></font>
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| style="border-color: rgb(240, 240, 240); padding: 0in 5.4pt; background-color: transparent; width: 396.9pt" width="529" valign="top" | <font size="3px"><font face="Arial,Verdana,sans-serif"><div style="line-height: normal; margin: 0in 0in 0pt">The number of parts in your warehouses that aren’t reserved. (on hand – reserved = available)</div><div> </div></font></font>
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|}
  
 
'''ON PO''' - Number of items on purchase orders
 
'''ON PO''' - Number of items on purchase orders
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'''Default Location'''
 
'''Default Location'''
 
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| style="width: 7.2in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; -moz-border-top-colors: none; -moz-border-right-colors: none; -moz-border-bottom-colors: none; -moz-border-left-colors: none; -moz-border-image: none; padding: 0in 5.4pt" width="691" valign="top" |
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Select the warehouse you are using to store this item. When receiving items on a PO, SME will add the stock to the default location.
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Select the warehouse you are using to store this item. When adding material to orders, SME will first look in the default location.
 
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| style="width: 2.45in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; -moz-border-top-colors: none; -moz-border-right-colors: none; -moz-border-bottom-colors: none; -moz-border-left-colors: none; -moz-border-image: none; padding: 0in 5.4pt" width="235" valign="top" |
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| style="width: 7.2in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; -moz-border-top-colors: none; -moz-border-right-colors: none; -moz-border-bottom-colors: none; -moz-border-left-colors: none; -moz-border-image: none; padding: 0in 5.4pt" width="691" valign="top" |
 
You can type the barcode number here
 
You can type the barcode number here
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'''Parent Item'''
 
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To create a hierarchy of inventory items, you can select another item as the parent item. You can then search your items by parent.
 
 
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|-
 
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| style="width: 2.45in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; -moz-border-top-colors: none; -moz-border-right-colors: none; -moz-border-bottom-colors: none; -moz-border-left-colors: none; -moz-border-image: none; padding: 0in 5.4pt" width="235" valign="top" |
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| style="width: 7.2in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; -moz-border-top-colors: none; -moz-border-right-colors: none; -moz-border-bottom-colors: none; -moz-border-left-colors: none; -moz-border-image: none; padding: 0in 5.4pt" width="691" valign="top" |
 
Check if the item is active
 
Check if the item is active
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'''Pre-approve Purchase Orders'''
 
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If this is checked, SME will not require approval when placing the item on a purchase order.
 
 
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| style="width: 2.45in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; -moz-border-top-colors: none; -moz-border-right-colors: none; -moz-border-bottom-colors: none; -moz-border-left-colors: none; -moz-border-image: none; padding: 0in 5.4pt" width="235" valign="top" |
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<span class="apple-style-span"><span>When the cost/retail is changed in the price book (depending on settings), then all records with this flag checked will also be updated.</span></span>
 
<span class="apple-style-span"><span>When the cost/retail is changed in the price book (depending on settings), then all records with this flag checked will also be updated.</span></span>
 
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'''Force JIT'''
 
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| style="width: 7.2in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; -moz-border-top-colors: none; -moz-border-right-colors: none; -moz-border-bottom-colors: none; -moz-border-left-colors: none; -moz-border-image: none; padding: 0in 5.4pt" width="691" valign="top" |
 
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<span class="apple-style-span"><span>If you check this and this item is added to a service order, install order, or itemized invoice, SME will not try to allocate stock. The item will go to "has ordered items" automatically, even if there is stock available.</span></span>
 
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| style="width: 2.45in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; -moz-border-top-colors: none; -moz-border-right-colors: none; -moz-border-bottom-colors: none; -moz-border-left-colors: none; -moz-border-image: none; padding: 0in 5.4pt" width="235" valign="top" |
 
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'''Don't update cost when receiving from PO'''
 
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| style="width: 7.2in; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; -moz-border-top-colors: none; -moz-border-right-colors: none; -moz-border-bottom-colors: none; -moz-border-left-colors: none; -moz-border-image: none; padding: 0in 5.4pt" width="691" valign="top" |
 
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<span class="apple-style-span"><span>If this is checked, when you add the item to a PO and change the cost of the item on the PO, the cost of the inventory item won't change.</span></span>
 
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'''Non-Inventory'''
 
'''Non-Inventory'''
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Check here if you don’t want to track inventory on this item. For example, with a bucket of screws you might not want to count every item in the bucket.
 
Check here if you don’t want to track inventory on this item. For example, with a bucket of screws you might not want to count every item in the bucket.
 
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|}
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'''Image below'''
 
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The image below show how the Name and Description fields in SME Inventory Item sync to QuickBooks Inventory Item
 
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[[File:InventoryItemFields_SyncToQB.png]]<br>
 
  
 
<h3>Ordering Information Tab</h3>
 
<h3>Ordering Information Tab</h3>
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| style="width: 262.35pt; border-width: medium medium 1pt; border-style: none none solid; border-color: -moz-use-text-color -moz-use-text-color black; -moz-border-top-colors: none; -moz-border-right-colors: none; -moz-border-bottom-colors: none; -moz-border-left-colors: none; -moz-border-image: none; padding: 0in 5.4pt" width="350" valign="top" |
 
Populated from the inventory item Defaults and Settings tab.
 
Populated from the inventory item Defaults and Settings tab.
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'''Landed'''
 
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Check [[Landed]] if you are including the shipping cost in the PO Item cost. This is a reference field only.
 
 
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<h3>Stock Tab</h3>
 
<h3>Stock Tab</h3>
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#      Click OK and the stock is added to inventory. Notice the summary quantities at the top of the inventory item.
 
#      Click OK and the stock is added to inventory. Notice the summary quantities at the top of the inventory item.
  
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'''Adding Serialized Stock'''
 
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#      Select the inventory item you need to add stock for.
 
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#      Select the Stock tab.
 
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#      Click Add Stock Items.
 
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#      Enter Serial Number
 
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#      Click '''Add''' for Single Serial entry or click '''Add Range''' for Range
 
 
[[File:addingserialized.jpg]]
 
[[File:addingserialized.jpg]]
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<h4>View Stock Details in Warehouses</h4>
 
<h4>View Stock Details in Warehouses</h4>
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<h3>Purchase History</h3>
 
<h3>Purchase History</h3>
 
The purchase history tab provides information about all purchase orders placed for the inventory item. Double click on a line in the grid, and SME will jump to the purchase order.
 
The purchase history tab provides information about all purchase orders placed for the inventory item. Double click on a line in the grid, and SME will jump to the purchase order.
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<h3>Syncing Inventory with QuickBooks (Link Options tab)</h3>
 
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To read about syncing inventory between SME and QuickBooks, go to the [[Default Export to QuickBooks Settings]] page.
 
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http://high5software.com/mediawiki/index.php?title=Default_Export_to_QuickBooks_Settings#Export_Options_for_Inventory_Items
 
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== Inventory Pricing Options ==
 
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There are several options for setting up pricing for inventory items.
 
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<br>1. Standard Retail Price
 
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<br>2. Price Book
 
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<br>3. Pricing Levels
 
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<h3>Standard Retail Price</h3>
 
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The amount entered in the Retail field on an inventory item will be the standard price for the item when added to an order.
 
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<br>[[File:StandardRetailPrice.png]]
 
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<h3>Price Book</h3>
 
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Price Books are used to assign customer specific pricing during order entry. You can assign a price book to a customer and all orders created for the customer will use the pricing rules assigned in the price books. An example of a price books is “30% higher than cost” or “10% less than retail”. You may also have a price book for customers that have special service pricing, different than your standard service prices.
 
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<br>To learn about setting up price books and adding items to price books, go to''' [[Price Books]]'''
 
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<br>[[File:InventoryItem_PriceBooksTab.png]]
 
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<h3>Price Levels</h3>
 
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You can also create pricing levels, either a perfect markup on the standard or a price you enter. When adding the material to an order, you can select what price level you want to use for that item (image below)
 
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<br>[[File:AddItemToOrder_SelectPriceLevel.png]]
 
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<br>To setup price levels:
 
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<br>1. Go to your inventory items > Price Levels tab.
 
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<br>2. Level 1 will be your standard retail price.
 
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<br>3. for levels 2 - 5 you can either do a percent markup from retail (first image below) or enter in a specific amount (second image below).
 
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<br>[[File:AssigingPriceLevels.png]]
 
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<br>When adding the inventory item to an order, the price field will populate with the standard retail. Select a price level and the price field will be updated based on the price levels setup.
 
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<br>For more information about adding material to orders, go to '''[[Add Items to Orders]]'''
 
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<br>'''Markup Field'''
 
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<br>The Markup field will take the cost from the Details and Settings tab and multiply it by the Markup field to update the Retail field.
 
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<br>[[File:PricingLevelsTab_Markup%Field.png]]
 
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<br>The way SME calculates the Markup:
 
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<br>Cost * 1 + Markup = Price
 
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<br>1.92 * 1.58 = 3.03
 
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== Searching Inventory ==
 
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Use the Search window to look up inventory items and export your inventory item list to Excel.
 
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<br>1.    Select Inventory module.
 
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<br>2.    Click Search and select Search Active Items.
 
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[[File:SearchActiveInventoyrItems.jpg]]
 
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<br>3.    Double click on the item in the list to go to the item.
 
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<h3>Choose columns in Search Active Items</h3>
 
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<br>You can sort your items by every column you view in the Search Active Items window. You can also select which columns you are viewing in this window.  You might want to have the ability to sort your items by Item Number, System Type, minimum on hand, or Available.  To choose columns:
 
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<br>1. In the Search Active Items window, click '''Views, Add Remove Fields'''.
 
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<br>2. In the '''Grid Columns''' window that displays, check the item fields you want to view as columns. Uncheck the ones you don’t want to view. (image below)
 
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[[File:GridColumns.png]]
 
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<br>3. Click '''OK'''.
 
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<br>4. Notice the columns you selected added.
 
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<br>5. Click on any column header to sort the data.
 
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<br>6. When you close the Search Active Items window, you will be prompted to save your new view. If you want to, click OK and type a name for the view. The view will be saved for you.
 
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'''**NOTE**''' When you save a new view, all SME users will have access to the view.
 
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<h3>Select Saved View</h3>
 
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<br>1. In the Inventory module, click Search, Search Active Items.
 
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<br>2. In the Search Active Items window, click Views, Apply View and select the custom view. (image below)
 
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[[File:ApplyView.png]]
 
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<br>3.The grid will change to the custom view you created.
 
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<h3>Search For Field</h3>
 
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This field allows you to type the name of the record you want to find instead of scrolling through your list. This can save you time if your list is long.
 
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<br>1. Click the column header you want to search by.(1)
 
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<br>2. Type the name you are searching for in the Search For field. (2) As you type, the row will be highlighted.
 
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<br>3. Either double click on the record to open customer, or when the customer is highlighted hit enter on your keyboard.
 
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[[File:SearchForO_Inventory.png]]
 
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<h3>Grouping by Columns</h3>
 
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In the search window, you can group the data by a column.
 
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<br>1. Drag and drop column header into the gray header area above the columns.
 
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[[File:DragToGroup.png]][[File:Grouped.png]]
 
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<br>2. Notice the data grouped by the data in the column selected.
 
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<br>3. Click the plus sign in each group to expand the group.  (image on right)
 
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<br>4. Remove grouping by dragging the column header back in place.
 
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<h3>Export Search View to Excel</h3>
 
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<br>1. In Search window, click Export and select '''Export to Excel'''.
 
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[[File:ExportInventorySearch.png]]  [[File:InventorySearch_Excel.png]]
 
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<br>2. In the window that opens, Click '''OK''' and Excel will launch with your inventory data.
 
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<br>3. Use Excel tools to manipulate the data
 
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<h3>Filtering Search</h3>
 
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Apply filters to your search view to see only the data you want to see.
 
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#    Make sure the data you want to filter by is added as a column in your view.
 
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#    Click the Filter icon [[File:FilterIcon.jpg]] at the bottom of the search window.
 
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#    In the Filter Builder window, click '''press the button to add a new condition'''.
 
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#    Click '''UID''' to select the field that contains the value you want to filter by. (1)
 
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#    Click '''like''' to select the filter type.
 
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#    Click '''<empty>''' and type the value you want to filter the search by. (2)
 
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#    Click '''OK''' and your search view is filtered.
 
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You can apply more than one filter to your search view by clicking '''press the button to add a new condition and setting the condition.'''
 
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[[File:Filtering.jpg]]
 
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<h3>Look up by Item Number</h3>
 
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<br>1. Click '''Navigate'''.
 
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<br>2. Select '''Go To'''.
 
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[[File:Navigate.png]]
 
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<br>3. In the '''Find Item Number''' window, type the item number you want to open and click '''OK'''.
 
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== Manage Grid Columns on Tab ==
 
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Throughout the many tabs in SME, you will find grids. You can rearrange the order of the columns in the grid, remove columns from the grid and add them back to the grid.
 
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<h3>Rearrange column order and width</h3>
 
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You can move and change the width of the columns. To change the width, click your cursor in the column header between two columns and you will see the cross arrow. Drag your cursor to the desired column width. To change the order, click the column header and drag the column header to the desired column header location in the grid.
 
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<h3>Remove columns</h3>
 
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To remove a column, drag and drop the column above the grid as shown in the image below.
 
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[[File:Grids.png]]
 
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<h3>Add columns that were previously removed</h3>
 
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#    Right click on any material.
 
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#    Select Add Columns to Grid.
 
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#    In the Customization Window you will see all columns that were previously removed.
 
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#    Drag and drop the column you want to add back to the grid as shown in the screenshot below.
 
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[[File:AddColumnToGrid.png]]
 
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== SnapShot tab ==
 
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<br>[[File:InventoryItem_SnapShotTab.png]]
 
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<br> The SnapShot tab in an inventory item summarizes the following information for that item when the snapshot is taken:
 
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<br>[[File:SnapShotGridDefinitions.png]]
 
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<br>
 
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<br>To setup how frequently SME takes a snapshot of your inventory items, go To Setup module > Company > Inventory. Click '''[[Company]]''' and go to the Inventory section to learn more.
 

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